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An Auto Action is an action which actions have one or more trigger conditions and one or more actions. They can be programmed to run at triggered on a specific number of different conditions, like property, time relative or booking related conditions. Auto Actions can *send pre-drafted Emails, messages or SMS*change booking information*change invoice information *run webhooks*trigger HTTP POST notificationsYou can create chains of actions to automate workflows.</div> == General Information ==Template variables provide great flexibility when creating/managing the time of Auto Actions. Setup one Auto Action to trigger on multiple/all properties/rooms with the bookingproperty specific details, using the [[Template Variables]]. This removes the need to duplicate your auto actions for each Property. Reducing the check in date or ongoing management, multiple copies of the same auto action will require you to the check out dateedit/modify each auto action rather than update one auto action.
Go to SETTINGS <span style="color:#019cde; font-size: 150%;“ > GUEST MANAGEMENT {{#fas:info-circle}} </span> AUTO ACTION and click on "Edit" Auto Actions are not designed as real-time actions. They are sent in batches at times so we recommend you set your triggers to modify an existing auto action or on "Create New Action" to set up a new auto actionallow for this.
'''You can choose == Setup ==Go to send an auto action automatically or manually{{#fas:'''cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTION
When sending manually by clicking *To DELETE an Auto Action, click "Edit" on an existing auto action, scroll to the bottom of the page and click 'Send nowDelete' button you will need to make sure you are logged into the account which uses the Email address you want to send from.
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span>To use this function you need You can choose to set the system to use your own Email address for outgoing emails under SETTINGS -> ACCOUNT -> OUTGOING EMAILtrigger an auto action automatically or manually.
<span style="color*'''Manual:#fe746c;“ >{{#fas:exclamation-triangle}} <''' If set to manual actions can be triggered manually from the MAIL/span> Email sending works per accountACTION tab of each booking.
<span style="color*'''Auto:#fe746c;“ >{{#fas:exclamation-triangle}} </span> If you have sub accounts and need an auto ''' Auto action to be used across multiple accountswill automatically trigger on a booking based on the rules set in the Trigger tab. Check the details in the MAIL/properties, then create ACTION tab of each booking. You will see if the auto action at the Master Account Level has triggered and set Property = 'All visible in account' and ensure the Master account when, if it has access not triggered then you can check if it is due to the propertiestrigger and when.
<span style="color: #f3e504; font==Setup Outgoing Email Service -size: 200%;" >Required for sending Emails via Auto Actions===Go to {{#fas:lightbulbcog}} </span> Confirmation messages will send automatically to the guest. You can customize them in (SETTINGS ) ACCOUNT -> GUEST MANAGEMENT -> CONFIRMATION MESSAGESOUTGOING EMAIL and follow the instructions to connect your email address/account to Beds24.
<span style="color'''Auto sending: #f3e504; font-size: 200%;" >{{#fas:lightbulb}} </span> The auto actions will appear on the 'Mail & Actions' tab of each booking where you manually can send the email trigger the changes to the booking. If you are using your own mail server for outgoing mail the Booking and Invoice actions will also be applied before sending the mail.'
== Trigger ==Sets the criteria which have to be fulfilled to start the Auto ActionThe auto action batch process runs multiple times per hour.
"Booking Source" = "Direct" applies Auto Action Emails which are sent automatically by the Auto Actions only to bookings system are sent from your own web site, manually added bookings and bookings imported though the API (not EMail address of the account that created the channel manager). If you want to apply and Auto Action only to manually added bookings add your username . This is the account set up in in the "Referrer" field{{#fas:cog}} (SETTINGS) ACCOUNT-> OUTGOING EMAIL.
"Trigger Time" defines when the action is allowed to start. Once it has started it is allowed to go for the "Time Window" period. When the "Time Window" period has elapsed the auto action stops. '''Manual sending:'''
Both "Trigger Time" and "Time Window" When sending manually by clicking on the 'Send now' button the Email address of the user you are relative to a "Trigger Event" i.e. check-logged in, check-out, time of bookingas will be be used.
*To send Emails automatically you need to set up your outgoing Email address in SETTINGS <span style="color: #f3e504; font-size: 150%;" > ACCOUNT -{{#fas:lightbulb}} </span> OUTGOING EMAILThe auto actions will appear on the 'Mail & Actions' tab of each booking where you manually trigger the email/messages/changes to the booking.
*To send Emails manually open a booking <span style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> If you are using your own mail server for outgoing email/messages the Booking and go to the MAIL tab. Manual Emails Invoice actions will open in a window, you may send it as is or edit it be applied before sendingthe mail.
Some systems have a limit of about 2000 characters for this form of email generation===Auto Actions and Subaccounts===Auto Actions are account functions, i. If the email will not open try reducing the amount of texte. they apply per account.
If Auto Action Emails are send automatically they are send through your Email server'''1. You should see this on your server. Whether you see it Account A''' (master account or subaccount) in your Sent box or not depends on your Email programwhich the auto action was created.
If Auto Action Emails Actions are sent manually via a link available according to the "Property" setting in the "Email TemplatesTrigger" list tab. I.e. either for*A specific property or a group of properties*All properties belonging to that account*all properties visible in the booking Beds24 will first try account (properties belonging to send through your Email server. You should see this on your server. Whether you see it the account, properties available in your Sent box or not depends on your Email programthe account).
If this does not work it will pop and send through your desktop'''2. In this case you will see it Another account B''' (master account or sub-account) in your Sent boxwhich the Auto Action has not been created.
==== Email Attachments ====You can choose to attach an invoice or a booking template as a PDF file to emails sent by Auto Actionsare only available for properties that belong to Account A and have been made available in Account B.
Other files can not be attached. We recommend <span style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> If you use a link have sub accounts and need an auto action to a file you upload be used across multiple accounts/properties, then create the auto action at the Master Account Level and set Property = 'All visible in account' and ensure the Master account has access to your web sitethe properties.
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> The SMS will send in the language of the account'''Property, not the language of the booking. Read Example 17 for a way to control the language of the SMS.Room, Unit'''
=== Booking ===Go to You can refine the tab 'Booking' to set up an auto action which modifies something in use of the bookingAuto Action, by specifying if it should trigger on specific properties or all properties/rooms.
=== Booking Info ===Set up auto actions which automatically add You can select if it should trigger on All properties, All Owned by, All visible in account or remove info codesa specific Property. If you select a specific Property then you can also select a specific Room id.
=== Invoice ===Automatically add invoice items or pending paymentsIt is possible to 'Exclude' specific Beds24 Room ids, you can find the Room id from the Room Setup.
Invoice changes are applied before the mail is sentIf required, you can also specify specific Offers/Units in Room Types.
=== API ===Create auto actions which trigger HTTP POST notificationsSend/Exclude Property Groups, this will use the values you have entered in {{#fas:cog}} (SETTINGS) BOOKING PAGE > MULTIPLE PROPERTIES > PROPERTY SETTINGS > GROUP KEYWORDS.
=== Webhook ==='''Time''' Create "Trigger Time" defines when the action is allowed to start. Once it has started it is allowed to go for the "Time Window" period. When the "Time Window" period has elapsed the auto actions which trigger action stops. Both "Trigger Time" and "Time Window" are relative to a web hook when "Trigger Event" i.e. check-in, check-out, time of booking. "Between Booking and Check in" can be used to include/exclude Same day/Near term bookings, set the trigger conditions are metnumber of days. "Check In From" and "Check In To" use if you have specific information relating to bookings between these dates, special offers, major disruptions etc.
== Test ==Test why an auto action did not trigger.'''Booking Source'''
'''Auto Action is not editableBooking Conditions''' To have write access to an auto action an account needs to have write access to all properties to which the auto action applies. This might not be the case if you use sub accounts and the Auto Action is set to trigger for "All Properties".
'''You don't have permission to access control2.php on this server''' error message, when the save button is clicked It is most likely something in your content triggering the firewall. Try adding "Group Booking Trigger" - use the content bit by bit until you find (?) context help for the item causing the problemoptions. Often it is a script or HTML item that appears to the firewall as a possible hacking attack. It can also be something that looks innocent like a combination of numbers and words like "andInvoice Balance" or "or" that hackers often - use in sql injection attacks. Once you find the item causing the problem, try rewording itthis to for payments and reminders.
== Examples ==If you use Booking Info Codes in your bookings, you can enter values to include/exclude bookings.
===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 = RequestFields'''
Booking tab:*Execution = One time only*Booking Status = Cancelled<Select the appropriate fields from the drop down lists. You can also use an AND/div></div>OR option.
<div class="mw-collapsible mw-collapsedTemplate variables"><div class="headline-collapse" >can be used in the fields to generate dynamic values based on the booking. See the options in this section [[Template_Variables#Smart_Logic_Template_Variables|Smart Template Variables]]
Booking tab:*Execution = One time only== Messaging/Email ===*Booking Status = RequestGo to "Messaging" to create or modify a prepared Email/Message template. Templates can contain [[Template Variables]] to include information specific to the booking in the Email/Message, for example the guests name or the arrival date.
Booking changes are applied before *To send messages via the mail is sentMessage API, then enter the text in the PLAIN text box, for emails, enter the text in the HTLM Box.</div></div>
===Set Flag/Colour ===<div class="mw*To send Emails automatically you need to set up your outgoing Email address in {{#fas:cog}} (SETTINGS) ACCOUNT -collapsible mw-collapsed"><div class="headline-collapse" >OUTGOING EMAIL.
====Apply *To send Emails manually open a flagbooking and go to the MAIL/colour for a booking coming from Action tab. Manual Emails will open in a certain channel====</div><div class="mw-collapsible-content">window, you may send it as is or edit it before sending.
Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = BookingSome systems have a limit of about 2000 characters for this form of email generation. If the email will not open try reducing the amount of text.com (for example)
Booking tab:*Execution = One time only*Flag Text = The text If Auto Action Emails are sent automatically they will send through your Email server. You should see this on your server. Whether you want to display*Flag Colour - choose the flag coloursee it in your Sent box or not depends on your Email program.
Booking changes If Auto Action Emails are applied before the mail is sent so that manually via a link in the flag template variable can be reflected "Email Templates" list in the emailbooking Beds24 will first try to send through your Email server. You should see this on your server. Whether you see it in your Sent box or not depends on your Email program.</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 If this does not work it will pop and send through your desktop. In this case you will see Example : " Apply a flag when deposit was made prior to Check-it in AND/OR Apply a flag when booking is fully paid"your Sent box.
Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate== Email Attachments ====*Trigger Window = 365You can choose to attach an invoice or a booking template as a PDF file to emails sent by Auto Actions. *Booking Source = All*Booking Status = All 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 cancelleddelivered to the guest. Ask your channel about their policy regarding this.*Invoice Balance = Any Payment madeOther files can not be attached. We recommend you use a link to a file you upload to your web site.
Booking tab:*Execution = One time only==HTML and Templates===*Flag Text = The text If you use HTML you want will need to display*Flag Colour - choose the flag colour</div></div>make sure your code is correct and clean otherwise it might trigger our firewall.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when a payment FAILS at Stripe====<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/div><div class="mw-collapsible-content">that allow you to create your own templates and also provide many Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = STRIPEFAILtemplates have tested to work well in Beds24.
Booking tab:*Execution = One time only*Flag Text = Stripe Payment Failed*Flag Colour - choose the flag colour</div>= SMS ===</div>You can automatically send SMS messages. Please note that a fee per SMS message applies if this function is activated.
Go to Settings <span style="color:#fe746c;“ > Channel Manager {{#fas:exclamation-triangle}} </span> Preferences and set Auto report failed cards = Yes Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but The SMS will send in the language of the account, not cancelled*Booking Info Code = BOOKINGCOMCARDthe 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.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > =Invoice ===Send an Email to the guest when the status of a booking changes to "Cancelled"====</div><div class="mw-collapsible-content">
Trigger tab:Automatically Assign Invoice Number. *Trigger Event = Check-in *Trigger Time = -365*Trigger Window = 365*Booking Source = All (for example)*Booking Status = CancelledAutomatically add/update invoice items or pending payments.
Message tabPending payments can use Payment Rules defined in {{#fas: *Trigger Action = Auto*Send Email = Guest cog}} (SETTINGS)->PAYMENTS->PAYMENT RULES.
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> If you Invoice changes are using deposit collection make sure you set SETTINGS->PAYMENTS->PAYMENT COLLECTION "Non Payment Booking Status" = Requestapplied before the mail is sent.
</div>=== API ===</div>Create auto actions which trigger HTTP POST notifications.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ===Webhook =Change the status of all upcoming direct bookings to "Cancelled" and send an Email to the guest ====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = Check-in*Trigger Time = -14 (for example to cancel Create auto actions which trigger a web hook when the bookings for the next two weeks)*Trigger Window = 14*Booking Source = Direct *Booking Status = All Not Cancelledtrigger conditions are met.
Booking tab: *Booking Status = Cancelled= Multiple Properties ==
Message tab: *Trigger Action = Auto*Send Email = Guest<With Multiple Properties, the requirement to have Property specific information in the Messages/div><emails sent to the guest/div>housekeeping/owner can be achieved using Template Variables.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an message or SMS to Guest when booking made more than 10 days When you create a Property/Room in advance====<Beds24, the setup of the Property/divRoom is held in the database and can be accessed via Template Variables. For example in {{#fas:cog}} (SETTINGS) ><div class="mw-collapsible-content"PROPERTIES >Trigger tab:*Trigger Event = Check-in*Trigger Time = -365 days*Trigger Window = 355 days*Booking Status = All not cancelledDESCRIPTION, you setup the property specific details.
Booking tab:*Execution = One time onlyProperty name - can be accessed in template variable [PROPERTYNAME] *Booking Status = No ChangeProperty Address - can be accessed in template variable [PROPERTYADDRESS]
Message tab or SMS tab:*Update details as appropriate</div></div>You will find the full list of Property Template Variables when you go to [[Template_Variables#Property_Variables|Property Variables]]
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an message or There are additional Property Templates that can be used in Messages/Emails/SMS to Guest when booking made more than 7 days the guest that can be customised for each Property. Each Property Template can hold customised text that can be used in advance====</div><div class="mw-collapsible-content">Alternatively you an use Between Auto Actions, Booking Templates, Invoices and Check inReports.
Trigger tabGo to {{#fas:*Trigger Event = Booking cog}} (but not after check-inSETTINGS)*Trigger Time = Immediate*Trigger Window = 1 dayBetween Booking and Check in = 7 to 999*Booking Status = All not cancelled>PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES you will see the list that are available.
Booking tab:*Execution = One time only*Booking Status = No ChangeWhen you create each Room/Unit the information is held in Room/Unit specific template variables.
Message tab or SMS tab:*Update details as appropriate<You will find the full list of Room/div></div>Unit Template Variables when you go to [[Template_Variables#Room_Variables|Room Variables]]
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an message or SMS to Guest when booking made more last minute booking - 6 days or less====</div><div class="mw-collapsible-content">See the full list of [[Template Variables]].
Trigger tab:*Trigger Event = Booking (but not after check-in)*Trigger Time = Immediate*Trigger Window = 1 dayBetween Booking You can send a message/email to your guests, confirming their booking date, property details and property contact details. Use the property, room and Check booking templates to build the message/email in = 0 to 6*Booking Status = All not cancelledone Auto Action, rather than one auto action per property.
Booking tab:*Execution = One time only*Booking Status = No ChangeThis approach will reduce the ongoing management, update one Auto Action and it will apply to all/selected properties rather than having to edit multiple auto actions with the same overall message.
Message tab or SMS tab===Example 1 - Each property has a different access code for the main building door === Your properties have security doors with keycodes, each property has a different code. Go to {{#fas:cog}} (SETTINGS) >PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES > Property Template 1 enter the Building Access Code, use this same field in each property and set the appropriate code. Then in the Auto Action use [PROPERTYTEMPLATE1] in the text rather than the actual value. *Update details as appropriatePlease use this code to Access the Main building Door:- [PROPERTYTEMPLATE1]</div></div>There is no need for a separate auto action due to the front door keycode being different.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an Email with a key code for a specific unit one day before checkExample 2 -in====<Housekeeping/div><div classCleaning Team is different for each Property. ="mw-collapsible-content">Trigger tab:*Trigger Event = Check-in*Trigger Time = -1 day*Trigger Window = 1 day *Booking Status = All not cancelled*Unit = Select the number of the unit you want to send this message to. Note that the number represents the index of the unit not its name.
Booking tab:*Execution = One time only*Booking Status = No ChangeEach of your properties has a different housekeeping/cleaning team and you need to send them an email with the booking details for each booking.
Message tabGo to {{#fas: *Enter your text. If you are using the "Additional Information" function cog}} (SETTINGS-) >PROPERTIES->ROOMS-DESCRIPTION >SET UP "Unit Names" you can use template variables PROPERTY TEMPLATES > Property Template 5 enter the email address for Housekeeping/Cleaning team.
Example: Your room is [UNITNAME]. Check-in from: [UNITNAME:1] In the Auto action, *"Send Message" = Internal Only. The key code is: *"Internal Email Address" = [UNITNAME:2PROPERTYTEMPLATE5]
The template variables will only work if you have entered text in SETTINGS->PROPERTIES->ROOMS->SET UP "Unit Names". The context help There is no need for this setting a separate auto action as the message will explain how be sent to do thisthe appropriate email from property template 5.</div></div>
<div class="mw-collapsible mw-collapsed">If you have different teams per room, then use a Room template rather than the Property Template.<div class="headline-collapse" > ====Example 3 - Send an Email email to the guest when a payment is made====</div><div classGroup of Properties (not all) ="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365 day *Booking Status = All not cancelled*Invoice Balance = Any Payment made OR Invoice Balance = Zero (payment in full)
Message tab: *Enter your text. You can use Invoice Template variables showing the booking chargessetup a "Group" for your Properties, this has a number of benefits, including sending/paymentsexcluding messages/emails to a Group of Properties, view a "Group" of properties in your Calendar and in Reports.</div></div>
<div class=To assign the "mw-collapsible mw-collapsedGroup"to your Properties, go to {{#fas:cog}} (SETTINGS) ><div class="headline-collapse" BOOKING ENGINE > ====Send an Email to guests from Channels====</divMULTI BOOKING PAGE ><div class="mw-collapsible-content"PROPERTY SETTINGS >Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source = Channel ManagerGROUP KEYWORDS.
Booking tab:*Execution = One time only*Booking Status = No Change Enter a Group name, it needs to be a single word - for example you want to identify all 4 bedroom properties, then you can add 4BEDS and add this to all 4 Bedroom properties you have.
Message tabEach property can be in multiple groups, enter multiple keywords separated by a comma, for example : *Send Email = Guest *Enter you text- 4BEDS, OceanView, Dublin. If you are using the "Additional Information" function SETTINGS->PROPERTIES->ROOMS->SET UP "Unit Names" you can use template variables
Example: Your room is [UNITNAME]. Check-In the Trigger tab of the Auto Action, enter the Group keyword in *"Send Only To Property Groups" OR "Exclude Property Groups" you want to include/exclude from: [UNITNAME:1] the Auto Action. The key code is: [UNITNAME:2]
The template variables will only work if you have entered text in SETTINGS->PROPERTIES<span style="color: #f3e504; font->ROOMS->SET UP "Unit Namessize: 150%;". The context help for this setting will explain how to do this.</div>{{#fas:lightbulb}} </divspan>This filter will not apply if you are triggering on a single property.
<div class="mwIf you want to send a message on a specific day of the week :-collapsible mw-collapsed"><div class="headline-collapse" > ====Send 1) You need to send a message (Email or sms) to remind the guests that have Checked-to put the rubbish bin out 30 days or more====for collection on a Wednesday night. </div><div class* [IF="mw-collapsible-content">Trigger tab:[CURRENTDATE:{%u}]:3:yes|no] will test if the current date is a Wednesday *Trigger Event = After Check-out*Trigger Time = 30 days*Trigger Window = 365 days 2) Remind the guest that the cleaning lady will be at the apartment on Friday morning.
Message or SMS tab* [IF=:Enter [CURRENTDATE:{%u}]:4:yes|no] will test if the details you want to send.current date is a Thursday
Booking tab: %u ISO-8601 numeric representation of the day of the week 1 (optionalfor Monday) through 7 (for Sunday)*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" > =Performance and Testing ===Send a Request for payment Auto actions will test up to 1000 bookings per cycle, if your guests for all trigger condition involves more than 1000 bookings====, the next 1000 will be tested on the next cycle etc.</div><div class="mw-collapsible-content">Trigger tab:If you require the fastest speed, ensure your trigger is designed to test less than 1000 bookings.
*Trigger Event = After BookingThe 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.*Trigger Time = Immediate*Trigger Window = For example a trigger that tests all bookings from booking time for 1 day Booking Source = ALL (or select year will test many bookings while a trigger that tests only the booking source/Channel)7 days before check-in will test less bookings and perform faster.
Message The test tab: of the auto action has a button that will show you how many and which bookings are being tested by the auto action.
Send Email : select It is also possible to specify a booking number and test if the appropriate optionauto action would trigger on that booking with some diagnostics information shown to help trouble shooting.
Booking tab:There is no requirement to set an individual auto action for each item if they can all apply at the same time.
*Execution <span style= One "color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> '''It is not possible to specify a specific time only*Flag Text = for the auto action to trigger.''' The text you want to display*Flag Colour - choose use of the Trigger time 'Immediate' + 14 hrs (for example) will not trigger the flag colourBooking changes are applied before auto action at 2pm local time, this will be the mail is sent so that first time the flag template variable can booking could be reflected in checked to see if all other conditions are met, and added to the Emailbatch for processing.</div></div>
<div class== Troubleshooting == '''If Auto Actions do not send:''' The list in the "mw-collapsible mw-collapsedMail">tab of the booking will tell you why. Common causes are: <div class=*Is your outgoing Email address working? Go to {{#fas:cog}} (SETTINGS) ACCOUNT->OUTGOING EMAIL and click on "headline-collapseSend Test Email" > .====Send a Request for payment *Is your Auto Action set to your send automatically? *Is the guests XX days before arrival====Email address valid ("Mails" tab of the booking)?</div> *Is the Plain Text box populated with the text you want to send (required when Message API is being used?<div class= *Is the booking set to allow Allow Auto Actions ("mw-collapsible-contentMails">tab of the booking)?Trigger tab: *Do all trigger events apply to the booking?
*Trigger Event = Check-in '''Delayed trigger of Auto Action:'''*Trigger Time = -42*Trigger Window = 1 day Booking Source = ALL (or select the booking source/Channel) See section Performance and testing above.
Message tab: '''Auto Action is not editable''' To have write access to an auto action an account needs to have write access to all properties to which the auto action applies. This might not be the case if you use sub accounts and the Auto Action is set to trigger for "All Properties".
Send Email : select '''You don't have permission to access control2.php on this server''' error message, when the appropriate optionsave button is clicked *Edit Email Subject - enter It is most likely something in your content triggering the subject for your Guestsfirewall.*Edit Email Text :- enter Try adding the Email text content bit by bit until you wish to send to your guests include template variable find the item causing the problem.[PAYLINK] this creates Often it is a payment link (script or HTML A tag) for item that appears to the payment request for firewall as a possible hacking attack. It can also be something that looks innocent like a combination of numbers and words like "and" or "or" that hackers often use in sql injection attacks. Once you find the amount in item causing the booking deposit field if non zeroproblem, otherwise the outstanding balance. Check the template variables for other optionstry rewording it.
Booking tab: '''Auto Action is not visible in a sub account''' If you have sub accounts and need an auto action to be used across multiple accounts/properties, then create the auto action at the Master Account Level and set Property = 'All visible in account' and ensure the Master account has access to the properties. == Examples == === Send Emails/Message/SMS to guests ===
*Execution <span style= One time only*Flag Text = The text you want to display*Flag Colour "color:#019cde; font-size: 150%;“ >{{#fas:info- choose circle}} </span> Message API messages will be shown in the flag colourBooking changes are applied before message tab of the mail is sent so that the flag template variable can be reflected booking and in the EmailChannel Message centre. Currently this is only available for Booking.com and Airbnb.</div></div>
You allow your guests to make X number of payments for their booking. '''Trigger tab:''' Time:*Trigger Event = Check-in*Trigger Time = -365*Trigger Window = 365
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 Booking Source*Booking Source = All (for their booking, then you will need 3 auto actions. example)
You will need to manually add a Booking Info Code to each booking that you have agreed to allow X payments. Conditions*Booking Status = Cancelled
Send If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email : select address. If only a masked Email address is available the message sends via the appropriate optionchannels API messaging systems if possible.
*Edit Email Subject - enter the subject for your Guests*Edit Email Text :- enter If no connection to a messaging system is available the Email text you wish to message will send to your guests include template variable [PAYLINK] this creates a payment link (HTML A tag) for the payment request for Email address from the amount in "Mail & Actions" tab of the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other optionsEmail.
Booking tab:*Email Subject - enter the subject for your Guests
'''Create additional Auto Actions for each period Message Text :- enter the text you want wish to trigger'''send to your guests include URL. Template variables can be used [[Template_Variables| see here]]
'''Create Auto Action 2 (and 3, 4, 5 *HTML box - how may you need) '''*Trigger Time = +14 days (days you want to collect the payments)*Trigger Window = 1 day Email will be sent
'''Setup booking info code'''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]]
Go to SETTINGS -> ACCOUNT -> PREFERENCES -> BOOKINGS -> Booking Info Code Values and enter MULTIPLE (or the value you want to use to trigger)
'''Update <span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> If you are using deposit collection make sure you set {{#fas:cog}} (SETTINGS) PAYMENTS->PAYMENT COLLECTION "Non Payment Booking to allow Multiple payments'''Status" = Request.
*Open the booking
**Go to Booking Info Tab and from the drop down list
**Select the value 'MULTIPLE' (or the value you want to use to trigger)
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email in a Change the guests language status of all upcoming direct bookings to "Cancelled" and send an internal Email address to the guest ====
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:'''
Trigger tabTime:*Booking Field Contains Trigger Event = Check- select "Language" in *Trigger Time = -14 (for example to cancel the next field enter: the short code bookings for the language this Auto Action is for.next two weeks)*Trigger Window = 14
Email Booking Source:*Booking Source = Direct Booking Conditions:*Booking Status = All Not Cancelled Booking tab:*Enter Booking Status = Cancelled '''Message tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the message text in the appropriate language under your default languageHTML box.<*Send Message = Booking API/div>Smart Email </div>If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. 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
<div class="mwMessage Text :-collapsible mw-collapsed"><div class="headline-collapse" > ====Send SMS in a certain language (if it is the language of enter the booking) or a default language====</div><div class="mw-collapsible-content">This uses a smart template variable. In this example we check whether the guest booked in French. If yes, then we send a French text. If no, we you wish to send an English textto your guests include URL.Template variables can be used [[Template_Variables| see here]]
Trigger tab: Whatever you want*HTML box - Email will be sent
Booking tabEmail Text : Whatever you want- 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]]
SMS tab:
*Phone Number = [GUESTMOBILE]
*SMS Message = [IF=:[GUESTLANGUAGE]:fr:French_text|English_text]
Invoice tabTime:*Assign Invoice Number Trigger Event = yesCheck-in</div>*Trigger Time = -365 days</div>*Trigger Window = 355 days
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Group check-in ====Booking Conditions:</div><div class*Booking Status ="mw-collapsible-content">This requires the master booking to be checked-in via the check-in function. All not cancelled
Trigger Booking tab:*Execution = One time only*Booking Status = No Change
*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'''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.
Booking info tab : *Info Code Send Message = CHECKIN</div><Booking API/div>Smart Email
<div class=If the "mw-collapsible mw-collapsedMail & Actions"><div class=tab contains a "headline-collapsereal" > 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.====Send Remotelock/Lockstate, Nuki PIN or Chekin Link ====</div><div class=If no connection to a messaging system is available the message will send to the Email address from the "mw-collapsible-contentMail & Actions">Trigger tab:*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 Source = All*Booking Status = All but not cancelled*Group bookings = Trigger all on master*Info Code = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URLEmail.
Message tab: *Send Email = Guest and cc*EMail Subject = Your access code (- enter the subject for your text)*Email Text = Your text which includes the template variable [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN]</div></div>Guests
<div class="mw*Plain Text Box -collapsible mw-collapsed"><div class="headline-collapse" >will send to channels using Message API
====Send Email to all current guest ====</div><div class="mw-collapsible-content">Trigger tabMessage Text :*Trigger Event = Check-in*Trigger Time = Immediate*Trigger Window = 14(enter the max number of days text you wish to send to your guests include URL. Template variables can stay)*Booking Source = All*Booking Status = All but not cancelled*Group bookings = Trigger all on master*Any Booking Info Code = CHECKIN*Exclude Booking Info Code = CHECKOUT be used [[Template_Variables| see here]]
Message *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]] '''SMS tab: ''' Please note a charge applies per SMS message. *Send Email = Guest SMS Message : Enable*EMail Subject = Enter Phone Number : This is the phone number that will receive the SMS notification. This is a global service and the notifications can be sent to almost phone in any country. The phone number must contain the international country code and phone number as it would be dialed internationally. Do not include any leading zeros or other characters and use no spaces. The number must start with the country code. EXAMPLE to send to phone number 015625346 in the UK (Country code 44) enter the following number 4415625346 You can use the template variables [GUESTPHONE] or [GUESTMOBILE] but this will only work if the phone number has exactly the appropriate details required format. *Email Text = Your text which includes SMS Message Enter the details for your current guestsmessage to send, messages will be truncated at 160 characters. Template variables can be used.
It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkin to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.
You can send Invoice or Booking Template attachments to your Guests. '''Trigger tab:'''
Setup your Invoice or Booking Template, go to SETTINGS -> GUEST MANAGEMENT -> INVOICING or SETTINGS -> GUEST MANAGEMENT -> BOOKING TEMPLATES Trigger tabTime:*Trigger Event = CheckoutBooking (but not after check-in)
Message tab:
*Send Email = Guest API/Smart Email (or one of the other options)
*Attachment = Select an option from the drop down list.
*EMail Subject = Enter the appropriate details
*Email Text = Your text which includes the details for your current guests.
It is assumed you use '''Message tab:''' For channels using the Checkin/Checkout feature Message API, then enter the text in the DashboardPlain text box, if not you can either manually add Checkout to your bookings (Booking info tab) or create an auto action to add for emails enter the Booking Info Codes to text in the bookingsHTML box.
If you send Emails with pdf attachment (invoice, booking template) to Alias-*Send Message = Booking API/Smart 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 If the "Mail & Actions" tab contains a link "real" Email address the message is sent to the guests Email address. If only a file you upload to your web sitemasked Email address is available the message sends via the channels API messaging systems if possible.</div></div>
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add CHECKIN Booking info code If no connection to a messaging system is available the message will send to bookings ====</div><div class=the Email address from the "mw-collapsible-contentMail & Actions">tab of the Email.
If you need to use *Email Subject - enter the Booking info code CHECKIN/CHECKOUT subject for reporting/other auto actions, you can set the Booking info code rather than use the Current guest module in the dashboard. your Guests
Trigger tab*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]] *Trigger Event = CheckHTML box - Email will be sent Email Text :-It is possible to use the same details (URL) as inthe Plain Text box above. Template variables can be used [[Template_Variables| see here]] '''SMS tab :''' Please note a charge applies per SMS message. *Trigger Time = ImmediateSend SMS Message : Enable*Trigger Window = 1 dayPhone Number : This is the phone number that will receive the SMS notification. This is a global service and the notifications can be sent to almost phone in any country. The phone number must contain the international country code and phone number as it would be dialed internationally. Do not include any leading zeros or other characters and use no spaces. The number must start with the country code. EXAMPLE to send to phone number 015625346 in the UK (Country code 44) enter the following number 4415625346 You can use the template variables [GUESTPHONE] or [GUESTMOBILE] but this will only work if the phone number has exactly the required format. *SMS Message Enter the message to send, messages will be truncated at 160 characters. Template variables can be used. '''Booking Source tab:'''*Execution = AllOne time only*Booking Status = All but not cancelled*Group bookings = Trigger all on masterNo Change
Booking Info tab:
*Booking Info Code = CHECKIN
*Booking Info Text = Auto Checkin
If you need to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set the Booking info code rather than use the Current guest module in the dashboard. '''Trigger tab:'''
Trigger tabTime:*Trigger Event = CheckBooking (but not after check-outin)
Booking Info tab:
*Booking Info Code = CHECKOUT
*Booking Info Text = Auto Checkout
</div>
</div>
===Add invoice items to a booking ==='''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.
<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 Send Message = After Booking*Trigger Time = Immediate*Booking Source = Expedia (for example)API/Smart Email
Invoice If the "Mail & Actions" tab:*Type = Amount*Description = Cleaning fee (for example)*Amount = 50 (for example - contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the amount of your cleaning fee)*per = Room*Period = one time*VAT = 19% (for example - enter message sends via the VAT amount channels API messaging systems if applicable)possible.
The fee If no connection to a messaging system is available the message will be added send to the next time Email address from the auto actions run"Mail & Actions" tab of the Email. </div></div>*Email Subject - enter the subject for your Guests
===Payments/Pending Payments===*Plain text box - will send to channels using Message API
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a pending payment====</div><div class="mw-collapsible-content">Trigger tabMessage Text :*Trigger Event = After Booking or Before Check-in*Trigger Time = set enter the time text you want wish to send to collect the payment*Booking Source =All (for example, you your guests include URL. Template variables can also set different rules for different channels)be used [[Template_Variables| see here]]
Booking Info tab:*Optional, add a booking info tab for information and reportingHTML box - Email will be sent
Booking tabEmail Text : Optional*Flag Text = Pending payment added - It is possible to use the same details (for exampleURL)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings listPlain text box above. Template variables can be used [[Template_Variables| see here]]
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 = use auto or manual - if you have set up payment rules in SETTINGS->GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here
*Payment Due = Set when the payment is due
Create Please note a Payment Rule to collect a payments when bookings are not cancelledcharge applies per SMS message.
Go to Settings > Payments > Payment Rules*Send SMS Message : Enable*Phone Number : This is the phone number that will receive the SMS notification.
Payment Rule :This is a global service and the notifications can be sent to almost phone in any country.
Name = Enter your title - Not Cancelled (for example)The phone number must contain the international country code and phone number as it would be dialed internationally.Action = AutoPayment Trigger :Do not include any leading zeros or other characters and use no spaces.
Booking Status = All not cancelledAny Booking Info Code = optionalAll Booking Info Codes = optionalExclude Booking Info Code = optional (can exclude Virtual Credit cards, find The number must start with the Booking info country code in the booking)Payment Action :.
Capture = Yes - immediately charged (Capture=Yes)Add info code on success = add a Booking Info item to the booking on successAdd info code on failure = add a Booking Info item to the booking on failureEXAMPLE
</div></div>to send to phone number 015625346 in the UK (Country code 44) enter the following number
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >4415625346
====Collect outstanding booking balance 3 days prior to arrival( Credit card details were collected at time of booking)====</div><div class="mw-collapsible-content">You can use the template variables [GUESTPHONE] or [GUESTMOBILE] but this will only work if the phone number has exactly the required format.
Trigger tab:*Trigger Event = After Booking *Trigger Time = immediate*Booking Source =All (for example, you can also set different rules for different channels)SMS Message
Invoice tab:*Payment Type = Percent of balance due *Description = Enter the text you message to send, messages will see in the "Charges and Payments" tab (Payment Balance) *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 = Auto*Payment Due = check in -3be truncated at 160 characters. Template variables can be used.
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> Automatic collection is only available for customer who use [[Stripe]].
Trigger tabProperty, Room, Unit:*Trigger Event Unit = After Booking *Trigger Time = immediate*Booking Source =All (for example, Select the number of the unit you can also set different rules for different channels)want to send this message to. Note that the number represents the index of the unit not its name.
Invoice tabTime:*Payment Type Trigger Event = Fixed amountCheck-in*Description Trigger Time = Security Deposit (the text you will see in the "Charges and Payments" tab)-1 day*Status Trigger Window = if you use the status function add the status you want to apply to the pending payment (optional) 1 day *Amount = 100 (balance is full price so 100% of the balance)*Payment Rule = Security Deposit (Create a Payment Rule, see below) Booking Conditions *Payment Due Booking Status = check inAll not cancelled
<span style*Send Message ="color:#fe746c;“ >{{#fas:exclamation-triangle}} <Booking API/span> Automatic collection is only available for customer who use [[Stripe]].Smart Email
Create If the "Mail & Actions" tab contains a Payment Rule "real" Email address the message is sent to 'Capture' a payment onlythe guests Email address. Captured payments will If only be valid for 7 days, then it will expire, a masked Email address is available the message sends via the channels API messaging systems if the booking is for a longer period, then you can create a second Capture, you will need to create another auto action for thispossible.
Go If no connection to Settings > Payments > Payment Rulesa messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
Payment Rule : *Name = Enter your title Email Subject - Security Deposit (enter the subject for example)*Action = Autoyour Guests
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)Plain text box - will send to channels using Message API
Payment Action Message Text :*Capture = Yes/No - immediately charged (Capture=Yes), if enter the text you want wish to make sure that the amount is available for later capture (Capture=No) *Add info code on success = add a Booking Info item send to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure</div></div>your guests. Template variables can be used [[Template_Variables| see here]]
<div class=If you are using the "mwAdditional Information" function {{#fas:cog}} (SETTINGS) PROPERTIES-collapsible mw>ROOMS-collapsed"><div class=SET UP "headline-collapseUnit Names" > you can use template variables ====Apply an info Example: Your room is [UNITNAME]. Check-in from: [UNITNAME:1] . The key code and and/or icon when a payment was made====is: [UNITNAME:2] </div><div class="mwThe template variables will only work if you have entered text in {{#fas:cog}} (SETTINGS) PROPERTIES-collapsible>ROOMS-content>SET UP "Unit Names">. The context help for this setting will explain how to do this. Trigger tab:*Trigger Event = After BookingHTML box - Email will be sent*Trigger Time = Immediate*Trigger Window = 365If you are using the "Additional Information" function SETTINGS-{{#fas:cog}} (SETTINGS) PROPERTIES->ROOMS->SET UP "Unit Names" you can use template variables [[Template_Variables| see here]] *Booking Source = AllExample: Your room is [UNITNAME]. Check-in from: [UNITNAME:1] . The key code is: [UNITNAME:2] *Booking Status = All but not cancelled*Invoice Balance = Any Payment madeThe template variables will only work if you have entered text in S{{#fas:cog}} (SETTINGS) PROPERTIES->ROOMS->SET UP "Unit Names". The context help for this setting will explain how to do this.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag Send an Email to the guest when a booking payment is cancelledmade====
Booking tabTime:*Execution Trigger Event = One time only*Booking Status = No Change*Flag text Trigger Time = (enter the text you require) Immediate*Flag Colour Trigger Window = Set as required</div></div> 365 day
<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 tabBooking Conditions:*Trigger Event Booking Status = After BookingAll not cancelled*Trigger Time Invoice Balance = Immediate*Booking Source Any Payment made OR Invoice Balance = Booking.com Zero (for example)*Booking Field Contains - select "API Message" payment in the next field enter: meal_plan=Breakfast (or Extra Breakfast - use the text the channel usesfull)
Booking '''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. *Execution = One time only*Flag Text Send Message = The text you want to display*Flag Colour - choose the flag colourBooking API/Smart Email
Booking changes are applied before If the mail "Mail & Actions" tab contains a "real" Email address the message is sent so that to the guests Email address. If only a masked Email address is available the flag template variable can be reflected in message sends via the Emailchannels API messaging systems if possible.</div></div>
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply If no connection to a flag when deposit was made prior messaging system is available the message will send to Check-in====</div><div class=the Email address from the "mw-collapsible-contentMail & Actions">Trigger tab:of the Email.
*Send Email Message Text : select appropriate option*Enter : Subject and Email content- enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]]
Booking tab: (optional)You should consider adding the invoice table to the email so the guest can see the booking details including Charges & Payments.
*Execution = One time only*Flag Text = The text you want to display*Flag Colour [INVOICETABLE] - choose the flag colourinvoice table
Booking info tab It is also possible to include a customised invoice table using this template variable : (optional)- [INVOICE:PRI_QTY_CUA€] will create an invoice table with price and quantity in Euros
Setting details with the Booking tab and Booking info tab allows you to trigger additional (follow on) Auto Actions and Reports.
Booking tab:
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
===Message / SMS===
Message tab or SMS tab:
*Update details as appropriate
Alternatively you an use Between Booking and Check in'''Trigger tab:'''
Trigger tab:Time*Trigger Event = Booking (but not after checkCheck-in)out*Trigger Time = Immediate30 days*Trigger Window = 1 dayBetween Booking and Check in = 7 to 999*Booking Status = All not cancelled365 days
Booking '''Message tab:*Execution = One time only*Booking Status = No Change''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
<div class=If the "mw-collapsible mw-collapsedMail & Actions"><div class=tab contains a "headline-collapsereal" > ====Send an Email address the message or SMS is sent to Guest when booking made more last minute booking - 6 days or less====</div><div class="mw-collapsible-content">the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
Trigger If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab:*Trigger Event = Booking (but not after check-in)*Trigger Time = Immediate*Trigger Window = 1 dayBetween Booking and Check in = 0 to 6*Booking Status = All not cancelledof the Email.
Booking tab:*Execution = One time only*Booking Status = No ChangeEmail Subject - enter the subject for your Guests
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an Email with a key code for a specific unit one day before check-in====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = Check-in*Trigger Time = -1 day*Trigger Window = 1 day *Booking Status = All not cancelled*Unit = Select the The phone number of the unit you want to send this message to. Note that must contain the international country code and phone number represents the index of the unit not its nameas it would be dialed internationally.
Booking tab:*Execution = One time only*Booking Status = No ChangeDo not include any leading zeros or other characters and use no spaces.
Message tab: *Enter your textThe number must start with the country code. If you are using the "Additional Information" function SETTINGS->PROPERTIES->ROOMS->SET UP "Unit Names" you can use template variables
Example: Your room is [UNITNAME]. Check-in from: [UNITNAME:1] . The key code is: [UNITNAME:2] EXAMPLE
The template variables will only work if you have entered text to send to phone number 015625346 in SETTINGS->PROPERTIES->ROOMS->SET UP "Unit Names". The context help for this setting will explain how to do this.</div></div>the UK (Country code 44) enter the following number
<div class="mw-collapsible mw-collapsed">4415625346<div class="headline-collapse" > ====Send an Email to You can use the template variables [GUESTPHONE] or [GUESTMOBILE] but this will only work if the phone number has exactly the guest when a payment is made====required format. *SMS Message </div>Enter the message to send, messages will be truncated at 160 characters. Template variables can be used. <div class="mw-collapsible-content">Trigger '''Booking tab:''' (optional)*Trigger Event Execution = After BookingOne time only*Trigger Time Flag Text = ImmediateThe text you want to display*Trigger Window = 365 day *Booking Status = All not cancelled*Invoice Balance = Any Payment made OR Invoice Balance = Zero (payment in full)Flag Colour - choose the flag colour
Message tab:
*Enter your text.
You can use Invoice Template variables showing the booking charges/payments.
Example: Your room is [UNITNAME]. Check-in from: [UNITNAME:1] . The key code is: [UNITNAME:2] *Plain text box (Using Message API)
The template variables will only work if you have entered text in SETTINGSSubject ->PROPERTIESenter the subject for your GuestsPlain Text Message :->ROOMS->SET UP "Unit Names". The context help for this setting will explain how enter the Message text you wish to send to do this.</div></div>your guests include the payment link
<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" > ====Send a message (Email or sms) to guests that have Checked-out 30 days or more====<https://wiki.beds24.com/index.php/div><div class="mw-collapsible-content">Trigger tabCategory:*Trigger Event = After Check-out*Trigger Time = 30 days*Trigger Window = 365 days Payments#Payment_Request
*Edit Email Subject - enter the subject for your Guests*Edit Email Text https:- enter the Email text you wish to send to your guests include template variable //beds24.com/bookpay.php?bookid=[PAYLINKBOOKID] &g=cc this creates a payment link (HTML A tag) for so the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balanceguest can enter their credit card details. Check the template variables for other options.
Message tabhttps: //beds24.com/bookpay.php?bookid=[BOOKID]
Send Email You can find extra options to add to the payment link if you want to refine the details https://wiki.beds24.com/index.php/Category: select the appropriate optionPayments#Payment_Request
Send Email You can find extra options to add to the payment link if you want to refine the details https://wiki.beds24.com/index.php/Category: select the appropriate optionPayments#Payment_Request
'''Setup The use the settings in the previous auto action to trigger the next auto action for your booking info code'''.
Go to SETTINGS -> ACCOUNT -> PREFERENCES -> BOOKINGS -> Booking Info Code Values and enter MULTIPLE (or the value you want to use to trigger)
'''Update Booking to allow Multiple payments'''
*Open the booking
**Go to Booking Info Tab and from the drop down list
**Select the value 'MULTIPLE' (or the value you want to use to trigger)
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email in a the Request to 'Capture' a Security deposit from your guests language to an internal Email address XX days before check-in - with Stripe====
This uses a smart template variable. In this example we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text.
Trigger tab:*Booking Field Contains You want to capture a Security Deposit for bookings on the day before check- select "Language" in the next field enter: the short code for the language this Auto Action is forfrom your guest.
Email tab:*Enter Capture of the message in payment is only held by Stripe for 7 days, if the appropriate language under your default languageguest is staying longer you will need to send the request again.</div></div>
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send SMS in a certain language (if it is You will need to create multiple emails to capture the language of payment multiple times for the same booking) or a default language====</div><div class="mw-collapsible-content">This uses a smart template variable. In this example we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text.
Trigger tab: Whatever you want
SMS tab:
*Phone Number = [GUESTMOBILE]
*SMS Message = [IF=:[GUESTLANGUAGE]:fr:French_text|English_text]
Invoice tab:
*Assign Invoice Number = yes
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Remotelock/Lockstate, Nuki PIN or Chekin Link ====</div><div class="mw-collapsible-content">Trigger tab*Email Text :*Trigger Event = Check-Template variables can be used in*Trigger Time = -2 (the number of days before check-in you want to sent the code or link) *Trigger Window = 2*Booking Source = All*Booking Status = All but not cancelled*Group bookings = Trigger all on master*Info Code = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URLmessage. [[Template_Variables| See here]]
Message tab:
*Send Email = Guest and cc
*EMail Subject = Your access code (your text)
*Email Text = Your text which includes the template variable [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN]
Message tab:
*Send Email = Guest
*EMail Subject = Enter the appropriate details
*Email Text = Your text which includes the details for your current guests.
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 '''SMS tab) or create an auto action to add the Booking Info Codes to the bookings.:'''*Phone Number = [GUESTMOBILE]*SMS Message = [IF=:[GUESTLANGUAGE]:fr:French_text|English_text]
You can send Invoice Time:-*Trigger Event = Check-in*Trigger Time = -2 (the number of days before check-in you want to sent the code or Booking Template attachments to your Guests. link) *Trigger Window = 2
Setup your Invoice or Booking Template, go to SETTINGS Souce :-> GUEST MANAGEMENT -> INVOICING or SETTINGS -> GUEST MANAGEMENT -> BOOKING TEMPLATES*Booking Source = All*Booking Status = Confirmed
Trigger tabBooking Conditions:- *Group bookings = Trigger Event = Checkoutall on master*Trigger Time = Immediate*Trigger Window = 1Info Codes :-*Booking Source Info Code = All LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URL (or select the appropriate channel/DirectBooking 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. *Send Message = Booking Status = All but not cancelledAPI/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. *Group bookings = Trigger all on masterSubject - enter the subject for your Guests - Your access code (your text) *Any Booking Info Code = CHECKOUTPlain text box - will send to channels using Message API
It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkout to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.*HTML box - Email will be sent
If you send Emails with pdf attachment (invoice, booking template) to AliasEmail Text :-Email addresses created by channels the channel might block the attachment so it It is not delivered possible to use the same details (URL) as in the guest. Ask your channel about their policy regarding thisPlain Text box above.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]]
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
If This auto action can be used if you need to use have set a fixed PIN code in the Room Setup or using digits from the Booking info id. To setup the PIN code CHECKIN/CHECKOUT for reportingeach Room/other auto actionsUnit then go to {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > UNIT NAMES, then in the unit names, you can set the Booking info add additional information including a pin code rather than use the Current guest module in the dashboard. Example:
Booking Info '''Messaging tab: ''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Send Message = Booking Info Code = CHECKINAPI/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 include URL. Include these template variables - [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]] *Booking Info HTML box - Email will be sent Email Text :- It is possible to use the same details (URL) as in the Plain Text = Auto Checkinbox above. Include these template variables - [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]]
If you need to use This auto action will be sent only when the Invoice Balance of the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you booking is zero. This can set be used to ensure that the Booking info code rather than use checkin details are only sent when the Current guest module in has completed the dashboardpayments. '''Trigger tab:'''
Trigger tabTime:-*Trigger Event = Check-outin*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 Info tab:
*Booking Info Code = CHECKOUT
*Booking Info Text = Auto Checkout
===API/Webhook===
You This auto action will be sent only when the a payment has been 'authorised' at Stripe. This can use a webhook in conjunction with be used to ensure that the checkin details are only sent when the guest has completed the API JSON function Security Deposit Authorisation. '''setBookingTrigger tab:''' to write to any field in the booking. First you have to configure access to the API:
Set If the triggers you need, for example:"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.
Booking Field Contains: Message = XXXIf no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
Set *Subject - enter the webhook like this:subject for your Guests - Your access code (your text)
Body Data:
:{
::"authentication":
::{
:::"apiKey": "my_very_secret_api_key",
:::"propKey": "secret_key_for_prop_XXXXXX"
::},
::"bookId": "[BOOKID]",
::"message": "[MESSAGE] - Append this message"
:}
You can create a new invoice item that contains the price of the channel's commission as a negative value to subtract it from the room price. You use the API JSON function ''Trigger tab:'setBooking''' for this. First you need to configure access to the API:
You need two keys to use our API JSON functions - one for the API itself and one for the property. The keys have to consist of 16 characters of your choosing.<br>'''API keyTime:'''*SETTINGS -> ACCOUNT -> ACCOUNTTrigger Event = Check->ACCESS "API Key 1"in*API Key Trigger Time = my_very_secret_api_keyImmediate*API Key Access Trigger Window = allow any IP*IP Whitelist = [leave empty]*Allow Writes = Yes*Property Access = Owned by this account only*'''Property key:'''*Settings > Properties > Access > propKey = secret_key_for_prop_XXXXXX14(the max number of days your guests can stay)
Set the triggers you need, for exampleBooking Source:*Booking Source = All
Set Email Text :- It is possible to use the webhook like this:same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
*URL = <nowiki>https://api.beds24.com/json/setBooking</nowiki>
*Custom Header = [leave empty]
no edit summary
[[Category:Automation]]
[[Category:Webhooks]]
[[Category:Use_Cases]]
<div class="heading">Auto Actions</div>
__TOC__
== General Information and Setup Summary==<div class="summarybox">An Auto Action is an action which can be used '''manually or programmed to run automatically''' at a specific time relative to the time of the '''booking''', to the '''check-in''' date or to the '''check-out''' date.
Using 'Group Keywords' you can refine the triggers in the Auto Action to include/exclude properties if the purpose/message in the Auto actions have one or more trigger conditions and one or more actions. They can action needs to be triggered on a number of different conditions, like property, time or booking related conditions. Actions can be to send pre-drafted emails or SMS, change booking or invoice information or run webhooks.
*Click 'Add New Action''button. You can choose whether you want to start with an empty Auto sending:''' Action or whether you want to use a template that you can customise further.
*To MODIFY an Auto Action Emails which are sent automatically by the system are sent from the EMail address of the account that created , scroll to the Auto Action. This is and click on "Edit", make the account set up in in SETTINGS-ACCOUNT-OUTGOING EMAIL. Automatic actions will trigger every 15 minuteschanges and click SAVE.
*To create a COPY of an Auto Action, click "Edit" on an existing auto action, scroll to the bottom of the page and click 'Save as copy''Manual sending:''' .
'''Before setting up an auto action please noteTrigger Action :'''
<span style== Actions =="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span>To use this function you need to set the system to use your own Email address for outgoing emails under {{#fas:cog}} (SETTINGS) ACCOUNT -> OUTGOING EMAIL.
<span style=== Messaging"color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </Email ===Go span> Confirmation emails will send automatically to Email to create or modify a prepared Email templatethe guest. Templates You can contain [[Template Variables]] to include information specific to the booking customize them in the Email, for example the guests name or the arrival date{{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> CONFIRMATION MESSAGES.
If you send Emails with pdf attachment (invoicerequired, booking template) Auto Actions can be copied from one account to Alias-Email addresses created by channels another using the channel might block "clone" function. This creates an independent Auto Action in another account, which can be changed there. The clone function is available via the attachment so it is not delivered to 'User' icon on the top right and then on 'Account Management (in the old control panel SUB ACCOUNT in the guest. Ask your channel about their policy regarding thistop right).
=== SMS =Trigger ==You can automatically send SMS messages. Please note that a fee per SMS message applies if this function is activatedSets the criteria which have to be fulfilled to start the Auto Action.
"Booking Source" == Troubleshooting == '''If Auto Actions do not send:''' The list in the "MailDirect" tab of applies the booking will tell you why. Common causes are: *Is Auto Actions only to bookings from your outgoing Email address working? Go to SETTINGS->ACCOUNT->OUTGOING EMAIL own web site, manually added bookings and click on "Send Test Email". *Is your Auto Action set to send automatically? *Is bookings imported though the guests Email address valid API ("Mails" tab of not the bookingchannel manager)? *Is . If you want to trigger only on manually added bookings add your username in the booking set to allow Allow Auto Actions ("MailsReferrer" tab of the booking)?field. *Do all trigger events apply to the booking?
'''Info Codes'''
==Actions == Change the status of all bookings which have been imported from Ical to "Request" ====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Ical Import (1, 2, 3)
<div classspan style="mwcolor:#019cde; font-collapsible mwsize: 150%;“ >{{#fas:info-collapsed">circle}} <div class="headline-collapse" /span> ====Apply SMS can only be used to communicate Information about a flag to Bookingcurrent booking. For legal reasons you can not use SMS for marketing purposes including discounts or vouchers.com bookings and auto report the Credit Card when a payment FAILS at Stripe====</div><div class="mw-collapsible-content">
=== Booking tab:*Execution = One time only==*Flag Text = Failed CC reported Go to the tab 'Booking' to set up an auto action which modifies something in the booking.com *Flag Colour - choose the flag colour</div></div>
"Execution" - default is 'One time only' or 'Allow Repeats' This action can run one time only or repeat within the trigger time period. <span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> Emails are always triggered once only regardless of this setting. == Send Emails/Message/SMS to guests = Booking Info ===Set up auto actions which automatically add or remove info codes. This is good practice for reporting and also to trigger/exclude bookings from other auto actions.
== Using Smart Logic Template Variables ==
You can use smart logic template variables to trigger auto actions for specific conditions.
'''Optimising your auto actions''' You can trigger multiple actions in one auto action, *Edit Email Subject - enter send an email/api message to the subject for your Guestsguest, *Edit Email Text :- enter the Email text you wish to send to your guests include template variable an SMS, update booking settings, *add/delete a booking info code, *trigger a webook, [PAYLINK] this creates *add a pending 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*update/add/delete a Charge/Payment item,*assign an invoice number.
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Send an Email to the guest when the status of a Request for payment booking changes to your guests XX days after booking "Cancelled"====
</div>
<div class="mw-collapsible-content">
'''Create Auto Action oneMessage tab'''Trigger 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.
*Trigger Event Send Message = Booking (but not after check-in)*Trigger Time = +7 days*Trigger Window = 1 day *Booking Source = ALL (or select the booking sourceAPI/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: Smart Email
*Execution = One time only*Flag Text = The Plain text you want box - will send 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.channels using Message API
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
</div>
<div class="mw-collapsible-content">
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Assign invoice numbersSend an message or SMS to Guest when booking made more than 10 days in advance====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:*Trigger Event = Check-out*Trigger Time = Immediate*Any Booking Info Code = CHECKOUT (optional only if you use the check-out function, if not leave blank)'''
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Send Email with a PDF attachmentan message or SMS to Guest when booking made more than 7 days in advance====
</div>
<div class="mw-collapsible-content">
Alternatively you an use Between Booking and Check in
*Trigger Time = Immediate
*Trigger Window = 1day*Between Booking Source and Check in = All (or select the appropriate channel/Direct)7 to 999 Booking Conditions:*Booking Status = All but not cancelled*Group bookings = Trigger all on master*Any Booking Info Code = CHECKOUT
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Add CHECKOUT Booking info code Send an message or SMS to bookings Guest for last minute booking - 6 days or less====
</div>
<div class="mw-collapsible-content">
*Trigger Time = Immediate
*Trigger Window = 1 day
*Between Booking Source and Check in = All0 to 6 Booking Conditions: *Booking Status = All but not cancelled*Group bookings = Trigger all on master
'''SMS tab :'''
'''Booking tab:'''
*Execution = One time only
*Booking Status = No Change
</div>
</div>
<div class="headline-collapse" >
===='Capture' Send an Email with a Security Deposit when Credit card is collected at time of booking. key code for a specific unit one day before check-in (Self Checkin)====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
'''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.
'''Booking Info tab:'''
*Execution = One time only
*Info Code Booking Status = Enter the preset code for the icon or info code which you have created in SETTINGS->ACCOUNT->PREFERENCES.No Change
</div>
</div>
<div class="mw-collapsible mw-collapsed"><div class==Booking Flags==="headline-collapse" >
</div>
<div class="mw-collapsible-content">
'''Trigger tab*Trigger Event = After Booking*Trigger Time = 1 Hour*Trigger Window = 365 days*Booking Status = Cancelled:'''
*Trigger Event = CheckEmail Subject -in*Trigger Time = -365 (enter the subject 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 madeyour Guests
*Plain text box - will send to channels using Message tab: API
*Booking Info Code : DEPOSITPAID (for example)HTML box - Email will be sent *Booking Info Email Text : additional - It is possible to use the same details as in the Plain text if requiredbox above. Template variables can be used [[Template_Variables| see here]] You should consider adding the invoice table to the email so the guest can see the booking details including Charges & Payments. [INVOICETABLE] - invoice table It is also possible to include a customised invoice table using this template variable :- [INVOICE:PRI_QTY_CUA€] will create an invoice table with price and quantity in Euros.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply a flag /colour to a booking when booking a payment is fully paidmade - ''Select from the predefined template ''====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365 999 day *Booking Source = AllConditions:
*Booking Status = All not cancelled
*Invoice Balance = ZEROAny Payment made '''Booking tab:''' *Flag Text = Paid *Flag Colour = d4e4b0
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Send an message or SMS to Guest when booking made more than 10 days in advanceEmail confirmation for channel bookings - ''Select from the predefined template''====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time*Trigger Event = Check-inBooking*Trigger Time = -365 daysImmediate*Trigger Window = 355 days1 day Booking Source*Booking Status 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 = All not cancelledBooking 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 Message Text :- enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- It is possible to use the same details as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
'''Booking tab:'''
*Execution = One time only
*Booking Status = No Change
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Send an a message (Email or SMS sms) to Guest when booking made guests that have Checked-out 30 days or more than 7 days in advance====
</div>
<div class="mw-collapsible-content">
*Send Message tab or SMS tab:*Update details as appropriate</div><= Booking API/div>Smart Email
*Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- It is possible to use the same details as in the Plain text box above. Template variables can be used [[Template_Variables| see here]] '''SMS tab or :''' Please note a charge applies per SMS message. *Send SMS tabMessage :Enable*Update details as appropriatePhone Number : This is the phone number that will receive the SMS notification.</div></div>This is a global service and the notifications can be sent to almost phone in any country.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Send an Email a Request for payment to your guests from Channelsfor all bookings====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 1 day*Booking Source = Channel Manager
Booking tabSource:*Execution = One time only*Booking Status Source = No Change ALL (or select the booking source/Channel)
'''Message tab: ''' Update details as appropriate*Send Message = Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email = Guest address the message is sent to the guests Email address.*Enter you textIf only a masked Email address is available the message sends via the channels API messaging systems if possible. If you are using no connection to a messaging system is available the message will send to the Email address from the "Additional InformationMail & Actions" function SETTINGS->PROPERTIES->ROOMS->SET UP tab of the Email. Messages to the Email address entered in the field "Unit NamesInternal" you can use template variables are sent via Email.
https://beds24.com/bookpay.php?bookid=[BOOKID]
*HTML Message or SMS tab(Send Email) Email Subject - enter the subject for your GuestsEmail Text :Enter - enter the details Email text you want wish to sendto 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: (optional)'''
*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" > ====Send a Request for payment to your guests for all bookingsupdate the guest's credit card as it will expire before checkin====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Time:*Trigger Event = After Booking(not after check-in)
*Trigger Time = Immediate
*Trigger Window = 1 day Booking Source = ALL (or select the booking source/Channel)
Booking Souce: *Booking Source = ALL (or select the booking source/Channel) '''Message tab: ''' *Send Email = Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email. *Plain text box (Using Message API)Subject - enter the subject for your GuestsPlain Text Message :- enter the Message text you wish to send to your guests including the payment link https://beds24.com/bookpay.php?bookid=[BOOKID]&g=cc You can find extra options to add to the payment link if you want to refine the details https://wiki.beds24.com/index.php/Category:Payments#Payment_Request
*HTML Message (Send Email ) Edit Email Subject - enter the subject for your GuestsEdit Email Text : select - enter the Email text you wish to send to your guests including the appropriate optionpayment link
'''Booking tab:'''
*Execution = One time only
*Flag Colour - choose the flag colour
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
'''Booking Info tab:'''
*Booking Info Code = NEWCARDREQ
*Booking Info Text = New credit card requested
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Send a Request for payment to your guests XX days before arrivalcheck-in====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Time:
*Trigger Event = Check-in
*Trigger Time = -42
*Trigger Window = 1 42 day Booking Souce: *Booking Source = ALL (or select the booking source/Channel) '''Message tab:''' *Send Email = Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email. *Plain text box (Using Message API)Subject - enter the subject for your GuestsPlain Text Message :- enter the Message text you wish to send to your guests include the payment link
*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
[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 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" >
====Send a Request for payment to your guests XX days after booking====
</div>
'''Create Auto Action one'''
'''Trigger tab:'''
*Trigger Event = Booking (but not after check-in)
*Trigger Time = +7 days
*Trigger Window = 1 day
*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 = Booking API/Smart EmailIf 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)Subject - enter the subject for your GuestsPlain Text Message :- enter the Message text you wish to send to your guests include the payment link https://beds24.com/bookpay.php?bookid=[BOOKID]
*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
[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
'''Create additional Auto Actions for each period you want to trigger'''
'''Create Auto Action 2 (and 3, 4, 5 - how may many you need) '''
*Trigger Time = +14 days (days you want to collect the payments)
*Trigger Window = 1 day
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' *Trigger Event = Check-in*Trigger Time = -1 days*Trigger Window = 1 day *Booking Source = ALL (or select the booking source/Channel)*Status = All not cancelled '''Message tab''': Whatever 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. *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 wantrequire. 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 [[Template_Variables| see here]] '''Booking info tab: (Optional)''' *Booking Info Code = SECDEPOSIT (for example)*Booking Info Text = Security deposit request sent.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Assign invoice numbersSend an email to the guest email address when a payment FAILS at Stripe====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = Check-outAfter Booking
*Trigger Time = Immediate
*Any Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = CHECKOUT STRIPEFAIL, CARDFAILSTRIPE '''Message tab:''' Update details as appropriate*Send Message = Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address.If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email. *Plain text box (optional only Using Message API) Subject - enter the subject for your GuestsPlain Text Message :- enter the Message text you wish to send to your guests including the payment link https://beds24.com/bookpay.php?bookid=[BOOKID] You can find extra options to add to the payment link if you use want to refine the details https://wiki.beds24.com/index.php/Category:Payments#Payment_Request *HTML Message (Send Email) Email Subject - enter the checksubject for your GuestsEmail Text :-out functionenter 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, if not leave blank)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" > ====Group check-Send an Email in the guests language to an internal Email address ====
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This requires the master booking to be checked-in via uses a smart template variable. In this example we check whether the check-guest booked in functionFrench. If yes, then we send a French text. If no, we send an English text.
'''Trigger tab:'''
Time:*Trigger Event = After Booking*Trigger Time = immediatelyImmediate*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Group bookings" = Trigger all on master*Info Code = CHECKIN1
Booking info Source:*Booking Source = All (for example) Booking Conditions:*Booking Status = All Not Cancelled Booking Fields:*Booking Field Contains - select "Language" in the next field enter: the short code for the language this Auto Action is for. '''Message tab : '''Enter the message in the appropriate language under your default language. *Send Message = Internal Only *Info Code Internal Email Address = CHECKINenter the email address this message should be sent to.</div></div>*Email Subject - enter the subject for your Guests *HTML box - Email will be sent
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====Send Email to all current guest SMS in a certain language (if it is the language of the booking) 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. '''Trigger tab:''' Set the rules to when this Auto Action should trigger. Time:*Trigger Event = Check-inBooking
*Trigger Time = Immediate
*Trigger Window = 14(the max number of days your guests can stay)1 *Booking Source = All:*Booking Status Source = All but not cancelled(for example)*Group bookings = Trigger all on master*Any Booking Info Code = CHECKINConditions:*Exclude Booking Info Code Status = CHECKOUT All Not Cancelled
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<div class="headline-collapse" > ====Send Email with a PDF attachmentRemotelock/Lockstate, Nuki PIN or Chekin Link 2 days before Check-in (Self Checkin) - ''Select from the predefined template'' ====
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'''Trigger tab:'''
Message tabText : *Send Email = Guest API/Smart Email (or one of - enter the other options)*Attachment = Select an option from the drop down list. *EMail Subject = Enter the appropriate details *Email Text = Your text which includes the details for you wish to send to your current guestsinclude 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]]
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<div class="headline-collapse" > ====Add CHECKIN Booking info Send Pin code to bookings guest, 2 days before Check-in (Self Checkin) ====
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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:''' Time:-
*Trigger Event = Check-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 Souce :-
*Booking Source = All
*Booking Status = All but not cancelled
Booking Conditions:-
*Group bookings = Trigger all on master
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<div class="headline-collapse" > ====Add CHECKOUT Booking info code Send Email to bookings guests with check-in details 2 days before Check-in, booking paid/no outstanding balance ====
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*Booking Source = All
*Booking Status = All but not cancelled
Booking Conditions:-
*Group bookings = Trigger all on master
*Invoice Balance = Zero
'''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
*Send Message = Booking API/Smart Email
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
*Subject - enter the subject for your Guests - Your access code (your text)
*Plain text box - will send to channels using Message API
Message Text :- enter the text you wish to send to your guests. This can include 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 :- Enter the text you wish to send to your guests this can include URLs. Include any information that is important for the checkin of the guest, for example the Key code 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]]
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<div class="headline-collapse" > ====Use API/Webhook Send Email to write to the field 'Message'guests with check-in details 2 days before Check-in, Security Deposit Authorised at Stripe ====
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Time:-*Trigger Event = Check-in*Trigger Time = You need two keys to use our API JSON functions - one for 2 (the API itself and one for number of days before check-in you want to sent the property. The keys have to consist of 16 characters of your choosing.<br>code or link) *Trigger Window = 2 '''API keyBooking Source:'''*SETTINGS -> ACCOUNT -> ACCOUNT->ACCESS "API Key 1"*API Key Booking Source = my_very_secret_api_keyAll*API Key Access Booking Status = allow any IPAll but not cancelled Booking Conditions:- *IP Whitelist Group bookings = [leave empty] Trigger all on master*Allow Writes Invoice Balance = YesZero Info codes :-*Property Access Any Booking Info Code = Owned by this account onlySTRIPEAUTHORIZE *'''Property keyMessaging 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. *Settings > Properties > Access > propKey Send Message = secret_key_for_prop_XXXXXXBooking API/Smart Email
* URL = <nowiki>httpsPlain text box - will send to channels using Message API Message Text ://api- enter the text you wish to send to your guests.beds24.com/json/setBooking</nowiki>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, template variables can be used, see the list of ALL template variables that can be used [[Template_Variables| see here]] * Custom Header = HTML box - Email will be sent Email Text :- Enter the text you wish to send to your guests this can include URLs. Include any information that is important for the checkin of the guest, for example the Key code 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 [[leave emptyTemplate_Variables| see here]]
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<div class="headline-collapse" > ====Use API/Webhook Send Email to write the value of the 'commission' field to a new invoice itemall current guest (Check-in) ====
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Booking Source Conditions: *Group bookings = Trigger all on master*BookingStatus = All but not cancelled Info Codes: *Any Booking Info Code = CHECKIN*Exclude Booking Info Code = CHECKOUT '''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Send Message = Booking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests include URL.comTemplate variables can be used [[Template_Variables| see here]] *HTML box - Email will be sent
<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></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send invoice after check-out - PDF attachment - ''Select from the predefined template'' ====</div><div class="mw-collapsible-content"> You can send Invoice as an attachment to your Guests. Setup your Invoice go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> INVOICING '''Trigger tab:''' Time:*Trigger Event = Checkout*Trigger Time = Immediate +8hrs*Trigger Window = 1 day Booking Source:*Booking Source = All (or select the appropriate channel/Direct) Booking Conditions:*Group bookings = Trigger all on master*Booking Status = Confirmed Info Codes:*Any Booking Info Code = CHECKOUT '''Messaging tab:''' *Send Email = Guest email - (or one of the other options) *Attachment = Invoice Template 1 *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. Template variables can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]] <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkout to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings. 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.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email with Booking Registration Form - PDF attachment====</div><div class="mw-collapsible-content"> 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 = Booking*Trigger Time = Immediate*Trigger Window = 1 day Booking Source:*Booking Source = All (or select the appropriate channel/Direct) Booking Conditions:*Group bookings = Trigger all on master*Booking Status = All but not cancelled '''Messaging tab:''' *Send Message = Guest API/Smart Email (or one of the other options) If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Attachment = Select Booking Template from the drop down list. *Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]] *Body Data 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. 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.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email after the cleaner has cleaned the room====</div><div class="mw-collapsible-content"> To send an automated Email to the guest then they can check you/the cleaner have to add a unit status to the room when it is ready. In this example we used the unit status clean '''Trigger tab:''' Time:*Trigger Event = Checkin*Trigger Time = Immediate*Trigger Window = 1 Booking Source:*Booking Source = All Booking Conditions*Group bookings = Trigger all on master*Booking Status = All but not cancelled Booking Fields:*Template Variable = [UNITSTATUS1] Contains = clean '''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 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 *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- It is possible to use the same details as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]] *Attachment :- if you want to send a Booking/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.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to your guest - Upselling additional nights - nights available after checkout ====</div><div class="mw-collapsible-content"> To send an automated Email to the guest confirming that it is possible to extend 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 Booking Fields:*Template Variables = [IFBETWEEN:[TURNOVERDAYS]:0:3:yes|no|no] equal yes This template variable tests if there is 3 days between the guest booking and the next booking. '''Message tab:''' 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. *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 [NUMNIGHT] nights from [FIRSTNIGHTSHORT] 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 [[Template_Variables| see here]] [IF<=:[TURNOVERDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [TURNOVERDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. '''Booking Info Tab : Optional '''*Booking info code =EXTRANIGHTS *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to your guest - Upselling additional nights - nights available before checkin ====</div><div class="mw-collapsible-content"> To send an automated Email to the guest confirming that it is possible to extend 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 Booking Fields:*Template Variables = [IFBETWEEN:[VACANTDAYS]:0:3:yes|no|no] equal yes This template variable tests if there is upto 3 days from previous checkout to check in of current booking. '''Messaging tab :- '''*Send Message = Guest 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 "authenticationMail & Actions"tab of the Email. *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 [LEAVINGDAYSHORT] is currently available for up to [VACANTDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. *HTML Box [IF<=:[VACANTDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [VACANTDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. '''Booking Info Tab :- Optional'''*Booking info code = EXTRANIGHTS, *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to your guest - Offering Early Checkin ====</div><div class="mw-collapsible-content"> To send an automated Email to the guest confirming that it is possible to have an Early Checkin as room is available the day of before 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. Trigger Tab :- *Trigger Event = Checkin (depending on when you want to notify the guest)*Trigger Time = -2 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 2*Booking Source = All *Booking Status = All but not cancelled*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. 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 template variables to modify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails) Dear, [GUESTNAME], We are very happy to offer you 'Early Check-in' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK]. If you would like checkin early for your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EARLYARRIVAL’ for the special Price.Best regards, [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS],[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY]. Email :-[PROPERTYEMAIL]Website :- [PROPERTYWEB] Booking Info Tab :- Optional*Booking info code = EARLYARRIVAL, *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Early Checkin </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to your guest - Offering Late Checkout ====</div><div class="apiKeymw-collapsible-content"> To send an automated Email to the guest confirming that it is possible to have a Late Checkout as room is available the day of departure. This example uses fixed values that you 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 :- *Trigger Event = Checkout*Trigger Time = -1 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 1*Booking Source = All *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. 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 template variables to modify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails) Dear, [GUESTNAME], We are very happy to offer you 'Late Check-out' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK]. If you would like a late checkout, then please send an email to our Reservations team [PROPERTYEMAIL] confirming you would like the Late Checkout, provide your Booking Reservation Number [BOOKID] and Offer ‘LATECHECKOUT’ for the special Price. Best regards, [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS],[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY]. Email :-[PROPERTYEMAIL]Website :- [PROPERTYWEB] Booking Info Tab :- Optional*Booking info code = LATCHECKOUT, *Booking Info Description = Upsell email sent [CURRENTDATE] : [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Late Checkout </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to your guest - Offering Late Checkout Only on a Sunday when there is no new arrival ====</div><div class="my_very_secret_api_keymw-collapsible-content"> To send an automated Email to the guest confirming that it is possible to have a Late checkout on Sundays as the room is available on the day of departure. This auto action will create a new booking for the date of departure, closing the calendar to any other bookings. The URL link in the message tab, will send the guest to your guest booking page with set conditions, the leaving date of the existing booking, the room id of the existing booking and the Offer you have created for the LateCheckout. This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. '''Step 1: ''' Create a new offer in {{#fas:cog}} (SETTINGS) > PROPERTIES > OFFERS *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 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 = Checkout*Trigger Time = -1 days (depending on when you want to notify the guest,in this example 2 days before arrival)*Trigger Window = 1*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=:[LEAVINGDAY:{%a}]:Sun:|[IF>=^[TURNOVERDAYS]^1^yes~no]] equal yes This template variable tests if the departure day is a Sunday and there is at least 1 day between the existing guest booking and the next booking. Message tab :- *Send Email = Guest API/Smart Email (or one of the other options)*EMail Subject = Enter the appropriate details *Email Text = Your text, using the template variables to modify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails) Dear, [GUESTNAME], 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="propKey"style="color: #f3e504; font-size: 150%;"secret_key_for_prop_XXXXXX>{{#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) Enter your Booking Reservation Number [BOOKID] into the Booking id box on the booking page. Best regards, [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME] Email :-[PROPERTYEMAIL] Website :- [PROPERTYWEB] Booking Info Tab :- Optional*Booking info code = LATCHECKOUT, *Booking Info Description = Upsell email sent [CURRENTDATE]: Late Checkout </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to your guest - On a Wednesday (Cleaner is due/Rubbish Collection is due) ====</div><div class="mw-collapsible-content"> 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. You will need to check for the day of the week. If the booking is for more than 1 week, you will need multiple auto actions as an email will only be sent once, it is not possible to trigger multiple times. '''Step 1: ''' Create the Auto Action Trigger Tab :- *Trigger Event = Checkin*Trigger Time = Immediate *Trigger Window = 8 days*Booking Source = All *Booking Status = All but not cancelled *Template Variables = [IF=:[CURRENTDATE:{%u}]:3:yes|no] equal yes %u ISO-8601 numeric representation of the day of the week 1 (for Monday) through 7 (for Sunday) This template variable tests if the current day is a Wednesday. 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 template variables to modify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails) Dear,[GUESTNAME], Hope you are enjoying your holiday at [PROPERTYNAME]. We would like to remind you that the cleaner is due to visit you on Thursday morning between 10am and 12am. Best regards, [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME] Email :-[PROPERTYEMAIL] Website :- [PROPERTYWEB] Booking Info Tab :- Optional*Booking Info code = CLEANWED1*Booking Info text = Reminder that cleaning is due on the first Thursday of their stay. This can be used to trigger the next auto action if the duration of their holiday is more than 1 week. Include the Booking Info code in the Trigger tab of the next auto action. </div></div> ===Send an email to the Owner/Internal email address ===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an email to the Owner/Internal email address when a payment FAILS at Stripe====</div><div class="mw-collapsible-content"bookId> Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = STRIPEFAIL, CARDFAILSTRIPE Messaging tab:*Send Message = Internal*Internal Email Address = enter the email address to receive the notification*Subject = Failed Stripe Payment*HTML Box = Enter the text to be sent, you can use template variables in this message, for example [BOOKID] - booking reference number[GUESTNAMES] - name of all guests in the booking on the "summary" tab of the booking[FIRSTNIGHT][LASTNIGHT] Booking tab: (optional)*Execution = One time only*Flag Text = Stripe Payment Failed*Flag Colour - choose the flag colour</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an email to the Owner/Internal email address when a guest completes a Payment Authorisation at Stripe====</div><div class="mw-collapsible-content"> Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = STRIPEAUTHORIZE Messaging tab: *Send Message = Internal*Internal Email Address = enter the email address to receive the notification*Subject = Stripe Payment Authorisation*HTML Box = Enter the text to be sent, you can use template variables in this message, for example [BOOKID] - booking reference number[GUESTNAMES] - name of all guests in the booking on the "summary" tab of the booking[FIRSTNIGHT][LASTNIGHT] Booking tab: (optional)*Execution = One time only*Flag Text = Stripe Authorised*Flag Colour - choose the flag colour</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an email to the Owner/Internal email address for a new booking====</div><div class="mw-collapsible-content"> Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source = All*Booking Status = All but not cancelled Messaging tab:*Send Message = Internal*Internal Email Address = enter the email address to receive the notification*Subject = New Booking*HTML Box = Enter the text to be sent, you can use template variables in this message, for example [BOOKID]- booking reference number[GUESTNAMES] - name of all guests in the booking on the "summary" tab of the booking[FIRSTNIGHT][LASTNIGHT] </div></div> ===Booking Info Codes===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add CHECKIN Booking info code to bookings ====</div><div class="mw-collapsible-content"> If you need to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set the Booking info code rather than use the Current guest module in the dashboard. Trigger tab:*Trigger Event = Check-in*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source = All*Booking Status = All but not cancelled*Group bookings = Trigger all on master Booking Info tab: *Booking Info Code = CHECKIN*Booking Info Text = Auto Checkin</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add CHECKOUT Booking info code to bookings ====</div><div class="mw-collapsible-content"> If you need to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set the Booking info code rather than use the Current guest module in the dashboard. Trigger tab:*Trigger Event = Check-out*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source = All*Booking Status = All but not cancelled*Group bookings = Trigger all on master Booking Info tab: *Booking Info Code = CHECKOUT*Booking Info Text = Auto Checkout</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Group check-in - ''Select from predefined templates'' ====</div><div class="mw-collapsible-content">This requires the master booking to be checked-in via the check-in function. '''Trigger tab:''' *Trigger Event = Checkin*Trigger Time = immediate*Time Window = 1 day Booking conditions:*Booking Source = All*Booking Status = All but not cancelled *Group bookings" = Trigger all on master if group*Info Code = CHECKIN '''Booking info tab : ''' *Booking Info Code = CHECKIN*Booking Info Text = Group checked in</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Identify Repeat Guest ====</div><div class="mw-collapsible-content">This requires you to use the Guest database. Trigger tab: *Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Group bookings" = Trigger all on master*Template Variable = [GUESTSID1] greater than 0 Booking info tab : *Info Code = REPEAT</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Identify bookings with Custom Question ticked/unticked ====</div><div class="mw-collapsible-content">If you have a custom question with a 'Tick box' for example,they want a late checkin. Setup the custom question in {{#fas:cog}} (SETTINGS) PROPERTIES -> BOOKING QUESTIONS -> CUSTOM QUESTIONS -> Custom question 1, set with TYPE = Tick Box. Trigger tab: *Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Group bookings"= Trigger all on master*Template Variable = [GUESTCUSTOMQ1] equals ticked (or) not ticked Booking info tab : *Info Code = LATECHECKIN</div></div> ===Add invoiceitems to a booking === <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a fee to all bookings from a channel====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Expedia (for example) Invoice tab:*Add Invoice Item = Add new*Type = Amount*Description = Cleaning fee (for example) - Template variables can be used. *Amount = 50 (for example - the amount of your cleaning fee)*per = Room*Period = one time*VAT = 19% (for example - enter the VAT amount if applicable) The fee will be added the next time the auto actions run. </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a fee (Penalty) to all bookings with an Outstanding Balance==== </div><div class="mw-collapsible-content">You want to add a 2.2% fee to all bookings if there is an outstanding balance 2 days prior to checkin. Trigger tab: Time :*Trigger Event = Checkin *Trigger Time = -2 days*Trigger Window = 2 days Booking Conditions:*Status = All not Cancelled *Invoice Balance = Not Zero Invoice tab:*Type = Amount*Description = Payment Fee||[INVOICEBALANCE:2.2%]*Amount = 0 (leave as 0 so the value is set from the calculation in Description field)*Per = Room*Period = one time*VAT = 19% (for example - enter the VAT amount if applicable) The fee will be added the next time the auto actions run. </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a negative value to Direct bookings for Stripe Charges==== </div><div class="mw-collapsible-content">You want to add the Stripe fee to all Direct bookings to show total value of booking, i.e. if you want to show the booking value. In this example the Stripe charge will be added as a negative figure. Trigger tab: Time :*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1 day Booking Conditions:*Status = All not Cancelled Booking Source:{*Booking Source = Direct Invoice tab:*Type = Amount*Description = Stripe Fee||[INVOICECHARGESNUM:-3%]*Amount = 0 (leave as 0 so the value is set from the calculation in the Description field)*Per = Room*Period = one time*VAT = 19% (for example - enter the VAT amount if applicable) The fee/charge will be added the next time the auto actions run. </div></div> ===Modify description/values of an existing invoice item in a booking === <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Update the Description field of a charge/invoice item==== </div><div class="mw-collapsible-content"> In some cases Channel bookings have different descriptions for the same charge item - i.e. Cleaning, update the description field in the invoice item so they all match, using the format (findthisinvoicedescription^replacewiththisdescription) Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Expedia (for example) Invoice tab:*Add Invoice Item = Update Only*Type = Change Description *Description = Cleaning^Cleaning Service Fee*Invoicee = Ignore (otherwise you can add a specific Invoicee to limit the search) </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Update all values of a charge/invoice item==== </div><div class="mw-collapsible-content"> You need to change the charges in bookings due to an update in your prices. Tourist Tax (for example), update the descriptionfield and value using the format (findthisinvoicedescription^replacewiththisdescription) Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Time Window = 365*Check In From = Select the first date of the Summer Season*Check In To = Select the last date of the Summer Season *Booking Source = Expedia (for example) Invoice tab:*Add Invoice Item = Update Only*Type = Change All *Description = Tourist Tax^Tourist Tax - Summer season 2022 (for example) *Amount = 0.75*Per = Per Person*Period = One time*Invoicee = Ignore (otherwise you can add a specific Invoicee to limit the search) </div></div> ===Payments/Pending Payments=== <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a pending payment====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking or Before Check-in*Trigger Time = set the time you want to collect the payment*Booking Source =All (for example, you can also set different rules for different channels)*Group Booking Trigger = Trigger only Master (this will trigger on individual bookings and Master booking if a group) Booking Info tab: OptionalAdd a booking info tab for information and reporting*Flag Text = PendingPayment (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Booking tab: Optional*Booking Info Code = PENDPAY*Booking Info Text = Pending payment added Invoice tab: *Payment Type = select on what the payment is calculated (Percent of Balance due OR Group balance if you receive Group bookings)*Description = the text you will see in the "Charges and Payments" tab*Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = enter the amount or percentage you want to collect*Payment Rule = use auto or manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here *Payment Due = Set when the payment is due Create a Payment Rule to collect a payments when bookings are not cancelled. Go to Settings > Payments > Payment Rules Payment Rule : Name = Enter your title - Not Cancelled (for example)Action = Auto Payment Trigger : *Booking Status = All not cancelled*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action : *Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a BookingInfo item to the booking on failure </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a pending payment - Set the Security Deposit value based on the price of the booking, using a calculation ====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking or Before Check-in*Trigger Time = set the time you want to collect the payment*Booking Source =All (for example, you can also set different rules for different channels) Booking tab: Optional*Flag Text = PendingPayment (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Booking Info tab: OptionalAdd a booking info tab for information and reporting*Booking Info Code = PENDPAY*Booking Info Text = Pending payment added Invoice tab:*Payment Type = fixed value*Description = Security Deposit||[IF<=:[INVOICEFIRSTITEMNUM]:800:200|[INVOICEFIRSTITEMNUM][/.com Commission0]4] (Security Deposit is the description, then 2 | symbol, then the calculation for the 'Amount' to be set.) This calculation, tests if the first invoice item value (usually the Accommodation value) is greater than or = 800 if so set the Security Deposit Amount = 1 quarter of the first invoice item value, otherwise set = 200. <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> <span style="font-weight: bold;" >Tip</span> A price value for the invoice item can be specified after a second pipe (|) symbol, this can be used to calculate a price using template variables. If the price value in the description field is zero or absent, the numeric value from the amount field will be used. *Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = 0*Payment Rule = use auto or manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) Payments > Payment Rules they will be available here *Payment Due = Set when the payment is due Create a Payment Rule to collect a payments when bookings are not cancelled. Go to Settings > Payments > Payment Rules Payment Rule : Name = Enter your title - Not Cancelled (for example)Action = Auto Payment Trigger : *Booking Status = All not cancelled*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action : *Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Collect outstanding booking balance 3 days prior to arrival( Credit card details were collected at time of booking)====</div><div class="mw-collapsible-content"> ''''Create a Payment Rule (Optional)'''' Standard payment rules in the system are Auto & Manual, you can create additional rules for the collection of outstanding payments, you can control the collection of payments if the booking status is changed,for example the booking is cancelled before the final payment is due to be collected. Go to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES Create a Payment Rule to collect payments if bookings are not cancelled. Click '''Create New Payment Rule''' : Payment Rule:*Name = Enter your title - Not Cancelled (for example) *Action = Auto Payment Trigger :*Booking Status = All not cancelled*Any Booking Info Code (optional)*All Booking Info Codes (optional)*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action :*Funding Source = Guest card only*Payment value adjustment = Limit to group booking balance*Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure Prevent Auto Payment :*Prevent payment if booking status = Cancelled*Prevent payment after check-out (days) = 7 (default)*Prevent payment action = Set Manual '''Create Auto Actions ''' Collect the outstanding balance for bookings created via your booking page. Go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTIONS and click '''Create New Action''' to create them. '''Collect outstanding balance for direct bookings''' Trigger tab:*Time**Trigger Event = Checkin**Trigger Time = -3 days (set the time you want to collect the payment)**Time Window = 3 days (set this to the same number (positive) as Trigger time. *Booking Source**Booking Source = Direct. You can have different auto actions/rules for direct bookings -v- channel bookings, then select ‘Direct’ this will include manually created bookings and booking page bookings. *Booking Conditions**Group Booking Trigger = Trigger only Master**Status = All not cancelled**Invoice Balance= Not Zero (can be used to refine the auto action being triggered) Booking tab: Optional*Flag Text = Pending payment added (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Booking Info tab: Optional, for information and reporting*Booking Info Code = BALANCE (for example enter the value - use one word only)*Booking Info Text = Enter the description/text to show in for the Booking Info Code. Invoice tab: <div class="warning">{{#fas:exclamation-triangle}} ONLY use Payment Type =‘ Percent of Group balance due’ if you selected Trigger tab > Booking Conditions > Group Booking Trigger = Trigger Only Master.</div> *Add a Pending Payment to the booking**Payment Type = Percent of Group Balance due (select on what the payment is calculated) **Description = the text you will see in the "Charges and Payments"tab**Status = if you use the status function add the statusyou want to apply to the pending payment (optional)**Amount = 100 (this will be 100% of the outstanding group balance) **Payment Rule = Not Cancelled - See Step 4 above (if you have set up payment rules in {{#fas:cog}} (SETTINGS) PAYMENTS ->PAYMENT RULES they will be available here) **Payment Due = Trigger date**Payment time = set the time to collect payment**Invoicee = If you use the "invoicee" function you can select which invoicee the pending payment will be assigned to. </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ===='Capture' a Security Deposit when Credit card is collected at time of booking. ====</div><div class="mw-collapsible-content"> Trigger tab:*Trigger Event = After Booking *Trigger Time = immediate*Booking Source =All (for example, you can also set different rules for different channels) Info Codes:Any Booking Info Code = CARDTOSTRIPE Invoice tab: *Payment Type = Fixed amount*Description = Security Deposit (the text you will see in the "Charges and Payments"tab)*Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = 100 (balance is full price so 100% of the balance)*Payment Rule = Security Deposit (Create a Payment Rule,see below) *Payment Due = check in <span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> Automatic collection is only available for customer who use [[Stripe]]. Create a Payment Rule to 'Capture' a payment only. Captured payments will only be valid for 7 days, then it will expire, if the booking is for a longer period, then you can create a second Capture, you will need to create another auto action for this. Go to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES Payment Rule : *Name = Enter your title - Security Deposit (for example)*Action = Auto Payment Trigger :*Booking Status = select from the drop down list*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action :*Capture = Yes/No - immediately charged (Capture=Yes), if you want to make sure that the amount is available for later capture (Capture=No) *Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse"qty> ====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 = 1day 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 "priceAPI 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 = [COMMISSIONNUMIF>:[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="vatRateheadline-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"7.00 Trigger tab:*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All not cancelled*Invoice Balance = Any Payment made Booking tab:*Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when a payment FAILS at Stripe - ''Select from predefined template'' ====</div><div class="mw-collapsible-content"> '''Trigger tab:''' *Trigger Event = Booking (but not after check-in)*Trigger Time = Immediate*Trigger Window = 999 Booking Source:*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = STRIPEFAIL,CARDFAILSTRIPE '''Booking tab:''' *Execution = One time only*Flag Text = Stripe Payment Failed*Flag Colour - fee0dd</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag to Booking.com bookings and auto report the Credit Card when a payment FAILS at Stripe====</div><div class="mw-collapsible-content"> Go to Settings > Channel Manager > Preferences and set Auto report failed cards = Yes '''Trigger tab:''' *Trigger Event = Booking (but not after checkout)*Trigger Time = Immediate*Trigger Window = 999 Booking Source:*Booking Source = Booking.com Booking Conditions:*Booking Status = All not cancelled*Booking Info Code = BOOKINGCOMCARD '''Booking tab:''' *Execution = One time only*Flag Text = Failed CC reported to Booking.com *Flag Colour - choose the flag colour</div></div> ===Status changes===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ==== Change the status of all "Request" bookings to "Cancelled" after three days ====</div><div class="mw-collapsible-content">Trigger tab*Trigger Event = Booking*Trigger Time = 3 days*Booking Status = Request Booking tab:*Execution = One time only*Booking Status = Cancelled</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ==== Change the status of all bookings which have been imported from Ical to "Request" ====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Ical Import (1, 2, 3) Booking tab:*Execution = One time only*Booking Status = Request Booking changes are applied before the mail is sent.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ==== Change Room Unit Status when guest checks out ====</div><div class="mw-collapsible-content">Trigger tab*Trigger Event = Check-out*Trigger Time = Immediate*Trigger Window = 1 day*Booking Status = All but not cancelled*Any Booking Info Code = CHECKOUT Booking tab:*Execution = One time only*Change Room Unit Status = Select the option It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkin to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.</div></div> ===API/Webhook===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Use API/Webhook to write to the field 'Message'====</div><div class="typemw-collapsible-content"> You can use a webhook in conjunction with the API JSON function '''setBooking''' to write to any field in the booking. First you have to configure access to the API: You need two keys to use our API JSON functions - one for the API itself and one for the property. The keys have to consist of 16 characters of your choosing.<br> '''API key:'''*{{#fas: cog}} (SETTINGS) ACCOUNT -> ACCOUNT->ACCESS "0API Key 1"*API Key = my_very_secret_api_key*API Key Access = allow any IP*IP Whitelist = [leave empty]*Allow Writes = Yes*Property Access = Owned by this account only*'''Property key:'''*{{#fas:cog}} (SETTINGS) PROPERTIES > ACCESS > propKey = secret_key_for_prop_XXXXXX Set the triggers you need,for example: Booking Field Contains: Message = XXX Set the webhook like this: * URL = <nowiki>https://api.beds24.com/json/setBooking</nowiki>* Custom Header = [leave empty] Body Data::{::"invoiceeIdauthentication":::{:::"apiKey": "my_very_secret_api_key",:::"propKey": "secret_key_for_prop_XXXXXX"::},::"bookId": "[BOOKID]",::"message": "[MESSAGE] - Append this message"
:}
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<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Use API/Webhook to write the value of the 'commission' field to a new invoice item====
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<div class="mw-collapsible-content">
You can create a new invoice item that contains the price of the channel's commission as a negative value to subtract it from the room price. You use the API JSON function '''setBooking''' for this. First you need to configure access to the API:
You need two keys to use our API JSON functions - one for the API itself and one for the property. The keys have to consist of 16 characters of your choosing.<br>
'''API key:'''
*{{#fas:cog}} (SETTINGS) ACCOUNT -> ACCOUNT->ACCESS "API Key 1"
*API Key = my_very_secret_api_key
*API Key Access = allow any IP
*IP Whitelist = [leave empty]
*Allow Writes = Yes
*Property Access = Owned by this account only
*'''Property key:'''
*{{#fas:cog}} (SETTINGS) PROPERTIES > ACCESS> propKey = secret_key_for_prop_XXXXXX
Set the triggers you need, for example:
Booking Source = Booking.com
Set the webhook like this:
*URL = <nowiki>https://api.beds24.com/json/setBooking</nowiki>
*Custom Header = [leave empty]
*Body Data =
:{
::"authentication":
::{
:::"apiKey": "my_very_secret_api_key",
:::"propKey": "secret_key_for_prop_XXXXXX"
::},
::"bookId": "[BOOKID]",
::"invoice":
::[
:::{
::::"description": "Booking.com Commission",
::::"status": "",
::::"qty": "1",
::::"price": "-[COMMISSIONNUM]",
::::"vatRate": "7.00",
::::"type": "0",
::::"invoiceeId": ""
:::}
::]
:}
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<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Use Auto Action/Webhook to write to send data to Integromat====
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<div class="mw-collapsible-content">
You can use this option to send data to your Integromat account.
Set the rules in the Trigger tab, when you need to send the data to Integromat.
Go to Webhook tab:
URL = https://hook.integromat.com/ followed by your integromat account key.
Body Data = you can use the template variables allows in the list for Integromat [[https://wiki.beds24.com/index.php/Make#Data_Fields Data fields]]
For example :-
bookingData={
"bookId":"[BOOKID]",
"guestMobileNum":"[GUESTMOBILENUM]",
"guestMobile":"[GUESTMOBILE]",
"guestSMS":"[GUESTSMS:44]",
"guestFirstName":"[REPLACE|&|and|[GUESTFIRSTNAME]]",
"propertyName":"[PROPERTYNAME]",
"propertyId":"[PROPERTYID]",
"firstNight":"[FIRSTNIGHTSHORT]",
"lastNight":"[LEAVINGDAYSHORT]"
}
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===Testing for Modified bookings===
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<div class="headline-collapse" >
====Use Template Variables to test for Modified bookings====
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<div class="mw-collapsible-content">
You can test if the booking has been modified, adding a booking info code to the booking will then allow you to trigger other auto actions, run reports etc.
Trigger tab
*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)
*Time Window = 365 days
*Booking Status = All not cancelled
*Template Variables [IF>^[MODIFYDATE:{%Y-%m-%d %H:%M:%S}]^[CURRENTDATE:-1day{%Y-%m-%d %H:%M:%S}]^yes~no] equal yes
Booking tab: (Optional)
*Flag text = (enter the text you require)
*Flag Colour = Set as required
Booking Info tab : (optional)
*Booking Info Code = MODIFIED
*Booking Info Text = Booking modification
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