User Guide for Vendors

1. What is E-reserve for your business?

E-reserve.eu is an online booking platform. You list your venue (beach bar, restaurant, accommodation, boat, parking, service, etc.) and its "products" (sunbeds, tables, rooms, appointments, vehicles), customers find you through search or from the QR code you have on your venue, book and pay online, and you manage everything from a control panel (Vendor Dashboard).

The basic concepts you will encounter everywhere:

There is no subscription or registration fee. You are only charged when there is a successful booking, through the commission added to the customer's price.

2. Registration and first entry

2.1 Create an account

1. Go to e-reserve.eu/register/ (or from the "For Businesses" page → "Create an Account").
2. Fill in: User name, E-mail, Code and Confirm password.
3. You will receive a welcome email.

If you already have an account, log in from e-reserve.eu/login/. There is also a "Forgot my password" link for resetting via email.

2.2 Business registration

There are two paths, with the same result:

A. From the "For Business" page« (e-reserve.eu/for-businesses/ → form "Register your business"). Fields:

• Name *
• Category * (list with search: beaches/beach bars, catering, accommodation, boats, transportation, parking, events, etc.)
• Venue address * (street & number, area, city, zip code, country) + "Show on map" button — you can drag the pin to the exact location
• Description
• Contact phone number * and contact email * — given to the customer once the reservation is confirmed
• Message to the customer — included in the confirmation email (access instructions, check-in, parking, etc.)
• Beneficiary type * (Company/Professional or Individual), VAT number/Country, VAT number *, Invoicing name, Tax Office
• Acceptance of Terms of Use * — includes the statement that e-reserve only provides the platform and is not responsible for your tax compliance or the documents to your clients

The Greek VAT number is checked automatically (9 digits + checksum). Foreign VAT is checked via VIES.

B. From the control panel (tab "New Space", see section 5) — the 3-step wizard, which allows you to add products from scratch.

2.3 What happens after submission?

• With the default platform setting, the space goes live immediately and you receive an email saying "Your business is live.".
• If the platform has manual approval enabled, you will receive a "Verify your business" email with an activation button. By clicking it, the space will be published. Alternatively, the administrator will approve it and you will receive an email "Your business has been approved.".
• Your account automatically acquires a role Vendor and you can enter the control panel.

Tax information (VAT number, tax office, name) and acceptance of terms are requested. once. In the next places you add, they are not searched for again.

3. The control panel (Vendor Dashboard)

Address: e-reserve.eu/vendor-dashboard/. By connecting as a vendor you are automatically redirected there.

3.1 Upper part

• Welcome with your name and a link "← Home".
• Three statistics cards:
• Spaces — how many spaces do you have registered?.
• Reservations — total reservations; if there are any pending, it is displayed in red «(+N)».
• Revenue (confirmed) — sum of the booking charge in the status "Confirmed" or "Completed".
• If you have not filled in your payment details, you will see a yellow warning "Fill in your payment details" with a "Fill in" button (see 7.2).

3.2 Side menu (tabs)

Where there is a space selection (dropdown "Select space"), the tab works for the space you have selected. If you do not select, the first one is selected by default.

4. Spaces & Products

4.1 List of places («My Places»)

Table with columns: Space (name, how many units and how many images it has), Category, Location, Situation, Actions.

Space situations:

Action buttons (icons) on each line:

• Projection — opens the public page of the space in a new tab, as the customer sees it.
• Products — takes you to the site's product panel (below on the same page).
• Pictures — opens the gallery management.
• Edit — opens the space details form.
• Disable / Enable — temporarily hides the space from search (e.g. off-season) or restores it. Reservations and data are not lost.
• Deletion — asks for confirmation ("Its units will also be deleted") and sends space and products to the trash. Unrecoverable from your dashboard; requires administrator to restore.

4.2 Space editing

Form fields:

• **Name *** — the name that the customer sees.
• Category — it also changes the filters with which they find you.
• Room telephone and Email address — are displayed to the customer after confirmation of the reservation, for direct consultation.
• Venue address — street & number, area, city , ZIP code, country. With the button «"Location on the map"»* the address turns into a pin; you can drag it to the exact spot. The coordinates are entered into the customer's voucher as a Google Maps navigation button, so it pays to be precise.
• Description — free text for the site page.
• Message to the customer (in the confirmation email) — access instructions, check-in hours, parking, etc. Automatically sent with every confirmed reservation.
• Amenities (checkbox, also function as search filters):
• Wifi, Parking, Outdoor, Family Friendly, Pet Friendly
• Free Cancellation — informational indication to the customer and search filter.
• Instant Confirmation (without reservation approval) — changes the flow: every reservation is automatically confirmed upon payment, without your approval (see 6.3). If you do not check this, every reservation awaits your approval within 48 hours.
• Accommodation details (only displayed for accommodation categories, e.g. Hotels/Airbnb, Camping/Glamping): Check-in, Check-out, Minimum nights, Rooms, Beds, Max. persons, Bed configuration, Children allowed, Pets allowed, House rules. They are displayed on the property page («Property details») and minimum nights are applied to the reservation.

You are welcome. Storage. Changes are immediately visible on the public page.

4.3 Images (Gallery)

Button «"Add Images"» → opens the media library where you upload from your computer/mobile or choose from those you have already uploaded (you only see your own). Each image has an «×» for removal. The first image acts as the center in the results list.

4.4 Products / Units of the space

Below the list of places is the panel «"Products — <domain name>"» with dropdown "Select space". The table shows: Unit, Type, Booking Fee, Availability (how many are available), Status (Active/Inactive) and buttons Edit, Disable/Enable., Deletion.

Add New Unit (form at the bottom) and Edit have the same fields:

In the Edit unit there are additionally:

• Availability hours per day of the week: checkbox open/closed, time from – to (step 15′), and breaks ("+ break") during which appointments are not made. If closing is before opening (e.g. 09:30 – 02:00) the hours continue after midnight.
• Additional / extra charges ("+ Add-on"): each line has a name, price, if it is "per night", and type:
• Optional — the customer chooses quantity (e.g. Breakfast €8)
• Mandatory — always added (e.g. Accommodation tax €2.50/night)
• Per person — multiplied by the atoms
• Per person over N — charged only for people above the limit (e.g. Extra person €10/night over 3)

Active / Inactive: the inactive unit is not available for booking but keeps all its details. Deletion: asks for confirmation and sends the unit to the bin.

4.5 Prices per Period

For each unit you can define different price for a specific period (From – To – Price € → «Add»). E.g. August €25 instead of €15. If the booking date falls within a rule, the rule price applies; otherwise the basic booking fee. Each rule is deleted with «✕». The rules are also displayed on the unit’s public page.

4.6 Unavailable days (per unit)

You close. a specific unit for a period (From – To optional → «Block»), e.g. «room 3 is under maintenance 10–15/9». The remaining units in the space remain available. Each blocked day has an «×» to remove. To block the whole place, you use the "Availability" tab (section 8).

5. New Space (3 step guide)

Step 1 — Space details: Brand name , Category , Location , Description, Photos ("Add images"). If this is your first listing, you will also be asked for Form (Company/Individual), Country, VAT Number, VAT Number , Tax Office, Invoicing name and acceptance of Terms of Use.

Step 2 — Products / Units: "Add unit" as many times as you want. Each card has the fields of section 4.4 (title, type, features, booking fee, charge, availability, maximum people, booking method, appointment duration, description, tags) plus optional Price rules per period and Closed intervals. Hours and extra charges are defined later, from the product list.

Step 3 — Check & Create: summary of everything you entered. With "Create space" space, units, prices and closes are created together, and you are transferred to the table. What is described in 2.3 applies for when it goes live.

With "← Back" / "Continue →" you move between steps without losing what you wrote.

6. Reservations

6.1 The list

Columns: # (code #ER000123), Space, Date (or range of days), Time (from – to), People, Charge, Situation, Actions. The 100 most recent are displayed. In the menu, next to "Bookings", there is a red mark with the number of pending ones.

Reservation statuses:

6.2 Actions

• In Pending / Pending Approval: buttons Confirmation and Rejection.
• In Confirmed: button Integration (you move it to "Completed" when the customer is served; it doesn't send money, it's for your own order and for statistics).
• With each status change, the customer receives an email update.

6.3 The approval flow (if you do NOT have "Instant Confirmation")

1. The customer closes and pays online. The reservation is "Awaiting Approval".
2. You receive email «"New booking #ER… — approval required within 48 hours"» with all the details (customer, date, time, people, charge and «"You will receive"» = your amount) and two buttons: Approval (green) and Rejection (red). You click directly from the email, without logging in — or you do it from the board.
3. If you don't answer 24 hours, you receive reminder with the exact deadline.
4. If they pass 48 hours without response, the reservation automatically canceled, the customer is also informed of the money is returned. You lose the reservation, so it's worth responding quickly.
5. With Approval: the customer receives a confirmation email with the voucher/QR and your "Message to the customer", and you receive an email «"Booking #ER… confirmed — customer details"» with his phone/email for direct contact.
6. With Rejection: the customer is informed that it was not approved and that they will receive a full refund within 3–5 business days. The refund is processed by the platform.

6.4 The flow with «Instant Confirmation»

If you have checked the Facilities of the space «"Instant Confirmation (without reservation approval)"», once payment is completed, the reservation is made directly Confirmed, the customer immediately receives the voucher, and you receive an email «"New reservation #ER… — <space>"» with the details and the "Manage reservations" button. There are no deadlines. Recommended when the availability you have declared is accurate.

6.5 Double bookings

The system simultaneously keeps: the quantity you declared per unit, the reservations that have already been made, the unavailable days, the hours, and the calendars you have connected (iCal/Beds24). The moment a customer completes a reservation, the unit is locked for a few seconds, so that two customers do not book the same position at the same time.

6.6 The customer voucher

Once the booking is confirmed the customer receives an email with an "Open voucher" button and QR. The voucher shows venue, date, time, people, location with navigation button, extras and code #ER…. Upon arrival, you will be shown the voucher (or given the code) and you will match it with the line in your Reservations. The day before the reservation, the customer will receive an automatic reminder.

6.7 Cancellations by the customer

The customer can cancel from their e-reserve account as long as the reservation is not already «Cancelled» or «Completed.» The reservation appears as «Cancelled» in your list and the seat is released.

7. Revenue and payments

7.1 Income per month

Table with Month, number of reservations and Total, for "Confirmed" or "Completed" reservations (last 12 months).

7.2 Payment details (payout)

Here you declare where your income will be paid:

• Payment method: Bank account (IBAN) or PayPal.
• IBAN (checked for validity), Beneficiary (full name/brand name), Bank (optional).
• PayPal account email (if you choose PayPal).

IBAN is mandatory for everyone, even if you are paid via PayPal: it is the account that is listed on your invoices and the alternative if the PayPal payment fails. Until you complete it, the table shows the yellow warning.

7.3 Payments to you

• «"Pending to you"»: the amount you are currently owed.
• When do you get paid?: every Friday, for reservations purchased before Wednesday (otherwise 2 business days clearance).
• Table by month: Reservations, Turnover, Commission, Paid, Pending.
• Details per booking: Date, Area/Unit, Customer, Total, Supply, Clean (yours), Status (paid/pending).

7.4 How the amounts are calculated

• You set a booking fee, e.g. 20 €. This is the your clean.
• The platform adds its commission (percentage, fixed amount per booking or per person, with a minimum charge — depending on your agreement). The customer sees and pays a single price (e.g. €22). The commission is not displayed separately to the customer.
• Add-ons/extras and prices per period are included in the base before the commission is calculated.
• The document to the end customer for your service is your responsibility (as you accepted in the Terms). The platform issues a receipt only for its own commission.

8. Availability

Top-to-top space selection dropdown. Three cards:

8.1 Availability Calendar

You choose Product and you see a monthly calendar (arrows for previous/next month, defining ~400 days) with colors:

• White — Available
• Yellow — Partially booked (some of the available spaces have been booked)
• Red — Complete
• Gray — Blocked (by you or a linked calendar)

It is read-only; changes are made from subsequent cards.

8.2 Blackout Dates (all space)

Block — From / To (optional) → "Block". Closes all the space units for these days (holiday, private event, closed). Each day has an "×" to remove. For a single unit, use section 4.6.

8.3 Calendar Synchronization (iCal, for the entire site)

• Calendars to import: you paste links .ics from Airbnb, Booking.com, Google Calendar, Expedia, etc. ("+ Add calendar" for many sources). With "Save & Sync" the booked days of other channels blocked here. Synchronization is automatically repeated every hour. It shows "Last sync" and how many days are blocked by iCal.
• Your link (export): an iCal URL with your e-reserve reservations. You paste it into Airbnb/Booking/Google so that what closes here closes there too. "Copy" button.

The calendar of this card is about the whole place (one source closes all units). If each room has its own calendar, use the "API & Connections" tab.

9. API & Connections

One page for all external links, per site. Each link has an indication Connected / Not connected.

9.1 iCal per unit

Table with each unit, field for one or more calendar URLs (one per line), last sync and number of days closed, «Save» button. So the calendar for «Room 2» on Airbnb only blocks «Room 2» here.

9.2 Beds24 (two-way connection)

Login: 1. In Beds24 → Marketplace → API → "Generate invite code". 2. Permissions: READ in bookings, bookings-personal, inventory, properties, and WRITE to bookings (so that reservations from e-reserve can also be closed on the same days on Beds24). Nothing on DELETE. 3. Paste the code in the field "Beds24 invitation code" → "Login", within 24 hours of its creation. It is used once, then the connection is renewed by itself. You do not give your Beds24 password anywhere.

After connecting:

• Room assignment: in each unit you put the Beds24 roomId → "Save". With "See my rooms" you see the list of your rooms with their ids.
• Sync now — immediate synchronization (otherwise it happens automatically every hour).
• Enter prices — copies Beds24 prices to "Prices per Period"; it doesn't matter which ones you set.
• Immediate update (optional) — you paste the webhook URL we give you in Beds24 → Settings → Properties → Access → Booking Webhook, and changes come within minutes instead of every hour.
• Connection renewal — if you change permissions on Beds24, you generate a new password and paste it here without logging out.
• Disconnection — disconnect whenever you want.
• If something fails, «Last error: …» appears on the card; it never silently closes your calendar.

10. Message scheduling

You send automatic emails to customers in relation to their reservation — e.g. "8 hours before arrival" access instructions, "1 day after departure" thank you/review.

New rule:

• Applies to: All my spaces, or Selected (you check entire spaces and/or specific products, in any combination).
• When: number + hours/days + Before/After + event: Arrival / Check-in, Departure / Check-out, or Create a reservation (X hours/days after creation).
• «"If the reservation is made later than this limit, send the message at the time of booking"» — e.g. rule "8 hours before arrival" and reservation 2 hours before: the message goes away immediately.
• Theme and Content with field input buttons: {businessName}, {unitName}, {guestName}, {guestFirstName}, {checkInDate}, {checkInTime}, {checkOutDate}, {checkOutTime}, {guests}, {bookingRef}. They are automatically filled in per booking.
• Send a copy (BCC) to me — you get the email too.
• Active rule — you can keep it stored but inactive.

The rule list shows When, Places, Subject, Status and Edit / Enable–Disable / Delete buttons.

11. Display material

For each active (Live) your space:

• Preview of QR and the link of the space.
• «"Download poster (PNG)"» — ready-made 1080×1528 poster "Scan & book online" with your venue name and QR, for cashier, table, entrance.
• «"Only QR"» — the QR in high resolution for your own material (menus, cards).
• QR Scans: N — how many times it was scanned. The customer who scans goes directly to your site's page and closes from their mobile.

12. What the customer sees and does (so you know what they expect from you)

1. Finds your space from search (word, location, category, date, price, people, amenities, Free Cancellation, Instant Confirmation, tags), from the recommended/popular ones of the original, or from the QR yours.
2. In site page sees photos, description, amenities, location on a map, accommodation details (if any), products with "from" prices, prices by period, and the availability calendar.
3. Closing: selects product → date/range or day+time (depending on booking method) → people/quantity → extras → online payment (card via Nexi or PayPal). Can also be booked as a guest or with an account.
4. Receives emails: "Booking request — awaiting approval" (if approval is required) or directly "Confirmation" with your voucher and message; "not approved" or "automatic cancellation" with refund; reminder the day before; your own scheduled messages.
5. From his account He sees his reservations, the voucher, and can cancel.
6. After confirmation, they see your space's phone number and email for direct contact.
7. Can submit complaint from the "Complaint" page, which is managed by the platform.

13. The emails you receive as a vendor (summary)

All emails go to your account email (not to the "Space Email", which is for customers).

14. Tips and FAQs

• I don't appear in search. Check that the space is "Live" (not Inactive/Pending), that it has at least one Active product, and that the category/location are correct.
• The customer cannot close for a day. View the Availability Calendar: it may be full, blocked, out of hours, or booked by iCal/Beds24.
• How quickly should I respond?; Within 48 hours, otherwise the reservation will be canceled and the money will be refunded. If your availability is accurate, activate "Instant Confirmation" and don't miss out.
• I want a different price on the weekend/August. Prices per Period (4.5).
• I have 30 sun loungers. One product "Sunbed" with Availability 30 and booking method "Full day". If you have first/second row with a different price, two products.
• I make appointments by the hour. Booking method: "Appointment", duration 60', hours per day with breaks.
• I rent rooms. «"Day range", minimum nights in Accommodation details, surcharges for accommodation tax/breakfast/extra person, iCal or Beds24 to avoid double booking with Airbnb/Booking.
• I'm closing for vacation. Blocked Dates for the entire space (8.2) or Deactivate the space (4.1).
• When do I get paid?; Every Friday, see 7.3. No payment will be made without an IBAN.
• Documents. You issue to the customer for your service; the platform only for its supply.
• I want more visibility. The poster/QR (11) is free. For a suggested listing, sponsored post or banner in the home/search, contact the platform (managed by the administrator).
• Aid. "Help & FAQ" and "Contact" page on e-reserve.eu.