== General Information ==
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.
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
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.
*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.
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 ==
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====Send an Email with a key code for a specific unit one day before check-in(Self Checkin)====
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====Send an Email Apply a flag/colour to guests a booking when a payment is made - ''Select from Channelsthe predefined template ''====
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'''Trigger tab:'''
Time:
*Trigger Event = Booking
*Trigger Time = Immediate*Trigger Window = 1 999 day
Booking SourceConditions: *Booking Source Status = Channel ManagerAll not cancelled*Invoice Balance = Any Payment made
'''Message Booking 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 Flag Text = Booking API/Smart EmailPaid *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 '''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.
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====Send a Request for payment to your guests XX days update the guest's credit card as it will expire before arrivalcheckin====
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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
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====Send a Request for payment to your guests XX days after bookingbefore check-in====
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'''Trigger tab:'''
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''' '''Trigger tabTime:''' *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)
*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.
'''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:'''
*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.
'''Create additional Auto Actions for each period you want to trigger'''
'''Create Auto Action 2 (and 3, 4, 5 - how many you need) '''
*Trigger Time = +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.
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====Send a Request for payment to 'Capture' a Security deposit from your guests XX days before check-in - with Stripeafter booking====
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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.
Capture of You can not trigger the payment is only held by Stripe auto action multiple times, unless you manage this manually, therefore you need to create multiple auto actions, so if you allow 3 payments for 7 daystheir booking, if the guest is staying longer then you will need to send the request again3 auto actions.
You will need to create multiple emails manually add a Booking Info Code to capture the payment multiple times for the same each bookingthat 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.
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 to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Emailhttps://beds24.com/bookpay.php?bookid=[BOOKID]
*Email Subject - enter the subject for your Guests *Plain text box - will send You can find extra options to add to channels using Message API Message Text :- enter the text payment link if you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]], change the pay=100 want to refine the value you require. details
https://wiki.beds24.com/bookpayindex.php?bookid=[BOOKID]&g=st&capture=0&pay=100. /Category:Payments#Payment_Request
*HTML box Message (Send Email) Edit Email Subject - enter the subject for your GuestsEdit Email Text :- enter the Email will 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 = 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 sentreflected in the Email.
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 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
*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.
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====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====
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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:'''You want to capture a Security Deposit for bookings on the day before check-in from your guest.
Time:*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1Capture of the payment is only held by Stripe for 7 days, if the guest is staying longer you will need to send the request again.
Booking Source:*Booking Source = All (You will need to create multiple emails to capture the payment multiple times for example)the same booking.
Booking Conditions:
*Booking Status = All Not Cancelled
Booking Fields'''Trigger tab:''' *Trigger Event = Check-in*Trigger Time = -1 days*Trigger Window = 1 day *Booking Field Contains - Source = ALL (or select "Language" the booking source/Channel)*Status = All not cancelled '''Message tab''': For channels using the Message API, then enter the text in the next field Plain text box, for emails enter: the short code for text in the language this Auto Action is forHTML box.
'''*Send Message tab:'''Enter the message in the appropriate language under your default language.= Booking API/Smart Email
*Send Message = Internal OnlyIf 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.
*Internal Email Address = enter If no connection to a messaging system is available the email address this message should be sent will send tothe 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
Message Text :- 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.
*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 in the message. [[Template_Variables| See see here]] '''Booking info tab: (Optional)''' *Booking Info Code = SECDEPOSIT (for example)*Booking Info Text = Security deposit request sent.
</div>
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====Send SMS in a certain language (if it is the language of an email to the booking) or guest email address when a default languagepayment FAILS at Stripe====
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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:''' Set the rules to when this Auto Action should trigger. Time:*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 1365*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = STRIPEFAIL, CARDFAILSTRIPE
Booking Source'''Message tab:''' Update details as appropriate*Send Message = Booking Source = All (for example)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.
Booking Conditions:*Booking Status = All Not CancelledPlain 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 including the payment link
'''SMS tabhttps:'''*Phone Number = [GUESTMOBILE]*SMS Message = [IF//beds24.com/bookpay.php?bookid=:[GUESTLANGUAGEBOOKID]:fr:French_text|English_text]</div></div>
<div class="mw-collapsible mw-collapsed">You can find extra options to add to the payment link if you want to refine the details<div class="headline-collapse" >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 = 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. </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Remotelock/Lockstate, Nuki PIN or Chekin Link 2 days before Check-an Email in the guests language to an internal Email address ====
</div>
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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:'''
Time:-*Trigger Event = Check-inBooking*Trigger Time = -2 (the number of days before check-in you want to sent the code or link) Immediate*Trigger Window = 21
Booking Souce Source:- *Booking Source = All*Booking Status = All but not cancelled(for example)
Booking Conditions:- *Group bookings Booking Status = Trigger all on masterAll Not Cancelled
Info Codes Booking Fields:-*Info Code = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URL (Booking Field Contains - select "Language" in the next field enter: the appropriate Booking Info Code short code for the service you use)language this Auto Action is for.
'''Messaging Message tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter Enter the text message in the HTML boxappropriate language under your default language.
*Send Message = Booking API/Smart EmailInternal Only
If *Internal Email Address = enter the "Mail & Actions" tab contains a "real" Email email address the this message is should be 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 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]]
*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 Template variables - [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN] or [BOOKINGINFOCODETEXT:CHEKIN_PIN] see the list of ALL template variables that can be used in the message. [[Template_Variables| see See here]]
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====Send Email to guests with check-SMS in details 2 days before Check-in, a certain language (if it is the language of the booking paid/no outstanding balance ) or a default language====
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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.
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 has completed the payments. '''Trigger tab:'''
'''Trigger tab:'''Set the rules to when this Auto Action should trigger.
Time:-*Trigger Event = Check-inBooking*Trigger Time = -2 (the number of days before check-in you want to sent the code or link) Immediate*Trigger Window = 21
Booking Source:*Booking Source = All (for example) Booking Conditions:*Booking Status = All Not Cancelled '''SMS tab:'''*Phone Number = [GUESTMOBILE]*SMS Message = [IF=:[GUESTLANGUAGE]:fr:French_text|English_text]</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Remotelock/Lockstate, Nuki PIN or Chekin Link 2 days before Check-in (Self Checkin) - ''Select from the predefined template'' ====</div><div class="mw-collapsible-content">'''Trigger tab:''' Time:-*Trigger Event = Check-in*Trigger Time = -2 (the number of days before check-in you want to sent the code or link) *Trigger Window = 2 Booking Souce :-
*Booking Source = All
*Booking Status = All but not cancelledConfirmed
Booking Conditions:-
*Group bookings = Trigger all on master
Info Codes :-*Invoice Balance Info Code = ZeroLOCKSTATE_PIN or NUKI_PIN or CHEKIN_URL (select the appropriate Booking Info Code for the service 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.
*Plain text box - will send to channels using Message API
Message Text :- enter the text you wish to send to your guestsinclude URL. This can include 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, Include these template variables can be used, - [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]]
*HTML box - Email will be sent
Email Text :- Enter It is possible to use the same details (URL) as in the text you wish to send to your guests this can include URLsPlain Text box above. Include 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, these template variables can be used, - [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]]
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====Send Email Pin code to guests with check-in details guest, 2 days before Check-in, Security Deposit Authorised at Stripe (Self Checkin) ====
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This auto action will be sent only when the a payment has been 'authorised' at Stripe. This can be used to ensure that if you have set a fixed PIN code in the Room Setup or using digits from the checkin details are only sent when Booking id. To setup the guest has completed PIN code for each Room/Unit then go to {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > UNIT NAMES, then in the Security Deposit Authorisationunit 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 tab:'''
*Trigger Window = 2
Booking SourceSouce :-
*Booking Source = All
*Booking Status = All but not cancelled
Booking Conditions:-
*Group bookings = Trigger all on master
*Invoice Balance = Zero
Info codes :-
*Any Booking Info Code = 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.
*Plain text box - will send to channels using Message API
Message Text :- enter the text you wish to send to your guestsinclude URL. This can include 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, Include these template variables can be used, see - [UNITNAME] and [UNITNAME:1] or [BOOKIDLAST5] - Last 5 digits of booking number. See the list of ALL template variables that can be used [[Template_Variables| see here]]
*HTML box - Email will be sent
Email Text :- Enter It is possible to use the same details (URL) as in the text you wish to send to your guests this can include URLsPlain Text box above. Include 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, these template variables can be used, - [UNITNAME] and [UNITNAME:1] or [BOOKIDLAST5] - Last 5 digits of booking number. see the list of ALL template variables that can be used [[Template_Variables| see here]]
</div>
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====Send Email to all current guest (guests with check-in details 2 days before Check-in) , booking paid/no outstanding balance ====
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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 has completed the payments.
'''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 Codes'''Messaging tab: *Any Booking Info Code = CHECKIN*Exclude Booking Info Code = CHECKOUT ''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
'''Messaging tab:''' For channels using the *Send Message = Booking API, then enter the text in the Plain text box, for emails enter the text in the HTML box./Smart Email
*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]]
<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.
</div>
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====Send Email to guests with Guest Invoice check- PDF attachmentin details 2 days before Check-in, Security Deposit Authorised at Stripe ====
</div>
<div class="mw-collapsible-content">
You This auto action will be sent only when the a payment has been 'authorised' at Stripe. This can send Invoice as an attachment be used to your Guestsensure that the checkin details are only sent when the guest has completed the Security Deposit Authorisation. Setup your Invoice go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> INVOICING
'''Trigger tab:'''
Time:-*Trigger Event = CheckoutCheck-in*Trigger Time = Immediate -2 (the number of days before check-in you want to sent the code or link) *Trigger Window = 1 day2
Booking Source:- *Booking Source = All (or select the appropriate channel/Direct)*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 = CHECKOUTSTRIPEAUTHORIZE
'''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 Email Message = Guest Booking 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 the Invoice Template from the drop down list. *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]]
<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.
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
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====Send Email with Booking Registration Form to all current guest (Check- PDF attachmentin) ====
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You can send Booking Template attachments to your Guests.
Setup your Booking Template, go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> BOOKING TEMPLATES
'''Trigger tab:'''
Time:
*Trigger Event = BookingCheck-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
'''Messaging tabInfo Codes:''' *Any Booking Info Code = CHECKIN*Exclude Booking Info Code = CHECKOUT
*Send '''Messaging tab:''' For channels using the Message = Guest 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.
*Attachment = Select Booking Template from the drop down list.
*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]]
<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.
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====Send Email invoice after check-out - PDF attachment - ''Select from the cleaner has cleaned the roompredefined template'' ====
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To You can send Invoice as an automated Email attachment to the guest then they can check you/the cleaner have your Guests. Setup your Invoice 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 -> INVOICING
'''Trigger tab:'''
Time:
*Trigger Event = CheckinCheckout*Trigger Time = Immediate+8hrs*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 cancelledConfirmed
Booking FieldsInfo Codes:*Template Variable = [UNITSTATUS1] Contains Any Booking Info Code = cleanCHECKOUT
'''Messaging tab: '''*Send 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 *Send Email address. If only a masked Email address is available the message sends via = Guest email - (or one of the channels API messaging systems if possible.other options)
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 = Invoice Template 1
*Subject - enter the subject for your Guests
*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.
*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.
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
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====Send Email to your guest with Booking Registration Form - Upselling additional nights - nights available after checkout PDF attachment====
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To You can send an automated Email Booking Template attachments to the guest confirming that it is possible to extend their stayyour Guests.
This example uses fixed values that you have entered into Setup your Booking Template, go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> PROPERTIES > ROOMS > SETUP > ROOM BOOKING 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:'''
Time:
*Trigger Event = Checkin (depending on when you want to notify the guest)Booking*Trigger Time = -2 days (depending on when you want to notify the guest, in this example 2 days before arrival)Immediate*Trigger Window = 21 day
Booking Source:
*Booking Source = All (or select the appropriate channel/Direct)
Booking Conditions:
*Booking Status = All but not cancelled
Booking Fields'''Messaging tab:*Template Variables = [IFBETWEEN:[TURNOVERDAYS]:0:3:yes|no|no] equal yes'''
This template variable tests if there is 3 days between *Send Message = Guest API/Smart Email (or one of the guest booking and the next booking. other options)
'''Message 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.
For channels using If no connection to a messaging system is available the Message API, then enter message will send to the text in Email address from the Plain text box, for emails enter "Mail & Actions" tab of the text in the HTML boxEmail.
*Send Message Attachment = Select Booking API/Smart EmailTemplate from the drop down list.
If *Subject - enter 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.subject for your Guests
If no connection to a messaging system is available the message *Plain text box - will send to the Email address from the "Mail & Actions" tab of the Email.channels using Message API
*Email Subject Message Text :- enter the subject for text you wish to send to your Guestsguests include URL. Template variables can be used [[Template_Variables| see here]]
*Plain text HTML box - Email 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]]sent
[IF<=:[TURNOVERDAYS]:3Email Text :Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] - It is currently available for up possible to [TURNOVERDAYS] extra nightuse the same details (sURL)|]as in the Plain Text box above. We are very happy to offer you to extend your stay a Template variables can be used [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3Template_Variables| see here][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.
<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.
*HTML box - Email will be sent, enter the text If you wish to send to your guests. Template variables can be used [[Template_Variables| see here]] [IF<=:[TURNOVERDAYS]:3:Your apartment Emails with pdf attachment ([ROOMNAME]invoice, booking template), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] Alias-Email addresses created by channels the channel might block the attachment so it is currently available for up not delivered to [TURNOVERDAYS] 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 nightguest. 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 Ask your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Pricechannel about their policy regarding this. '''Booking Info Tab : Optional '''*Booking info code = EXTRANIGHTS *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
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====Send Email to your guest - Upselling additional nights - nights available before checkin after the cleaner has cleaned the room====
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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
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)*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:[VACANTDAYSUNITSTATUS1]:0:3:yes|no|no] equal yesContains = clean
This template variable tests if there is upto 3 days from previous checkout to check in of current booking. '''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.
*Subject = Enter - enter the appropriate details subject for your Guests
*Plain Text Box = Your text, box - will send to channels using the template variables to modify the specific text in the booking. Message API
[IF<=Message Text :[VACANTDAYS]: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 [VACANTDAYS] 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 box - Email will be sent
[IF<=:[VACANTDAYS]:3Email Text :Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] - It is currently available for up possible to [VACANTDAYS] extra night(s)|]use the same details as in the Plain Text box above. 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.
'''Booking Info Tab *Attachment :- Optional'''*Booking info code = EXTRANIGHTS, *if you want to send a Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night/Invoice template you can select from the drop down list.
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
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====Send Email to your guest - Offering Early Checkin Upselling additional nights - nights available after checkout ====
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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
*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:[TURNOVERDAYS]: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 to modify variable tests if there is 3 days between the specific text in guest booking and the next booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails)
Dear, [GUESTNAME],'''Message tab:'''
We are very happy to offer you 'Early Check-For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK]HTML box.
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 *Send Message = Booking Reservation Number [BOOKID] and Offer ‘EARLYARRIVAL’ for the special Price.Best regards,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. *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]] [IF<=:[TURNOVERDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [PROPERTYCONTACTFIRSTNAMENUMNIGHT] nights from [PROPERTYCONTACTLASTNAMEFIRSTNIGHTSHORT]to [LEAVINGDAYSHORT] is currently available for up to [TURNOVERDAYS] 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 [PROPERTYADDRESS[Template_Variables| see here],] [PROPERTYCITYIF<=:[TURNOVERDAYS]:3:Your apartment ([ROOMNAME]),which you booked for [NUMNIGHT] nights from [PROPERTYPOSTCODEFIRSTNIGHTSHORT],to [PROPERTYSTATELEAVINGDAYSHORT],is currently available for up to [PROPERTYCOUNTRYTURNOVERDAYS] extra night(s)|]. Email :-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]Website :- confirming the number of nights you would like to stay and provide your Booking Reservation Number [PROPERTYWEBBOOKID]and Offer ‘EXTRANIGHTS’ for the special Price.
'''Booking Info Tab :- Optional'''*Booking info code = EARLYARRIVAL, EXTRANIGHTS *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Early Checkinper extra night
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====Send Email to your guest - Offering Late Checkout Upselling additional nights - nights available before checkin ====
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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 departureextend 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 = 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:
*Booking Source = All
Booking Conditions:
*Group bookings = Trigger all on master
*Booking Status = All but not cancelled
*Group bookings = Trigger all on master
*Template Variables = [IF>:[TURNOVERDAYS]: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 'Late Check-out' 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.
If you would like no connection to a late checkout, then please messaging system is available the message will 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 Email address from the "Mail & Actions" tab of the special PriceEmail.
Best regards,*Subject = Enter the appropriate details
*Plain Text Box = Your text, using the template variables to modify the specific text in the booking. [IF<=:[VACANTDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [PROPERTYCONTACTFIRSTNAMELEAVINGDAYSHORT] is currently available for up to [PROPERTYCONTACTLASTNAMEVACANTDAYS] 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 [PROPERTYADDRESSIF<=:[VACANTDAYS]:3:Your apartment ([ROOMNAME]),which you booked for [PROPERTYCITYNUMNIGHT],nights from [PROPERTYPOSTCODEFIRSTNIGHTSHORT],to [PROPERTYSTATELEAVINGDAYSHORT],is currently available for up to [PROPERTYCOUNTRYVACANTDAYS] extra night(s)|]. Email :-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]Website :- confirming the number of nights you would like to stay and provide your Booking Reservation Number [PROPERTYWEBBOOKID]and Offer ‘EXTRANIGHTS’ for the special Price.
'''Booking Info Tab :- Optional'''*Booking info code = LATCHECKOUTEXTRANIGHTS, *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Late Checkoutper extra night
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====Send Email to your guest - Offering Late Checkout Only on a Sunday when there is no new arrival Early Checkin ====
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To send an automated Email to the guest confirming that it is possible to have a Late checkout on Sundays an Early Checkin 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 LateCheckoutbefore arrival.
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
*Name = Latecheckout
*Enable = Only if Available
*Booking Type = Confirmed with Deposit 2 - via payment gateway
'''Step 2:''' Create a Rate or Daily Price, PRICES
Guests = Max Occupancy
Max Stay = 1
Offer = select the offer number as created in the above step.
If you are using Rates, select 'Rate allowed' = Sunday, untick all the other days.
Channel Tab, untick all channels, leave only 'beds24.com' for your booking page.
If using Daily Prices, then go to Calendar, and set the price and date range, then only Sunday, untick all the other days.
Enable list, untick all channels, leave only 'beds24.com' for your booking page.
'''Step 3: ''' Create the Auto Action
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
*Between Booking and Check in = 2 and 999 (to stop the auto action triggering on the new booking)
*Group bookings = Trigger all on master
*Template Variables = [IF>:[VACANTDAYS]:1:yes|no] equal yes
*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 :-
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, checkin early for your stay then please use this link send an email to make our Reservations team [PROPERTYEMAIL] confirming the booking number of nights you would like to stay and paymentprovide your Booking Reservation Number [BOOKID] and Offer ‘EARLYARRIVAL’ for the special Price. Best regards,
https://beds24.com/booking2.php?checkin=[LEAVINGDAYYYYY-MM-DDPROPERTYCONTACTFIRSTNAME]&br7-[ROOMIDPROPERTYCONTACTLASTNAME][PROPERTYNAME] <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> The details in the URL[PROPERTYADDRESS], 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)[PROPERTYCITY],Enter your Booking Reservation Number [BOOKIDPROPERTYPOSTCODE] into the Booking id box on the booking page. Best regards, [PROPERTYCONTACTFIRSTNAMEPROPERTYSTATE] ,[PROPERTYCONTACTLASTNAMEPROPERTYCOUNTRY] . Email :-[PROPERTYEMAIL]
Website :- [PROPERTYWEB]
Booking Info Tab :- Optional
*Booking info code = LATCHECKOUTEARLYARRIVAL, *Booking Info Description = Upsell email sent [CURRENTDATE]: Late Checkout[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Early Checkin
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===Send an email to the Owner/Internal email address ===
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<div class="headline-collapse" > ====Send an email Email to the Owner/Internal email address when a payment FAILS at Stripeyour guest - Offering Late Checkout ====
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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 To send an automated Email Address = enter to the email address guest confirming that it is possible to receive have a Late Checkout as room is available the notification*Subject = Failed Stripe Payment*HTML Box = Enter the text to be sent, you can use template variables in this message, for example day of departure.
[BOOKID] - booking reference number[GUESTNAMES] - name of all guests 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 booking on Property/Rooms, useful way to utilise the "summary" tab of the booking[FIRSTNIGHT][LASTNIGHT]template variables and different values rather than duplicating auto actions.
Booking tabTrigger Tab : (optional)*Execution = One time only*Flag Text = Stripe Payment Failed*Flag Colour - choose the flag colour</div></div> ====Send an email to the Owner/Internal email address for a new booking====</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 = 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
Messaging tab:*Send Message = Internal*Internal Email Address = enter This template variable tests if there is 1 day between the email address to receive guest booking and the notification*Subject = New Booking*HTML Box = Enter the text to be sent, you can use template variables in this message, for example next booking.
[BOOKID] Message tab :- booking reference number[GUESTNAMES] - name *Send Email = Guest API/Smart Email (or one of all guests 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 on . Enter the "summary" tab of the booking[FIRSTNIGHT][LASTNIGHT]text in both Plain text Box (Messaging API) and HTML Box (Emails)
</div></div>Dear, [GUESTNAME],
<div class="mwWe are very happy to offer you 'Late Check-collapsible mw-collapsed"><div class="headline-collapse" >out' 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 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">Reservation Number [BOOKID] and Offer ‘LATECHECKOUT’ for the special Price.
If you need to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actionsBest regards, you can set the Booking info code rather than use the Current guest module in the dashboard.
Trigger tab[PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS],[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY]. Email :-[PROPERTYEMAIL]*Trigger Event = CheckWebsite :-in[PROPERTYWEB]*Trigger Time = Immediate*Trigger Window = 1 dayBooking Info Tab :- Optional*Booking Source info code = AllLATCHECKOUT, *Booking Status Info Description = All but not cancelled*Group bookings = Trigger all on masterUpsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Late Checkout
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 Send Email to bookings your guest - Offering Late Checkout Only on a Sunday when there is no new arrival ====
</div>
<div class="mw-collapsible-content">
If you need To send an automated Email to use the Booking info code CHECKIN/CHECKOUT 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 reporting/other auto actionsthe date of departure, you can set closing the Booking info code rather than use the Current guest module in the dashboardcalendar to any other bookings.
Trigger The URL link in the message 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, 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.
Booking Info tabThis example uses fixed values that you have entered into {{#fas: *Booking Info Code = CHECKOUT*Booking Info Text = Auto Checkout</divcog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP ><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 mw-collapsed"><div class="headline-collapse" > ====Group check-'''Step 1: ''' Create a new offer in ====</div{{#fas:cog}} (SETTINGS) ><div class="mw-collapsible-content"PROPERTIES >This requires the master booking to be checked-in via the check-in function. OFFERS
Trigger tab:*Name = Latecheckout*Enable = Only if Available*Booking Type = Confirmed with Deposit 2 - via payment gateway
*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*Info Code = CHECKIN'''Step 2:''' Create a Rate or Daily Price, PRICES
Booking info tab : *Guests = Max Occupancy*Info Code Max Stay = CHECKIN1</div></div>*Offer = select the offer number as created in the above step.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Identify Repeat Guest ===If you are using Rates, select 'Rate allowed' =Sunday, untick all the other days. </div><div class="mw-collapsible-content">This requires you to use the Guest databaseChannel Tab, untick all channels, leave only 'beds24.com' for your booking page.
Trigger tabIf using Daily Prices, then go to Calendar, and set the price and date range, then only Sunday, untick all the other days. Enable list, untick all channels, leave only 'beds24.com' for your booking page. '''Step 3:''' Create the custom question for the booking id Go to {{#fas:cog}} (SETTINGS) > PROPERTIES > BOOKING QUESTIONS > CUSTOM QUESTIONS and create a question*Question = Booking Id*Single Line field*Optional '''Step 4: ''' Create the Auto Action
Trigger Tab :- *Trigger Event = After BookingCheckout*Trigger Time = immediately-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 Status = All but not cancelled
*Group bookings" Between Booking and Check in = Trigger all 2 and 999 (to stop the auto action triggering on master*Template Variable = [GUESTSID1] greater than 0the new booking)
Booking info tab : *Info Code Group bookings = REPEAT</div></div> Trigger all on master
<div class*Template Variables ="mw-collapsible mw-collapsed"><div class[IF="headline-collapse" :[LEAVINGDAY:{%a}]:Sun:|[IF> ====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. ^[TURNOVERDAYS]^1^yes~no]] equal yes
Setup This template variable tests if the custom question in {{#fas:cog}} (SETTINGS) PROPERTIES -> BOOKING QUESTIONS -> CUSTOM QUESTIONS -> Custom question departure day is a Sunday and there is at least 1, set with TYPE = Tick Boxday between the existing guest booking and the next booking. Trigger tab:
*Trigger Event = After BookingMessage tab :- *Trigger Time Send Email = immediatelyGuest API/Smart Email (or one of the other options)*Trigger Window EMail Subject = 365Enter the appropriate details *Booking Source Email Text = AllYour 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)*Booking Status = All but not cancelled*Group bookings" = Trigger all on master*Template Variable = Dear, [GUESTCUSTOMQ1GUESTNAME] equals ticked (or) not ticked ,
Booking info tab : *Info Code = LATECHECKIN</div></div>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
<span class="" style==Add invoice items "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)
<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 Enter your Booking Reservation Number [BOOKID] into the Bookingid box on the booking page. *Trigger Time = Immediate*Booking Source = Expedia (for example)Best regards,
Invoice tab:[PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME] *Add Invoice Item = Add new *Type = AmountEmail :-[PROPERTYEMAIL] *Description = Cleaning fee (for example) Website :- Template variables can be used. [PROPERTYWEB]*Amount = 50 (for example Booking Info Tab :- the amount of your cleaning fee)Optional*per Booking info code = RoomLATCHECKOUT, *Period Booking Info Description = one time*VAT = 19% (for example - enter the VAT amount if applicable)Upsell email sent [CURRENTDATE]: Late Checkout
The fee will be added the next time the auto actions run.
</div>
</div>
<div class="headline-collapse" >
====Add Send Email to your guest - On a fee Wednesday (PenaltyCleaner is due/Rubbish Collection is due) 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:To send an automated Email to 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.
Time :*Trigger Event = Checkin *Trigger Time = -2 days*Trigger Window = 2 days 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.
Booking Conditions'''Step 1:*Status = All not Cancelled *Invoice Balance = Not Zero''' Create the Auto Action
Invoice tabTrigger Tab :- *Type = Amount*Description Trigger Event = Payment Fee||[INVOICEBALANCE:2.2%]Checkin*Amount Trigger Time = 0 (leave as 0 so the value is set from the calculation in Description field)Immediate *Per Trigger Window = Room8 days*Period Booking Source = one timeAll *VAT Booking Status = 19% (for example - enter the VAT amount if applicable)All but not cancelled
The fee will be added the next time the auto actions run. </div></div>*Template Variables = [IF=:[CURRENTDATE:{%u}]:3:yes|no] equal yes
<div class="mw-collapsible mw-collapsed"><div class="headline%u ISO-collapse" >8601 numeric representation of the day of the week 1 (for Monday) through 7 (for Sunday)
====Add This template variable tests if the current day is a negative value to Direct bookings for Stripe Charges====Wednesday.
<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 modify the Stripe fee to all Direct bookings to show total value of booking, i.e. if you want to show specific text in the booking value. In this example Enter the Stripe charge will be added as a negative figure. text in both Plain text Box (Messaging API) and HTML Box (Emails)
Trigger tab:Dear, [GUESTNAME],
Time :*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1 day Hope you are enjoying your holiday at [PROPERTYNAME].
Booking Conditions:*Status = All not Cancelled We would like to remind you that the cleaner is due to visit you on Thursday morning between 10am and 12am.
Booking Source:*Booking Source = DirectBest regards,
Invoice tab:[PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME] *Type = Amount *Description = Stripe Fee||Email :-[INVOICECHARGESNUMPROPERTYEMAIL] Website :-3%[PROPERTYWEB] Booking Info Tab :- Optional*Amount Booking Info code = 0 (leave as 0 so the value is set from the calculation in the Description field)CLEANWED1*Per Booking Info text = RoomReminder that cleaning is due on the first Thursday of their stay.*Period = one time*VAT = 19% (for example - enter This can be used to trigger the VAT amount next auto action if applicable)the duration of their holiday is more than 1 week. Include the Booking Info code in the Trigger tab of the next auto action.
The fee/charge will be added the next time the auto actions run.
</div>
</div>
===Modify descriptionSend an email to the Owner/values of an existing invoice item in a booking Internal email address ===
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Update Send an email to the Description field of Owner/Internal email address when a charge/invoice itempayment FAILS at Stripe====
</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
*Trigger Window = 365*Booking Source = Expedia (for example)All*Booking Status = All but not cancelled*Booking Info Code = STRIPEFAIL, CARDFAILSTRIPE
Invoice Messaging tab:*Add Invoice Item Send Message = Update OnlyInternal*Type Internal Email Address = Change Description enter the email address to receive the notification*Description Subject = Cleaning^Cleaning Service FeeFailed Stripe Payment*Invoicee HTML Box = Ignore (otherwise Enter the text to be sent, you can add a specific Invoicee to limit the search)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>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Update all values of a charge/invoice item====
====Send an email to the Owner/Internal email address when a guest completes a Payment Authorisation at Stripe====
</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 Trigger Window = 365*Check In From Booking Source = Select the first date of the Summer SeasonAll*Check In To Booking Status = Select the last date of the Summer SeasonAll but not cancelled*Booking Info Code = STRIPEAUTHORIZE
*Booking Source = Expedia (for example) Invoice Messaging tab:*Add Invoice Item Send Message = Update OnlyInternal*Type Internal Email Address = Change All enter the email address to receive the notification*Description Subject = Tourist Tax^Tourist Tax - Summer season 2022 (for example) Stripe Payment Authorisation*Amount HTML Box = 0.75*Per = Per Person*Period = One time*Invoicee = Ignore (otherwise Enter the text to be sent, you can add a specific Invoicee to limit the search)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==Payments/Pending Payments==="headline-collapse" >
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add Send an email to the Owner/Internal email address for a pending paymentnew booking====
</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 = 1 day*Booking Source =All (for example, you can also set different rules for different channels)*Group Booking Trigger Status = Trigger only Master (this will trigger on individual bookings and Master booking if a group)All but not cancelled
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)New Booking*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*Booking Info Code = PENDPAY[FIRSTNIGHT]*Booking Info Text = Pending payment added[LASTNIGHT]
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)</div>*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-</div>PAYMENT COLLECTION they will be available here *Payment Due = Set when the payment is due
===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">
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.
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" > ====Add a pending payment Group check- Set the Security Deposit value based on the price of the booking, using a calculation in - ''Select from predefined templates'' ====
</div>
<div class="mw-collapsible-content">
Trigger tab:*Trigger Event = After Booking or Before CheckThis requires the master booking to be checked-in via the check-infunction. *'''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)tab:'''
Booking tab: Optional*Trigger Event = Checkin*Flag Text Trigger Time = PendingPayment (for example) immediate*Flag Colour Time Window = select the colour as this will be visible in the Calendar/Bookings list1 day
Booking Info tabconditions: OptionalAdd a booking info tab for information and reporting*Booking Info Code Source = PENDPAYAll*Booking Info Text Status = Pending payment addedAll but not cancelled
Invoice tab:*Payment Type Group bookings" = fixed value Trigger all on master if group*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 Info Code = 200.CHECKIN
<span class="" style="color'''Booking info tab : #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 Booking Info Code = if you use the status function add the status you want to apply to the pending payment (optional)CHECKIN*Amount Booking Info Text = 0Group checked in*Payment Rule = use auto or manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) Payments </div> Payment Rules they will be available here *Payment Due = Set when the payment is due</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
Create a Payment Rule ====Identify Repeat Guest ====</div><div class="mw-collapsible-content">This requires you to collect a payments when bookings are not cancelleduse the Guest database.
Go to Settings > Payments > Payment RulesTrigger tab:
Payment Rule : Name *Trigger Event = Enter your title - Not Cancelled (for example)After BookingAction *Trigger Time = Auto immediately Payment *Trigger :Window = 365*Booking Status Source = All not cancelled*Any Booking Info Code Status = optional*All Booking Info Codes = optionalbut not cancelled*Exclude Booking Info Code Group bookings" = 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 Trigger all on successmaster*Add info code on failure Template Variable = add a Booking Info item to the booking on failure[GUESTSID1] greater than 0
Booking info tab :
*Info Code = REPEAT
</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)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.
''''Create a Payment Rule Setup the custom question in {{#fas:cog}} (OptionalSETTINGS)'''' PROPERTIES -> BOOKING QUESTIONS -> CUSTOM QUESTIONS -> Custom question 1, set with TYPE = Tick Box.
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. Trigger tab:
Go to {{#fas:cog}} *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 (SETTINGSor) PAYMENTS > PAYMENT RULESnot ticked
Create a Payment Rule to collect payments if bookings are not cancelled.Booking info tab : *Info Code = LATECHECKIN</div></div>
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 =Add invoice items to a booking)===
Payment Action :<div class="mw-collapsible mw-collapsed">*Funding Source <div class= Guest card only"headline-collapse" > *Payment value adjustment = Limit ===Add a fee to group booking balanceall bookings from a channel====</div>*Capture <div class= Yes "mw- immediately charged (Capture=Yes)collapsible-content">Trigger tab:*Add info code on success Trigger Event = add a After Booking Info item to the booking on success*Add info code on failure Trigger Time = add a Immediate*Booking Info item to the booking on failureSource = Expedia (for example)
Prevent Auto Payment Invoice tab:*Prevent payment if booking status Add Invoice Item = Add new*Type = CancelledAmount*Prevent payment after check-out Description = Cleaning fee (daysfor example) - Template variables can be used. *Amount = 7 50 (defaultfor example - the amount of your cleaning fee)*Prevent payment action per = Room*Period = one time*VAT = Set Manual19% (for example - enter the VAT amount if applicable)
The fee will be added the next time the auto actions run.
</div>
</div>
'''Create Auto Actions '''<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >
Collect the outstanding balance for ====Add a fee (Penalty) to all bookings created via your booking page. with an Outstanding Balance====
Go </div><div class="mw-collapsible-content">You want to add a 2.2% fee to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTIONS and click '''Create New Action''' all bookings if there is an outstanding balance 2 days prior to create themcheckin.
'''Collect outstanding balance for direct bookings'''Trigger tab:
Trigger tabTime :*Time**Trigger Event = Checkin**Trigger Time = -3 2 days (set the time you want to collect the payment)**Time Trigger Window = 3 2 days (set this to the same number (positive) as Trigger time.
*Booking SourceConditions:*Status = All not Cancelled *Booking Source Invoice Balance = 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. Not Zero
Invoice tab:*Booking ConditionsType = Amount*Description = Payment Fee||[INVOICEBALANCE:2.2%]*Group Booking Trigger Amount = Trigger only Master0 (leave as 0 so the value is set from the calculation in Description field)*Per = Room*Status Period = All not cancelledone time**Invoice BalanceVAT = Not Zero 19% (can be used to refine for example - enter the auto action being triggeredVAT amount if applicable)
Booking tab: Optional*Flag Text = Pending payment The fee will be added (for example)*Flag Colour = select the colour as this will be visible in next time the Calendarauto actions run. </div></Bookings listdiv>
Booking Info tab: Optional, for information and reporting*Booking Info Code <div class= BALANCE (for example enter the value "mw- use one word only)collapsible mw-collapsed">*Booking Info Text <div class= Enter the description/text to show in for the Booking Info Code. "headline-collapse" >
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 negative value 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 "Direct bookings for Stripe 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>
</divclass="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.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >Trigger tab:
Time :*Trigger Event =Booking*Trigger Time ==='Capture' a Security Deposit when Credit card is collected at time of booking. ====</div>Immediate<div class*Trigger Window ="mw-collapsible-content">1 day
Trigger tabBooking Conditions:*Trigger Event = After Booking *Trigger Time = immediate*Booking Source Status =All (for example, you can also set different rules for different channels)not Cancelled
Info CodesBooking Source:Any *Booking Info Code Source = CARDTOSTRIPEDirect
Invoice tab:
*Payment Type = Fixed amountAmount*Description = Security Deposit Stripe Fee||[INVOICECHARGESNUM:-3%]*Amount = 0 (leave as 0 so the value is set from the text you will see 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/charge will be added the next time the auto actions run.
</div>
</div>
<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 a Payment Rule to 'Capture' a payment only. Captured payments will only be valid for 7 days, then it will expire, if <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Update the booking is for a longer period, then you can create Description field of a second Capture, you will need to create another auto action for this.charge/invoice item====
Go to {{#fas:cog}} (SETTINGS) PAYMENTS </div><div class="mw-collapsible-content"> PAYMENT RULES
Payment Rule 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: *Name Trigger Event = After Booking*Trigger Time = Enter your title - Security Deposit Immediate*Booking Source = Expedia (for example) Invoice tab:*Action Add Invoice Item = AutoUpdate Only*Type = Change Description *Description = Cleaning^Cleaning Service Fee*Invoicee = Ignore (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
</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 cancelled*Invoice Balance = Any Payment madeSelect the last date of the Summer Season
*Booking Info tab:*Execution Source = One time only*Info Code = Enter the preset code Expedia (for the icon or info code which you have created in {{#fas:cog}} (SETTINGSexample) ACCOUNT->PREFERENCES.</div></div>
<div classInvoice tab:*Add Invoice Item = Update Only*Type ="mwChange All *Description = Tourist Tax^Tourist Tax -collapsible mw-collapsed">Summer season 2022 (for example) *Amount = 0.75*Per = Per Person*Period = One time<div class*Invoicee ="headline-collapse" >Ignore (otherwise you can add a specific Invoicee to limit the search)
====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>
===Payments/Pending Payments===
<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:
*Payment Type = select on what the payment is calculated (Percent of Balance dueOR 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 = 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
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.
</divCreate 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)</div>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)
===Booking Flags/Colours===Payment Action :
<div class*Capture ="mw-collapsible mwYes -collapsed"><div classimmediately charged (Capture="headline-collapse" > Yes)*Add info code on success ====Apply a flag when add a Booking Info item to the booking is cancelled====</div><div class="mw-collapsible-content">Trigger tabon success*Trigger Event Add info code on failure = After add a Booking*Trigger Time = 1 Hour*Trigger Window = 365 days*Booking Status = CancelledInfo item to the booking on failure
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 Add a flag for pending payment - Set the Security Deposit value based on the price of the booking, using a bookings from a channel which have breakfast includedcalculation ====
</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
<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.
*Execution = One time only*Flag Text = The text you want Go to display*Flag Colour - choose the flag colourSettings > Payments > Payment Rules
Booking info tab Payment Rule : (optional)
*Booking Info Code : DEPOSITPAID Name = Enter your title - Not Cancelled (for example)*Booking Info Text : additional text if required. Action = Auto
Setting details with the Booking tab and Booking info tab allows you to trigger additional (follow on) Auto Actions and Reports.</div></div>Payment Trigger :
<div class*Booking Status ="mw-collapsible mw-collapsed">All not cancelled<div class*Any Booking Info Code ="headline-collapse" > optional*All Booking Info Codes =optional*Exclude Booking Info Code ===Apply a flag when optional (can exclude Virtual Credit cards, find the Booking info code in the booking is fully paid====)</div><div class="mw-collapsible-content">Trigger tabPayment Action :*Trigger Event = After Booking*Trigger Time Capture = Immediate*Trigger Window Yes - immediately charged (Capture= 365Yes)*Booking Source Add info code on success = All*add a Booking Status = All not cancelledInfo item to the booking on success*Invoice Balance Add info code on failure = ZEROadd a Booking Info item to the booking on failure
Booking tab:
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
</div>
</div>
<div class="headline-collapse" >
====Apply a flag/colour for a Collect outstanding booking coming from a certain channelbalance 3 days prior to arrival( Credit card details were collected at time of booking)====
</div>
<div class="mw-collapsible-content">
Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Booking.com ''''Create a Payment Rule (for exampleOptional)''''
Booking tab:*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 colourbe collected.
Booking changes Go to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES Create a Payment Rule to collect payments if bookings are applied before the mail is sent so that the flag template variable can be reflected in the emailnot cancelled.</div></div>Click '''Create New Payment Rule''' :
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when a payment was made====Payment Rule:</div><div class*Name ="mw-collapsibleEnter your title -content">Not Cancelled (for example) <span style*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".Auto
Payment Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All
*Booking Status = All not cancelled
*Invoice Balance 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 = Any 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 made:*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'''
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:
*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 = STRIPEFAIL, CARDFAILSTRIPE3 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*Execution Flag Text = One time 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)*Flag Booking Info Text = Stripe 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 FailedType = 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) *Flag Colour *Payment Rule = Not Cancelled - See Step 4 above (if you have set up payment rules in {{#fas:cog}} (SETTINGS) PAYMENTS - choose >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 flag colourpending 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 = After Booking(but not after checkout)*Trigger Time = Immediate*Trigger Window = 365999 Booking Source:*Booking Source = AllBooking.com Booking Conditions:*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
*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)