Your essential Extranet user guide

The Extranet system allows you to manage your web listing content and images, giving you the flexibility to make updates to your listing whenever you want. Having the latest information available on your web listing is vital to improve the visitor experience.

If you’re a tour operator, take a look at our tour management system guide on how to update your operator profile.

1. Getting started
2. Edit your web listing
3. Reports
4. Further help
5. Web browsers you can use with the extranet

1. Getting started

At the provider portal of our global site, you can enter your username and password. If you have forgotten your password, you can always reset on our portal.

Back to the top

2. Edit your web listing

Select the product you would like to edit by clicking on the relevant business name. Once you have done this, your business details will appear on screen. Please note all changes made in your Extranet update overnight, and so will be visible on your web listing the next day.

Click on menu and select ‘Edit details’. Another menu will appear on the right hand side.

Select the section of your web listing you would like to edit.

• 2.1 Product details
• 2.2 Descriptions
• 2.3 Media
• 2.4 Facilities
• 2.5 Openings
• 2.6 Rooms (accommodation businesses only)
• 2.7 Tickets (attractions, activities and transport operators)
• 2.8 Links
• 2.9 Short-term lets
• 2.10 Special offers

Back to the top

2.1 Product details

You can update your contact details for visitors and use the symbol beside Latitude Longitude to ensure your business appears in the correct map location on your web listing.

To change your map location, move the orange pointer to the most accurate location and click 'save and update'.

Back to 'Edit your web listing'

Back to the top

2.2 Descriptions

You can update information into the following fields: ‘Description’ and ‘Short’. It is important to note that to edit these details you must always choose the Extranet Edit channel.

Any text which appears in the Extranet Edit channel will appear on your visitscotland.com web listing. Please use lower and upper case and punctuation when typing this text. The text will appear on your listing exactly as you have entered it in these sections.

Please note the Road and Transport section do not populate your web listing. If required, add this information to your main description.

Description

You cannot edit the default channel. Text here does not appear on your listing.

The text you enter in the description is your main one and what visitors will see when they land on your listing. This should give a detailed overview of your business. Write a keyword-rich description for search optimisation. Include any important post Coronavirus specific information visitors will need to be aware of.

Temporary changes to keep you safe:

• Revised opening hours if applicable
• Short summary of safety measures that visitors need to be aware of, such as physical distancing, mask-wearing, hand sanitiser provided
• Info about changes to offering for visitors, e.g. spa closed, function suite currently unavailable, take-away menu available, toilets open/closed, outdoor food and drink area, parking facilities
• Additional info for visitors such as advance booking requirements, any limits on visitor numbers, local public transport changes

As part of your business description we would encourage you to include information on your business’ sustainability policy and any related actions you have undertaken. For self-caterers this should include reference to your Energy Performance Certificate (EPC) Rating.

• Ensure that you have clicked the ‘Extranet Edit’ channel
• Click on ‘Edit Description’ in the description box
• This will open a second page where you can update your main description. If you copy and paste text into this pop up box, please ensure this is done via Notepad to remove any formatting which might not appear correctly on your VisitScotland web listing
• If you wish to link to an external website or content, e.g. TripAdvisor or menus, use the hyperlink facility. Highlight the text you would like hyperlinked, click on the link icon and add the URL of website. Click ’OK’
• Click 'Save & Close' to save and to return to the description page, and hit 'Save' on the description page

'Short' - This is the text which will appear in bold at the start of your description.

• Ensure you have clicked the ‘Extranet Edit’ channel
• Type or copy and paste your text directly into this box (max 240 characters – plain text, no formatting options available)
• Click ‘Save’ at the bottom of the page

Back to 'Edit your web listing'

Back to the top

2.3 Media

You can upload images and text that comply with VisitScotland’s terms of use.

The ideal size for your main image is 2048 x 1536 pixels in landscape format. Max image size is 10MB. Image width and height can be checked below the image in Extranet. As a minimum requirement images must be 1024 x 768 pixels in landscape format. Please do not use portrait images. Although the image appears correctly in the Extranet, only the middle section of the image will appear in your web listing. The image on the left most position is the one the system selects as your main image. You can drag and drop to change this.

It is important that your main image should be one which best sells your business. It is this image which appears in the search results page and is also the first image which visitors see in your web listing.

• Click ‘Action’ and select ‘Add Media’. A Media Copyright Confirmation pop box will then appear, then click 'OK'

• Either drop your image into the grey box, or click the grey box to select the image you want to use
• Click ‘OK’ If your media is an image, make sure you leave the ‘Media Type’ as ‘Auto’ or ‘Picture’
• If adding a PDF in this section (e.g. menu/access statement, change ‘Media Type’ to ‘Document’
• Ignore all other fields and click ‘Save’

Back to 'Edit your web listing'

Back to the top

2.4 Facilities

This is where you can add facilities and your accessibility features.

• Facilities – Tick all the appropriate boxes based on the facilities your business has and add any explanatory details by clicking on ‘Notes’
• Within Facilities, you can update accessibility here and use Notes feature to provide detailed information for customers with access needs. It’s important to be as accurate as possible to give visitors with access requirements the ability to choose an appropriate business and click ‘Save’

Back to 'Edit your web listing'

Back to the top

2.5 Openings

You can specify what dates of the year you are open. If you have different seasonal opening times, add two openings.

• Click on ‘Actions’, which will drop down a menu
• Select ‘Add Opening’
• Under ‘Name’, add a title which will appear on the website
• Add your date range
• By clicking on ‘Reoccur’, this will automatically repeat these opening times for the following year
• You can add specific daily opening times by clicking the button at the end of the line and selecting ‘Edit Days’
• Don't forget to save your progress

Back to 'Edit your web listing'

Back to the top

2.6 Rooms (accommodation businesses only)

In this section, you can enter details for each of your rooms and prices. This gives visitors an indication of your guide price when they check your web listing.

It is important to note that your business will only be bookable via our VisitScotland iCentres if this section is completed and you have ticked ‘Bookable’. Please see our Accommodation Booking Terms and Conditions regarding commission for this iCentre booking service.

• You need to have a separate ‘Type’ for every different variation of room or unit you have e.g. double room with an en-suite or double room with a shared bathroom
• Do this in ‘Actions’ and select ‘Add a Unit’
• A pop up box will appear, in which you can select the type of room or unit you want to add
• Add your roomname, e.g. double room with an en-suite, specify the quantity you have of this type of room, what the capacity of the room is, a guide price, and what this price covers, e.g. per room per night - breakfast included
• The bookable box is automatically ticked. If you do not want to be bookable via our VisitScotland iCentres, please untick this
• The general pricing detail box does not populate your web listing. If you have further information for the visitor, please add this in your main description
• Don't forget to save your progress

Back to 'Edit your web listing'

Back to the top

2.7 Tickets (attractions, activities and transport operators)

• Within the Tickets section, you can go into ‘Actions’ and select 'Add Unit'
• In the new box which appears, you can select the type of ticket you want to add and click ‘Next’
• Add your ticket name, e.g. Adult Price (what you type here will appear on your web listing under Ticket Information), a Guide Price and a Price Type
• The general pricing detail box does not populate your web listing. If you have further information for the visitor, please add this in your main description
• Don't forget to save your progress

Back to 'Edit your web listing'

Back to the top

2.8 Links

You can add details of your integrated Web Booking Engine in External IDs and add your YouTube video in External Links.

• External IDs – (accommodation businesses only) if you are using a Web Booking Engine which is integrated with VisitScotland, you can enter their details here in order to display your availability to visitors

Details of the Web Booking Engines who work with VisitScotland can be accessed from our website. Your room/property availability will only appear if you are using an integrated Web Booking Engine.

Your live room availability will then be searchable on visitscotland.com when a visitor carries out a search with specific dates. The visitor will also be able to complete the reservation on the online booking page provided by your Web Booking Engine.

• Within External IDs, select the name of your Web Booking Engine within ‘Type’.
• Add your Booking ID (supplied directly to you by your Web Booking Engine) beside ‘ID’.
• Don’t forget to save your progress.

External Links – You can add your YouTube videos and accessibility guides here. These will then appear in your web listing.

• Within External Links, you can go to ‘Actions’ and select ‘Add External Link’
• In the ‘Name’ tab, enter Access Guide or the name of the YouTube link, e.g. a virtual tour of a B&B
• Enter your YouTube or access guide url address under ‘Link URL’
• Select ‘AccessAble Guide / VisitScotland Accessibility Guide / Youtube video’ from the dropdown under ‘Type’
• Don’t forget to save your progress

Back to 'Edit your web listing'

Back to the top

2.9 Short-term lets

If you are an accommodation provider and required to have a short-term lets licence you can add your licence details in the Extranet. More information and frequently asked questions are available in our advice section. The licence number, the EPC rating and the maximum guests will then appear on your web listing

• Within the short-term lets section, you can add all details
• All five fields need to be completed before you can save at the bottom of the page

2.10 Special offers

You can describe your discounts and offers in this section. The content and validity period of your offer(s) is controlled by you.

• Under Special Offers, select the relevant category from the ‘Package’ drop down menu
• Tick the box beside ‘Add own date range’ and add these. Your offer will appear on your listing with the valid to and from dates and will be automatically removed from your listing and search results once the end date is reached.
• Leave ‘Listing Level’ as 'None'
• Add your offer details in the description box and don't forget to save your progress

Back to 'Edit your web listing'

Back to the top

3. Reports

You can access reports relating to your business listing by clicking on the menu on the home screen and select ‘Reports’.

• Bookings

The display shows ‘Total Bookings Made’ and Net and Gross revenue. Bookings made by VisitScotland iCentres will appear as ‘EMS Booking – Bookings Made (unknown)’.

It is important to note that you must complete the Rooms section in your Extranet to be bookable via VisitScotland iCentres.

• Provider statistics

View statistics for your business from the VisitScotland website. Select a date range and click ‘VisitScotland Website’ channel.

• The VisitScotland Website channel will show statistics for your visitscotland.com web listing
• Other channels are for internal use and unlikely to show any meaningful information
• For more detailed web listing statistics please contact your local Industry Relationship Manager

Back to the top

4. Further help

Help is available via our online videos, which you can find under the menu.

If you need any further help updating your VisitScotland web listing, please email our Customer Services Team or phone 0300 222 5000, available: Monday – Friday, 9am – 5pm.

Back to the top

5. Web browsers you can use with the extranet

VisitScotland's Digital Management System has been developed to run in the latest versions of most modern desktop browsers. There might be a small number of places where functionality is only limited to Microsoft Edge. Mobile devices are currently not supported.

List of supported PC browsers

• Microsoft Edge
• Google Chrome 51.0.2704**
• Mozilla Firefox 47.0.1**

List of supported Mac browsers

• Apple Safari 9.1
• Google Chrome 51.0.2704**
• Mozilla Firefox 47.0.1**

Mobile Devices

No mobile devices are currently supported to access the DMS or Extranet.

*Note: Previous versions of Internet Explorer are no longer supported. This is due to Microsoft withdrawing support from older versions. Removing support for these versions is to avoid data loss and support issues and when trying to log in using these browsers it will be blocked at the login page.

**Note: Older versions of Chrome/Firefox may function to a degree but it is recommend that the most recent versions are used to ensure stability.

Back to the top