Sub Account

Give other people their own login to your Beds24 account with sub accounts. Each sub account has a unique username and password and can have restricted or full access to other accounts or to individual properties. A sub account can also own its own properties. Manage sub accounts in Account Management: click the User icon at the top right, then Account Management (in the old control panel: Sub Account at the top right).

Quick Guide

  1. Click the User icon, then Account Management.
  2. Click Create New Sub Account and enter a username, password and email.
  3. In Account Settings, assign a Role.
  4. Give the sub account access to the properties it needs. See Sub Account Manage Property.

Table of Contents

How accounts and properties relate

A property is always owned by one account or sub account, but it can be set up to be accessed from other accounts. It inherits its account-level settings from the owner account. So the property should be owned by the account that manages it and whose email address sends out confirmation messages and other system emails.

  • If the property is managed mainly in the master account, and the sub account only needs to see certain information or do certain tasks, the master account owns it. The sub accounts are given access to the property.
  • If the property is managed mainly by the sub account, and the master account only needs access, the sub account owns it. The master account is given access to the property.

Note: Only one person at a time can log in to any account or sub account.

In Account Management, Global Sub Account Settings apply to all sub accounts of the master account. Click Manage to apply settings to an individual sub account.

Global sub account settings in Account Management

Manage button for an individual sub account in the account list

Create a sub account

  1. Click the User icon at the top right, then Account Management.
  2. Click Create New Sub Account.
  3. Enter the username, password and email.
  4. Scroll down to Account Settings and assign the Role for the sub account. See Roles.
  5. Adjust the sub account settings and click Save.

Expected result: The sub account appears in the account list and can log in with its own username and password.

Tip: You can also create a sub account with Make.

Roles

The Role sets the access rights of the sub account.

Role Access
Admin All rights.
Accountant Access to the Financial Reports in Reports > Standard Reports and read-only access to bookings in the Calendar.
Agent Access to the Calendar only, and can change their password. In Bookings they see the list and the calendar but no financial information in the booking. Can add and manage own bookings with write access to a property.*
Agent 2 Access to the Calendar and Bookings only, and can change their password. In Bookings they see the list and the calendar but no financial information in the booking. Can add and manage own bookings and prices with write access to a property.*
Agent 3 Access to the Dashboard, Calendar and Bookings only, and can change their password. Can add and manage own bookings and prices with write access to a property.*
Back Office All parts of the control panel can be seen and edited except Settings.
Back Office 2 All parts of the control panel can be seen and edited. Settings are read-only.
Channelmanager Access to Dashboard, Calendar, Bookings and Prices. In Settings they see property settings, room settings, channel settings and the marketplace.
Cleaner Read-only access to bookings in the Calendar and the Dashboard. Access to the standard reports Cleaning, Daily Activity, Cleaning Brief and Daily Unit Activity.
Cleaner Manager Read-only access to bookings in the Calendar and the Dashboard, and can open the booking and see details. Access to the standard reports Arrival, Departure, Current Guests, Cleaning, Daily Activity, Cleaning Brief and Daily Unit Activity.
Co Master All rights to the properties the sub account owns or has access to. Access to the master account's sub account menu: can change sub accounts in the master account and create sub accounts in the master account, but has no sub accounts of its own.
Front Desk Read and write rights for Bookings and Standard Reports. No access to Settings, Custom Reports and standard reports with revenue information. Read-only access to all other areas.
Front Desk 2 Read-only access to all areas of the control panel. Read and write rights for Bookings.
Limited Access Access to Support only.
No Access Blocks the sub account's access.
No Credit Card All rights, but no access to credit cards.
Owner Access to the Dashboard, Calendar and Bookings only. In Bookings they see the list and the calendar but no financial information in the booking. Can add and manage own bookings with write access to a property.*
Read Only All parts of the control panel can be seen but not changed.
Sub Master All rights to the properties the sub account owns or has access to. Can have sub accounts of its own.
Sub Reseller A Sub Master who can also resell. Send a support ticket to use this role. See Reseller.

* For Agent, Agent 2, Agent 3 and Owner: bookings from other sources only show as blocked dates, and rooms with a sell priority less than 10 are hidden. This lets you create rooms that are hidden from the agent or owner.

Note: The roles Admin, Read Only, Back Office and Front Desk have access to credit card details. Credit card access is set per property: see Allow sub accounts to view credit card details. To prevent credit card access, enter creditcard in Hide menu pages.

Sub account settings

You can leave these settings as default and update them in the sub account if its role allows it. Otherwise the master account sets them.

Setting What it does
Allow Delete Bookings Whether the sub account can delete bookings.
Outgoing Email Whether the sub account can use the master account's outgoing email settings. Required if the sub account should send Auto Action emails.
Support Tickets Whether the account can send support tickets and, if so, who answers them.
Write Access Bookings Whether the account can modify bookings created by other accounts.
Invoicee visibility Which invoicees are visible in bookings: all in the property owner, or only those created in the sub account.
Include actions from Includes Auto Actions from another account. They show in bookings with the Manual trigger.
Maximum Google Ads Commission Default 999999.

The sub account also has its own account menus:

  • Account: check account info, account template variables.
  • Preferences: Control Panel, Control Panel Calendar, Bookings, Highlight Colours.
  • Outgoing Email: set up the outgoing email service for the sub account. Required to send emails from the sub account.
  • Host Notifications: set by the master account, or in each sub account if its role allows access.
  • Account Access: update the sub account email address. Required if the sub account uses the API.

Clone account settings

Click Clone Account Settings to copy selected settings from one account to another account or sub account. You can clone:

  • Dashboard
  • Account
  • Account Access
  • Account Preferences
  • Outgoing Email
  • Host Notifications
  • Booking Page > Multiple Properties
  • Booking Page > Internationalization
  • Channel Manager
  • Custom Reports
  • Guest Management > Auto Actions (visible when you select the account to clone from)
  • Guest Management > Invoicee (visible when you select the account to clone from)

To clone property settings, see Clone property settings.

Access rights

In Account List > Manage Account for the sub account, set its access rights:

Access right What it controls
Control Panel Whether the property is visible in the control panel read-only or with write access.
Inventory Linking Whether prices and availability can be linked. Values are visible read-only or with write access.
Booking Linking Whether the bookings of the property are hidden, visible read-only or visible with write access.

Warning: If you include bookings from another property, you also need to allow Booking Linking from the property that owns the bookings to see them.

Hide menus and settings

You can make whole pages read-only, hide whole pages, or hide individual settings.

  • To limit one sub account, click Manage Account and use the settings there.
  • To limit all sub accounts, use Global Sub Account Settings under Account List.

Tip: If you limit settings for all sub accounts, you can make a globally hidden page or setting visible or writeable again for one sub account: add a ! in front of it. You may need to enter the code in both Read Only Menu Pages and Hide Menu Pages to make it visible and writeable. For example, dashboard in Hide menu pages in Global Sub Account Settings hides the dashboard from all sub accounts. !dashboard in Hide menu pages for one sub account shows it the dashboard again.

Hide whole menu pages

  1. Find the identifier of the page in its URL: it is the word after pagetype=.
  2. Enter the identifier in Account List > Manage Account > Menu Settings > Hide menu pages.
Identifier Hides
synchroniser All Channel Manager pages
syncroniserbookingcomxml Only the Booking.com channel manager page
settings The Settings menu
settings,rates,messages The Settings, Fixed Prices and Messages menus
reports The Standard Reports sub menu of Reports
reports2 The Custom Reports sub menu of Reports
reportlogs2 The Booking Page Log sub menu of Reports
reportactivity The Activity Log sub menu of Reports
messages The Messages menu

Hide individual settings

  1. Click Manage for the sub account, then Login.
  2. Go to the setting you want to hide.
  3. Click the copy icon next to the setting, then Hide.

Note: Not all settings have the copy icon. Contact Beds24 support to hide a setting without one.

Hide tabs, sub menus and standard reports

Enter these identifiers in Hide menu pages.

Area Identifiers
Bookings bookings-calendar
Fixed Prices rates-list, rates-calendar, rates-channels
Booking popup tabs bookedit-info, bookedit-summary, bookedit-detail, bookedit-charges, bookedit-invoice, bookedit-guest, bookedit-log, bookedit-mail, bookedit-messages, bookedit-custom (see Custom tab)
Fixed Prices popup tabs rateedit-rooms, rateedit-discounts, rateedit-upsell, rateedit-channels
Standard report identifier Hides
reports-guestsandhousekeeping All guests and housekeeping reports
reports-occupancy All occupancy reports
reports-financial All financial reports
reports-invoices All invoice reports
reports-payments All payments reports
reports-monthlyrevenue All monthly reports
reports-charges All charges reports
reports-arrivals, reports-cleaning, reports-cleaningbrief, reports-currentguests, reports-country, reports-dailyactivity, reports-dailyunitactivity, reports-dailyunitnotes, reports-departures The individual report of that name

Block sub accounts from sending SMS

Add this to Hide menu pages:

automail.smsenable,owners.smsenable,owners.smsenable2

Hide functions with custom CSS

Go to Sub Accounts, click Manage Account for the sub account and add the code to Control panel custom CSS.

To hide Custom CSS
The Show options in the Calendar .dashgridshowfilter{display:none;}
The Delete button in the booking popup .pagetypeajaxbookedit .b24btn_Delete{display: none}
The Add Booking button (suitcase icon) in the calendar .icon-suitcase, .b24btn_AddBooking{display:none}
The Add Booking button at the top of the control panel .b24btn_AddBooking{display:none}
The Feedback button #feedbackButton {display: none !important;}
The Overview tab .gotobookingoverview{display:none;}

To limit the Show options: first log into the sub account, go to the calendar and untick all options you don't want. Log out, log into the master account and add the CSS. The user then only sees the options you left ticked and can't tick others, because the Show drop-down is gone.

Tip: For more possibilities, see How to use Custom CSS.

Email from sub accounts

To let a sub account send email from its own email address:

  1. Log into the sub account and go to Settings > Account > Outgoing Email. Set up the sub account's email address. See Outgoing Email.
  2. Go to Sub Accounts and click Manage Account.
  3. In Account Settings, set Outgoing Email = Never use Master Account or Use Master Account as Fallback.

To stop sub accounts sending SMS, see Block sub accounts from sending SMS.

Messages to sub accounts

  • Message to Account sends information, such as pop-up news, to all sub accounts.
  • Click Manage Account to create messages for an individual sub account.

Custom control panel menu links

Add HTML links to the top left of the control panel, for all accounts or for individual sub accounts.

  1. Click the User icon at the top right, then Account Management.
  2. For all accounts, scroll down to Custom Control Panel Menu. For one sub account, click Manage Account for it in the Account List first, then scroll down to Custom Control Panel Menu.
  3. Click the </> button, enter the name and URL of the link, and click Save.

To add several links, put them side by side separated by a space, or enter each link on its own line.

Tip: Add the QR code page of the Beds24 mobile app for users who have no permission for the Settings > Marketplace menu. The link shows in the top left of the user's control panel:

<a href="https://beds24.com/control3.php?pagetype=mobileapp">Mobile App</a>

Example with a link to Google Translate and the Beds24 mobile app:

<a href="http://translate.google.com">Translate</a>&nbsp; <a href="https://beds24.com/control3.php?pagetype=mobileapp">Mobile App</a>

See also Mobile App Android and IOS.

Custom tab in bookings

In Sub Account > Account List, add a custom tab to bookings. Use HTML and template variables to include information from the booking.

  • To rename the tab, enter Custom Tab|New Name in the Control Panel Custom Text setting, replacing New Name with your preferred name.
  • Each sub account can have its own custom tab. A sub account's custom tab is shown instead of the global custom tab. If a sub account has none, the global custom tab (if used) is shown.
  • To hide the custom tab from a sub account, go to Account List, click Manage Account and enter bookedit-custom in Hide menu pages.

Example: click Edit, then add the text and template variables to show on the custom tab:

[GUESTTITLE] [GUESTFIRSTNAME] - [GUESTNAME]

Check in : [FIRSTNIGHT] Checkout : [LEAVINGDAY]
Note: [GUESTARRIVALTIME]

Rooms : [ROOMNAMESNCBR]

Fixed Price Details : [RATEDESCBR]

Invoice Details :  [INVOICETABLE2]

Pending Payments : [INVOICEPENDPAY]  Due date : [INVOICEPENDPAYNEXTDATE]

Delete a sub account

Prerequisites: The sub account's properties must have no future bookings (see Manage bookings in a property), and the sub account must have no Auto Actions.

  1. Delete the sub account's Auto Actions: go to Settings > Guest Management > Auto Actions, click Edit to open each Auto Action and click Delete.
  2. Click the User icon, then Account Management.
  3. Click Manage Account for the sub account.
  4. Scroll to the bottom of the page and click Delete.

Expected result: The sub account is removed from the account list.

Property access

Making properties available in other accounts, credit card access, cloning, moving and deleting properties, and managing their bookings and fixed prices: see Sub Account Manage Property.

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