Beds24
By Beds24 GmbH
Account Creation and General Settings: Create your Beds24 account online (no setup fee), and configure general account settings such as contact details and preferences.
Property and Room Setup: Add properties and rooms manually or import them from Airbnb, Booking.com, or via the Beds24 API. Complete property descriptions and configure room types, quantities, and details.
Pricing and Offers Configuration: Set up standard and special offers, pricing, and rate plans for each room or unit. You can create multiple pricing options, such as packages or promotions, and link prices between rooms if needed.
Dynamic Pricing Integration (Optional): Connect dynamic pricing tools like PriceLabs, RoomPriceGenie, or Beyond for automated rate management if desired.
Payment Processor Connection (Optional): Integrate payment gateways such as Stripe or PayPal to automate payment collection and processing.
Channel Manager Setup (Optional): Connect and synchronize your sales channels (Airbnb, Booking.com, Expedia, Vrbo, etc.) for real-time inventory and rate updates.
Import Existing Bookings: Import upcoming bookings from OTAs automatically, upload other bookings via CSV or API, or add them manually to avoid double bookings.
Customize Guest Communications and Automation (Optional): Set up automated guest messaging, email templates, and workflow automations for streamlined operations.
Beds24 can be extensively customized to fit specific business needs. Here are multiple data points showing its customization capabilities:
Custom CSS and Layouts: You can use custom CSS to alter the appearance of the booking page, control panel, and various elements (e.g., hiding selectors, changing slider heights, customizing check-out page elements).
Customizable Booking Widgets: The widget designer allows you to fully customize the look, content, and functionality of booking widgets, which can be embedded on any website and are available in over 30 languages.
Booking Page Customization: The booking page layout, templates, and display options can be tailored to your property’s branding and guest experience preferences.
Custom Reports: You can create custom reports based on any criteria, choose which data columns to display, automate report delivery, and export reports to Excel or CSV.
Custom Invoices and Emails: The look and content of invoices, emails, and guest communications can be customized to match your business branding and operational needs.
Promotional and Discount Codes: Set up custom promotional codes, special rates, and rules for minimum/maximum stays or specific seasons.
API Access: Beds24 offers a robust API, enabling custom integrations, automation, and data synchronization with other systems or websites.
Customizable Housekeeping and Operations: Cleaning, housekeeping, and front-desk management functions can be tailored, including custom room assignments and operational workflows.
Multi-language and Multi-currency: The platform supports over 20 languages and multiple currencies, allowing customization for international guests.
Private Label and Subdomain: You can host your booking page on your own subdomain for a fully branded experience.
Custom Search Criteria: Booking widgets can include custom search criteria, allowing guests to filter and search across multiple properties as needed.
Custom Pricing and Offers: Set up special offers, non-refundable rates, packages, and unique pricing rules for different periods or guest types.
Drag-and-Drop Bookings: The calendar interface allows for drag-and-drop management of bookings, making it easy to customize room assignments and scheduling.
Custom Guest Registration Forms: Automatically generate and print guest registration forms tailored to your property’s requirements.
Customizable Access Controls: Set user permissions and access levels for staff, owners, and partners to match your operational structure
WordPress Plugin: Easily integrate and customize Beds24 booking features on WordPress sites using a dedicated plugin.
Extensive Documentation and Help Center: Beds24 provides a comprehensive online help center and support wiki, featuring detailed articles, FAQs, and step-by-step guides for all system functions. Each section of the platform includes context-sensitive help, accessible by clicking the “HELP” or “?” buttons.
Setup Wizards: Interactive setup wizards guide new users through the initial configuration of properties, rooms, rates, and integrations, making onboarding straightforward even for those new to property management systems.
Video Tutorials and Webinars: Beds24 offers a library of video tutorials covering topics like getting started, dashboard customization, property and room setup, user management, and more. Recordings of previous webinars and announcements for upcoming live sessions are also available for self-paced learning.
Live Online and In-Person Training: Training is available via live online sessions and, where possible, in-person workshops, allowing users to interact with experts and ask specific questions.
24/7 Support Services: Beds24 provides round-the-clock support through multiple channels, including phone, chat, help desk, ticketing, and an online forum. This ensures users can resolve issues quickly, regardless of their location or time zone.
Knowledge Base and Community Forum: Users can access a searchable knowledge base and participate in community forums for peer-to-peer support and sharing best practices.
GDPR Compliance: Beds24 is fully compliant with the General Data Protection Regulation (GDPR). It acts as a data processor for its clients (the accommodation providers), processing personal data only as instructed and to the extent necessary for delivering its services. Clients retain control over guest data, and Beds24 provides settings for clients to manage how guest data is stored and processed.
Data Processing Agreements: A formal Data Processing Agreement is part of the user contract, outlining technical and organizational measures for data protection and specifying that Beds24 processes data only under the client’s instructions and applicable law.
Access Controls and Confidentiality: Only authorized personnel have access to personal data, and all staff are bound by confidentiality obligations that persist even after the end of the contractual relationship.
User Rights: Users (data controllers) have the right to access, correct, restrict, or delete their personal data. They can also request information about data transfers to third countries and the guarantees in place for such transfers.
Two-Factor Authentication (2FA): Beds24 supports two-factor authentication, adding an extra layer of security to user accounts and making unauthorized access more difficult.
Password Security: Strong, unique passwords are recommended, and users are encouraged to update them regularly. Passwords should never be shared or entered into third-party applications to prevent unauthorized access.
Regular Software and Browser Updates: Users are advised to keep their operating systems and browsers up to date to benefit from the latest security features and patches.
Data Minimization and Purpose Limitation: Personal data is collected and processed only for specified, explicit, and legitimate purposes, such as fulfilling bookings or as required by law. Data is not shared with third parties unless explicitly authorized by the user for integrations or services.
Technical and Organizational Safeguards: Beds24 implements appropriate technical and organizational measures to prevent data from being altered, lost, processed, or accessed illegally. These measures are continuously evaluated and updated according to the state of technology and risk exposure.
Beds24 releases updates frequently and on an ongoing basis, with new features, enhancements, and integrations rolled out throughout the year. Updates are managed centrally via the cloud, so users do not need to install software or run manual updates—improvements are automatically applied to all accounts. Recent examples include mobile app upgrades, messaging integrations with OTAs like Expedia and Vrbo, control panel redesigns, new reporting tools, and enhanced pricing and rate management features. Release notes and documentation for all new features, bug fixes, and planned changes are published regularly on the Beds24 website and wiki, keeping users informed and allowing them to provide feedback for future improvements. Scheduled maintenance is communicated in advance, and any downtime is kept minimal and announced beforehand. This continuous, cloud-based update process ensures that Beds24 users always have access to the latest tools, security enhancements, and integrations without service disruption or manual intervention
Data Ownership: Beds24 operates as a data processor under GDPR, meaning that the accommodation provider (Beds24’s customer) is the data controller and retains full ownership and control over their data, including guest information, bookings, and operational records1. Beds24 processes this data only as instructed by the customer and solely for the purposes necessary to provide its services.
User Rights and Access: Customers have the right to access, correct, restrict, or delete their personal data at any time. They can request confirmation about whether their data is being processed, obtain details about data transfers to third countries, and request corrections or restrictions as needed.
Data Portability: Beds24 customers can export their data as needed. The platform allows users to download booking, guest, and operational data, supporting migration or backup requirements. Upon contract termination, data is deleted after a defined retention period (typically one month for free trials, three months for paid accounts), giving customers time to export or back up their data before deletion.
Data Deletion: After contract termination, Beds24 deletes all customer data following the retention period, and no prior notification is given before deletion. Customers are responsible for exporting any required data before the end of this period.
Beds24 offers highly flexible and scalable terms for adjusting your usage as your organizational needs change:
Pay-As-You-Go, No Contract Model: Beds24 uses a monthly, pay-as-you-go pricing structure with no long-term contracts or minimum terms, allowing you to scale up or down at any time without penalty.
Scalable Pricing by Number of Rentals: You are only charged for the actual number of rentals (rooms, units, or properties) you manage. As you add or remove rentals, your monthly fee automatically adjusts, ensuring you only pay for what you use.
No Setup or Hidden Fees: There are no setup fees or hidden costs when you increase or decrease your number of units or channels.
Channel and Feature Flexibility: You can activate or deactivate channels and integrations as needed, and you only pay for the channels you actively use, making it easy to expand or streamline your distribution strategy.
Customizable Pricing Models: Beds24 supports a variety of pricing models (fixed, daily, occupancy-based, length-of-stay, derived/linked prices), so you can adapt your rate structure as your business evolves.
Instant Adjustments: Changes to your property count, channels, or features can be managed instantly through the Beds24 dashboard, with pricing and system access updating in real time.
Contract Start and Duration: The Beds24 contract begins upon customer registration. The initial contract period includes a trial (minimum two weeks), ending on the first day of the next calendar month. If a positive balance remains in the customer account at the end of the trial, the contract automatically extends by one month at a time.
Automatic Renewal: After the trial, the contract renews automatically every month as long as there is a positive account balance. Monthly fees are calculated based on the number of rooms/properties and activated extras, and are payable in advance.
Before cancelling, customers should export all data (bookings, invoices, etc.), as access is lost after account closure.
Monthly charges continue until cancellation is completed.
Beds24-Initiated Non-Renewal or Termination: Beds24 may object to contract renewal with three months’ notice, ending the contract on the date specified in the announcement.
Beds24 also reserves the right to terminate immediately for good cause, such as misuse, illegal activity, insolvency, or gross contract violations
Special Termination Rights: Customers may terminate early if Beds24’s service availability falls permanently below 89% of the annual average, or if Beds24 announces significant functional restrictions or changes. In such cases, customers have a special right of termination with two weeks’ notice to the change date.
Booking Cancellations: Cancelling a booking in Beds24 does not cancel it in the connected channel (e.g., Booking.com, Expedia); channel bookings must be cancelled directly in the channel.
Data Access and Export: Customers are responsible for exporting all needed data before cancellation, as access is lost after account closure.
Beds24 software meets several important compliance standards and industry certifications relevant to hospitality management:
GDPR Compliance: Beds24 is fully compliant with the General Data Protection Regulation (GDPR), ensuring that personal data of guests and users is processed, stored, and transferred according to strict European data protection laws. Clients retain control over their data, and Beds24 acts as a data processor, following customer instructions and legal requirements.
Certified Integrations and Local Compliance: Beds24 offers integrations with certified invoicing tools and tax solutions for local compliance, such as SEF/AIMA, city tax, INE, and COPE. For example, Hostkit integration is certified by the Portuguese Tax Authority for short-term rental compliance.
Preferred and Premier OTA Partner Programs: Beds24 has been recognized as a Preferred or Premier Partner by major OTAs, including Airbnb, Booking.com, Expedia, and Vrbo. These statuses are awarded based on meeting high technical, performance, and security standards required by these platforms.
Payment Security: Beds24 integrates with secure payment gateways (such as Authorize.net, Stripe, and PayPal), ensuring that online transactions are processed securely and in line with payment industry standards.
Privacy Shield: Beds24’s integration with Google services leverages Google’s Privacy Shield certification, guaranteeing compliance with European data protection requirements for international data transfers.
