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An Auto Action is an action which can be programmed to run at a specific time relative to the time of the booking, to the check in date or to the check out date. Auto actions have one or more trigger conditions and one or more actions. They can be triggered on a number of different conditions, like property, time or booking related conditions. Auto Actions can be to *send pre-drafted emails/Emails, messages or SMS, *change booking or information*change invoice information or *run webhooks*trigger HTTP POST notificationsYou can create chains of actions to automate workflows.</div>
Automatic actions will trigger every 15/20 minutes*Click 'Add New Action' button. Go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> AUTO ACTION You can create a NEW choose whether you want to start with an empty Auto Action, Modify or Delete from this section. *To Create whether you want to use a NEW Auto Action, Click 'Add New Action Button'template that you can customise further.
You allow your guests to make X number of payments for their booking.
You can not trigger the auto action multiple times, unless you manage this manually, therefore you need to create multiple auto actions, so if you allow 3 payments for their booking, then you will need 3 auto actions.
You will need to manually add a Booking Info Code to each booking that you have agreed to allow X payments.
'''Create Auto Action one'''
*Invoice Balance = Not Zero
*Any Booking Info Code = MULTIPLE (for example) this can be used if you only allow some guests to make multiple payments.
'''Create additional Auto Actions for each period you want to trigger'''</div></div>
'''Create Auto Action 2 (and 3, 4, 5 <div class="mw-collapsible mw- how many you need) '''collapsed">*Trigger Time <div class= +14 days (days you want to collect the payments)*Trigger Window = 1 day The use the settings in the previous auto action to trigger the next auto action for your booking. "headline-collapse" >
</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send a Request for payment to 'Capture' a Security deposit from your guests XX days before check-in - with Stripeafter booking====
Capture of You can not trigger the payment is only held by Stripe for 7 daysauto action multiple times, unless you manage this manually, if the guest is staying longer therefore you will need to send the request again. You will need to create multiple emails to capture the payment multiple times auto actions, so if you allow 3 payments for the same their booking, then you will need 3 auto actions.
If *Plain text box (Using Message API)Subject - enter the "Mail & Actions" tab contains a "real" Email address subject for your GuestsPlain Text Message :- enter the message is sent Message text you wish to the send to your guests Email address. If only a masked Email address is available include the message sends via the channels API messaging systems if possible.payment link
If no connection https://beds24.com/bookpay.php?bookid=[BOOKID] You can find extra options to add to a messaging system is available the message will send payment link if you want to refine the Email address from the "Mail & Actions" tab of the Emaildetails https://wiki.beds24.com/index.php/Category:Payments#Payment_Request
*Plain text box - will send to channels using Message API
Message Text '''Booking tab:- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]], change the pay=100 to the value you require. https://beds24.com/bookpay.php?bookid=[BOOKID]&g=st&capture=0&pay=100. '''
Email Text :- It is possible '''Create additional Auto Actions for each period you want to use the same details (URL) as in the Plain text box above. Template variables can be used [[Template_Variables| see here]]trigger'''
*Booking Info Code = SECDEPOSIT (The use the settings in the previous auto action to trigger the next auto action for example)*Booking Info Text = Security deposit request sentyour booking.
This uses a smart template variable. In this example we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text.
Trigger tab:*Booking Field Contains You want to capture a Security Deposit for bookings on the day before check- select "Language" in the next field enter: the short code for the language this Auto Action is forfrom your guest.
Email tab:*Enter Capture of the message in payment is only held by Stripe for 7 days, if the appropriate language under your default languageguest is staying longer you will need to send the request again.
Message tab: For channels using You will need to create multiple emails to capture the Message API, then enter the text in the Plain text box, payment multiple times for emails enter the text in the HTML boxsame booking.
*'''Send Message''' = Internal Only
*'''Internal Email AddressTrigger tab:''' = enter the email address this message should be sent to.
*'''HTML boxMessage tab''' - Email will be sent: For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
</div></div>If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
<div class=If no connection to a messaging system is available the message will send to the Email address from the "mw-collapsible mw-collapsedMail & Actions"><div class="headline-collapse" >tab of the Email.
====Send SMS in a certain language (if it is the language of the booking) or a default language====</div><div class="mw-collapsible*Email Subject -content">This uses a smart template variable. In this example we check whether enter the guest booked in French. If yes, then we send a French text. If no, we send an English text.subject for your Guests
Trigger tab: Whatever you want*Plain text box - will send to channels using Message API
Booking tabMessage Text : Whatever - enter the text you wantwish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]], change the pay=100 to the value you require. https://beds24.com/bookpay.php?bookid=[BOOKID]&g=st&capture=0&pay=100.
SMS tab:*Phone Number = [GUESTMOBILE]*SMS Message = [IF=:[GUESTLANGUAGE]:fr:French_text|English_text]</div></div>HTML box - Email will be sent
<div class="mwEmail Text :-collapsible mw-collapsed">It is possible to use the same details (URL) as in the Plain text box above. Template variables can be used [[Template_Variables| see here]]<div class="headline-collapse" > ====Send Remotelock/Lockstate, Nuki PIN or Chekin Link ====</div><div class="mw-collapsible-content">Trigger '''Booking info tab:*Trigger Event = Check-in*Trigger Time = -2 (the number of days before check-in you want to sent the code or linkOptional) '''*Trigger Window = 2*Booking Source Info Code = AllSECDEPOSIT (for example)*Booking Status = All but not cancelled*Group bookings Info Text = Trigger all on master*Info Code = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URLSecurity deposit request sent.
Message tab:
*Send Email = Booking API/Email Smart
*EMail Subject = Your access code (your text)
*Email Text = Your text which includes the template variable [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN]
It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkin to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.
You can send Invoice or Booking Template attachments to your Guests. '''Trigger tab:'''
Setup your Invoice or Booking Template, go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> INVOICING or {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> BOOKING TEMPLATES Trigger tabTime:*Trigger Event = CheckoutBooking
*Booking Source = All (or select the appropriate channel/Direct)
*Booking Status = All but not cancelled
*Group bookings = Trigger all on master
*Any Booking Info Code = CHECKOUT
Message tabBooking Source: *Send Email Booking Source = Guest API/Smart Email All (or one of the other optionsfor example) Booking Conditions:*Attachment Booking Status = Select an option from All Not Cancelled Booking Fields:*Booking Field Contains - select "Language" in the next field enter: the drop down listshort code for the language this Auto Action is for. *EMail Subject = '''Message tab:'''Enter the message in the appropriate details language under your default language. *Send Message = Internal Only *Internal Email Text Address = Your text which includes enter the details email address this message should be sent to. *Email Subject - enter the subject for your current guests. Guests
It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkout to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.*HTML box - Email will be sent
If you send Emails with pdf attachment (invoice, booking template) to Alias*Email Text :-Email addresses created by channels Template variables can be used in the channel might block the attachment so it is not delivered to the guest. Ask your channel about their policy regarding thismessage.[[Template_Variables| See here]]
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
To send an automated Email to the guest then they can check you/Set the cleaner have to add a unitstatus rules to the room when it is readythis Auto Action should trigger. In this example we used the unit status clean
Trigger tabTime:*Trigger Event = CheckinBooking
*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings = Trigger all on master
*Template Variable = [UNITSTATUS1] Contains = clean
Message tabBooking Source: *Send Email Booking Source = Guest API/Smart Email All (or one of the other optionsfor example)*EMail Subject = Enter the appropriate details Booking Conditions:*Email Text Booking Status = Your text.All Not Cancelled
Other files can not be attached. We recommend you use a link to a file you upload to your web site.'''SMS tab:'''*Phone Number = [GUESTMOBILE]*SMS Message = [IF=:[GUESTLANGUAGE]:fr:French_text|English_text]
To send an automated Email Time:-*Trigger Event = Check-in*Trigger Time = -2 (the number of days before check-in you want to sent the guest confirming that it is possible to extend their stay.code or link) *Trigger Window = 2
This example uses fixed values that you have entered into {{#fasBooking Souce :cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. - *Booking Source = All*Booking Status = Confirmed
Trigger Tab Booking Conditions:- *Trigger Event = Checkin (depending on when you want to notify the guest)*Trigger Time = -2 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 2*Booking Source = All *Booking Status = All but not cancelled
*Template Variables = [IFBETWEEN:[TURNOVERDAYS]:0:3:yes|no|no] equal yes
This template variable tests if there is 3 days between Info Codes :-*Info Code = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URL (select the guest booking and appropriate Booking Info Code for the next bookingservice you use) '''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
Message tab :- *Send Email Message = Guest Booking API/Smart Email (or one of the other options)*EMail Subject = Enter the appropriate details *Email Text = Your text, using the template variables to modify the specific text in the booking.
[IF<=:[TURNOVERDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] If the "Mail & Actions" tab contains a "real" Email address the message is currently available for up to [TURNOVERDAYS] extra night(s)|]. We are very happy to offer you sent to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra nightguests Email address. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming only a masked Email address is available the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for message sends via the special Pricechannels API messaging systems if possible.
Booking Info Tab If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Subject - enter the subject for your Guests - Your access code (your text) *Plain text box - will send to channels using Message API Message Text :- Optionalenter the text you wish to send to your guests include URL. Include these template variables - [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN] or [BOOKINGINFOCODETEXT:CHEKIN_PIN] see the list of ALL template variables that can be used [[Template_Variables| see here]]*Booking info code = EXTRANIGHTS, *Booking Info Description = Upsell email HTML box - Email will be sent Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Include these template variables - [CURRENTDATEBOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN] or [ROOMTEMPLATE3BOOKINGINFOCODETEXT:CHEKIN_PIN]see the list of ALL template variables that can be used [PROPERTYCURRENCYBACK[Template_Variables| see here]] per extra night
This example uses fixed values that you have entered into {{#fas'''Trigger tab:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. '''
Trigger Tab Time:- *Trigger Event = Checkin (depending on when you want to notify the guest)Check-in*Trigger Time = -2 (the number of days (depending on when before check-in you want to notify sent the guest, in this example 2 days before arrivalcode or link)
*Template Variables = [IFBETWEEN:[VACANTDAYS]:0:3:yes|no|no] equal yes
This template variable tests if there is upto 3 days from previous checkout to check '''Messaging tab:''' For channels using the Message API, then enter the text in of current bookingthe Plain text box, for emails enter the text in the HTML box.
Message tab :- *Send Email Message = Guest Booking API/Smart Email (or one If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the other options)Email. *EMail Subject = Enter - enter the appropriate details subject for your Guests - Your access code (your text) *Email Text = Your Plain text, box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests include URL. Include these template variables to modify the specific text in the - [UNITNAME] and [UNITNAME:1] or [BOOKIDLAST5] - Last 5 digits of bookingnumber. See the list of ALL template variables that can be used [[Template_Variables| see here]]
[IF<=:[VACANTDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [VACANTDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. *HTML box - Email will be sent
Booking Info Tab Email Text :- Optional*Booking info code = EXTRANIGHTS, *Booking Info Description = Upsell email sent It is possible to use the same details (URL) as in the Plain Text box above. Include these template variables - [CURRENTDATEUNITNAME] and [UNITNAME:1] or [ROOMTEMPLATE3BOOKIDLAST5]- Last 5 digits of booking number. see the list of ALL template variables that can be used [PROPERTYCURRENCYBACK[Template_Variables| see here]] per extra night
To send an automated Email This auto action will be sent only when the Invoice Balance of the booking is zero. This can be used to ensure that the checkin details are only sent when the guest confirming that it is possible to have an Early Checkin as room is available has completed the day of before arrivalpayments.
This example uses fixed values that you have entered into {{#fas'''Trigger tab:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. '''
Trigger Tab Time:- *Trigger Event = Checkin (depending on when you want to notify the guest)Check-in*Trigger Time = -2 (the number of days (depending on when before check-in you want to notify sent the guest, in this example 2 days before arrivalcode or link)
This template variable tests if there is 1 day between '''Messaging tab:''' For channels using the guest booking and Message API, then enter the next bookingtext in the Plain text box, for emails enter the text in the HTML box.
Message tab :- *Send Email Message = Guest Booking API/Smart Email (or one of the other options)*EMail Subject = Enter If the appropriate details *"Mail & Actions" tab contains a "real" Email Text = Your text, using address the template variables message is sent to modify the specific text in guests Email address. If only a masked Email address is available the message sends via the bookingchannels API messaging systems if possible. Enter If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the text in both Plain text Box (Messaging API) and HTML Box (Emails)Email.
Dear, [GUESTNAME],*Subject - enter the subject for your Guests - Your access code (your text)
We are very happy *Plain text box - will send to offer you 'Early Check-in' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK].channels using Message API
If Message Text :- enter the text you would like wish to send to your guests. This can include any information that is important for the checkin early of the guest, for your stay then please send an email example the Key code for the door, who to our Reservations team [PROPERTYEMAIL] confirming contact if there are any issues, template variables can be used, see the number list of nights you would like to stay and provide your Booking Reservation Number ALL template variables that can be used [[BOOKIDTemplate_Variables| see here]] and Offer ‘EARLYARRIVAL’ for the special Price.Best regards,
[PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS],[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY]. *HTML box - Email :-[PROPERTYEMAIL]Website :- [PROPERTYWEB]will be sent
Booking Info Tab Email Text :- Optional*Booking info Enter the text you wish to send to your guests this can include URLs. Include any information that is important for the checkin of the guest, for example the Key code = EARLYARRIVALfor the door, who to contact if there are any issues, template variables can be used, *Booking Info Description = Upsell email sent see the list of ALL template variables that can be used [CURRENTDATE] :[ROOMTEMPLATE3Template_Variables| see here][PROPERTYCURRENCYBACK] Early Checkin
To send an automated Email This auto action will be sent only when the a payment has been 'authorised' at Stripe. This can be used to ensure that the checkin details are only sent when the guest confirming that it is possible to have an Early Checkin as room is available has completed the day of before arrivalSecurity Deposit Authorisation.
This example uses fixed values that you have entered into {{#fas'''Trigger tab:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. '''
Trigger Tab Time:- *Trigger Event = CheckoutCheck-in*Trigger Time = -1 2 (the number of days (depending on when before check-in you want to notify sent the guest, in this example 2 days before arrivalcode or link)*Trigger Window = 12 Booking Source:- *Booking Source = All
This template variable tests if there is 1 day between '''Messaging tab:''' For channels using the guest booking and Message API, then enter the next bookingtext in the Plain text box, for emails enter the text in the HTML box.
Message tab :- *Send Email Message = Guest Booking API/Smart Email (or one of the other options)*EMail Subject = Enter the appropriate details *Email Text = Your text, using the template variables to modify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails)
Dear, [GUESTNAME],If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
We are very happy If no connection to offer you 'Late Check-out' at [PROPERTYNAME] at a messaging system is available the exceptional rate message will send to the Email address from the "Mail & Actions" tab of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK]the Email.
If you would like a late checkout, then please send an email to our Reservations team [PROPERTYEMAIL] confirming you would like *Subject - enter the Late Checkout, provide subject for your Guests - Your access code (your Booking Reservation Number [BOOKID] and Offer ‘LATECHECKOUT’ for the special Price.text)
Best regards,*Plain text box - will send to channels using Message API
[PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS]Message Text :- enter the text you wish to send to your guests. This can include any information that is important for the checkin of the guest,[PROPERTYCITY]for example the Key code for the door,[PROPERTYPOSTCODE]who to contact if there are any issues,[PROPERTYSTATE]template variables can be used,see the list of ALL template variables that can be used [PROPERTYCOUNTRY]. Email :-[PROPERTYEMAILTemplate_Variables| see here]Website :- [PROPERTYWEB]
Booking Info Tab *HTML box - Email will be sent Email Text :- Optional*Booking info Enter the text you wish to send to your guests this can include URLs. Include any information that is important for the checkin of the guest, for example the Key code = LATCHECKOUTfor the door, who to contact if there are any issues, template variables can be used, *Booking Info Description = Upsell email sent see the list of ALL template variables that can be used [CURRENTDATE] :[ROOMTEMPLATE3Template_Variables| see here][PROPERTYCURRENCYBACK] Late Checkout
===Booking Info Codes===
If you need to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set the Booking info code rather than use the Current guest module in the dashboard. Trigger tabTime:
*Group bookings = Trigger all on master
Booking Info tabCodes: *Any Booking Info Code = CHECKIN*Exclude Booking Info Text Code = Auto CheckinCHECKOUT </div></div>'''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
<div class*Send Message =Booking API/Smart Email If the "mw-collapsible mw-collapsedMail & Actions" tab contains a "real">Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. <div class=If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions"headlinetab of the Email. *Subject -collapse" > enter the subject for your Guests ====Add CHECKOUT Booking info code *Plain text box - will send to bookings ====channels using Message API</div><div class="mwMessage Text :-collapsibleenter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]] *HTML box -content">Email will be sent
If you need Email Text :- It is possible to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set the Booking info code rather than use the Current guest module same details (URL) as in the dashboardPlain Text box above. Template variables can be used [[Template_Variables| see here]]
Trigger tab:
*Trigger Event = Check-out
*Trigger Time = Immediate
*Trigger Window = 1 day
*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings = Trigger all on master
This requires the master booking to be checked-in via the check-in function.
Trigger tabYou can send Invoice as an attachment to your Guests. Setup your Invoice go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> INVOICING
Booking info tab Info Codes: *Any Booking Info Code = CHECKIN</div></div>CHECKOUT
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Identify Repeat Guest ====</div><div class="mw-collapsible-content">This requires you to use the Guest database. '''Messaging tab:'''
Trigger tab:*Send Email = Guest email - (or one of the other options)
Booking info tab : *Info Code = REPEATOther files can not be attached. We recommend you use a link to a file you upload to your web site.
If you have a custom question with a 'Tick box' for example, they want a late checkin.
*Group bookings" = Trigger all on master
*Template Variable = [GUESTCUSTOMQ1] equals ticked (or) not ticked
Booking info '''Messaging tab : ''' *Info Code Send Message = LATECHECKIN</div><Guest API/div>Smart Email (or one of the other options)
===Add invoice items If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a booking ===masked Email address is available the message sends via the channels API messaging systems if possible.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add If no connection to a fee messaging system is available the message will send to all bookings the Email address from a channel====</div><div class=the "mw-collapsible-contentMail & Actions">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Expedia (for example)of the Email.
Invoice tab:*Type Attachment = Amount*Description = Cleaning fee (for example)*Amount = 50 (for example - the amount of your cleaning fee)*per = Room*Period = one time*VAT = 19% (for example - enter Select Booking Template from the VAT amount if applicable)drop down list.
The fee *Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]] *HTML box - Email will be added sent Email Text :- It is possible to use the next time same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]] <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkout to your bookings (Booking info tab) or create an auto actions runaction to add the Booking Info Codes to the bookings. If you send Emails with pdf attachment (invoice, booking template) to Alias-Email addresses created by channels the channel might block the attachment so it is not delivered to the guest. Ask your channel about their policy regarding this. Other files can not be attached. We recommend you use a link to a file you upload to your web site.
You want to add a 2.2% fee to all bookings if there is an outstanding balance 2 days prior to checkin.
Trigger tab:To send an automated Email to the guest then they can check you/the cleaner have to add a unit status to the room when it is ready. In this example we used the unit status clean
Time '''Trigger tab:*Trigger Event = Checkin *Trigger Time = -2 days*Trigger Window = 2 days '''
Booking ConditionsTime:*Status Trigger Event = All not Cancelled Checkin*Invoice Balance Trigger Time = Not ZeroImmediate*Trigger Window = 1
Invoice tabBooking Source:*Type Booking Source = Amount*Description = Payment Fee||[INVOICEBALANCE:2.2%]*Amount = 0 (leave as 0 so the value is set from the calculation in Description field)*Per = Room*Period = one time*VAT = 19% (for example - enter the VAT amount if applicable)All
The fee will be added the next time the auto actions run. Booking Conditions</div>*Group bookings = Trigger all on master</div>*Booking Status = All but not cancelled
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a pending payment====</div><div class="mw-collapsible-content">Trigger '''Messaging tab:'''*Trigger Event Send Email = After Booking Guest API/Smart Email (or Before Check-in*Trigger Time = set one of the time you want to collect the payment*Booking Source =All (for example, you can also set different rules for different channelsother options)
Booking Info If the "Mail & Actions" tab: OptionalAdd contains a booking info tab for information and reporting*Flag Text = PendingPayment (for example)*Flag Colour = select "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the colour as this will be visible in message sends via the Calendar/Bookings listchannels API messaging systems if possible.
Booking tab: Optional*Flag Text = Pending payment added (for example)*Flag Colour = select If no connection to a messaging system is available the colour as this message will be visible in send to the Email address from the "Mail & Actions" tab of the Calendar/Bookings listEmail.
Invoice tab:*Payment Type = select on what the payment is calculated (Percent of Balance due)*Description = the text you will see in the "Charges and Payments" tab*Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = Subject - enter the amount or percentage you want to collect*Payment Rule = use auto or manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here *Payment Due = Set when the payment is duesubject for your Guests
Create a Payment Rule Message Text :- enter the text you wish to collect a payments when bookings are not cancelledsend to your guests. Template variables can be used [[Template_Variables| see here]]
Go to Settings > Payments > Payment Rules*HTML box - Email will be sent
Payment Rule Email Text :- It is possible to use the same details as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
Name = Enter your title - Not Cancelled (for example)Action = Auto Payment Trigger : *Booking Status = All not cancelled*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action Attachment : *Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item if you want to the booking on success*Add info code on failure = add send a Booking Info item to /Invoice template you can select from the booking on failuredrop down list.
''''Create a Payment Rule (Optional)''''To send an automated Email to the guest confirming that it is possible to extend their stay.
Standard payment rules This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the system are Auto & ManualProperty/Rooms, you can create additional rules for useful way to utilise the collection of outstanding payments, you can control the collection of payments if the booking status is changed, for example the booking is cancelled before the final payment is due to be collectedtemplate variables and different values rather than duplicating auto actions.
Go to {{#fas'''Trigger Tab :cog}} (SETTINGS) PAYMENTS > PAYMENT RULES'''
Create a Payment Rule Time:*Trigger Event = Checkin (depending on when you want to collect payments if bookings are not cancelled.notify the guest)*Trigger Time = -2 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 2
Click '''Create New Payment Rule''' Booking Source:*Booking Source = All
Payment RuleBooking Conditions:*Name Group bookings = Enter your title - Not Cancelled (for example) Trigger all on master*Action Booking Status = AutoAll but not cancelled
Payment Trigger Booking Fields:*Booking Status Template Variables = All not cancelled*Any Booking Info Code (optional)*All Booking Info Codes (optional)*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking)[IFBETWEEN:[TURNOVERDAYS]:0:3:yes|no|no] equal yes
Payment Action :*Funding Source = Guest card only*Payment value adjustment = Limit to group booking balance*Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to This template variable tests if there is 3 days between the guest booking on success*Add info code on failure = add a Booking Info item to and the next booking on failure.
Prevent Auto Payment '''Message tab:*Prevent payment if booking status = Cancelled*Prevent payment after check-out (days) = 7 (default)*Prevent payment action = Set Manual'''
'''Create Auto Actions '''*Send Message = Booking API/Smart Email
Collect If the outstanding balance for bookings created "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via your booking pagethe channels API messaging systems if possible.
Go If no connection to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTIONS and click '''Create New Action''' a messaging system is available the message will send to create themthe Email address from the "Mail & Actions" tab of the Email.
'''Collect outstanding balance *Email Subject - enter the subject for direct bookings'''your Guests
Trigger tab:*Time**Trigger Event = Checkin**Trigger Time = Plain text box -3 days (set will send to channels using Message API, enter the time text you want wish to collect the payment)**Time Window = 3 days (set this send to the same number (positive) as Trigger timeyour guests.Template variables can be used [[Template_Variables| see here]]
*Booking Source[IF<=:[TURNOVERDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [TURNOVERDAYS] extra night(s)|]. **Booking Source = DirectWe are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. You can have different auto actions/rules for direct bookings -v- channel bookings, If you would like to extend your stay then select ‘Direct’ this will include manually created bookings please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and booking page bookingsprovide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price.
*Booking Conditions
**Group Booking Trigger = Trigger only Master
**Status = All not cancelled
**Invoice Balance= Not Zero (can be used to refine the auto action being triggered)
Booking tab: Optional*Flag Text = Pending payment added (for example)*Flag Colour = select the colour as this HTML box - Email will be visible in sent, enter the Calendar/Bookings listtext you wish to send to your guests. Template variables can be used [[Template_Variables| see here]]
Booking Info tab[IF<=:[TURNOVERDAYS]:3: OptionalYour apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for information and reporting*Booking Info Code = BALANCE up to [TURNOVERDAYS] extra night(for example enter the value - use one word onlys)|]. *Booking Info Text = Enter We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the description/text number of nights you would like to show in stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the Booking Info Codespecial Price.
Invoice tab'''Booking Info Tab :Optional ''' <div class="warning">{{#fas:exclamation-triangle}} ONLY use Payment Type =‘ Percent of Group balance due’ if you selected Trigger tab > *Booking Conditions > Group Booking Trigger info code = Trigger Only Master.</div> EXTRANIGHTS *Add a Pending Payment to the booking**Payment Type = Percent of Group Balance due (select on what the payment is calculated) **Booking Info Description = the text you will see in the "Charges and Payments" tab**Status = if you use the status function add the status you want to apply to the pending payment (optional)**Amount = 100 (this will be 100% of the outstanding group balance) **Payment Rule = Not Cancelled - See Step 4 above (if you have set up payment rules in {{#fasUpsell email sent [CURRENTDATE] :cog}} (SETTINGS) PAYMENTS ->PAYMENT RULES they will be available here) **Payment Due = Trigger date**Payment time = set the time to collect payment**Invoicee = If you use the "invoicee" function you can select which invoicee the pending payment will be assigned to.[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night
Trigger tab:*Trigger Event = After Booking *Trigger Time = immediate*Booking Source =All (for example, you can also set different rules for different channels)To send an automated Email to the guest confirming that it is possible to extend their stay.
Invoice tabThis example uses fixed values that you have entered into {{#fas:*Payment Type = Fixed amount*Description = Security Deposit cog}} (the text you will see SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the "Charges and Payments" tab)*Status = if you use the status function add the status you want to apply Property/Rooms, useful way to utilise the pending payment (optional)*Amount = 100 (balance is full price so 100% of the balance)*Payment Rule = Security Deposit (Create a Payment Rule, see below) *Payment Due = check intemplate variables and different values rather than duplicating auto actions.
<span styleTime:*Trigger Event = Checkin (depending on when you want to notify the guest)*Trigger Time = -2 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window ="color2 Booking Source:#fe746c;“ >{{#fas:exclamation-triangle}} </span> Automatic collection is only available for customer who use [[Stripe]].*Booking Source = All
Create a Payment Rule to 'Capture' a payment only. Captured payments will only be valid for 7 days, then it will expire, if the booking is for a longer period, then you can create a second Capture, you will need to create another auto action for this.Booking Conditions:*Group bookings = Trigger all on master*Booking Status = All but not cancelled
Go to {{#fasBooking Fields:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES*Template Variables = [IFBETWEEN:[VACANTDAYS]:0:3:yes|no|no] equal yes
Payment Rule : *Name = Enter your title - Security Deposit (for example)*Action = AutoThis template variable tests if there is upto 3 days from previous checkout to check in of current booking.
Payment Trigger '''Messaging tab :- '''*Booking Status Send Message = select from the drop down list*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking)Guest API/Smart Email
Payment Action :*Capture = Yes/No - immediately charged (Capture=Yes), if you want If the "Mail & Actions" tab contains a "real" Email address the message is sent to make sure that the amount guests Email address. If only a masked Email address is available for later capture (Capture=No) *Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to message sends via the booking on failure</div></div>channels API messaging systems if possible.
<div class=If no connection to a messaging system is available the message will send to the Email address from the "mw-collapsible mw-collapsedMail & Actions"><div class="headline-collapse" >tab of the Email.
Booking Info tab:
*Execution = One time only
*Info Code = Enter the preset code for the icon or info code which you have created in {{#fas:cog}} (SETTINGS) ACCOUNT->PREFERENCES.
Trigger tab:
*Trigger Event = Check-out
*Trigger Time = Immediate
*Any Booking Info Code = CHECKOUT (optional only if you use the check-out function, if not leave blank)
Invoice tab:*Assign Invoice Number = yes</div></div>To send an automated Email to the guest confirming that it is possible to have an Early Checkin as room is available the day of before arrival.
<div class="mw-collapsible mw-collapsed"This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS ><div class="headline-collapse" SETUP > ====Using Pending Payments as a Payment Reminder====<ROOM TEMPLATES and standard Template Variables set in the Property/div>Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. <div class="mw-collapsible-content">Trigger tabTab :- *Trigger Event = After Booking or Before Check-inCheckin (depending on when you want to notify the guest)*Trigger Time = set the time -2 days (depending on when you want to add notify the pending payment to the bookingguest, in this example 2 days before arrival)*Trigger Window = 2*Booking Source =All (for example, you can also set different rules for different channels)*Booking Status = All but not cancelled*Group bookings = Trigger all on master*Template Variables = [IF>:[VACANTDAYS]:1:yes|no] equal yes
Booking Info tab:*Optional, add a This template variable tests if there is 1 day between the guest booking info tab for information and reportingthe next booking.
Booking Message tab: Optional- *Flag Text Send Email = PaymentDue1 Guest API/Smart Email (for exampleor one of the other options), set multiple if multiple payments are required. *Flag Colour EMail Subject = Enter the appropriate details *Email Text = select Your text, using the colour as this will be visible template variables to modify the specific text in the Calendar/Bookings listbooking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails)
Invoice tab:Dear, [GUESTNAME],*Payment Type = select on what the payment is calculated (Percent of Balance due)*Description = the text We are very happy to offer you will see 'Early Check-in ' at [PROPERTYNAME] at the "Charges and Payments" tabexceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK]. *Status = if If you use would like checkin early for your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the status function add the status number of nights you want to apply would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EARLYARRIVAL’ for the pending payment (optional)special Price.Best regards,*Amount = enter the amount or percentage you want to collect*Payment Rule = Manual [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS],[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY]. Email :- if you have set up payment rules in {{#fas[PROPERTYEMAIL]Website :cog}} (SETTINGS) GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here *Payment Due = Set when the payment is due[PROPERTYWEB]
The Pending Payment Report is available in Bookings > Pending Payments. This report can be used to see outstanding pending paymentsBooking Info Tab :- Optional*Booking info code = EARLYARRIVAL, this can be used to see all outstanding payments, when payment gateways other than Stripe are used, the Pending Payments report can be used to see outstanding payments and a checklist for bank transfers. *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Early Checkin
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when a booking is cancelledSend Email to your guest - Offering Late Checkout ====
Trigger tab
*Trigger Event = After Booking
*Trigger Time = 1 Hour
*Trigger Window = 365 days
*Booking Status = Cancelled
Booking tabTo send an automated Email to the guest confirming that it is possible to have a Late Checkout as room is available the day of departure. This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. *Execution = One time onlyTrigger Tab :- *Booking Status Trigger Event = No ChangeCheckout*Flag text Trigger Time = -1 days (enter depending on when you want to notify the text you requireguest, in this example 2 days before arrival)*Flag Colour Trigger Window = 1*Booking Source = All *Booking Status = Set as requiredAll but not cancelled</div>*Group bookings = Trigger all on master</div*Template Variables = [IF>:[TURNOVERDAYS]:1:yes|no] equal yes
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag for a bookings from a channel which have breakfast included====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Booking.com (for example)*Booking Field Contains - select "API Message" in This template variable tests if there is 1 day between the guest booking and the next field enter: meal_plan=Breakfast (or Extra Breakfast - use the text the channel uses)booking.
Booking Message tab:- *Send Email = Guest API/Smart Email (or one of the other options)*Execution EMail Subject = One time onlyEnter the appropriate details *Flag Email Text = The Your text you want , using the template variables to display*Flag Colour - choose modify the specific text in the booking. Enter the flag colourtext in both Plain text Box (Messaging API) and HTML Box (Emails)
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.</div></div>Dear, [GUESTNAME],
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when deposit was made prior We are very happy to offer you 'Late Check-in====</div><div class="mw-collapsible-content">Trigger tab:out' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK].
*Trigger Event = Check-in*Trigger Time = -365 (for example : must be If you would like a negative value late checkout, then please send an email to our Reservations team [PROPERTYEMAIL] confirming you would like the Late Checkout, provide your Booking Reservation Number [BOOKID] and Offer ‘LATECHECKOUT’ for the same as the value in Trigger window)*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Invoice Balance = Any Payment madespecial Price.
Message tab: Best regards,
*Send [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS],[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY]. Email : select appropriate option-[PROPERTYEMAIL]*Enter Website : Subject and Email content- [PROPERTYWEB]
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
Booking info tab : (optional)
*Booking Info Code : DEPOSITPAID (for example)
*Booking Info Text : additional text if required.
Setting details with the Booking tab and Booking info tab allows you to trigger additional (follow on) Auto Actions and Reports.
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 365
*Booking Source = All
*Booking Status = All not cancelled
*Invoice Balance = ZERO
Booking To send an automated Email to the guest confirming that it is possible to have a Late checkout on Sundays as the room is available on the day of departure. This auto action will create a new booking for the date of departure, closing the calendar to any other bookings. The URL link in the message tab, will send the guest to your guest booking page with set conditions, the leaving date of the existing booking, the room id of the existing booking and the Offer you have created for the LateCheckout. This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. '''Step 1:''' Create a new offer in {{#fas:cog}} (SETTINGS) > PROPERTIES > OFFERS *Execution Name = One time onlyLatecheckout*Flag Text Enable = The text you want to displayOnly if Available*Flag Colour Booking Type = Confirmed with Deposit 2 - choose the flag colour</div></div>via payment gateway
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >'''Step 2:''' Create a Rate or Daily Price, PRICES
Trigger tab:*Trigger Event If you are using Rates, select 'Rate allowed' = After Booking*Trigger Time = ImmediateSunday, untick all the other days. *Booking Source = BookingChannel Tab, untick all channels, leave only 'beds24.com (' for example)your booking page.
Booking tab:If using Daily Prices, then go to Calendar, and set the price and date range, then only Sunday, untick all the other days. *Execution = One time Enable list, untick all channels, leave only*Flag Text = The text you want to display*Flag Colour - choose the flag colour'beds24.com' for your booking page.
Booking changes are applied before '''Step 3: ''' Create the mail is sent so that custom question for the flag template variable can be reflected in the email.</div></div>booking id
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when a payment was made====</div><div class="mw-collapsible-content"><span style="color: #f3e504; font-size: 250%;" >Go to {{#fas:lightbulbcog}} </span(SETTINGS) > PROPERTIES > Also see Example : " Apply BOOKING QUESTIONS > CUSTOM QUESTIONS and create a flag when deposit was made prior to Check-in AND/OR Apply a flag when booking is fully paid".question*Question = Booking Id*Single Line field*Optional
Trigger tab'''Step 4:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All not cancelled*Invoice Balance = Any Payment made''' Create the Auto Action
Booking tabTrigger Tab :*Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when a payment FAILS at Stripe====</div><div class="mw-collapsible-content"> Trigger tab:*Trigger Event = After BookingCheckout*Trigger Time = Immediate-1 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 3651*Booking Source = All
Booking *Group bookings = Trigger all on master *Template Variables = [IF=:[LEAVINGDAY:{%a}]:Sun:|[IF>=^[TURNOVERDAYS]^1^yes~no]] equal yes This template variable tests if the departure day is a Sunday and there is at least 1 day between the existing guest booking and the next booking. Message tab:- *Send Email = Guest API/Smart Email (or one of the other options)*Execution EMail Subject = One time onlyEnter the appropriate details *Flag Email Text = Stripe Payment FailedYour text, using the template variables to modify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails) Dear, [GUESTNAME], We are very happy to offer you 'Late Check-out' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK]. If you would like a late checkout, please use this link to make the booking and payment. https://beds24.com/booking2.php?propid=[PROPERTYID]&checkin_hide=[LEAVINGDAYYYYY-MM-DD]&br5-[ROOMID]=Book *Flag Colour <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> The details in the URL, will direct the guest to make a new booking in the existing room with the check-in date = leaving date and for Offer 7 &br- choose 7 (offer created in Step 1 above) Enter your Booking Reservation Number [BOOKID] into the flag colourBooking id box on the booking page. Best regards, [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME] Email :-[PROPERTYEMAIL] Website :- [PROPERTYWEB] Booking Info Tab :- Optional*Booking info code = LATCHECKOUT, *Booking Info Description = Upsell email sent [CURRENTDATE]: Late Checkout </div></div>
Go To send an automated Email to Settings > Channel Manager > Preferences and set the guest reminding them that there is an event on a specific day of the week, for instance, the cleaner is due on Wednesday mornings, or the bin collection is due on Thursday mornings. You will need to check for the day of the week. If the booking is for more than 1 week, you will need multiple auto actions as an email will only be sent once, it is not possible to trigger multiple times. '''Step 1: ''' Create the Auto report failed cards = YesAction Trigger tabTab :- *Trigger Event = After BookingCheckin*Trigger Time = Immediate*Trigger Window = 3658 days*Booking Source = All
*Booking Info Code = BOOKINGCOMCARD
Booking tab:*Execution Template Variables = One time only*Flag Text [IF= Failed CC reported to Booking.com *Flag Colour - choose the flag colour</div></div>:[CURRENTDATE:{%u}]:3:yes|no] equal yes
===Status changes===<div class="mw-collapsible mw-collapsed"><div class="headline%u ISO-collapse" > ==== Change 8601 numeric representation of the status day of all "Request" bookings to "Cancelled" after three days ====</div><div class="mw-collapsible-content">Trigger tab*Trigger Event = After Booking*Trigger Time = 3 days*Booking Status = Requestthe week 1 (for Monday) through 7 (for Sunday)
Booking tab:*Execution = One time only*Booking Status = Cancelled</div></div>This template variable tests if the current day is a Wednesday.
<div classMessage tab :- *Send Email = Guest API/Smart Email (or one of the other options)*EMail Subject = Enter the appropriate details *Email Text ="mwYour text, using the template variables to modify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails) Dear, [GUESTNAME], Hope you are enjoying your holiday at [PROPERTYNAME]. We would like to remind you that the cleaner is due to visit you on Thursday morning between 10am and 12am. Best regards, [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME] Email :-collapsible mw[PROPERTYEMAIL] Website :- [PROPERTYWEB] Booking Info Tab :-collapsed"Optional*Booking Info code = CLEANWED1*Booking Info text = Reminder that cleaning is due on the first Thursday of their stay. This can be used to trigger the next auto action if the duration of their holiday is more than 1 week. Include the Booking Info code in the Trigger tab of the next auto action. </div></div class="headline-collapse" >
Trigger tab
*Trigger Event = Check-out
*Trigger Time = Immediate
*Trigger Window = 1 day
*Booking Status = All but not cancelled
*Any Booking Info Code = CHECKOUT
Booking tab:*Execution = One time only*Change Room Unit Status = Select the You can use this optionto send data to your Integromat account.
It is assumed you use Set the Checkin/Checkout feature rules in the DashboardTrigger tab, if not when you can either manually add Checkin need to your bookings (Booking info tab) or create an auto action to add send the Booking Info Codes data to the bookingsIntegromat.</div></div>
===API/Webhook===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Use API/Go to Webhook to write to the field 'Message'====</div><div class="mw-collapsible-content">tab:
You can use a webhook in conjunction with the API JSON function '''setBooking''' to write to any field in the bookingURL = https://hook.integromat.com/ followed by your integromat account key. First you have to configure access to the API:
You need two keys to Body Data = you can use our API JSON functions - one for the API itself and one template variables allows in the list for the propertyIntegromat [[https://wiki.beds24. The keys have to consist of 16 characters of your choosingcom/index.<br> '''API key:'''*{{php/Make#fas:cog}} (SETTINGS) ACCOUNT -> ACCOUNT->ACCESS "API Key 1"*API Key = my_very_secret_api_key*API Key Access = allow any IP*IP Whitelist = [leave emptyData_Fields Data fields]]*Allow Writes = Yes*Property Access = Owned by this account only*'''Property key:'''*{{#fas:cog}} (SETTINGS) PROPERTIES > ACCESS > propKey = secret_key_for_prop_XXXXXX
Set the triggers you need, for For example:-
Booking Field Contains: Message bookingData= XXX{
Set the webhook like this"bookId":"[BOOKID]",
* URL = <nowiki>https"guestMobileNum"://api.beds24.com/json/setBooking</nowiki>* Custom Header = "[leave emptyGUESTMOBILENUM]",
Body Data::{::"authentication":::{:::"apiKey": "my_very_secret_api_key",:::"propKey": "secret_key_for_prop_XXXXXX"::},::"bookIdguestMobile": "[BOOKIDGUESTMOBILE]",::"message": "[MESSAGE] - Append this message":}</div></div>
<div class="mw-collapsible mw-collapsedguestSMS"><div class=:"headline-collapse[GUESTSMS:44]" >,
====Use API/Webhook to write the value of the 'commission' field to a new invoice item====</div><div class="mw-collapsible-contentguestFirstName">You can create a new invoice item that contains the price of the channel's commission as a negative value to subtract it from the room price. You use the API JSON function '''setBooking''' for this. First you need to configure access to the API:"[REPLACE|&|and|[GUESTFIRSTNAME]]",
You need two keys to use our API JSON functions - one for the API itself and one for the property. The keys have to consist of 16 characters of your choosing.<br>'''API key:'''*{{#fas"propertyName":cog}} (SETTINGS) ACCOUNT -> ACCOUNT->ACCESS "API Key 1"*API Key = my_very_secret_api_key*API Key Access = allow any IP*IP Whitelist = [leave emptyPROPERTYNAME]*Allow Writes = Yes*Property Access = Owned by this account only*'''Property key:'''*{{#fas:cog}} (SETTINGS) PROPERTIES > ACCESS> propKey = secret_key_for_prop_XXXXXX",
Set the triggers you need"propertyId":"[PROPERTYID]", for example:
Booking Source = Booking.com"firstNight":"[FIRSTNIGHTSHORT]",
Set the webhook like this"lastNight":"[LEAVINGDAYSHORT]"
*URL = <nowiki>https://api.beds24.com/json/setBooking</nowiki>*Custom Header = [leave empty]}
*Body Data =
:{
::"authentication":
::{
:::"apiKey": "my_very_secret_api_key",
:::"propKey": "secret_key_for_prop_XXXXXX"
::},
::"bookId": "[BOOKID]",
::"invoice":
::[
:::{
::::"description": "Booking.com Commission",
::::"status": "",
::::"qty": "1",
::::"price": "-[COMMISSIONNUM]",
::::"vatRate": "7.00",
::::"type": "0",
::::"invoiceeId": ""
:::}
::]
:}
no edit summary
__TOC__
== General Information Summary==<div class="summarybox">An Auto Action is an action which can be used '''manually or programmed to run automatically''' at a specific time relative to the time of the '''booking''', to the '''check-in''' date or to the '''check-out''' date.
== General Information ==
Template variables provide great flexibility when creating/managing the Auto Actions. Setup one Auto Action to trigger on multiple/all properties/rooms with the property specific details, using the [[Template Variables]]. This removes the need to duplicate your auto actions for each Property. Reducing the ongoing management, multiple copies of the same auto action will require you to edit/modify each auto action rather than update one auto action.
Using 'Group Keywords' you can refine the triggers in the Auto Action to include/exclude properties if the purpose/message in the Auto action needs to be different.
<span style="color:#019cde; font-size: 150%;“ >{{#fas:info-circle}} </span> Auto Actions are not designed as real-time actions. They are sent in batches at times so we recommend you set your triggers to allow for this.
== Setup ==
Go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTION
*To MODIFY an Auto Action, scroll to the Auto Action and click on "Edit", make the changes and click SAVE.
===Setup Outgoing Email Service - Required for sending Emails via Auto Actions===
Go to {{#fas:cog}} (SETTINGS) ACCOUNT -> OUTGOING EMAIL and follow the instructions to connect your email address/account to Beds24.
'''Auto sending:'''
The auto action batch process runs multiple times per hour.
Auto Action Emails which are sent automatically by the system are sent from the EMail address of the account that created the Auto Action. This is the account set up in in {{#fas:cog}} (SETTINGS) ACCOUNT-> OUTGOING EMAIL.
*To send Emails automatically you need to set up your outgoing Email address in {{#fas:cog}} (SETTINGS) ACCOUNT -> OUTGOING EMAIL.
*To send Emails manually open a booking and go to the MAIL /Action tab. Manual Emails will open in a window, you may send it as is or edit it before sending.
Some systems have a limit of about 2000 characters for this form of email generation. If the email will not open try reducing the amount of text.
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
===HTML and Templates===
If you use HTML you will need to make sure your code is correct and clean otherwise it might trigger our firewall.
HTML messages created by third party services is often convoluted and might contain critical content. Some tools like https://stripo.email/ or https://www.designedwithbee.com/ that allow you to create your own templates and also provide many templates have tested to work well in Beds24.
=== SMS ===
You can automatically send SMS messages. Please note that a fee per SMS message applies if this function is activated.
<span style="color:#019cde; font-size: 150%;“ >{{#fas:info-circle}} </span> SMS can only be used to communicate Information about a current booking. For legal reasons you can not use SMS for marketing purposes including discounts or vouchers.
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> The SMS will send in the language of the account, not the language of the booking. Read Example "Send an Email in the guests language to an internal Email address" for a way to control the language of the SMS.
<span style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> This filter will not apply if you are triggering on a single property.
== Using Smart Logic Template Variables ==
You can use smart logic template variables to trigger auto actions for specific conditions.
If you want to send a message on a specific day of the week :-
1) You need to send a message to remind the guests to put the rubbish bin out for collection on a Wednesday night.
* [IF=:[CURRENTDATE:{%u}]:3:yes|no] will test if the current date is a Wednesday
2) Remind the guest that the cleaning lady will be at the apartment on Friday morning.
* [IF=:[CURRENTDATE:{%u}]:4:yes|no] will test if the current date is a Thursday
%u ISO-8601 numeric representation of the day of the week 1 (for Monday) through 7 (for Sunday)
== Performance and Testing ==
Auto actions will test up to 1000 bookings per cycle, if your trigger condition involves more than 1000 bookings, the next 1000 will be tested on the next cycle etc.
If you require the fastest speed make sure , ensure your trigger is designed to test less than 1000 bookings.
The easiest way to do this is usually by reducing the testing window to the smallest necessary and adjusting the trigger condition to the most suitable.
For example a trigger that tests all bookings from booking time for 1 year will test many bookings while a trigger that tests only the 7 days before check-in will test less bookings and perform faster.
The test tab of the auto action has a button which that will show you how many and which bookings are being tested by the auto action.
It is also possible to specify a booking number and test if the auto action would trigger on that booking with some diagnostics information shown to help trouble shooting.
'''Optimising your auto actions''' You can trigger multiple actions in one auto action,
*send an email/api message to the guest,
*send an SMS, update booking settings,
*add/delete a booking info code,
*trigger a webook,
*add a pending payment,
*update/add/delete a Charge/Payment item,
*assign an invoice number.
There is no requirement to set an individual auto action for each item if they can all apply at the same time.
<span style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> '''It is not possible to specify a specific time for the auto action to trigger.''' The use of the Trigger time 'Immediate' + 14 hrs (for example) will not trigger the auto action at 2pm local time, this will be the first time the booking could be checked to see if all other conditions are met, and added to the batch for processing.
== Troubleshooting ==
=== Send Emails/Message/SMS to guests ===
<span style="color:#019cde; font-size: 150%;“ >{{#fas:info-circle}} </span> Message API messages will be shown in the message tab of the booking and in the Channel Message centre. Currently this is only available for Booking.com and Airbnb.
<div class="mw-collapsible mw-collapsed">
<div class="mw-collapsible-content">
'''Trigger tab:'''
Time:
<div class="headline-collapse" >
====Send an message or SMS to Guest when booking made more for last minute booking - 6 days or less====
</div>
<div class="mw-collapsible-content">
<div class="headline-collapse" >
====Send an Email with a key code for a specific unit one day before check-in(Self Checkin)====
</div>
<div class="mw-collapsible-content">
Time:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 365 day
<div class="headline-collapse" >
====Send an Email Apply a flag/colour to guests a booking when a payment is made - ''Select from Channelsthe predefined template ''====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Time:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 1 999 day
Booking Conditions: *Booking Status = All not cancelled*Invoice Balance = Any Payment made '''Booking tab:''' *Flag Text = Paid *Flag Colour = d4e4b0 </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Email confirmation for channel bookings - ''Select from the predefined template''====</div><div class="mw-collapsible-content">'''Trigger tab:''' Time*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1 day Booking Source
*Booking Source = Channel Manager
Time
*Trigger Event = After Check-out
*Trigger Time = 30 days
*Trigger Window = 365 days
Time
*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 1 day
<div class="headline-collapse" >
====Send a Request for payment to your guests XX days update the guest's credit card as it will expire before arrivalcheckin====
</div>
<div class="mw-collapsible-content">
Time:
*Trigger Event = CheckBooking (not after check-in ) *Trigger Time = -42Immediate*Trigger Window = 1 day
Booking Souce:
*Plain text box (Using Message API)
Subject - enter the subject for your Guests
Plain Text Message :- enter the Message text you wish to send to your guests include including the payment link
https://beds24.com/bookpay.php?bookid=[BOOKID]&g=cc
You can find extra options to add to the payment link if you want to refine the details
*HTML Message (Send Email)
Edit Email Subject - enter the subject for your Guests
Edit Email Text :- enter the Email text you wish to send to your guests include template variable including the payment link https://beds24.com/bookpay.php?bookid=[PAYLINKBOOKID] &g=cc this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise so the outstanding balanceguest can enter their credit card details. Check the template variables for other options.
'''Booking tab:'''
*Flag Colour - choose the flag colour
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
'''Booking Info tab:'''
*Booking Info Code = NEWCARDREQ
*Booking Info Text = New credit card requested
</div>
<div class="headline-collapse" >
====Send a Request for payment to your guests XX days after bookingbefore check-in====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Time:*Trigger Event = Booking (but not after checkCheck-in)*Trigger Time = +7 days-42*Trigger Window = 1 42 day
Booking Souce:
*Booking Source = ALL (or select the booking source/Channel)
'''Message tab:'''
*Send Message Email = Booking API/and Email Smart Email: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.
*Plain text box (Using Message API)
Edit Email Text :- enter the Email text you wish to send to your guests include template variable
[PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options.
'''Booking tab:'''
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
</div>
<div class="mw-collapsible-content">
You want allow your guests to capture a Security Deposit make X number of payments for bookings on the day before check-in from your guesttheir booking.
You will need to manually add a Booking Info Code to each booking that you have agreed to allow X payments.
'''Create Auto Action one'''
'''Trigger tab:'''
*Trigger Event = CheckBooking (but not after check-in)*Trigger Time = -1 +7 days
*Trigger Window = 1 day
*Booking Source = ALL (or select the booking source/Channel)
*Status Invoice Balance = All not cancelledNot Zero*Any Booking Info Code = MULTIPLE (for example) this can be used if you only allow some guests to make multiple payments.
'''Message tab:''': For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
*Send Message = Booking API/Smart Email
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.
*HTML Message (Send Email) Edit Email Subject - enter the subject for your GuestsEdit Email Text :- enter the Email text you wish to send to your guests include template variable [PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options.
*HTML box Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colourBooking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email will be sent.
'''Booking info tab: Create Auto Action 2 (Optionaland 3, 4, 5 - how many you need)'''*Trigger Time = +14 days (days you want to collect the payments)*Trigger Window = 1 day
</div>
<div class="headline-collapse" >
====Send an Email a Request to 'Capture' a Security deposit from your guests XX days before check-in the guests language to an internal Email address - with Stripe====
</div>
<div class="mw-collapsible-content">
*'''Email Subject''' Trigger Event = Check- enter in*Trigger Time = -1 days*Trigger Window = 1 day *Booking Source = ALL (or select the subject for your Guestsbooking source/Channel)*Status = All not cancelled
*'''Send Message = Booking API/Smart Email Text''' :- Template variables can be used in the message. [[Template_Variables| See here]]
</div>
</div>
<div class="headline-collapse" >
====Send Email an email to all current the guest email address when a payment FAILS at Stripe====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = Check-inAfter Booking
*Trigger Time = Immediate
*Trigger Window = 14(the max number of days your guests can stay)365
*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings = Trigger all on master*Any Booking Info Code = CHECKIN*Exclude Booking Info Code = CHECKOUT STRIPEFAIL, CARDFAILSTRIPE
'''Message tab: ''' Update details as appropriate*Send Message = Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address.If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email = Guest . *EMail Plain text box (Using Message API) Subject - enter the subject for your GuestsPlain Text Message :- enter the Message text you wish to send to your guests including the payment link https://beds24.com/bookpay.php?bookid= Enter [BOOKID] You can find extra options to add to the payment link if you want to refine the appropriate details https://wiki.beds24.com/index.php/Category:Payments#Payment_Request *HTML Message (Send Email) Email Subject - enter the subject for your GuestsEmail Text :- enter the Email text you wish to send to your guests include template variable [PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options. '''Booking tab:'''*Execution = One time only*Flag Text = Your The text which includes you want to display*Flag Colour - choose the details for your current guestsflag colourBooking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Send an Email in the guests language to an internal Email with a PDF attachmentaddress ====
</div>
<div class="mw-collapsible-content">
This uses a smart template variable. In this example we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text.
*Trigger Time = Immediate
*Trigger Window = 1
</div>
</div>
<div class="headline-collapse" >
====Send Email after SMS in a certain language (if it is the cleaner has cleaned language of the roombooking) or a default language====
</div>
<div class="mw-collapsible-content">
This uses a smart template variable. In this example the auto action will trigger on Booking and for 1 day, we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text.
'''Trigger tab:'''
*Trigger Time = Immediate
*Trigger Window = 1
</div>
</div>
<div class="headline-collapse" >
====Send Email to your guest Remotelock/Lockstate, Nuki PIN or Chekin Link 2 days before Check- Upselling additional nights in (Self Checkin) - nights available after checkout ''Select from the predefined template'' ====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
*Group bookings = Trigger all on master
</div>
<div class="headline-collapse" >
====Send Email Pin code to your guest , 2 days before Check- Upselling additional nights - nights available before checkin in (Self Checkin) ====
</div>
<div class="mw-collapsible-content">
This auto action can be used if you have set a fixed PIN code in the Room Setup or using digits from the Booking id. To send an automated Email setup the PIN code for each Room/Unit then go to {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > UNIT NAMES, then in the guest confirming that it is possible to extend their stayunit names, you can add additional information including a pin code. Example: You have 2 units (100 and 101).Access Pin Code for 100 = 12345, for 101 - 34567 In "Unit name" enter: (Use (?) in the room setup for more details/options) *100|12345*101|34567
*Trigger Window = 2
Booking Souce :- *Booking Source = All
*Booking Status = All but not cancelled
Booking Conditions:-
*Group bookings = Trigger all on master
</div>
<div class="headline-collapse" >
====Send Email to your guest guests with check- Offering Early Checkin in details 2 days before Check-in, booking paid/no outstanding balance ====
</div>
<div class="mw-collapsible-content">
*Trigger Window = 2
Booking Source:- *Booking Source = All
*Booking Status = All but not cancelled
Booking Conditions:-
*Group bookings = Trigger all on master
*Template Variables Invoice Balance = [IF>:[VACANTDAYS]:1:yes|no] equal yesZero
</div>
<div class="headline-collapse" >
====Send Email to your guest guests with check- Offering Late Checkout in details 2 days before Check-in, Security Deposit Authorised at Stripe ====
</div>
<div class="mw-collapsible-content">
*Booking Status = All but not cancelled
Booking Conditions:-
*Group bookings = Trigger all on master
*Template Variables Invoice Balance = [IF>Zero Info codes :[TURNOVERDAYS]:1:yes|no] equal yes-*Any Booking Info Code = STRIPEAUTHORIZE
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Add CHECKIN Booking info code Send Email to bookings all current guest (Check-in) ====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
*Trigger Event = Check-in
*Trigger Time = Immediate
*Trigger Window = 1 day14(the max number of days your guests can stay) Booking Source:
*Booking Source = All
Booking Conditions:
*Group bookings = Trigger all on master
*Booking Status = All but not cancelled
<span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkin to your bookings (Booking Info info tab: *Booking Info Code = CHECKOUT*) or create an auto action to add the Booking Info Text = Auto CheckoutCodes to the bookings.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Group Send invoice after check-in out - PDF attachment - ''Select from the predefined template'' ====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time:*Trigger Event = After BookingCheckout*Trigger Time = immediatelyImmediate +8hrs*Trigger Window = 3651 day Booking Source:*Booking Source = All(or select the appropriate channel/Direct) *Booking Status = All but not cancelledConditions:*Group bookings" = Trigger all on master*Info Code Booking Status = CHECKINConfirmed
*Trigger Event Attachment = After BookingInvoice Template 1 *Trigger Time = immediatelySubject - enter the subject for your Guests *Trigger Window = 365Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]]*Booking Source = All*Booking Status = All but not cancelledHTML box - Email will be sent*Group bookings" = Trigger all on master*Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Template Variable = variables can be used [[GUESTSID1Template_Variables| see here] greater than 0] <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkout to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings. If you send Emails with pdf attachment (invoice, booking template) to Alias-Email addresses created by channels the channel might block the attachment so it is not delivered to the guest. Ask your channel about their policy regarding this.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Identify bookings Send Email with Custom Question ticked/unticked Booking Registration Form - PDF attachment====
</div>
<div class="mw-collapsible-content">
You can send Booking Template attachments to your Guests. Setup the custom question in your Booking Template, go to {{#fas:cog}} (SETTINGS) PROPERTIES GUEST MANAGEMENT -> BOOKING QUESTIONS -> CUSTOM QUESTIONS -> Custom question 1, set with TYPE = Tick Box. TEMPLATES
'''Trigger tab:'''
Time:*Trigger Event = After Booking*Trigger Time = immediatelyImmediate*Trigger Window = 3651 day Booking Source:*Booking Source = All(or select the appropriate channel/Direct) Booking Conditions:*Group bookings = Trigger all on master
*Booking Status = All but not cancelled
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Add a fee (Penalty) to all bookings with an Outstanding Balance====
====Send Email after the cleaner has cleaned the room====
</div>
<div class="mw-collapsible-content">
Booking Fields:*Template Variable =[UNITSTATUS1] Contains ==Payments/Pending Payments===clean
*Plain text box - will send to channels using Message API
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
</div>
</div>
<div class="headline-collapse" >
====Collect outstanding booking balance 3 days prior Send Email to arrival( Credit card details were collected at time of booking)your guest - Upselling additional nights - nights available after checkout ====
</div>
<div class="mw-collapsible-content">
For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
</div>
<div class="headline-collapse" >
===='Capture' a Security Deposit when Credit card is collected at time of booking. Send Email to your guest - Upselling additional nights - nights available before checkin ====
</div>
<div class="mw-collapsible-content">
'''Trigger Tab :-'''
*Subject =Enter the appropriate details *Plain Text Box =Your text, using the template variables to modify the specific text in the booking. [IF<==Apply :[VACANTDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [VACANTDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an info code email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and/or icon when a payment was made====Offer ‘EXTRANIGHTS’ for the special Price. *HTML Box </div>[IF<div class="mw-collapsible-content">:[VACANTDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [VACANTDAYS] extra night(s)|].Trigger tab: *Trigger Event = After We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your BookingReservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. *Trigger Time = Immediate*Trigger Window = 365'''Booking Info Tab :- Optional'''*Booking Source info code = AllEXTRANIGHTS, *Booking Status Info Description = All but not cancelled*Invoice Balance = Any Payment madeUpsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night
</div>
</div>
<div class="headline-collapse" >
====Assign invoice numbersSend Email to your guest - Offering Early Checkin ====
</div>
<div class="mw-collapsible-content">
</div>
</div>
<div class="mw-collapsible mw-collapsed"><div class==Booking Flags/Colours==="headline-collapse" >
</div>
<div class="mw-collapsible-content">
Booking tabInfo Tab : (optional)- Optional*Booking info code = LATCHECKOUT, *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Late Checkout
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply Send Email to your guest - Offering Late Checkout Only on a flag Sunday when booking there is fully paidno new arrival ====
</div>
<div class="mw-collapsible-content">
*Guests =Max Occupancy*Max Stay ===Apply a flag/colour for a booking coming from a certain channel====</div>1<div class*Offer ="mw-collapsible-content">select the offer number as created in the above step.
*Booking Status = All but not cancelled
*Between Booking Info Code and Check in = STRIPEFAIL2 and 999 (to stop the auto action triggering on the new booking)
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply a flag Send Email to Booking.com bookings and auto report the Credit Card when your guest - On a payment FAILS at StripeWednesday (Cleaner is due/Rubbish Collection is due) ====
</div>
<div class="mw-collapsible-content">
*Booking Status = All but not cancelled
===Send an email to the Owner/Internal email address ===<div class="mw-collapsible mw-collapsed"><div class= Change the status of all bookings which have been imported from Ical to "Requestheadline-collapse" > ====Send an email to the Owner/Internal email address when a payment FAILS at Stripe====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = STRIPEFAIL, CARDFAILSTRIPE Messaging tab:*Send Message = Internal*Internal Email Address = enter the email address to receive the notification*Subject = Failed Stripe Payment*HTML Box = Enter the text to be sent, you can use template variables in this message, for example [BOOKID] - booking reference number[GUESTNAMES] - name of all guests in the booking on the "summary" tab of the booking[FIRSTNIGHT][LASTNIGHT] Booking tab: (optional)*Execution = One time only*Flag Text = Stripe Payment Failed*Flag Colour - choose the flag colour</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an email to the Owner/Internal email address when a guest completes a Payment Authorisation at Stripe====</div><div class="mw-collapsible-content"> Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = STRIPEAUTHORIZE Messaging tab:*Send Message = Internal*Internal Email Address = enter the email address to receive the notification*Subject = Stripe Payment Authorisation*HTML Box = Enter the text to be sent, you can use template variables in this message, for example [BOOKID] - booking reference number[GUESTNAMES] - name of all guests in the booking on the "summary" tab of the booking[FIRSTNIGHT][LASTNIGHT] Booking tab: (optional)*Execution = One time only*Flag Text = Stripe Authorised*Flag Colour - choose the flag colour</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an email to the Owner/Internal email address for a new booking====</div><div class="mw-collapsible-content"> Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source = All*Booking Status = All but not cancelled Messaging tab:*Send Message = Internal*Internal Email Address = enter the email address to receive the notification*Subject = New Booking*HTML Box = Enter the text to be sent, you can use template variables in this message, for example [BOOKID] - booking reference number[GUESTNAMES] - name of all guests in the booking on the "summary" tab of the booking[FIRSTNIGHT][LASTNIGHT] </div></div> ===Booking Info Codes===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add CHECKIN Booking info code to bookings ====</div><div class="mw-collapsible-content"> If you need to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set the Booking info code rather than use the Current guest module in the dashboard. Trigger tab:*Trigger Event = Check-in*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source = All*Booking Status = All but not cancelled*Group bookings = Trigger all on master Booking Info tab: *Booking Info Code = CHECKIN*Booking Info Text = Auto Checkin</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add CHECKOUT Booking info code to bookings ====</div><div class="mw-collapsible-content"> If you need to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set the Booking info code rather than use the Current guest module in the dashboard. Trigger tab:*Trigger Event = Check-out*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source = All*Booking Status = All but not cancelled*Group bookings = Trigger all on master Booking Info tab: *Booking Info Code = CHECKOUT*Booking Info Text = Auto Checkout</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Group check-in - ''Select from predefined templates'' ====</div><div class="mw-collapsible-content">This requires the master booking to be checked-in via the check-in function. '''Trigger tab:''' *Trigger Event = Checkin*Trigger Time = immediate*Time Window = 1 day Booking conditions:*Booking Source = All*Booking Status = All but not cancelled *Group bookings" = Trigger all on master if group*Info Code = CHECKIN '''Booking info tab : ''' *Booking Info Code = CHECKIN*Booking Info Text = Group checked in</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Identify Repeat Guest ====</div><div class="mw-collapsible-content">This requires you to use the Guest database. Trigger tab: *Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Group bookings" = Trigger all on master*Template Variable = [GUESTSID1] greater than 0 Booking info tab : *Info Code = REPEAT</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Identify bookings with Custom Question ticked/unticked ====</div><div class="mw-collapsible-content">If you have a custom question with a 'Tick box' for example, they want a late checkin. Setup the custom question in {{#fas:cog}} (SETTINGS) PROPERTIES -> BOOKING QUESTIONS -> CUSTOM QUESTIONS -> Custom question 1, set with TYPE = Tick Box. Trigger tab: *Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Group bookings" = Trigger all on master*Template Variable = [GUESTCUSTOMQ1] equals ticked (or) not ticked Booking info tab : *Info Code = LATECHECKIN</div></div> ===Add invoice items to a booking === <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a fee to all bookings from a channel====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Expedia (for example) Invoice tab:*Add Invoice Item = Add new*Type = Amount*Description = Cleaning fee (for example) - Template variables can be used. *Amount = 50 (for example - the amount of your cleaning fee)*per = Room*Period = one time*VAT = 19% (for example - enter the VAT amount if applicable) The fee will be added the next time the auto actions run. </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a fee (Penalty) to all bookings with an Outstanding Balance==== </div><div class="mw-collapsible-content">You want to add a 2.2% fee to all bookings if there is an outstanding balance 2 days prior to checkin. Trigger tab: Time :*Trigger Event = Checkin *Trigger Time = -2 days*Trigger Window = 2 days Booking Conditions:*Status = All not Cancelled *Invoice Balance = Not Zero Invoice tab:*Type = Amount*Description = Payment Fee||[INVOICEBALANCE:2.2%]*Amount = 0 (leave as 0 so the value is set from the calculation in Description field)*Per = Room*Period = one time*VAT = 19% (for example - enter the VAT amount if applicable) The fee will be added the next time the auto actions run. </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a negative value to Direct bookings for Stripe Charges==== </div><div class="mw-collapsible-content">You want to add the Stripe fee to all Direct bookings to show total value of booking, i.e. if you want to show the booking value. In this example the Stripe charge will be added as a negative figure. Trigger tab: Time :*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1 day Booking Conditions:*Status = All not Cancelled Booking Source:*Booking Source = Direct Invoice tab:*Type = Amount*Description = Stripe Fee||[INVOICECHARGESNUM:-3%]*Amount = 0 (leave as 0 so the value is set from the calculation in the Description field)*Per = Room*Period = one time*VAT = 19% (for example - enter the VAT amount if applicable) The fee/charge will be added the next time the auto actions run. </div></div> ===Modify description/values of an existing invoice item in a booking === <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Update the Description field of a charge/invoice item==== </div><div class="mw-collapsible-content"> In some cases Channel bookings have different descriptions for the same charge item - i.e. Cleaning, update the description field in the invoice item so they all match, using the format (findthisinvoicedescription^replacewiththisdescription) Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Expedia (for example) Invoice tab:*Add Invoice Item = Update Only*Type = Change Description *Description = Cleaning^Cleaning Service Fee*Invoicee = Ignore (otherwise you can add a specific Invoicee to limit the search) </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Update all values of a charge/invoice item==== </div><div class="mw-collapsible-content"> You need to change the charges in bookings due to an update in your prices. Tourist Tax (for example), update the description field and value using the format (findthisinvoicedescription^replacewiththisdescription) Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Time Window = 365*Check In From = Select the first date of the Summer Season*Check In To = Select the last date of the Summer Season *Booking Source = Expedia (for example) Invoice tab:*Add Invoice Item = Update Only*Type = Change All *Description = Tourist Tax^Tourist Tax - Summer season 2022 (for example) *Amount = 0.75*Per = Per Person*Period = One time*Invoicee = Ignore (otherwise you can add a specific Invoicee to limit the search) </div></div> ===Payments/Pending Payments=== <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a pending payment====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking or Before Check-in*Trigger Time = set the time you want to collect the payment*Booking Source =All (for example, you can also set different rules for different channels)*Group Booking Trigger = Trigger only Master (this will trigger on individual bookings and Master booking if a group) Booking Info tab: OptionalAdd a booking info tab for information and reporting*Flag Text = PendingPayment (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Booking tab: Optional*Booking Info Code = PENDPAY*Booking Info Text = Pending payment added Invoice tab:*Payment Type = select on what the payment is calculated (Percent of Balance due OR Group balance if you receive Group bookings)*Description = the text you will see in the "Charges and Payments" tab*Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = enter the amount or percentage you want to collect*Payment Rule = use auto or manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here *Payment Due = Set when the payment is due Create a Payment Rule to collect a payments when bookings are not cancelled. Go to Settings > Payments > Payment Rules Payment Rule : Name = Enter your title - Not Cancelled (for example)Action = Auto Payment Trigger : *Booking Status = All not cancelled*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action : *Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a pending payment - Set the Security Deposit value based on the price of the booking, using a calculation ====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking or Before Check-in*Trigger Time = set the time you want to collect the payment*Booking Source =All (for example, you can also set different rules for different channels) Booking tab: Optional*Flag Text = PendingPayment (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Booking Info tab: OptionalAdd a booking info tab for information and reporting*Booking Info Code = PENDPAY*Booking Info Text = Pending payment added Invoice tab:*Payment Type = fixed value*Description = Security Deposit||[IF<=:[INVOICEFIRSTITEMNUM]:800:200|[INVOICEFIRSTITEMNUM][/.0]4] (Security Deposit is the description, then 2 | symbol, then the calculation for the 'Amount' to be set.) This calculation, tests if the first invoice item value (usually the Accommodation value) is greater than or = 800 if so set the Security Deposit Amount = 1 quarter of the first invoice item value, otherwise set = 200. <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> <span style="font-weight: bold;" >Tip</span> A price value for the invoice item can be specified after a second pipe (|) symbol, this can be used to calculate a price using template variables. If the price value in the description field is zero or absent, the numeric value from the amount field will be used. *Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = 0*Payment Rule = use auto or manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) Payments > Payment Rules they will be available here *Payment Due = Set when the payment is due Create a Payment Rule to collect a payments when bookings are not cancelled. Go to Settings > Payments > Payment Rules Payment Rule : Name = Enter your title - Not Cancelled (for example)Action = Auto Payment Trigger : *Booking Status = All not cancelled*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action : *Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Collect outstanding booking balance 3 days prior to arrival( Credit card details were collected at time of booking)====</div><div class="mw-collapsible-content"> ''''Create a Payment Rule (Optional)'''' Standard payment rules in the system are Auto & Manual, you can create additional rules for the collection of outstanding payments, you can control the collection of payments if the booking status is changed, for example the booking is cancelled before the final payment is due to be collected. Go to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES Create a Payment Rule to collect payments if bookings are not cancelled. Click '''Create New Payment Rule''' : Payment Rule:*Name = Enter your title - Not Cancelled (for example) *Action = Auto Payment Trigger :*Booking Status = All not cancelled*Any Booking Info Code (optional)*All Booking Info Codes (optional)*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action :*Funding Source = Guest card only*Payment value adjustment = Limit to group booking balance*Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure Prevent Auto Payment :*Prevent payment if booking status = Cancelled*Prevent payment after check-out (days) = 7 (default)*Prevent payment action = Set Manual '''Create Auto Actions ''' Collect the outstanding balance for bookings created via your booking page. Go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTIONS and click '''Create New Action''' to create them. '''Collect outstanding balance for direct bookings''' Trigger tab:*Time**Trigger Event = Checkin**Trigger Time = -3 days (set the time you want to collect the payment)**Time Window = 3 days (set this to the same number (positive) as Trigger time. *Booking Source**Booking Source = Direct. You can have different auto actions/rules for direct bookings -v- channel bookings, then select ‘Direct’ this will include manually created bookings and booking page bookings. *Booking Conditions**Group Booking Trigger = Trigger only Master**Status = All not cancelled**Invoice Balance= Not Zero (can be used to refine the auto action being triggered) Booking tab: Optional*Flag Text = Pending payment added (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Booking Info tab: Optional, for information and reporting*Booking Info Code = BALANCE (for example enter the value - use one word only)*Booking Info Text = Enter the description/text to show in for the Booking Info Code. Invoice tab: <div class="warning">{{#fas:exclamation-triangle}} ONLY use Payment Type =‘ Percent of Group balance due’ if you selected Trigger tab > Booking Conditions > Group Booking Trigger = Trigger Only Master.</div> *Add a Pending Payment to the booking**Payment Type = Percent of Group Balance due (select on what the payment is calculated) **Description = the text you will see in the "Charges and Payments" tab**Status = if you use the status function add the status you want to apply to the pending payment (optional)**Amount = 100 (this will be 100% of the outstanding group balance) **Payment Rule = Not Cancelled - See Step 4 above (if you have set up payment rules in {{#fas:cog}} (SETTINGS) PAYMENTS ->PAYMENT RULES they will be available here) **Payment Due = Trigger date**Payment time = set the time to collect payment**Invoicee = If you use the "invoicee" function you can select which invoicee the pending payment will be assigned to. </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ===='Capture' a Security Deposit when Credit card is collected at time of booking. ====</div><div class="mw-collapsible-content"> Trigger tab:*Trigger Event = After Booking *Trigger Time = immediate*Booking Source =All (for example, you can also set different rules for different channels) Info Codes:Any Booking Info Code = CARDTOSTRIPE Invoice tab:*Payment Type = Fixed amount*Description = Security Deposit (the text you will see in the "Charges and Payments" tab)*Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = 100 (balance is full price so 100% of the balance)*Payment Rule = Security Deposit (Create a Payment Rule, see below) *Payment Due = check in <span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> Automatic collection is only available for customer who use [[Stripe]]. Create a Payment Rule to 'Capture' a payment only. Captured payments will only be valid for 7 days, then it will expire, if the booking is for a longer period, then you can create a second Capture, you will need to create another auto action for this. Go to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES Payment Rule : *Name = Enter your title - Security Deposit (for example)*Action = Auto Payment Trigger :*Booking Status = select from the drop down list*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action :*Capture = Yes/No - immediately charged (Capture=Yes), if you want to make sure that the amount is available for later capture (Capture=No) *Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply an info code and and/or icon when a payment was made====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Invoice Balance = Any Payment made Booking Info tab:*Booking Info Code : Enter the preset code for the icon or info code which you have created in {{#fas:cog}} (SETTINGS) ACCOUNT->PREFERENCES.*Booking Info Text : Enter the text you wish to show Process Template Variables : When created </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Automatically apply invoice number at check-out - ''Select from predefined templates'' ====</div><div class="mw-collapsible-content">'''Trigger tab:''' *Trigger Event = Check-out*Trigger Time = Immediate*Time window = 1 day Booking Conditions:*Status = Confirmed Info Codes:*Any Booking Info Code = CHECKOUT (optional only if you use the check-out function) '''Invoice tab:''' *Assign Invoice Number = yes</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Using Pending Payments as a Payment Reminder====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking or Before Check-in*Trigger Time = set the time you want to add the pending payment to the booking*Booking Source =All (for example, you can also set different rules for different channels) Booking Info tab:*Optional, add a booking info tab for information and reporting Booking tab: Optional*Flag Text = PaymentDue1 (for example), set multiple if multiple payments are required. *Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Invoice tab:*Payment Type = select on what the payment is calculated (Percent of Balance due)*Description = the text you will see in the "Charges and Payments" tab*Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = enter the amount or percentage you want to collect*Payment Rule = Manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here *Payment Due = Set when the payment is due The Pending Payment Report is available in Bookings > Pending Payments. This report can be used to see outstanding pending payments, this can be used to see all outstanding payments, when payment gateways other than Stripe are used, the Pending Payments report can be used to see outstanding payments and a checklist for bank transfers. </div></div> ===Booking Flags/Colours=== <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when a booking is cancelled====</div><div class="mw-collapsible-content">Trigger tab*Trigger Event = Booking*Trigger Time = 1 Hour*Trigger Window = 365 days*Booking Status = Cancelled Booking tab:*Execution = One time only*Booking Status = No Change*Flag text = (enter the text you require)*Flag Colour = 999999 default cancel colour - (Set as required) </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag for a bookings from a channel which have breakfast included====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Booking.com (for example)*Booking Field Contains - select "API Message" in the next field enter: meal_plan=Breakfast (or Extra Breakfast - use the text the channel uses) Booking tab:*Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag for a bookings which has BREAKFAST as a charge item====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Booking.com (for example)*Template Variable = [IF>:[INVOICEITEMBYDESC:Breakfast]:0:yes|no] (Text for Breakfast has to match EXACTLY what is in the booking item Uppercase/Lowercase/Proper)*Select 'equal' from the selection box*yes (needs to be exactly the same text/upper/lowercase, as in the equation) Booking tab:*Execution = One time only*Flag Text = Breakfast*Flag Colour - choose the flag colour Booking Info tab:*Booking Info Code = BREAKFAST*Booking Info Description = Breakfast included</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when deposit was made prior to Check-in====</div><div class="mw-collapsible-content">Trigger tab: *Trigger Event = Check-in*Trigger Time = -365 (for example : must be a negative value and the same as the value in Trigger window)*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Invoice Balance = Any Payment made Message tab: *Send Email : select appropriate option*Enter : Subject and Email content Booking tab: (optional) *Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour Booking info tab : (optional) *Booking Info Code : DEPOSITPAID (for example)*Booking Info Text : additional text if required. Setting details with the Booking tab and Booking info tab allows you to trigger additional (follow on) Auto Actions and Reports.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when booking is fully paid====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All not cancelled*Invoice Balance = ZERO Booking tab:*Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag/colour for a booking coming from a certain channel - ''Select from the predefined template'' ====</div><div class="mw-collapsible-content"> '''Trigger tab:''' *Trigger Event = Booking*Trigger Time = Immediate*Booking Source = Booking.com (for example) '''Booking tab:''' *Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the email.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when NO payment is made - ''Select from the predefined template''====</div><div class="mw-collapsible-content"> '''Trigger tab:''' *Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1 day Booking Source:*Booking Source = All Booking Conditions: *Booking Status = All not cancelled*Invoice Balance = No payment made '''Booking tab:''' *Execution = One time only*Flag Text = Not Paid*Flag Colour = fee0dd</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when a payment was made====</div><div class="mw-collapsible-content"><span style="color: #f3e504; font-size: 250%;" >{{#fas:lightbulb}} </span> Also see Example : " Apply a flag when deposit was made prior to Check-in AND/OR Apply a flag when booking is fully paid". Trigger tab:*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All not cancelled*Invoice Balance = Any Payment made Booking tab:*Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when a payment FAILS at Stripe - ''Select from predefined template'' ====</div><div class="mw-collapsible-content"> '''Trigger tab:''' *Trigger Event = Booking (but not after check-in)*Trigger Time = Immediate*Trigger Window = 999 Booking Source:*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = STRIPEFAIL, CARDFAILSTRIPE '''Booking tab:''' *Execution = One time only*Flag Text = Stripe Payment Failed*Flag Colour - fee0dd</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag to Booking.com bookings and auto report the Credit Card when a payment FAILS at Stripe====</div><div class="mw-collapsible-content"> Go to Settings > Channel Manager > Preferences and set Auto report failed cards = Yes '''Trigger tab:''' *Trigger Event = Booking (but not after checkout)*Trigger Time = Immediate*Trigger Window = 999 Booking Source:*Booking Source = Booking.com Booking Conditions:*Booking Status = All not cancelled*Booking Info Code = BOOKINGCOMCARD '''Booking tab:''' *Execution = One time only*Flag Text = Failed CC reported to Booking.com *Flag Colour - choose the flag colour</div></div> ===Status changes===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ==== Change the status of all "Request" bookings to "Cancelled" after three days ====</div><div class="mw-collapsible-content">Trigger tab*Trigger Event = Booking*Trigger Time = 3 days*Booking Status = Request Booking tab:*Execution = One time only*Booking Status = Cancelled</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ==== Change the status of all bookings which have been imported from Ical to "Request" ====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Ical Import (1, 2, 3) Booking tab:*Execution = One time only*Booking Status = Request Booking changes are applied before the mail is sent.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ==== Change Room Unit Status when guest checks out ====</div><div class="mw-collapsible-content">Trigger tab*Trigger Event = Check-out*Trigger Time = Immediate*Trigger Window = 1 day*Booking Status = All but not cancelled*Any Booking Info Code = CHECKOUT Booking tab:*Execution = One time only*Change Room Unit Status = Select the option It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkin to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.</div></div> ===API/Webhook===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Use API/Webhook to write to the field 'Message'====</div><div class="mw-collapsible-content"> You can use a webhook in conjunction with the API JSON function '''setBooking''' to write to any field in the booking. First you have to configure access to the API: You need two keys to use our API JSON functions - one for the API itself and one for the property. The keys have to consist of 16 characters of your choosing.<br> '''API key:'''*{{#fas:cog}} (SETTINGS) ACCOUNT -> ACCOUNT->ACCESS "API Key 1"*API Key = my_very_secret_api_key*API Key Access = allow any IP*IP Whitelist = [leave empty]*Allow Writes = Yes*Property Access = Owned by this account only*'''Property key:'''*{{#fas:cog}} (SETTINGS) PROPERTIES > ACCESS > propKey = secret_key_for_prop_XXXXXX Set the triggers you need, for example: Booking Field Contains: Message = XXX Set the webhook like this: * URL = <nowiki>https://api.beds24.com/json/setBooking</nowiki>* Custom Header = [leave empty] Body Data::{::"authentication":::{:::"apiKey": "my_very_secret_api_key",:::"propKey": "secret_key_for_prop_XXXXXX"::},::"bookId": "[BOOKID]",::"message": "[MESSAGE] - Append this message":}</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Use API/Webhook to write the value of the 'commission' field to a new invoice item====</div><div class="mw-collapsible-content">You can create a new invoice item that contains the price of the channel's commission as a negative value to subtract it from the room price. You use the API JSON function '''setBooking''' for this. First you need to configure access to the API: You need two keys to use our API JSON functions - one for the API itself and one for the property. The keys have to consist of 16 characters of your choosing.<br>'''API key:'''*{{#fas:cog}} (SETTINGS) ACCOUNT -> ACCOUNT->ACCESS "API Key 1"*API Key = my_very_secret_api_key*API Key Access = allow any IP*IP Whitelist = [leave empty]*Allow Writes = Yes*Property Access = Owned by this account only*'''Property key:'''*{{#fas:cog}} (SETTINGS) PROPERTIES > ACCESS> propKey = secret_key_for_prop_XXXXXX Set the triggers you need, for example: Booking Source = Booking.com Set the webhook like this: *URL = <nowiki>https://api.beds24.com/json/setBooking</nowiki>*Custom Header = [leave empty] *Body Data =:{::"authentication":::{:::"apiKey": "my_very_secret_api_key",:::"propKey": "secret_key_for_prop_XXXXXX"::},::"bookId": "[BOOKID]",::"invoice":::[:::{::::"description": "Booking.com Commission",::::"status": "",::::"qty": "1",::::"price": "-[COMMISSIONNUM]",::::"vatRate": "7.00",::::"type": "0",::::"invoiceeId": "":::}::]:}
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==== Change Room Unit Status when guest checks out Use Auto Action/Webhook to write to send data to Integromat====
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*Trigger Event = Booking (but not after Check-in) OR Booking
*Trigger Time = 1 day (this will ensure that NEW bookings do not trigger this auto action)
*Trigger Time Window = 365 days
*Booking Status = All not cancelled
*Template Variables [IF>^[MODIFYDATE:{%Y-%m-%d %H:%M:%S}] greater than ^[CURRENTDATE:-1day{%Y-%m-%d %H:%M:%S}]^yes~no] equal yes
Booking tab: (Optional)
