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<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 tab) or create an auto action to add the Booking Info Codes to the bookings.
You can send Invoice as an attachment to your Guests.
Setup your Invoice go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> INVOICING
*Attachment = Select the Invoice Template from the drop down list.
<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 <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you send Emails with pdf attachment (invoice, booking template) to Alias-Email addresses created by channels use the channel might block Checkin/Checkout feature in the attachment so it is Dashboard, if not delivered you can either manually add Checkin to the guest. Ask your channel about their policy regarding this. Other files can not be attached. We recommend you use a link bookings (Booking info tab) or create an auto action to a file you upload add the Booking Info Codes to your web sitethe bookings.
To You can send an automated Email Booking Template attachments to the guest then they can check you/the cleaner have your Guests. Setup your Booking Template, go to add a unit status to the room when it is ready. {{#fas:cog}} (SETTINGS) In this example we used the unit status cleanGUEST MANAGEMENT -> BOOKING TEMPLATES
Booking Fields'''Messaging tab:*Template Variable = [UNITSTATUS1] Contains = clean'''
'''Messaging tab: '''*Send Email Message = Guest API/Smart Email (or one of the other options)
*Attachment :- if If you want to send a Booking/Invoice Emails with pdf attachment (invoice, booking template you can select from ) to Alias-Email addresses created by channels the channel might block the attachment so it is not delivered to the drop down listguest. Ask your channel about their policy regarding this.
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. '''Trigger Tab tab:'''
This template variable tests if there is 3 days between the guest booking and the next booking. '''Message 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. *Send Message Email = Booking Guest API/Smart Email(or one of the other options)
[IF<=Message Text :[TURNOVERDAYS]:3:Your apartment ([ROOMNAME]), which - enter the text you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] wish to [LEAVINGDAYSHORT] is currently available for up send to [TURNOVERDAYS] extra night(s)|]your guests. We are very happy to offer you to extend your stay a Template variables can be used [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 [PROPERTYEMAILTemplate_Variables| see here] 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 Text :- Email will be sent, enter It is possible to use the same details as in the text you wish to send to your guestsPlain Text box above. Template variables can be used [[Template_Variables| see here]]
[IF<=*Attachment :[TURNOVERDAYS]:3:Your apartment ([ROOMNAME]), which - if you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] want to [LEAVINGDAYSHORT] is currently available for up to [TURNOVERDAYS] extra night(s)|]. We are very happy to offer you to extend your stay send a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If Booking/Invoice template 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 can select from the special Pricedrop down list.
'''Booking Info Tab : Optional '''*Booking info code = EXTRANIGHTS *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra nightOther files can not be attached. We recommend you use a link to a file you upload to your web site.</div></div>
This template variable tests if there is upto 3 days from previous checkout to check 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.
'''Messaging tab :- '''*Send Message = Guest Booking API/Smart Email
*HTML Box
*Group bookings = Trigger all on master
*Template Variables = [IF>:[VACANTDAYS]:1:yes|no] equal yes
This template variable tests if there is 1 day between the guest booking and the next booking. Booking Fields:*Template Variables = [IFBETWEEN:[VACANTDAYS]:0:3:yes|no|no] equal yes
Message tab :- *Send Email = Guest API/Smart Email (or one of the other options)*EMail Subject = Enter the appropriate details *Email Text = Your text, using the This template variables variable tests if there is upto 3 days from previous checkout to modify the specific text check in the of current booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails)
Dear, [GUESTNAME],'''Messaging tab :- '''*Send Message = Guest API/Smart Email
We are very happy If the "Mail & Actions" tab contains a "real" Email address the message is sent to offer you 'Early Check-in' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK]guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
[PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS],[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY]. Email :-[PROPERTYEMAIL]Website :- [PROPERTYWEB]*Subject = Enter the appropriate details
Booking Info Tab :- Optional*Booking info code Plain Text Box = EARLYARRIVALYour text, *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Early Checkinusing the template variables to modify the specific text in the booking.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >*HTML Box
===Booking Info Codes===
If To 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 need to use have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Booking info code CHECKINProperty/CHECKOUT for reporting/other auto actionsRooms, you can set useful way to utilise the Booking info code template variables and different values rather than use the Current guest module in the dashboardduplicating auto actions.
Booking Info tab: *Booking Info Code = CHECKIN*Booking Info Text = Auto Checkin</div></div>This template variable tests if there is 1 day between the guest booking and the next booking.
<div class="mwMessage tab :-collapsible mw-collapsed"><div class*Send Email ="headline-collapse" > Guest API/Smart Email (or one of the other options)*EMail Subject =Enter the appropriate details *Email Text ===Add CHECKOUT Booking info code Your text, using the template variables to bookings ====</div><div class="mw-collapsible-content">modify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails)
If you need to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actionsDear, [GUESTNAME], you can set the Booking info code rather than use the Current guest module in the dashboard.
Trigger tab:*Trigger Event = We are very happy to offer you 'Late Check-out*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source = All*Booking Status = All but not cancelled*Group bookings = Trigger all on master' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK].
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Group check-in ====</div><div class="mw-collapsible-content">This requires the master booking to be checked-in via the check-in function. Best regards,
Trigger tab:[PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS],[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY]. *Trigger Event = After BookingEmail :-[PROPERTYEMAIL]*Trigger Time = immediatelyWebsite :- [PROPERTYWEB]*Trigger Window = 365*Booking Source = AllInfo Tab :- Optional*Booking Status info code = All but not cancelled*Group bookings" = Trigger all on masterLATCHECKOUT, *Booking Info Code Description = CHECKINUpsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Late Checkout
Booking info tab :
*Info Code = CHECKIN
This requires you to use the Guest database.
Trigger 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.
*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*This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variable = [GUESTSID1] greater Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than 0duplicating auto actions.
Booking info tab '''Step 1: *Info Code = REPEAT</div''' Create a new offer in {{#fas:cog}} (SETTINGS) ></divPROPERTIES >OFFERS
<div class*Name ="mw-collapsible mw-collapsed">Latecheckout<div class*Enable ="headline-collapse" > Only if Available*Booking Type ====Identify bookings Confirmed with Custom Question ticked/unticked ====</div><div class="mw-collapsibleDeposit 2 -content">If you have a custom question with a 'Tick box' for example, they want a late checkin. via payment gateway
Setup the custom question in {{#fas'''Step 2:cog}} (SETTINGS) PROPERTIES -> BOOKING QUESTIONS -> CUSTOM QUESTIONS -> Custom question 1''' Create a Rate or Daily Price, set with TYPE = Tick Box. PRICES
Trigger tab:Guests = Max OccupancyMax Stay = 1Offer = select the offer number as created in the above step.
*Trigger Event If you are using Rates, select 'Rate allowed' = After Booking*Trigger Time = immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelledSunday, untick all the other days. *Group bookings" = Trigger Channel Tab, untick all on master*Template Variable = [GUESTCUSTOMQ1] equals ticked (or) not ticked channels, leave only 'beds24.com' for your booking page.
Booking info tab : If using Daily Prices, then go to Calendar, and set the price and date range, then only Sunday, untick all the other days. *Info Code = LATECHECKIN</div></div>Enable list, untick all channels, leave only 'beds24.com' for your booking page.
===Add invoice items to a booking ==='''Step 3: ''' Create the Auto Action
<div class="mwTrigger Tab :-collapsible mw-collapsed"><div class*Trigger Event ="headline-collapse" > Checkout*Trigger Time ====Add a fee -1 days (depending on when you want to all bookings from a channel====notify the guest, in this example 2 days before arrival)</div><div class*Trigger Window ="mw-collapsible-content">Trigger tab:1*Trigger Event Booking Source = After BookingAll *Trigger Time Booking Status = ImmediateAll but not cancelled*Between Booking Source and Check in = Expedia 2 and 999 (for exampleto stop the auto action triggering on the new booking)
Invoice tab:*Type Group bookings = 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 the VAT amount if applicable) Trigger all on master
The fee will be added the next time the auto actions run. </div></div*Template Variables = [IF=:[LEAVINGDAY:{%a}]:Sun:|[IF>=^[TURNOVERDAYS]^1^yes~no]] equal yes
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add This template variable tests if the departure day is a fee (Penalty) to all bookings with an Outstanding Balance====Sunday and there is at least 1 day between the existing guest booking and the next booking.
<Message tab :- *Send Email = Guest API/div>Smart Email (or one of the other options)<div class*EMail Subject ="mw-collapsible-content">Enter the appropriate details You want *Email Text = Your text, using the template variables to add a 2modify the specific text in the booking.2% fee Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails) Dear, [GUESTNAME], We are very happy to all bookings if there is an outstanding balance 2 days prior 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?checkin. =[LEAVINGDAYYYYY-MM-DD]&br7-[ROOMID]
Trigger tab<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-7 (offer created in Step 1 above)
Time :Enter your Booking Reservation Number [BOOKID] into the Booking id box on the booking page. *Trigger Event = Checkin *Trigger Time = -2 days*Trigger Window = 2 days Best regards,
Booking Conditions[PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME] Email :-[PROPERTYEMAIL] *Status = All not Cancelled *Invoice Balance = Not ZeroWebsite :- [PROPERTYWEB]
Invoice tabBooking Info Tab :- Optional*Type Booking info code = AmountLATCHECKOUT, *Booking Info Description = Payment Fee||Upsell email sent [INVOICEBALANCECURRENTDATE]: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)Late Checkout
The fee will be added the next time the auto actions run.
Booking Info Messaging tab: OptionalAdd a booking info tab for information and reporting*Send Message = Internal*Internal Email Address = enter the email address to receive the notification*Flag Text Subject = PendingPayment (for example)Failed Stripe Payment*Flag Colour HTML Box = select Enter the colour as this will text to be visible sent, you can use template variables in the Calendar/Bookings listthis message, for example
Booking [BOOKID] - booking reference number[GUESTNAMES] - name of all guests in the booking on the "summary" tab: Optionalof the booking*Flag Text = Pending payment added (for example)[FIRSTNIGHT]*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list[LASTNIGHT]
Invoice Booking tab:*Payment Type = select on what the payment is calculated (Percent of Balance dueoptional)*Description Execution = the text you will see in the "Charges and Payments" tabOne time only*Status Flag Text = if you use the status function add the status you want to apply to the pending payment (optional)Stripe Payment Failed*Amount = enter Flag Colour - choose the amount or percentage you want to collectflag colour*Payment Rule = use auto or manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT-</div>PAYMENT COLLECTION they will be available here *Payment Due = Set when the payment is due</div>
Create a Payment Rule If you need to collect a payments when bookings are not cancelleduse 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.
Go to Settings > Payments > Payment RulesTrigger 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
Payment Rule Booking Info tab:*Booking Info Code = CHECKIN*Booking Info Text = Auto Checkin</div></div>
Name <div class= Enter your title "mw- Not Cancelled (for example)collapsible mw-collapsed"><div class="headline-collapse" > ====Add CHECKOUT Booking info code to bookings ====</div>Action <div class= Auto"mw-collapsible-content">
Payment Trigger :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.
''''Create a Payment Rule (Optional)''''Trigger tab:
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 *Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled before the final payment is due to be collected. *Group bookings" = Trigger all on master*Info Code = CHECKIN
Go to {{#fasBooking info tab :cog}} (SETTINGS) PAYMENTS *Info Code = CHECKIN</div></div> PAYMENT RULES
Create a Payment Rule <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Identify Repeat Guest ====</div><div class="mw-collapsible-content">This requires you to collect payments if bookings are not cancelleduse the Guest database.
Click '''Create New Payment Rule''' Trigger tab:
Payment Rule:*Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Name Group bookings" = Enter your title - Not Cancelled (for example) Trigger all on master*Action Template Variable = Auto[GUESTSID1] greater than 0
Payment Trigger Booking info tab :*Booking Status = All not cancelled*Any Booking Info Code (optional)= REPEAT*All Booking Info Codes (optional)</div>*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking)</div>
Payment Action :<div class="mw-collapsible mw-collapsed">*Funding Source <div class= Guest card only"headline-collapse" > *Payment value adjustment = Limit to group booking balance===Identify bookings with Custom Question ticked/unticked ====*Capture </div><div class= Yes "mw- immediately charged (Capture=Yes)collapsible-content">*Add info code on success = add If you have a custom question with a Booking Info item to the booking on success*Add info code on failure = add 'Tick box' for example, they want a Booking Info item to the booking on failurelate checkin.
Prevent Auto Payment Setup the custom question in {{#fas:*Prevent payment if booking status = Cancelled*Prevent payment after check-out cog}} (daysSETTINGS) PROPERTIES -> BOOKING QUESTIONS -> CUSTOM QUESTIONS -> Custom question 1, set with TYPE = 7 (default)*Prevent payment action = Set ManualTick Box.
'''Create Auto Actions '''*Trigger Event = After Booking*Trigger Time = immediatelyCollect the outstanding balance for *Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Group bookings created via your booking page. " = Trigger all on master*Template Variable = [GUESTCUSTOMQ1] equals ticked (or) not ticked
Go to {{#fasBooking info tab :cog}} (SETTINGS) GUEST MANAGEMENT *Info Code = LATECHECKIN</div></div> 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 ==Add invoice items to a booking page bookings. ===
*Booking Conditions<div class="mw-collapsible mw-collapsed">**Group Booking Trigger <div class= Trigger only Master"headline-collapse" > **Status = All not cancelled**Invoice Balance= Not Zero (can be used ==Add a fee to refine the auto action being triggered)all bookings from a channel====</div><div class="mw-collapsible-content">Booking Trigger tab: Optional*Flag Text Trigger Event = Pending payment added (for example)After Booking*Flag Colour Trigger Time = select the colour as this will be visible in the Calendar/Bookings list Booking Info tab: Optional, for information and reportingImmediate*Booking Info Code Source = BALANCE Expedia (for example enter the value - use one word only)*Booking Info Text = Enter the description/text to show in for the Booking Info Code.
<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 The fee will be available here) **Payment Due = Trigger date**Payment time = set added the next time to collect payment**Invoicee = If you use the "invoicee" function you can select which invoicee the pending payment will be assigned toauto actions run.
*Trigger Event = After Booking
*Trigger Time = immediate
*Booking Source =All (for example, you can also set different rules for different channels)
Info CodesTime :Any *Trigger Event = Checkin *Trigger Time = -2 days*Trigger Window = 2 days Booking Info Code Conditions:*Status = All not Cancelled *Invoice Balance = CARDTOSTRIPENot Zero
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} <==Modify description/span> Automatic collection is only available for customer who use [[Stripe]].values of an existing invoice item in a booking ===
Create <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Update the Description field of a Payment Rule to 'Capture' a payment onlycharge/invoice item==== </div><div class="mw-collapsible-content"> In some cases Channel bookings have different descriptions for the same charge item - i.e. Captured payments will only be valid for 7 daysCleaning, then it will expireupdate the description field in the invoice item so they all match, if using the booking is for a longer period, then you can create a second Capture, you will need to create another auto action for this.format (findthisinvoicedescription^replacewiththisdescription)
Go to {{#fasTrigger tab:cog}} *Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Expedia (SETTINGSfor example) PAYMENTS > PAYMENT RULES
Payment Rule Invoice tab: *Name Add Invoice Item = Enter your title - Security Deposit (for example)Update Only*Type = Change Description *Description = Cleaning^Cleaning Service Fee*Action Invoicee = AutoIgnore (otherwise you can add a specific Invoicee to limit the search)
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
Booking Info Invoice tab:*Execution Add Invoice Item = One time onlyUpdate Only*Type = Change All *Info Code Description = Enter the preset code Tourist Tax^Tourist Tax - Summer season 2022 (for the icon or info code which you have created in {{#fas:cog}} (SETTINGSexample) ACCOUNT->PREFERENCES*Amount = 0.75*Per = Per Person</div>*Period = One time</div>*Invoicee = Ignore (otherwise you can add a specific Invoicee to limit the search)
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Assign invoice numbers====
Invoice tab:*Assign Invoice Number = yes<==Payments/div></div>Pending Payments===
The Pending Create a Payment Report is available in Bookings > Pending Payments. This report can be used Rule to see outstanding pending collect a payments, this can be used to see all outstanding payments, when payment gateways other than Stripe bookings are usednot 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 Pending Payments report can be used 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 see outstanding payments and the booking on success*Add info code on failure = add a checklist for bank transfers. Booking Info item to the booking on failure
===Booking Flags/Colours===
Booking tab:*Execution = One time only*Booking Status = No Change*Flag text = (enter the text you require)*Flag Colour = Add a pending payment - Set as required</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag for a bookings from the Security Deposit value based on the price of the booking, using a channel which have breakfast includedcalculation ====
<div classInvoice tab:*Payment Type ="mw-collapsible mw-collapsed">fixed value*Description = Security Deposit||[IF<div class="headline-collapse" > :[INVOICEFIRSTITEMNUM]:800:200|[INVOICEFIRSTITEMNUM][/.0]4] ====Apply a flag when deposit was made prior (Security Deposit is the description, then 2 | symbol, then the calculation for the 'Amount' to Check-inbe 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 ==</div><div class="mw-collapsible-content">Trigger tab:200.
*Trigger Event <span class= Check"" style="color: #f3e504; font-in*Trigger Time size: 150%;" >{{#fas:lightbulb}} </span> <span style= "font-365 weight: bold;" >Tip</span> A price value for the invoice item can be specified after a second pipe (for example : must |) symbol, this can be used to calculate a negative price using template variables. If the price value and in the same as description field is zero or absent, the numeric value in Trigger window)*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Invoice Balance = Any Payment madefrom the amount field will be used.
Message tab*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
*Send Email : select appropriate option
*Enter : Subject and Email content
Booking tab: (optional)Create a Payment Rule to collect a payments when bookings are not cancelled.
Booking info tab Payment Action : (optional)
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 tab:''''Create a Payment Rule (Optional)''''*Execution = One time only*Flag Text = The text Standard payment rules in the system are Auto & Manual, you can create additional rules for the collection of outstanding payments, you want 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 display*Flag Colour - choose the flag colour</div></div>be collected.
<div class="mw-collapsible mw-collapsed"><div Go to {{#fas:cog}} (SETTINGS) class="headline-collapse" PAYMENTS >PAYMENT RULES
====Apply Create a flag/colour for a booking coming from a certain channel====</div><div class="mw-collapsible-content">Payment Rule to collect payments if bookings are not cancelled.
Trigger tabClick '''Create New Payment Rule''' :*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Booking.com (for example)
Booking tabPayment Rule:*Execution Name = One time onlyEnter your title - Not Cancelled (for example) *Flag Text Action = The text you want to display*Flag Colour - choose the flag colourAuto
<div classPayment Action :*Funding Source ="mw-collapsible mw-collapsed">Guest card only<div class*Payment value adjustment ="headline-collapse" > 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 =Apply a flag when add a Booking Info item to the booking on failure Prevent Auto Payment :*Prevent payment was made===if booking status =Cancelled</div><div class*Prevent payment after check-out (days) ="mw-collapsible-content">7 (default)<span style*Prevent payment action ="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".Set Manual
Trigger tab:
*Trigger Event = After 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====</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'''Create Auto Actions '''
Booking tab:*Execution = One time only*Flag Text = Stripe Payment Failed*Flag Colour - choose Collect the flag colour</div></div>outstanding balance for bookings created via your booking page.
<div class="mw-collapsible mw-collapsed"><div Go to {{#fas:cog}} (SETTINGS) class="headline-collapse" GUEST MANAGEMENT > ====Apply a flag AUTO ACTIONS and click '''Create New Action''' to Bookingcreate them.com bookings and auto report the Credit Card when a payment FAILS at Stripe====</div><div class="mw-collapsible-content">'''Collect outstanding balance for direct bookings'''
Go to Settings > Channel Manager > Preferences and set Auto report failed cards = Yes
===Status changes===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > *Booking Conditions**Group Booking Trigger ==== Change the status of all "Request" bookings to "Cancelled" after three days ====</div><div class="mw-collapsible-content">Trigger tabonly Master*Trigger Event *Status = After BookingAll not cancelled*Trigger Time = 3 days*Booking Status Invoice Balance= RequestNot Zero (can be used to refine the auto action being triggered)
<div classBooking Info tab: Optional, for information and reporting*Booking Info Code ="mwBALANCE (for example enter the value -collapsible mw-collapsed">use one word only)<div class*Booking Info Text ="headline-collapse" >Enter the description/text to show in for the Booking Info Code.
==== Change the status of all bookings which have been imported from Ical to "Request" ====</div><div class="mw-collapsible-content">Trigger Invoice tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Ical Import (1, 2, 3)
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": ""
:::}
::]
:}
<div class="mw-collapsible-content">
'''Trigger tab:'''
Time:
Booking Conditions:-
*Group bookings = Trigger all on master
Info Codes :-
*Info Code = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URL (select the appropriate Booking Info Code for the service you use)
<div class="headline-collapse" >
====Send Email to all current guest (guests with check-in details 2 days before Check-in) , Security Deposit Authorised at Stripe ====
</div>
<div class="mw-collapsible-content">
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 has completed the Security Deposit Authorisation.
'''Trigger tab:'''
Time:-
*Trigger Event = Check-in
*Trigger Time = Immediate*Trigger Window = 14 -2 (the max number of days your guests can staybefore check-in you want to sent the code or link)*Trigger Window = 2
Booking Source:-
*Booking Source = All
*Booking Status = All but not cancelled
Booking Conditions: -
*Group bookings = Trigger all on master
*Booking Status Invoice Balance = All but not cancelledZero
Info Codescodes : -*Any Booking Info Code = CHECKIN*Exclude Booking Info Code = CHECKOUT STRIPEAUTHORIZE
'''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.
*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.
*Subject - enter the subject for your Guests- Your access code (your text)
*Plain text box - will send to channels using Message API
Message Text :- enter the text you wish to send to your guests . This can include URL. Template any information that is important for the checkin of the guest, for example the Key code for the door, who to contact if there are any issues, template variables can be used, see the list of ALL template variables that can be used [[Template_Variables| see here]]
*HTML box - Email will be sent
Email Text :- It Enter the text you wish to send to your guests this can include URLs. Include any information that is possible important for the checkin of the guest, for example the Key code for the door, who to use contact if there are any issues, template variables can be used, see the same details (URL) as in the Plain Text box above. Template list of ALL template variables that can be used [[Template_Variables| see here]]
</div>
</div>
<div class="headline-collapse" >
====Send Email with Guest Invoice to all current guest (Check- PDF attachmentin) ====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Time:
*Trigger Event = CheckoutCheck-in
*Trigger Time = Immediate
*Trigger Window = 1 day14(the max number of days your guests can stay)
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
Info Codes:*Any Booking Info Code = CHECKIN*Exclude Booking Info Code = CHECKOUT
'''Messaging tab:''' *Send Email = Guest For channels using the Message API/Smart Email (or one of , then enter the text in the Plain text box, for emails enter the text in the other options)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.
*Subject - enter the subject for your Guests
Email Text :- 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>
</div>
<div class="headline-collapse" >
====Send Email with Booking Registration Form Guest Invoice - PDF attachment====
</div>
<div class="mw-collapsible-content">
You can send Booking Template attachments Invoice as an attachment to your Guests.
Setup your Booking Template, Invoice go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> BOOKING TEMPLATESINVOICING
'''Trigger tab:'''
Time:
*Trigger Event = BookingCheckout
*Trigger Time = Immediate
*Trigger Window = 1 day
*Group bookings = Trigger all on master
*Booking Status = All but not cancelled
Info Codes:
*Any Booking Info Code = CHECKOUT
'''Messaging tab:'''
*Send Message Email = Guest API/Smart Email (or one of the other options)
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.
*Attachment = Select Booking the Invoice Template from the drop down list.
*Subject - enter the subject for your Guests
<div class="headline-collapse" >
====Send Email after the cleaner has cleaned the roomwith Booking Registration Form - PDF attachment====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Time:
*Trigger Event = CheckinBooking
*Trigger Time = Immediate
*Trigger Window = 1day
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
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.
*Attachment = Select Booking Template from the drop down list.
*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 guestsinclude URL. Template variables can be used [[Template_Variables| see here]]
*HTML box - Email will be sent
Email Text :- 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]] <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.
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
<div class="headline-collapse" >
====Send Email to your guest - Upselling additional nights - nights available after checkout the cleaner has cleaned the room====
</div>
<div class="mw-collapsible-content">
To send an automated Email to the guest confirming that then they can check you/the cleaner have to add a unit status to the room when it is possible to extend their stayready. In this example we used the unit status clean
Time:
*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)Immediate*Trigger Window = 21
Booking Source:
*Booking Source = All
Booking Conditions:
*Group bookings = Trigger all on master
*Booking Status = All but not cancelled
Booking Fields:
*Template Variables Variable = [IFBETWEEN:[TURNOVERDAYSUNITSTATUS1]:0:3:yes|no|no] equal yesContains = clean
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.
*Email Subject - enter the subject for your Guests
*Plain text box - will send to channels using Message API, enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]]
*HTML box - Email will be sent
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Send Email to your guest - Upselling additional nights - nights available before checkin after checkout ====
</div>
<div class="mw-collapsible-content">
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.
'''Trigger Tab :-'''
Time:
Booking Fields:
*Template Variables = [IFBETWEEN:[VACANTDAYSTURNOVERDAYS]:0:3:yes|no|no] equal yes This template variable tests if there is 3 days between the guest booking and the next booking. '''Message tab:'''
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.
*Email Subject = Enter - enter the appropriate details subject for your Guests
*Plain Text Box = Your textbox - will send to channels using Message API, using enter the template variables text you wish to send to modify the specific text in the bookingyour guests. Template variables can be used [[Template_Variables| see here]]
[IF<=:[VACANTDAYSTURNOVERDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [VACANTDAYSTURNOVERDAYS] 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, enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]] [IF<=:[VACANTDAYSTURNOVERDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [VACANTDAYSTURNOVERDAYS] 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.
'''Booking Info Tab :- Optional'''*Booking info code = EXTRANIGHTS,
*Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night
<div class="headline-collapse" >
====Send Email to your guest - Offering Early Checkin Upselling additional nights - nights available before checkin ====
</div>
<div class="mw-collapsible-content">
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 arrivalextend their stay.
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.
'''Trigger Tab :- ''' Time:
*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:
*Booking Source = All
Booking Conditions:
*Group bookings = Trigger all on master
*Booking Status = All but not cancelled
If you would like checkin early for your stay then please no connection to a messaging system is available the message will send an email to our Reservations team [PROPERTYEMAIL] confirming the number Email address from the "Mail & Actions" tab of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EARLYARRIVAL’ for the special PriceEmail.Best regards,
[IF</div>=:[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)|].</div> 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.
[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. '''Booking Info Tab :- Optional'''*Booking info code = EXTRANIGHTS, *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to your guest - Offering Late Checkout Early Checkin ====</div>
<div class="mw-collapsible-content">
Trigger Tab :-
*Trigger Event = CheckoutCheckin (depending on when you want to notify the guest)*Trigger Time = -1 2 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 12
*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings = Trigger all on master
*Template Variables = [IF>:[TURNOVERDAYSVACANTDAYS]:1:yes|no] equal yes
This template variable tests if there is 1 day between the guest booking and the next booking.
Dear, [GUESTNAME],
We are very happy to offer you 'Late Early Check-outin' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK]. If you would like a 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 special Price.
If you would like checkin early for 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 ‘EARLYARRIVAL’ for the special Price.
Best regards,
Booking Info Tab :- Optional
*Booking info code = LATCHECKOUTEARLYARRIVAL, *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Late CheckoutEarly Checkin
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Add CHECKIN Booking info code Send Email to bookings your guest - Offering Late Checkout ====
</div>
<div class="mw-collapsible-content">
Trigger tabTab :- *Trigger Event = Check-inCheckout*Trigger Time = Immediate-1 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 1 day*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings = Trigger all on master
*Template Variables = [IF>:[TURNOVERDAYS]:1:yes|no] equal yes
If you would like a late checkout, then please send an email to our Reservations team [PROPERTYEMAIL] confirming you would like the Late Checkout, provide your Booking Info tab: *Booking Info Code = CHECKOUT*Booking Info Text = Auto Checkout</div></div>Reservation Number [BOOKID] and Offer ‘LATECHECKOUT’ for the special Price.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Identify Repeat Guest Send Email to your guest - Offering Late Checkout Only on a Sunday when there is no new arrival ====
</div>
<div class="mw-collapsible-content">
</div>
</div>
===PaymentsSend an email to the Owner/Pending PaymentsInternal email address === <div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Add Send an email to the Owner/Internal email address when a pending paymentFAILS at Stripe====
</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 paymentImmediate*Trigger Window = 365*Booking Source =All (for example*Booking Status = All but not cancelled*Booking Info Code = STRIPEFAIL, you can also set different rules for different channels)CARDFAILSTRIPE
===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">
Trigger tab:*Booking Status Trigger Event = All not cancelledCheck-out*Any Booking Info Code Trigger Time = optionalImmediate*All Booking Info Codes Trigger Window = optional1 day*Exclude Booking Info Code Source = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action :All*Capture Booking Status = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the booking on successAll but not cancelled*Add info code on failure Group bookings = add a Booking Info item to the booking Trigger all on failuremaster
Booking Info tab:
*Booking Info Code = CHECKOUT
*Booking Info Text = Auto Checkout
</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)Group check-in ====
</div>
<div class="mw-collapsible-content">
This requires the master booking to be checked-in via the check-in function.
Trigger tab:
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)
</div>
</div>
<div class="headline-collapse" >
===='Capture' Add a Security Deposit when Credit card is collected at time of booking. 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:
Invoice tab:
*Payment Type = Fixed amountAmount*Description = Security Deposit Payment Fee||[INVOICEBALANCE:2.2%]*Amount = 0 (leave as 0 so the text you will see value is set from the calculation in the "Charges and Payments" tabDescription field)*Status Per = if you use the status function add the status you want to apply to the pending payment (optional)Room*Amount Period = 100 (balance is full price so 100% of the balance)one time*Payment Rule VAT = Security Deposit 19% (Create a Payment Rule, see belowfor example - enter the VAT amount if applicable) *Payment Due = check in
The fee will be added the next time the auto actions run.
</div>
</div>
</div>
</div>
<div class="headline-collapse" >
====Apply an info code and andUpdate all values of a charge/or icon when a payment was madeinvoice 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
*Trigger Time Window = 365*Booking Source Check In From = AllSelect the first date of the Summer Season*Booking Status Check In To = All but not cancelledSelect the last date of the Summer Season *Invoice Balance Booking Source = Any Payment madeExpedia (for example)
</div>
</div class="mw-collapsible-content">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)
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Using Pending Payments as Add a Payment Reminderpending 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 add collect the pending payment to the booking
*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:Optional*Optional, add Add 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
*Flag Text Booking Info Code = PaymentDue1 (for example), set multiple if multiple payments are required. PENDPAY*Flag Colour Booking Info Text = select the colour as this will be visible in the Calendar/Bookings listPending payment added
Invoice 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 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
</div>
</div>
<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 = After Booking*Trigger Time = 1 Hour*Trigger Window = 365 days*Booking Status = Cancelled
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = After Bookingor Before Check-in*Trigger Time = Immediateset the time you want to collect the payment*Booking Source = Booking.com All (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, you can also set different rules for different channels)
Booking tab:*Execution = One time onlyOptional*Flag Text = The text you want to displayPendingPayment (for example)*Flag Colour - choose = select the flag colouras this will be visible in the Calendar/Bookings list
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.Info tab: Optional</div>Add a booking info tab for information and reporting</div>*Booking Info Code = PENDPAY*Booking Info Text = Pending payment added
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*Execution Any Booking Info Code = One time onlyoptional*Flag Text All Booking Info Codes = The text you want to displayoptional*Flag Colour - choose Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the flag colourbooking)
*Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info Code : DEPOSITPAID (for example)item to the booking on success*Add info code on failure = add a Booking Info Text : additional text if required. item to the booking on failure
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<div class="headline-collapse" > ====Apply a flag when Collect outstanding booking is fully paidbalance 3 days prior to arrival( Credit card details were collected at time of booking)====
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Payment Trigger :*Booking Status = All not cancelled*Any Booking changes are applied before Info Code (optional)*All Booking Info Codes (optional)*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the mail is sent so that the flag template variable can be reflected Booking info code in the email.</div></div>booking)
Trigger tab:
*Time**Trigger Event = After BookingCheckin**Trigger Time = Immediate-3 days (set the time you want to collect the payment)*Trigger *Time Window = 365*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = BOOKINGCOMCARD3 days (set this to the same number (positive) as Trigger time.
*Booking tab:Source*Execution = One time only*Flag Text Booking Source = Failed CC reported to BookingDirect.com *Flag Colour You can have different auto actions/rules for direct bookings -v- choose the flag colour</div></div>channel bookings, then select ‘Direct’ this will include manually created bookings and booking page bookings.
Booking tab:Optional*Execution Flag Text = One time onlyPending payment added (for example)*Booking Status Flag Colour = Cancelled</div><select the colour as this will be visible in the Calendar/div>Bookings list
<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:
*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.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Assign invoice numbers====</div><div class="mw-collapsible-content">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> <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 = After 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 = 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 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====</div><div class="mw-collapsible-content"> Trigger tab:*Trigger Event = After 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 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 = After 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====</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 Booking tab:*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" > ====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 = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but 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 = After 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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