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An Auto actions have one or more trigger conditions and one or more actions. They can be triggered on a number of different conditions, like property, time or booking related conditions. Auto Actions can *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 Auto Actions. Setup one Auto Action is an to trigger on multiple/all properties/rooms with the property specific details, using the [[Template Variables]]. This removes the need to duplicate your auto actions for each Property. Reducing the ongoing management, multiple copies of the same auto action will require you to edit/modify each auto action rather than update one auto action which . Using 'Group Keywords' you can refine the triggers in the Auto Action to include/exclude properties if the purpose/message in the Auto action needs to be programmed different. <span style="color:#019cde; font-size: 150%;“ >{{#fas:info-circle}} </span> Auto Actions are not designed as real-time actions. They are sent in batches at times so we recommend you set your triggers to allow for this. == Setup ==Go to run at {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTION *Click 'Add New Action' button. You can choose whether you want to start with an empty Auto Action or whether you want to use a template that you can customise further. *To MODIFY an Auto Action, scroll to the Auto Action and click on "Edit", make the changes and click SAVE. *To create a specific time relative COPY of an Auto Action, click "Edit" on an existing auto action, scroll to the time bottom of the bookingpage and click 'Save as copy'. *To DELETE an Auto Action, click "Edit" on an existing auto action, scroll to the check in date or to bottom of the check out datepage and click 'Delete'. '''Trigger Action : '''
Auto actions have one or more trigger conditions and one or more actions. They can be triggered on a number of different conditions, like property, time or booking related conditions. Actions You can be choose to send pre-drafted emails or SMS, change booking or invoice information trigger an auto action automatically or run webhooksmanually.
Go *'''Manual:''' If set to SETTINGS > GUEST MANAGEMENT > AUTO manual actions can be triggered manually from the MAIL/ACTION and click on "Edit" to modify an existing auto action or on "Create New Action" to set up a new auto actiontab of each booking.
'''===Setup Outgoing Email Service - Required for sending Emails via Auto sendingActions===Go to {{#fas:''' cog}} (SETTINGS) ACCOUNT -> OUTGOING EMAIL and follow the instructions to connect your email address/account to Beds24.
'''Before setting up an auto action please note<span style="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.
"Booking Source" = "Direct" applies '''Property, Room, Unit''' You can refine the use of the Auto Actions only Action, by specifying if it should trigger on specific properties or all properties/rooms. You can select if it should trigger on All properties, All Owned by, All visible in account or a specific Property. If you select a specific Property then you can also select a specific Room id. It is possible to bookings from your own web site'Exclude' specific Beds24 Room ids, manually added bookings and bookings imported though you can find the API (not Room id from the channel manager)Room Setup. If required, you want to apply and Auto Action only to manually added bookings add your username can also specify specific Offers/Units in Room Types. Send/Exclude Property Groups, this will use the "Referrer" fieldvalues you have entered in {{#fas:cog}} (SETTINGS) BOOKING PAGE > MULTIPLE PROPERTIES > PROPERTY SETTINGS > GROUP KEYWORDS. '''Time'''
== Actions =="Between Booking and Check in" can be used to include/exclude Same day/Near term bookings, set the number of days.
=== Messaging/Email ===Go to Email to create or modify a prepared Email template. Templates can contain [[Template Variables]] to include "Check In From" and "Check In To" use if you have specific information specific relating to the booking in the Emailbookings between these dates, special offers, for example the guests name or the arrival datemajor disruptions etc.
*To send Emails automatically you need to set up your outgoing Email address in SETTINGS -> ACCOUNT -> OUTGOING EMAIL. '''Booking Source'''
*To send Emails "Booking Source" = "Direct" applies the Auto Actions only to bookings from your own web site, manually open a booking added bookings and go to bookings imported though the API (not the MAIL tabchannel manager). Manual Emails will open If you want to trigger only on manually added bookings add your username in a window, you may send it as is or edit it before sendingthe "Referrer" field.
Some systems have a limit of about 2000 characters for this form of email generation. If the email will not open try reducing the amount of text.'''Booking Conditions'''
If Auto Action Emails are send automatically they are send through your Email server"Group Booking Trigger" - use the (?) context help for the options. You should see "Invoice Balance" - use this on your server. Whether you see it in your Sent box or not depends on your Email programto for payments and reminders.
If Auto Action Emails are sent manually via a link in the "Email Templates" list in the booking 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.'''Info Codes'''
==== Email Attachments ====You can choose to attach an invoice or a booking template as a PDF file to emails sent by Auto Actions. '''Booking Fields'''
If you send Emails with pdf attachment (invoice, booking template) to Alias-Email addresses created by channels Select the channel might block appropriate fields from the attachment so it is not delivered to the guestdrop down lists. Ask your channel about their policy regarding thisYou can also use an AND/OR option.
== Troubleshooting == '''If Auto Actions do not send:''' The list When you create a Property/Room in Beds24, the "Mail" tab setup of the booking will tell you whyProperty/Room is held in the database and can be accessed via Template Variables. Common causes areFor example in {{#fas: *Is your outgoing Email address working? Go to cog}} (SETTINGS-) >ACCOUNT-PROPERTIES >OUTGOING EMAIL and click on "Send Test Email"DESCRIPTION, you setup the property specific details. *Is your Auto Action set to send automatically? *Is the guests Email address valid ("Mails" tab of the booking)?Property name - can be accessed in template variable [PROPERTYNAME] *Is the booking set to allow Allow Auto Actions ("Mails" tab of the booking)? *Do all trigger events apply to the booking?Property Address - can be accessed in template variable [PROPERTYADDRESS]
'''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 You will find the auto action applies. This might not be the case if full list of Property Template Variables when you use sub accounts and the Auto Action is set go to trigger for "All Properties". [[Template_Variables#Property_Variables|Property Variables]]
'''You don't have permission There are additional Property Templates that can be used in Messages/Emails/SMS 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 firewallguest that can be customised for each Property. Try adding the content bit by bit until you find the item causing the problem. Often it is a script or HTML item Each Property Template can hold customised text 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 "and" or "or" that hackers often use used in sql injection attacks. Once you find the item causing the problemAuto Actions, Booking Templates, try rewording itInvoices and Reports.
== Examples ==When you create each Room/Unit the information is held in Room/Unit specific template variables.
=== Send EmailsYou will find the full list of Room/Message/SMS Unit Template Variables when you go to guests ===[[Template_Variables#Room_Variables|Room Variables]]
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an Email to See the guest when the status full list of a booking changes to "Cancelled"====</div><div class="mw-collapsible-content">[[Template Variables]].
Trigger tab:You can send a message/email to your guests, confirming their booking date, property details and property contact details. Use the property, room and booking templates to build the message/email in one Auto Action, rather than one auto action per property. This 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. *Trigger Event = Check-in*Trigger Time = =Example 1 -365*Trigger Window Each property has a different access code for the main building door = 365*Booking Source = All (for example)*Booking Status = Cancelled
Message tab: *Trigger Action = Auto*Send Email = Guest Your properties have security doors with keycodes, each property has a different code.
<span style="color:#fe746c;“ >Go to {{#fas:exclamation-trianglecog}} </span(SETTINGS) >PROPERTIES > If you are using deposit collection make sure you set SETTINGS-DESCRIPTION >PAYMENTS-PROPERTY TEMPLATES >PAYMENT COLLECTION "Non Payment Booking Status" = RequestProperty Template 1 enter the Building Access Code, use this same field in each property and set the appropriate code.
</div></div>Then in the Auto Action use [PROPERTYTEMPLATE1] in the text rather than the actual value.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Change the status of all upcoming direct bookings to "Cancelled" and send an Email *Please use this code to Access the guest ====</div><div class="mw-collapsible-content">Trigger tabMain building Door:*Trigger Event = Check-in*Trigger Time = -14 (for example to cancel the bookings for the next two weeks)*Trigger Window = 14*Booking Source = Direct *Booking Status = All Not Cancelled[PROPERTYTEMPLATE1]
Booking tab: *Booking Status = CancelledThere is no need for a separate auto action due to the front door keycode being different.
Message tab: *Trigger Action = Auto*Send Email = Guest<=Example 2 - Housekeeping/div></div>Cleaning Team is different for each Property. ===
<div class="mw-collapsible mw-collapsed">Each of your properties has a different housekeeping/cleaning team and you need to send them an email with the booking details for each booking. <div class="headline-collapse" > ====Send an message or SMS Go to Guest when booking made more than 10 days in advance====</div{{#fas:cog}} (SETTINGS) >PROPERTIES >DESCRIPTION ><div class="mw-collapsible-content"PROPERTY TEMPLATES >Trigger tab:*Trigger Event = Check-in*Trigger Time = -365 days*Trigger Window = 355 days*Booking Status = All not cancelledProperty Template 5 enter the email address for Housekeeping/Cleaning team.
Booking tab:In the Auto action, *Execution "Send Message" = One time onlyInternal Only.*Booking Status "Internal Email Address" = No Change[PROPERTYTEMPLATE5]
Message tab or SMS tab:*Update details There is no need for a separate auto action as the message will be sent to the appropriate</div></div>email from property template 5.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an message or SMS to Guest when booking made more than 7 days in advance====</div><div class="mw-collapsible-content">Alternatively If you an have different teams per room, then use Between Booking and Check ina Room template rather than the Property Template.
Trigger tab:*Trigger Event = Booking ==Example 3 - Send email to a Group of Properties (but not after check-inall)*Trigger Time = Immediate*Trigger Window = 1 dayBetween Booking and Check in = 7 to 999*Booking Status = All not cancelled
Booking You can setup a "Group" for your Properties, this has a number of benefits, including sending/excluding messages/emails to a Group of Properties, view a "Group" of properties in your Calendar and in Reports. To assign the "Group" to your Properties, go to {{#fas:cog}} (SETTINGS) > BOOKING ENGINE > MULTI BOOKING PAGE > PROPERTY SETTINGS > GROUP KEYWORDS. 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. Each property can be in multiple groups, enter multiple keywords separated by a comma, for example :- 4BEDS, OceanView, Dublin. In the Trigger tab:of the Auto Action, enter the Group keyword in *Execution = One time only"Send Only To Property Groups" OR "Exclude Property Groups" you want to include/exclude from the Auto Action. *Booking Status <span style= No Change"color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> This filter will not apply if you are triggering on a single property.
Message tab or SMS tab:== Using Smart Logic Template Variables ==*Update details as appropriate</div></div>You can use smart logic template variables to trigger auto actions for specific conditions.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an If you want to send a message or SMS to Guest when booking made more last minute booking - 6 days or less====</div><div class="mw-collapsibleon a specific day of the week :-content">
Trigger tab:*Trigger Event = Booking (but not after check-in1)*Trigger Time = Immediate*Trigger Window = 1 dayBetween Booking and Check in = 0 You need to send a message to remind the guests to 6put the rubbish bin out for collection on a Wednesday night. *Booking Status [IF= All not cancelled:[CURRENTDATE:{%u}]:3:yes|no] will test if the current date is a Wednesday
Booking tab:*Execution = One time only*Booking Status = No Change2) Remind the guest that the cleaning lady will be at the apartment on Friday morning.
Message tab or SMS tab* [IF=:*Update details as appropriate</div></div>[CURRENTDATE:{%u}]:4:yes|no] will test if the current date is a Thursday
<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%u ISO-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 number 8601 numeric representation of the unit you want to send this message to. Note that the number represents the index day of the unit not its name. week 1 (for Monday) through 7 (for Sunday)
Booking tab:== Performance and Testing ==*Execution = One time onlyAuto actions will test up to 1000 bookings per cycle, if your trigger condition involves more than 1000 bookings, the next 1000 will be tested on the next cycle etc.*Booking Status = No ChangeIf you require the fastest speed, ensure your trigger is designed to test less than 1000 bookings.
Message tab: The easiest way to do this is usually by reducing the testing window to the smallest necessary and adjusting the trigger condition to the most suitable.*Enter your text. If you are using For example a trigger that tests all bookings from booking time for 1 year will test many bookings while a trigger that tests only the "Additional Information" function SETTINGS7 days before check->PROPERTIES->ROOMS->SET UP "Unit Names" you can use template variables in will test less bookings and perform faster.
Example: Your room is [UNITNAME]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. Check-in from: [UNITNAME:1] . The key code is: [UNITNAME:2]
The template variables will only work It is also possible to specify a booking number and test if you have entered text in SETTINGS->PROPERTIES->ROOMS->SET UP "Unit Names". The context the auto action would trigger on that booking with some diagnostics information shown to help for this setting will explain how to do thistrouble shooting.</div></div>
<div class="mw-collapsible mw-collapsed">'''Optimising your auto actions''' You can trigger multiple actions in one auto action, <div class="headline-collapse" > ====Send *send an Email email/api message to the guest when a payment is made====, </div><div class="mw-collapsible-content">Trigger tab:*send an SMS, update booking settings, *Trigger Event = After Bookingadd/delete a booking info code, *Trigger Time = Immediatetrigger a webook, *Trigger Window = 365 day add a pending payment, *Booking Status = All not cancelledupdate/add/delete a Charge/Payment item,*Invoice Balance = Any Payment made OR Invoice Balance = Zero (payment in full)assign an invoice number.
Message tab: *Enter your text. You There is no requirement to set an individual auto action for each item if they can use Invoice Template variables showing all apply at the booking charges/paymentssame time.</div></div>
Booking == Troubleshooting == '''If Auto Actions do not send:''' The list in the "Mail" tabof the booking will tell you why. Common causes are: *Is your outgoing Email address working? Go to {{#fas:cog}} (SETTINGS) ACCOUNT->OUTGOING EMAIL and click on "Send Test Email". *Is your Auto Action set to send automatically? *Is the guests Email address valid ("Mails" tab of the booking)? *Is the Plain Text box populated with the text you want to send (required when Message API is being used? *Execution = One time onlyIs the booking set to allow Allow Auto Actions ("Mails" tab of the booking)? *Booking Status = No Change Do all trigger events apply to the booking?
Message tab '''Delayed trigger of Auto Action: '''*Send Email = Guest *Enter you text See section Performance and testing above. If you are using the "Additional Information" function SETTINGS->PROPERTIES->ROOMS->SET UP "Unit Names" you can use template variables
Example: Your room '''Auto Action is [UNITNAME]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. Check-in from: [UNITNAME:1] This might not be the case if you use sub accounts and the Auto Action is set to trigger for "All Properties". The key code is: [UNITNAME:2]
The template variables will only work if you '''You don't have entered text permission to access control2.php on this server''' error message, when the save button is clicked It is most likely something in SETTINGS->PROPERTIES->ROOMS->SET UP "Unit Names"your content triggering the firewall. Try adding the content bit by bit until you find the item causing the problem. The context help for this setting will explain how Often it is a script or HTML item that appears to do thisthe firewall as a possible hacking attack.</div> 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.</div> Once you find the item causing the problem, try rewording it.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > Examples ====Send a message (Email or sms) to guests that have Checked-out 30 days or more====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Check-out*Trigger Time = 30 days*Trigger Window = 365 days
Booking tab<span style="color: (optional)*Execution = One time only*Flag Text = The text you want to display*Flag Colour #019cde; font- choose the flag colour</divsize: 150%;“ >{{#fas:info-circle}} </divspan> Message API messages will be shown in the message tab of the booking and in the Channel Message centre. Currently this is only available for Booking.com and Airbnb.
Trigger tab:
*'''Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 1 day Booking Source = ALL (or select the booking source/Channel)tab:'''
*Edit Email Subject - enter If the subject for your Guests*Edit "Mail & Actions" tab contains a "real" Email Text :- enter address the Email text you wish message is sent to send to your the guests include template variable [PAYLINK] this creates Email address. If only a payment link (HTML A tag) for the payment request for masked Email address is available the amount in message sends via the booking deposit field channels API messaging systems if non zero, otherwise the outstanding balance. Check the template variables for other optionspossible.
Booking 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.
<div class="mw*Plain text box -collapsible mw-collapsed"><div class="headline-collapse" > ====Send a Request for payment will send to your guests XX days before arrival====</div><div class="mw-collapsible-content">Trigger tab:channels using Message API
*Trigger Event = CheckMessage Text :-in *Trigger Time = -42*Trigger Window = 1 day Booking Source = ALL (or select enter the booking source/Channel)text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]]
Message tab: *HTML box - Email will be sent
Send Email Text : select - It is possible to use the appropriate optionsame details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
*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.
*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.
You allow your guests Time: *Trigger Event = Check-in*Trigger Time = -14 (for example to make X number of payments cancel the bookings for their booking. the next two weeks)*Trigger Window = 14
You can not trigger the auto action multiple times, unless you manage this manually, therefore you need to create multiple auto actions, so if you allow 3 payments for their booking, then you will need 3 auto actions. Booking Source:*Booking Source = Direct
You will need to manually add a Booking Info Code to each booking that you have agreed to allow X payments. Conditions:*Booking Status = All Not Cancelled
'''Create Auto Action one'''Trigger Booking tab:*Booking Status = Cancelled
*Trigger Event = Booking (but not after check-'''Message tab:''' For channels using the Message API, then enter the text 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 (Plain text box, for example) this can be used if you only allow some guests to make multiple paymentsemails enter the text in the HTML box.
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 If no connection to a messaging system is available the subject for your Guests*Edit Email Text :- enter 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 balanceEmail. Check the template variables for other options. Booking tab: *Execution = One time only*Flag Text = The text you want to display*Flag Colour Email Subject - choose enter the flag colourBooking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.subject for your Guests
'''Create additional Auto Actions for each period you want *Plain Text Box - will send to trigger'''channels using Message API
'''Create Auto Action 2 (and 3, 4, 5 Message Text :- how may enter the text you need) '''*Trigger Time = +14 days (days you want wish to send to collect the payments)*Trigger Window = 1 day your guests include URL. Template variables can be used [[Template_Variables| see here]]
'''Setup booking info code'''*HTML box - Email will be sent
Go to SETTINGS Email Text :-> ACCOUNT -> PREFERENCES -> BOOKINGS -> Booking Info Code Values and enter MULTIPLE (or the value you want It is possible to use to triggerthe same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
'''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)
You want to capture a Security Deposit for bookings on the day before checkTime:*Trigger Event = Check-in from your guest.*Trigger Time = -365 days*Trigger Window = 355 days
Capture of the payment is only held by Stripe for 7 days, if the guest is staying longer you will need to send the request again.Booking Conditions:*Booking Status = All not cancelled
You will need to create multiple emails to capture the payment multiple times for the same booking.Booking tab:*Execution = One time only*Booking Status = No Change
'''Create Auto Action one'''*Send Message = Booking API/Smart EmailTrigger 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.
Send Email Message Text : select - enter the appropriate optiontext you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]]
Booking info tabEmail Text : - It is possible to use the same details (OptionalURL)as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
*Booking Info Code = SECDEPOSIT (for example)
*Booking Info Text = Security deposit request sent.
</div></div>'''SMS tab :'''
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >Please note a charge applies per SMS message.
====*Send an Email in the guests language to an internal Email address ====</div><div class="mw-collapsible-content">SMS Message : Enable*Phone Number : This uses a smart template variable. In this example we check whether is the phone number that will receive the guest booked in French. If yes, then we send a French text. If no, we send an English textSMS notification.
Trigger tab:*Booking Field Contains - select "Language" This is a global service and the notifications can be sent to almost phone in the next field enter: the short code for the language this Auto Action is forany country.
Email tab:*Enter The phone number must contain the message in the appropriate language under your default languageinternational country code and phone number as it would be dialed internationally.</div></div>
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >Do not include any leading zeros or other characters and use no spaces.
====Send SMS in a certain language (if it is The number must start with the language of the booking) or a default language====country code. </div>EXAMPLE<div class="mw-collapsible-content">This uses a smart template variable. In this example we check whether to send to phone number 015625346 in the UK (Country code 44) enter the guest booked in French. If yes, then we send a French text. If no, we send an English text.following number
Trigger tab: Whatever you want4415625346
Booking tab: Whatever you wantYou can use the template variables [GUESTPHONE] or [GUESTMOBILE] but this will only work if the phone number has exactly the required format.
SMS tab:*Phone Number = [GUESTMOBILE]*SMS Message = [IF=:[GUESTLANGUAGE]:fr:French_text|English_text]</div></div>
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Remotelock/Lockstate, Nuki PIN or Chekin Link ====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = Check-in*Trigger Time = -2 (Enter the number of days before check-in you want message 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_URLsend, messages will be truncated at 160 characters. Template variables can be used.
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 tabBooking Conditions: *Send Email Booking Status = Guest *EMail Subject = Enter the appropriate details *Email Text = Your text which includes the details for your current guests. All not cancelled
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 Email with a PDF attachment====</div><div class="mw-collapsible-content">'''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.
You can send Invoice or *Send Message = Booking Template attachments to your Guests. API/Smart Email
Setup your Invoice or Booking Template, go If the "Mail & Actions" tab contains a "real" Email address the message is sent to SETTINGS -> GUEST MANAGEMENT -> INVOICING or SETTINGS -> GUEST MANAGEMENT -> BOOKING TEMPLATESthe 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 = Checkout*Trigger Time = Immediate*Trigger Window = 1*Booking Source = All (or select of the appropriate channel/Direct)*Booking Status = All but not cancelled*Group bookings = Trigger all on master*Any Booking Info Code = CHECKOUTEmail.
Message tab: *Send Email = Guest API/Smart Email (or one of Subject - enter the other options)subject for your Guests*Attachment = Select an option from the drop down list. *EMail Subject = Enter the appropriate details *Email Text = Your Plain text which includes the details for your current guests. box - will send to channels using Message API
It is assumed you use Message Text :- enter the Checkin/Checkout feature in the Dashboard, if not text you can either manually add Checkout wish to send to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookingsguests include URL.Template variables can be used [[Template_Variables| see here]]
If you send Emails with pdf attachment (invoice, booking template) to Alias*HTML box -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.will be sent
Other files Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Template variables can not be attached. We recommend you use a link to a file you upload to your web site.</div></div>used [[Template_Variables| see here]]
<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">'''SMS tab :'''
To send an automated Email to the guest then they can check you/the cleaner have to add Please note a unitstatus to the room when it is readycharge applies per SMS message. In this example we used the unit status clean
Trigger tab*Send SMS Message :Enable*Trigger Event = Checkin*Trigger Time = Immediate*Trigger Window = 1*Booking Source = All *Booking Status = All but not cancelled*Group bookings = Trigger all on master*Template Variable = [UNITSTATUS1] Contains = cleanPhone Number : This is the phone number that will receive the SMS notification.
Message tab: *Send Email = Guest API/Smart Email (or one of This is a global service and the other options)*EMail Subject = Enter the appropriate details *Email Text = Your textnotifications can be sent to almost phone in any country.
Other files can Do not be attachedinclude any leading zeros or other characters and use no spaces. The number must start with the country code. We recommend you EXAMPLE to send to phone number 015625346 in the UK (Country code 44) enter the following number 4415625346 You can use a link 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 a file you upload to your web sitesend, messages will be truncated at 160 characters. Template variables can be used. '''Booking tab:'''*Execution = One time only*Booking Status = No Change </div></div>
===Booking Info Codes===
If you need to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set the Booking info code rather than use the Current guest module in the dashboard. '''Trigger tab:'''
Trigger tabTime:*Trigger Event = CheckBooking (but not after check-in)
<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 '''Message tab:''' For channels using the Booking info code CHECKIN/CHECKOUT for reporting/other auto actionsMessage API, you can set then enter the Booking info code rather than use text in the Plain text box, for emails enter the Current guest module text in the dashboardHTML box.
Trigger tab:*Trigger Event Send Message = Check-out*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source = All*Booking Status = All but not cancelled*Group bookings = Trigger all on masterAPI/Smart Email
Booking Info If the "Mail & Actions" tab: *Booking Info Code = CHECKOUT*Booking Info Text = Auto Checkout</div></div>contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
<div class=If no connection to a messaging system is available the message will send to the Email address from the "mw-collapsible mw-collapsedMail & Actions"><div class="headline-collapse" > ====Group check-in ====</div><div class="mw-collapsible-content">This requires the master booking to be checked-in via tab of the check-in functionEmail.
Trigger tab:*Email Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API
*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 = CHECKINMessage Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]]
Booking info tab : *Info Code = CHECKIN</div></div>HTML box - Email will be sent
<div class="mwEmail Text :-collapsible mw-collapsed"><div class="headline-collapse" > ====Identify Repeat Guest ====</div><div class="mw-collapsible-content">This requires you It is possible to use the Guest databasesame details (URL) as in the Plain text box above. Template variables can be used [[Template_Variables| see here]]
Trigger tab:
*Trigger Event = After Booking'''SMS tab :''' *Trigger Time = immediatelyPlease note a charge applies per SMS message. *Trigger Window = 365Send SMS Message : Enable*Booking Source = AllPhone 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 Status = All but not cancelledtab:'''*Group bookings" Execution = Trigger all on masterOne time only*Template Variable Booking Status = [GUESTSID1] greater than 0No Change
Booking info tab :
*Info Code = REPEAT
If you have a custom question with a 'Tick box' for example, they want a late checkin. 'Trigger tab:'''
Setup the custom question in Properties -> Booking Questions -> Custom Questions -> Custom question 1Property, Room, set with TYPE Unit:*Unit = Tick BoxSelect 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.
*Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365*Booking Source = AllConditions *Booking Status = All but not cancelled '''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. *Group bookings" Send Message = Trigger all on masterBooking API/Smart Email*Template Variable = [GUESTCUSTOMQ1] equals ticked (or) not ticked 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.
Booking info If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab : *Info Code = LATECHECKIN</div></div>of the Email.
===Add invoice items to a booking ===*Email Subject - enter the subject for your Guests
<div class="mw-collapsible mw-collapsed"><div class="headline*Plain text box -collapse" > ====Add a fee will send 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)channels using Message API
Invoice tabMessage Text :- enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]]*Type = Amount*Description = Cleaning fee If you are using the "Additional Information" function {{#fas:cog}} (for exampleSETTINGS) 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] *Amount = 50 The template variables will only work if you have entered text in {{#fas:cog}} (SETTINGS) PROPERTIES->ROOMS->SET UP "Unit Names". The context help for example this setting will explain how to do this. *HTML box - Email will be sent If you are using the amount of your cleaning fee"Additional Information" function SETTINGS-{{#fas:cog}} (SETTINGS) PROPERTIES->ROOMS->SET UP "Unit Names" you can use template variables [[Template_Variables| see here]] Example: Your room is [UNITNAME]. Check-in from: [UNITNAME:1] . The key code is: [UNITNAME:2] The 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.*per = Room'''Booking tab:'''*Period Execution = one One timeonly*VAT Booking Status = 19% (for example - enter the VAT amount if applicable)No Change
The fee will be added the next time the auto actions run.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add Send an Email to the guest when a pending paymentis made====
Booking If the "Mail & Actions" tab: Optional*Flag Text = Pending payment added (for example)*Flag Colour = select contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the colour as this will be visible in message sends via the Calendar/Bookings listchannels API messaging systems if possible.
Invoice tab:*Payment Type = select on what the payment If no connection to a messaging system is calculated (Percent of Balance due)*Description = available the text you message will see in send to the Email address from the "Charges and PaymentsMail & Actions" tab*Status = if you use the status function add of 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 dueEmail.
Create a Payment Rule *Plain text box - will send to collect a payments when bookings are not cancelled. channels using Message API
Go Message Text :- enter the text you wish to Settings > Payments > Payment Rulessend to your guests. Template variables can be used [[Template_Variables| see here]]
Payment Rule :You should consider adding the invoice table to the email so the guest can see the booking details including Charges & Payments.
Name = Enter your title [INVOICETABLE] - Not Cancelled (for example)Action = Autoinvoice table
Payment Trigger 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
Payment Action :[INVOICETABLE] - invoice table
*Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item It is also possible to the booking on success*Add info code on failure = add include a Booking Info item to the booking on failurecustomised invoice table using this template variable :- [INVOICE:PRI_QTY_CUA€] will create an invoice table with price and quantity in Euros.
Trigger tabTime:*Trigger Event = After Booking *Trigger Time = immediate Immediate*Trigger Window = 999 day Booking Source Conditions: *Booking Status =All (for example, you can also set different rules for different channels)not cancelled*Invoice Balance = Any Payment made
Invoice '''Booking tab:*Payment Type = Percent of balance due *Description = the text you 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 -3'''
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> Automatic collection is only available for customer who use [[Stripe]].
Trigger tab:Time*Trigger Event = After Booking *Trigger Time = immediateImmediate*Trigger Window = 1 day Booking Source*Booking Source =All (for example, you can also set different rules for different channels)Channel Manager
Invoice '''Message tab:*Payment Type = Fixed amount*Description = Security Deposit (''' For channels using the Message API, then enter the text you will see in the "Charges and Payments" tab)*Status = if you use Plain text box, for emails enter the status function add text in 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 inHTML box.
<span style=If the "color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> Automatic collection 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 for customer who use [[Stripe]]the message sends via the channels API messaging systems if possible.
Create a Payment Rule If no connection to 'Capture' a payment only. Captured payments will only be valid for 7 days, then it will expire, if messaging system is available the booking is for a longer period, then you can create a second Capture, you message will need send to create another auto action for thisthe Email address from the "Mail & Actions" tab of the Email.
Go to Settings > Payments > Payment Rules*Email Subject - enter the subject for your Guests
Payment Rule : *Name = Enter your title Plain text box - Security Deposit (for example)*Action = Autowill send to channels using Message API
Payment Trigger Message Text :*Booking Status = select from - enter the drop down list*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional (text you wish to send to your guests. Template variables can exclude Virtual Credit cards, find the Booking info code in the booking)be used [[Template_Variables| see here]]
Payment Action :*Capture = Yes/No HTML box - 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>Email will be sent
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply an info code and and/or icon when a payment was made====</div><div class="mwEmail Text :-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 madeIt is possible to use the same details as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
Invoice 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 *Assign Invoice Number = yesPlain text box - will send to channels using Message API</div></div>Message Text :- enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]]
===Booking Flags/Colours===*HTML box - Email will be sent
<div class="mwEmail Text :-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when a booking It is cancelled====</div><div class="mw-collapsible-content">Trigger tab*Trigger Event = After Booking*Trigger Time = 1 Hour*Trigger Window = 365 days*Booking Status = Cancelledpossible to use the same details as in the Plain text box above. Template variables can be used [[Template_Variables| see here]]
Booking '''SMS tab:*Execution = One time only*Booking Status = No Change*Flag text = (enter the text you require)*Flag Colour = Set as required</div></div>'''
<div class="mw-collapsible mw-collapsed"> Please note a charge applies per SMS message. *Send SMS Message : Enable*Phone Number : This is the phone number that will receive the SMS notification.<div class="headline-collapse" > ====Apply This is a flag for a bookings from a channel which have breakfast included====global service and the notifications can be sent to almost phone in any country.</div><div class="mw-collapsible-content">The phone number must contain the international country code and phone number as it would be dialed internationally.Trigger tab:*Trigger Event = After BookingDo not include any leading zeros or other characters and use no spaces.*Trigger Time = Immediate*Booking Source = BookingThe number must start with the country code.com EXAMPLE to send to phone number 015625346 in the UK (for exampleCountry code 44)enter the following number 4415625346 *Booking Field Contains - select "API Message" in You can use the next field enter: meal_plan=Breakfast (template variables [GUESTPHONE] or Extra Breakfast - use [GUESTMOBILE] but this will only work if the text phone number has exactly the channel uses)required format. *SMS Message Enter the message to send, messages will be truncated at 160 characters. Template variables can be used.
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
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: select appropriate option*Enter //wiki.beds24.com/index.php/Category: Subject and Email contentPayments#Payment_Request
Booking tab*HTML Message (Send Email) Email Subject - enter the subject for your GuestsEmail Text : - enter the Email text you wish to send to your guests include template variable [PAYLINK] this creates a payment link (optionalHTML 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 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.
Booking tab:
Trigger tabTime:*Trigger Event = After BookingCheck-in *Trigger Time = Immediate-42*Trigger Window = 42 day Booking Souce: *Booking Source = ALL (or select the booking source/Channel) '''Message tab:''' *Send Email = BookingAPI 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 https://beds24.com/bookpay.php?bookid=[BOOKID] 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 exampleyour GuestsEdit Email Text :- enter the Email text you wish to send to your guests include template variable [PAYLINK] this creates a payment link (HTML A tag)for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options. '''Booking tab:'''
Booking tab:
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the email.
<span style="color: #f3e504; font-size: 250%;" >{{#fas:lightbulb}} </span> Also see Example : " Apply a flag when deposit was made prior to Check-in AND/OR Apply a flag when booking is fully paid".
Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All not cancelled*Invoice Balance = Any Payment madeYou allow your guests to make X number of payments for their booking.
Booking tab:*Execution = One time only*Flag Text = The text You can not trigger the auto action multiple times, unless you want manage this manually, therefore you need to display*Flag Colour - choose the flag colour</div></div>create multiple auto actions, so if you allow 3 payments for their booking, then you will need 3 auto actions.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply You will need to manually add a flag when a payment FAILS at Stripe====</div><div class="mw-collapsible-content"> Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = STRIPEFAILto each booking that you have agreed to allow X payments.
Booking '''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)*Execution Invoice Balance = One time Not Zero*Any Booking Info Code = MULTIPLE (for example) this can be used if you onlyallow some guests to make multiple payments. '''Message tab:''' *Flag Text Send Message = Stripe Payment FailedBooking 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. *Flag Colour Plain text box (Using Message API)Subject - choose enter the flag coloursubject for your Guests</div></div>Plain Text Message :- enter the Message text you wish to send to your guests include the payment link
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag to Bookinghttps://beds24.com bookings and auto report the Credit Card when a payment FAILS at Stripe====</div><div classbookpay.php?bookid="mw-collapsible-content">[BOOKID]
Go You can find extra options to Settings > Channel Manager > Preferences and set Auto report failed cards = Yesadd to the payment link if you want to refine the details
Trigger tabhttps://wiki.beds24.com/index.php/Category:Payments#Payment_Request *Trigger Event = After BookingHTML Message (Send Email) Edit Email Subject - enter the subject for your Guests*Trigger Time = ImmediateEdit Email Text :- enter the Email text you wish to send to your guests include template variable *Trigger Window = 365[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 Source = All*Booking Status = All but not cancelled*'''Booking Info Code = BOOKINGCOMCARDtab:'''
Booking tab:
===Status changes===
Trigger tab
*Trigger Event = After Booking
*Trigger Time = 3 days
*Booking Status = Request
Booking tab:You want to capture a Security Deposit for bookings on the day before check-in from your guest.*Execution = One time Capture of the payment is only*Booking Status = Cancelled</div></div>held by Stripe for 7 days, if the guest is staying longer you will need to send the request again.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >You will need to create multiple emails to capture the payment multiple times for the same booking.
==== 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 changes are applied before the mail is sent.
</div>
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.
===API/Webhook===
You can use a webhook in conjunction with the API JSON function '''setBookingTrigger tab:''' 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 keyTime:'''*SETTINGS -> ACCOUNT -> ACCOUNT->ACCESS "API Key 1"*API Key Trigger Event = my_very_secret_api_keyBooking*API Key Access Trigger Time = allow any IPImmediate*IP Whitelist Trigger Window = [leave empty]1*Allow Writes = Yes*Property Access = Owned by this account only*'''Property keyBooking Source:'''*Settings > Properties > Access > propKey Booking Source = secret_key_for_prop_XXXXXXAll (for example)
Set the triggers you need, for exampleBooking Conditions:*Booking Status = All Not Cancelled
Set '''Message tab:'''Enter the webhook like this:message in the appropriate language under your default language.
Body Data:*Internal Email Address = enter the email address this message should be sent to.:{::"authentication":*Email Subject - enter the subject for your Guests::{:::"apiKey": "my_very_secret_api_key",*HTML box - Email will be sent:::"propKey": "secret_key_for_prop_XXXXXX"*Email Text ::},::"bookId": "- Template variables can be used in the message. [[BOOKIDTemplate_Variables| See here]",::"message": "[MESSAGE] - Append this message":}</div></div>
You can create This uses a new invoice item that contains smart template variable. In this example the price of auto action will trigger on Booking and for 1 day, we check whether the channel's commission as guest booked in French. If yes, then we send a negative value to subtract it from the room priceFrench text. You use the API JSON function '''setBooking''' for thisIf no, we send an English text. 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 keyTrigger tab:'''*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:'''*Settings > Properties > Access > propKey = secret_key_for_prop_XXXXXX
Set the webhook like thisBooking Source:*Booking Source = All (for example)
no edit summary
__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.
*'''You can choose to send an auto action automatically or manuallyAuto:'''Auto action will automatically trigger on a booking based on the rules set in the Trigger tab. Check the details in the MAIL/ACTION tab of each booking. You will see if the auto action has triggered and when, if it has not triggered then you can check if it is due to trigger and when.
'''Auto sending:''' The auto action batch process runs multiple times per hour. Auto Action Emails which are sent automatically by the system are sent from the EMail address of the account that created the Auto Action. This is the account set up in in {{#fas:cog}} (SETTINGS-) ACCOUNT-> OUTGOING EMAIL. Automatic actions will trigger every 15 minutes.
'''Manual sending:'''
When sending manually by clicking on the 'Send now' button you will need to make sure you are logged into the account which uses the Email address of the user you want to send fromare logged in as will be be used.
<span style="color:#fe746cf3e504;“ font-size: 150%;" >{{#fas:exclamation-trianglelightbulb}} </span>To use this function you need Confirmation emails will send automatically to set the system to use your own Email address for outgoing emails under guest. You can customize them in {{#fas:cog}} (SETTINGS ) GUEST MANAGEMENT -> ACCOUNT -> OUTGOING EMAILCONFIRMATION MESSAGES.
<span style="color: #f3e504; font-size: 200150%;" >{{#fas:lightbulb}} </span> Confirmation The auto actions will appear on the 'Mail & Actions' tab of each booking where you manually trigger the email/messages will send automatically /changes to the guest. You can customize them in SETTINGS -> GUEST MANAGEMENT -> CONFIRMATION MESSAGESbooking.
<span style="color: #f3e504; font-size: 200150%;" >{{#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 email/messages the Booking and Invoice actions will also be applied before sending the mail.
===Auto Actions and Subaccounts===
Auto Actions are account functions, i.e. they apply per account.
'''1. Account A ''' (master account or subaccount) in which the auto action was created.
Auto Actions are available according to the "Property" setting in the "Trigger" tab. I.e. either for
*all properties visible in the account (properties belonging to the account, properties available in the account).
'''2. Ather Another account B ''' (master account or sub-account) in which the Auto Action has not been created.
Auto Actions are only available for properties that belong to Account A and have been made available in Account B.
Sets the criteria which have to be fulfilled to start the Auto Action.
"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.
Both "Trigger Time" and "Time Window" are relative to a "Trigger Event" i.e. check-in, check-out, time of booking.
If this does not work it will pop and send through your desktop. In this case you will see it use Booking Info Codes in your Sent boxbookings, you can enter values to include/exclude bookings.
"Template variables" 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]] == Actions == === Messaging/Email ===Go 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. *To send messages via the Message API, then enter the text in the PLAIN text box, for emails, enter the text in the HTLM Box. *To send Emails automatically you need to set up your outgoing Email address in {{#fas:cog}} (SETTINGS) ACCOUNT -> OUTGOING EMAIL. *To send Emails manually open a booking and go to the MAIL/Action tab. Manual Emails will open in a window, you may send it as is or edit it before sending. Some systems have a limit of about 2000 characters for this form of email generation. If the email will not open try reducing the amount of text. If Auto Action Emails are sent automatically they will 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. If Auto Action Emails are sent manually via a link in the "Email Templates" list in the booking 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. If this does not work it will pop and send through your desktop. In this case you will see it in your Sent box. ==== Email Attachments ====You can choose to attach an invoice or a booking template as a PDF file to emails sent by Auto Actions. 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. ===HTML and Templates===If you use HTML you will need to make sure your code is correct and clean otherwise it might trigger our firewall. HTML messages created by third party services is often convoluted and might contain critical content. Some tools like https://stripo.email/ or https://www.designedwithbee.com/ that allow you to create your own templates and also provide many templates have tested to work well in Beds24.
=== SMS ===
You can automatically send SMS messages. Please note that a fee per SMS message applies if this function is activated.
<span style="color:#019cde; font-size: 150%;“ >{{#fas:info-circle}} </span> SMS can only be used to communicate Information about a current booking. For legal reasons you can not use SMS for marketing purposes including discounts or vouchers. <span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> The SMS will send in the language of the account, not the language of the booking. Read Example 17 "Send an Email in the guests language to an internal Email address" for a way to control the language of the SMS.
=== Booking ===
Go to the tab 'Booking' to set up an auto action which modifies something in the booking.
"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.
=== 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.
=== Invoice ===
Automatically Assign Invoice Number. Automatically add /update invoice items or pending payments. Pending payments can use Payment Rules defined in {{#fas:cog}} (SETTINGS)->PAYMENTS->PAYMENT RULES.
Invoice changes are applied before the mail is sent.
Create auto actions which trigger a web hook when the trigger conditions are met.
== Test Multiple Properties ==Test why an auto action did not triggerWith Multiple Properties, the requirement to have Property specific information in the Messages/emails sent to the guest/housekeeping/owner can be achieved using Template Variables.
Go to {{#fas:cog}} (SETTINGS) >PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES you will see the list that are available.
<div classspan style="mwcolor: #f3e504; font-collapsible mw-collapsedsize: 150%;">{{#fas:lightbulb}} <div class="headline-collapse" /span> ====Send an Email '''It is not possible to specify a specific time for the auto action to guests from Channels====</div><div class="mw-collapsible-content">Trigger tab:*trigger.''' The use of the Trigger Event = After Booking*Trigger Time = time 'Immediate*Trigger Window = 1 day*Booking Source = Channel Manager' + 14 hrs (for example) will not trigger the auto action at 2pm local time, this will be the first time the booking could be checked to see if all other conditions are met, and added to the batch for processing.
'''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.
=== Send Emails/Message or /SMS tab:Enter the details you want to send.guests ===
<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 for all bookings "Cancelled"====
</div>
<div class="mw-collapsible-content">
Time:*Trigger Event = Check-in*Trigger Time = -365*Trigger Window = 365 Booking Source*Booking Source = All (for example) Booking Conditions*Booking Status = Cancelled '''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 : select the appropriate option
*Execution = One time only*Flag Text = The text you want to display*Flag Colour Email Subject - choose enter 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>subject for your Guests
<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 tab:Status" = Request.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Send a Request for payment Change the status of all upcoming direct bookings to your guests XX days after booking"Cancelled" and send an Email to the guest ====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
*Send Message tab: = Booking API/Smart Email
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Send a Request an message or SMS to 'Capture' a Security deposit from your guests XX Guest when booking made more than 10 days before check-in - with Stripeadvance====
</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.
*Trigger Event = CheckEmail Subject -in*Trigger Time = -1 days*Trigger Window = 1 day *Booking Source = ALL (or select enter the booking source/Channel)*Status = All not cancelledsubject for your Guests
*Plain Text Box - will send to channels using Message tab: API
*Edit Email Subject - enter the subject for your Guests*Edit Email Text :HTML box - enter the Email text you wish to send to your guests include URL below, change the pay=100 to the value you require. https://beds24.com/bookpay.php?bookid=[BOOKID]&g=st&capture=0&pay=100. will be sent
</div>
</div>
<div class="headline-collapse" >
====Send Email an message or SMS to all current guest 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 tab:''' Time:*Trigger Event = CheckBooking (but not after check-in)
*Trigger Time = Immediate
*Trigger Window = 14(the max number of days your guests can stay)1 day*Between Booking Source and Check in = All*Booking Status = All but not cancelled*Group bookings = Trigger all on master*Any Booking Info Code = CHECKIN*Exclude Booking Info Code = CHECKOUT 7 to 999
The phone number must contain the international country code and phone number as it would be dialed internationally.
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Add CHECKIN 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 = All*Booking Status = All but not cancelled*Group bookings = Trigger all on master0 to 6
Booking Info tabConditions: *Booking Info Code Status = CHECKIN*Booking Info Text = Auto Checkin</div></div>All not cancelled
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Identify bookings Send an Email with Custom Question ticked/unticked a key code for a specific unit one day before check-in (Self Checkin)====
</div>
<div class="mw-collapsible-content">
Time: *Trigger Event = Check-in*Trigger Time = -1 day*Trigger tab:Window = 1 day
</div>
</div>
<div class="mw-collapsible mw-collapsed"><div class==Payments/Pending Payments==="headline-collapse" >
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time:*Trigger Event = After Booking or Before Check-in*Trigger Time = set the time you want to collect the payment Immediate*Trigger Window = 365 day Booking Conditions: *Booking Source Status =All not cancelled*Invoice Balance = Any Payment made OR Invoice Balance = Zero (for examplepayment in full) '''Message tab:''' For channels using the Message API, then enter the text in the Plain text box, you can also set different rules for different channels)emails enter the text in the HTML box.
*Send Message = Booking Info tab:*Optional, add a booking info tab for information and reportingAPI/Smart Email
*Email Subject - enter the subject for your Guests
*Booking Status = All not cancelledHTML box - Email will be sent*Any Booking Info Code = optional*All Booking Info Codes = optionalEmail 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]] *Exclude Booking Info Code = optional (You should consider adding the invoice table to the email so the guest can exclude Virtual Credit cards, find the Booking info code in see the booking)details including Charges & Payments.
</div>
<div class="headline-collapse" >
====Collect outstanding booking balance 3 days prior Apply a flag/colour to arrival( Credit card details were collected at time of a booking)when a payment is made - ''Select from the predefined template ''====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
*Flag Text = Paid
*Flag Colour = d4e4b0
</div>
</div>
<div class="headline-collapse" >
====Email confirmation for channel bookings - ''Select from the predefined template'Capture' a Security Deposit when Credit card is collected at time of booking. ====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
*Send Message = Booking API/Smart Email
'''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="headline-collapse" > ====Assign invoice numbersSend a message (Email or sms) to guests that have Checked-out 30 days or more====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time
*Trigger Event = Check-out
*Trigger Time = Immediate30 days*Any Booking Info Code Trigger Window = CHECKOUT (optional only if you use 365 days '''Message tab:''' For channels using the check-out functionMessage API, if not leave blank)then enter the text in the Plain text box, for emails enter the text in the HTML box. *Send Message = Booking API/Smart Email
'''Booking tab:''' (optional)
*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 Send a flag when deposit was made prior Request for payment to Check-inyour guests for all bookings====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Time*Trigger Event = Check-inBooking*Trigger Time = -365 (for example : must be a negative value and the same as the value in Trigger window)Immediate*Trigger Window = 3651 day Booking Source:*Booking Source = AllALL (or select the booking source/Channel) '''Message tab:''' Update details as appropriate*Send Message = Booking Status = All but not cancelledAPI 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. *Invoice Balance = Any Payment madePlain 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
'''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 Send a flag when booking is fully paidRequest to update 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 = 3651 day Booking Souce: *Booking Source = AllALL (or select the booking source/Channel) '''Message tab:''' *Send Email = Booking Status 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= All not cancelled[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 *Invoice Balance HTML Message (Send Email) Edit Email Subject - enter the subject for your GuestsEdit Email Text :- enter the Email text you wish to send to your guests including the payment link https://beds24.com/bookpay.php?bookid= ZERO[BOOKID]&g=cc this creates a link (HTML A tag) so the guest can enter their credit card details. 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 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="headline-collapse" >
====Apply Send a flag/colour Request for a booking coming from a certain channelpayment to your guests XX days before check-in====
</div>
<div class="mw-collapsible-content">
'''Trigger 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 Send a Request for payment was madeto your guests XX days after booking====
</div>
<div class="mw-collapsible-content">
*Execution = One time only
*Flag Text = Failed CC reported The text you want to Booking.com 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.
'''Create additional Auto Actions for each period you want to trigger'''
'''Create Auto Action 2 (and 3, 4, 5 - how many you need) '''
*Trigger Time = +14 days (days you want to collect the payments)
*Trigger Window = 1 day
The use the settings in the previous auto action to trigger the next auto action for your booking.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ==== Change the status of all "Send a Request" bookings to "Cancelled" after three 'Capture' a Security deposit from your guests XX days before check-in - with Stripe====
</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''':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 Send Message = One time Booking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If onlya 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 require. https://beds24.com/bookpay.php?bookid=[BOOKID]&g=st&capture=0&pay=100. *HTML box - Email will be sent Email Text :- It is possible to use the same details (URL) as in the Plain text box above. Template variables can be used [[Template_Variables| see here]] '''Booking Status info tab: (Optional)''' *Booking Info Code = SECDEPOSIT (for example)*Booking Info Text = Request Security deposit request sent.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
==== Change Room Unit Status Send an email to the guest email address when guest checks out a payment FAILS at Stripe====
</div>
<div class="mw-collapsible-content">
Trigger tab:*Trigger Event = Check-outAfter Booking
*Trigger Time = Immediate
*Trigger Window = 1 day365*Booking Source = All
*Booking Status = All but not cancelled
*Any Booking Info Code = CHECKOUTSTRIPEFAIL, 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 (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 want to refine the details https://wiki.beds24.com/index.php/Category:Payments#Payment_Request *HTML Message (Send Email) Email Subject - enter the subject for your GuestsEmail Text :- enter the Email text you wish to send to your guests include template variable [PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options.
'''Booking tab:'''
*Execution = One time only
*Change Room Unit Status Flag Text = Select The text you want to display*Flag Colour - choose the optionflag 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" > ====Use API/Webhook to write Send an Email in the guests language to the field 'Message'an internal Email address ====
</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.
Booking Fields:*Booking Field Contains- select "Language" in the next field enter: Message = XXXthe short code for the language this Auto Action is for.
* URL Send Message = <nowiki>https://api.beds24.com/json/setBooking</nowiki>* Custom Header = [leave empty]Internal Only
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Use API/Webhook to write Send SMS in a certain language (if it is the value language of the 'commission' field to booking) or a new invoice itemdefault language====
</div>
<div class="mw-collapsible-content">
Set the triggers you need, for example:rules to when this Auto Action should trigger.
Time:*Trigger Event = Booking Source *Trigger Time = Booking.comImmediate*Trigger Window = 1
Booking Conditions:*URL Booking Status = All Not Cancelled '''SMS tab:'''*Phone Number = [GUESTMOBILE]*SMS Message = [IF=:[GUESTLANGUAGE]:fr:French_text|English_text]<nowiki/div>https:</div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Remotelock/api.beds24.com/json/setBookingLockstate, Nuki PIN or Chekin Link 2 days before Check-in (Self Checkin) - ''Select from the predefined template'' ====</nowikidiv>*Custom Header <div class= [leave empty]"mw-collapsible-content">'''Trigger tab:'''
Time:-*Trigger Event = Check-in*Trigger Time = -2 (the number of days before check-in you want to sent the code or link) *Trigger Window = 2 Booking Souce :- *Booking Source = All*Booking Status = Confirmed Booking Conditions:- *Group bookings = Trigger all on master Info Codes :-*Info Code = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URL (select the appropriate Booking Info Code for the service you use) '''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. *Body Data 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 include URL. Include these template variables - [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN] or [BOOKINGINFOCODETEXT:CHEKIN_PIN] see the list of ALL template variables that can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Include these template 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]] </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Pin code to guest, 2 days before Check-in (Self Checkin) ====</div><div class="mw-collapsible-content"> This auto action can be used if you have set a fixed PIN code in the Room Setup or using digits from the Booking id. To setup the PIN code for each Room/Unit then go to {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > UNIT NAMES, then in the unit names, you can add additional information including a pin code. Example: You have 2 units (100 and 101). Access Pin Code for 100 = 12345, for 101 - 34567 In "Unit name" enter: (Use (?) in the room setup for more details/options) *100|12345*101|34567 '''Trigger tab:''' Time:-*Trigger Event = Check-in*Trigger Time = -2 (the number of days before check-in you want to sent the code or link) *Trigger Window = 2 Booking Souce :- *Booking Source = All*Booking Status = All but not cancelled Booking Conditions:- *Group bookings = Trigger all on master '''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 "authenticationMail & 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]] *HTML box - Email will be sent Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Include these template variables - [UNITNAME] and [UNITNAME:1] or [BOOKIDLAST5] - Last 5 digits of booking number. see the list of ALL template variables that can be used [[Template_Variables| see here]] </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to guests with check-in details 2 days before Check-in, booking paid/no outstanding balance ====</div><div class="mw-collapsible-content"> This auto action will be sent only when the Invoice Balance of the booking is zero. This can be used to ensure that the checkin details are only sent when the guest has completed the payments. '''Trigger tab:''' Time:-*Trigger Event = Check-in*Trigger Time = -2 (the number of days before check-in you want to sent the code or link) *Trigger Window = 2 Booking Source:- *Booking Source = All*Booking Status = All but not cancelled Booking Conditions:- *Group bookings = Trigger all on master*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]] </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to guests with check-in details 2 days before Check-in, Security Deposit Authorised at Stripe ====</div><div class="mw-collapsible-content"> This auto action will be sent only when the a payment has been 'authorised' at Stripe. This can be used to ensure that the checkin details are only sent when the guest has completed the Security Deposit Authorisation. '''Trigger tab:''' Time:-*Trigger Event = Check-in*Trigger Time = -2 (the number of days before check-in you want to sent the code or link) *Trigger Window = 2 Booking Source:- *Booking Source = All*Booking Status = All but not cancelled Booking Conditions:- *Group bookings = Trigger all on master*Invoice Balance = Zero Info codes :-*Any Booking Info Code = STRIPEAUTHORIZE '''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *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]] </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to all current guest (Check-in) ====</div><div class="mw-collapsible-content">'''Trigger tab:''' Time:*Trigger Event = Check-in*Trigger Time = Immediate*Trigger Window = 14(the max number of days your guests can stay) Booking Source:*Booking Source = All Booking Conditions: *Group bookings = Trigger all on master*Booking Status = All but not cancelled 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. 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 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=""apiKeystyle="color: #f3e504; font-size: 150%;"my_very_secret_api_key>{{#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]] *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%;"propKey>{{#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 "secret_key_for_prop_XXXXXXreal" 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"bookId> ====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 "Mail & 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="invoicemw-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="mw-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="description"style="color: #f3e504; font-size: 150%;">{{#fas:lightbulb}} </span> The details in the URL, will direct the guest to make a new booking in the existing room with the check-in date = leaving date and for Offer 7 &br-7 (offer created in Step 1 above) Enter your Booking Reservation Number [BOOKID] into the Bookingid box on the booking page.com CommissionBest 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"> 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="statusmw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add CHECKOUT Booking info code to bookings ====</div><div class="mw-collapsible-content"> If you need to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set the Booking info code rather than use the Current guest module in the dashboard. Trigger tab:*Trigger Event = Check-out*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source = All*Booking Status = All but not cancelled*Group bookings = Trigger all on master Booking Info tab: *Booking Info Code = CHECKOUT*Booking Info Text = Auto Checkout</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Group check-in - ''Select from predefined templates'' ====</div><div class="mw-collapsible-content">This requires the master booking to be checked-in via the check-in function. '''Trigger tab:''' *Trigger Event = Checkin*Trigger Time = immediate*Time Window = 1 day Booking conditions:*Booking Source = All*Booking Status = All but not cancelled *Group bookings"= Trigger all on master if group*Info Code = CHECKIN '''Booking info tab : ''' *Booking Info Code = CHECKIN*Booking Info Text = Group checked in</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse"> ====Identify Repeat Guest ====</div><div class="mw-collapsible-content">This requires you to use the Guest database. Trigger tab: *Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Group bookings" = Trigger all on master*Template Variable = [GUESTSID1] greater than 0 Booking info tab : *Info Code = REPEAT</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Identify bookings with Custom Question ticked/unticked ====</div><div class="mw-collapsible-content">If you have a custom question with a 'Tick box' for example,they want a late checkin. Setup the custom question in {{#fas:cog}} (SETTINGS) PROPERTIES -> BOOKING QUESTIONS -> CUSTOM QUESTIONS -> Custom question 1, set with TYPE = Tick Box. Trigger tab: *Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Group bookings" = Trigger all on master*Template Variable = [GUESTCUSTOMQ1] equals ticked (or) not ticked Booking info tab : *Info Code = LATECHECKIN</div></div> ===Add invoice items to a booking === <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a fee to all bookings from a channel====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Expedia (for example) Invoice tab:*Add Invoice Item = Add new*Type = Amount*Description = Cleaning fee (for example) - Template variables can be used. *Amount = 50 (for example - the amount of your cleaning fee)*per = Room*Period = one time*VAT = 19% (for example - enter the VAT amount if applicable) The fee will be added the next time the auto actions run. </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a fee (Penalty) to all bookings with an Outstanding Balance==== </div><div class="qtymw-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 = 1day Booking Conditions:*Status = All not Cancelled Booking Source:*Booking Source = Direct Invoice tab:*Type = Amount*Description = Stripe Fee||[INVOICECHARGESNUM:-3%]*Amount = 0 (leave as 0 so the value is set from the calculation in the Description field)*Per = Room*Period = one time*VAT = 19% (for example - enter the VAT amount if applicable) The fee/charge will be added the next time the auto actions run. </div></div> ===Modify description/values of an existing invoice item in a booking === <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Update the Description field of a charge/invoice item==== </div><div class="mw-collapsible-content"> In some cases Channel bookings have different descriptions for the same charge item - i.e. Cleaning, update the description field in the invoice item so they all match, using the format (findthisinvoicedescription^replacewiththisdescription) Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Expedia (for example) Invoice tab:*Add Invoice Item = Update Only*Type = Change Description *Description = Cleaning^Cleaning Service Fee*Invoicee = Ignore (otherwise you can add a specific Invoicee to limit the search) </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Update all values of a charge/invoice item==== </div><div class="mw-collapsible-content"> You need to change the charges in bookings due to an update in your prices. Tourist Tax (for example), update the description field and value using the format (findthisinvoicedescription^replacewiththisdescription) Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Time Window = 365*Check In From = Select the first date of the Summer Season*Check In To = Select the last date of the Summer Season *Booking Source = Expedia (for example) Invoice tab:*Add Invoice Item = Update Only*Type = Change All *Description = Tourist Tax^Tourist Tax - Summer season 2022 (for example) *Amount = 0.75*Per = Per Person*Period = One time*Invoicee = Ignore (otherwise you can add a specific Invoicee to limit the search) </div></div> ===Payments/Pending Payments=== <div class="mw-collapsible mw-collapsed"><div class="headline-collapse"> ====Add a pending payment====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking or Before Check-in*Trigger Time = set the time you want to collect the payment*Booking Source =All (for example,you can also set different rules for different channels)*Group Booking Trigger = Trigger only Master (this will trigger on individual bookings and Master booking if a group) Booking Info tab:OptionalAdd a booking info tab for information and reporting*Flag Text = PendingPayment (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Booking tab:Optional*Booking Info Code = PENDPAY*Booking Info Text = Pending payment added Invoice tab:*Payment Type = select on what the payment is calculated (Percent of Balance due OR Group balance if you receive Group bookings)*Description = the text you will see in the "Charges and Payments" tab*Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = enter the amount or percentage you want to collect*Payment Rule = use auto or manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here *Payment Due = Set when the payment is due Create a Payment Rule to collect a payments when bookings are not cancelled. Go to Settings > Payments > Payment Rules Payment Rule : Name = Enter your title - Not Cancelled (for example)Action = Auto Payment Trigger : *Booking Status = All not cancelled*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action : *Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a pending payment - Set the Security Deposit value based on the priceof 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||[COMMISSIONNUMIF<=:[INVOICEFIRSTITEMNUM]:800:200|[INVOICEFIRSTITEMNUM][/.0]4] (Security Deposit is the description, then 2 | symbol, then the calculation for the 'Amount' to be set.) This calculation, tests if the first invoice item value (usually the Accommodation value) is greater than or = 800 if so set the Security Deposit Amount = 1 quarter of the first invoice item value, otherwise set = 200. <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> <span style="font-weight: bold;" >Tip</span> A price value for the invoice item can be specified after a second pipe (|) symbol, this can be used to calculate a price using template variables. If the price value in the description field is zero or absent, the numeric value from the amount field will be used. *Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = 0*Payment Rule = use auto or manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) Payments > Payment Rules they will be available here *Payment Due = Set when the payment is due Create a Payment Rule to collect a payments when bookings are not cancelled. Go to Settings > Payments > Payment Rules Payment Rule : Name = Enter your title - Not Cancelled (for example)Action = Auto Payment Trigger : *Booking Status = All not cancelled*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action : *Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse"> ====Collect outstanding booking balance 3 days prior to arrival( Credit card details were collected at time of booking)====</div><div class="mw-collapsible-content"> ''''Create a Payment Rule (Optional)'''' Standard payment rules in the system are Auto & Manual, you can create additional rules for the collection of outstanding payments, you can control the collection of payments if the booking status is changed,for example the booking is cancelled before the final payment is due to be collected. Go to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES Create a Payment Rule to collect payments if bookings are not cancelled. Click '''Create New Payment Rule''' : Payment Rule:*Name = Enter your title - Not Cancelled (for example) *Action = Auto Payment Trigger :*Booking Status = All not cancelled*Any Booking Info Code (optional)*All Booking Info Codes (optional)*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action :*Funding Source = Guest card only*Payment value adjustment = Limit to group booking balance*Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure Prevent Auto Payment :*Prevent payment if booking status = Cancelled*Prevent payment after check-out (days) = 7 (default)*Prevent payment action = Set Manual '''Create Auto Actions ''' Collect the outstanding balance for bookings created via your booking page. Go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTIONS and click '''Create New Action''' to create them. '''Collect outstanding balance for direct bookings''' Trigger tab:*Time**Trigger Event = Checkin**Trigger Time = -3 days (set the time you want to collect the payment)**Time Window = 3 days (set this to the same number (positive) as Trigger time. *Booking Source**Booking Source = Direct. You can have different auto actions/rules for direct bookings -v- channel bookings, then select ‘Direct’ this will include manually created bookings and booking page bookings. *Booking Conditions**Group Booking Trigger = Trigger only Master**Status = All not cancelled**Invoice Balance= Not Zero (can be used to refine the auto action being triggered) Booking tab: Optional*Flag Text = Pending payment added (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Booking Info tab: Optional, for information and reporting*Booking Info Code = BALANCE (for example enter the value - use one word only)*Booking Info Text = Enter the description/text to show in for the Booking Info Code. Invoice tab: <div class="warning">{{#fas:exclamation-triangle}} ONLY use Payment Type =‘ Percent of Group balance due’ if you selected Trigger tab > Booking Conditions > Group Booking Trigger = Trigger Only Master.</div> *Add a Pending Payment to the booking**Payment Type = Percent of Group Balance due (select on what the payment is calculated) **Description = the text you will see in the "Charges and Payments" tab**Status = if you use the status function add the status you want to apply to the pending payment (optional)**Amount = 100 (this will be 100% of the outstanding group balance) **Payment Rule = Not Cancelled - See Step 4 above (if you have set up payment rules in {{#fas:cog}} (SETTINGS) PAYMENTS ->PAYMENT RULES they will be available here) **Payment Due = Trigger date**Payment time = set the time to collect payment**Invoicee = If you use the "invoicee" function you can select which invoicee the pending payment will be assigned to. </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse"vatRate> ===='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 7days, then it will expire, if the booking is for a longer period, then you can create a second Capture, you will need to create another auto action for this. Go to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES Payment Rule : *Name = Enter your title - Security Deposit (for example)*Action = Auto Payment Trigger :*Booking Status = select from the drop down list*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action :*Capture = Yes/No - immediately charged (Capture=Yes), if you want to make sure that the amount is available for later capture (Capture=No) *Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply an info code and and/or icon when a payment was made====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Invoice Balance = Any Payment made Booking Info tab:*Booking Info Code : Enter the preset code for the icon or info code which you have created in {{#fas:cog}} (SETTINGS) ACCOUNT->PREFERENCES.00*Booking Info Text : Enter the text you wish to show Process Template Variables : When created </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Automatically apply invoice number at check-out - ''Select from predefined templates'' ====</div><div class="mw-collapsible-content">'''Trigger tab:''' *Trigger Event = Check-out*Trigger Time = Immediate*Time window = 1 day Booking Conditions:*Status = Confirmed Info Codes:*Any Booking Info Code = CHECKOUT (optional only if you use the check-out function) '''Invoice tab:''' *Assign Invoice Number = yes</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Using Pending Payments as a Payment Reminder====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking or Before Check-in*Trigger Time = set the time you want to add the pending payment to the booking*Booking Source =All (for example,you can also set different rules for different channels) Booking Info tab:*Optional, add a booking info tab for information and reporting Booking tab: Optional*Flag Text = PaymentDue1 (for example), set multiple if multiple payments are required. *Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Invoice tab:*Payment Type = select on what the payment is calculated (Percent of Balance due)*Description = the text you will see in the "Charges and Payments" tab*Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = enter the amount or percentage you want to collect*Payment Rule = Manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here *Payment Due = Set when the payment is due The Pending Payment Report is available in Bookings > Pending Payments. This report can be used to see outstanding pending payments, this can be used to see all outstanding payments, when payment gateways other than Stripe are used, the Pending Payments report can be used to see outstanding payments and a checklist for bank transfers. </div></div> ===Booking Flags/Colours=== <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when a booking is cancelled====</div><div class="mw-collapsible-content">Trigger tab*Trigger Event = Booking*Trigger Time = 1 Hour*Trigger Window = 365 days*Booking Status = Cancelled Booking tab:*Execution = One time only*Booking Status = No Change*Flag text = (enter the text you require)*Flag Colour = 999999 default cancel colour - (Set as required) </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag for a bookings from a channel which have breakfast included====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Booking.com (for example)*Booking Field Contains - select "typeAPI Message"in the next field enter: meal_plan=Breakfast (or Extra Breakfast - use the text the channel uses) Booking tab:*Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag for a bookings which has BREAKFAST as a charge item====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Booking.com (for example)*Template Variable = [IF>:[INVOICEITEMBYDESC:Breakfast]:0:yes|no] (Text for Breakfast has to match EXACTLY what is in the booking item Uppercase/Lowercase/Proper)*Select 'equal' from the selection box*yes (needs to be exactly the same text/upper/lowercase, as in the equation) Booking tab:*Execution = One time only*Flag Text = Breakfast*Flag Colour - choose the flag colour Booking Info tab:*Booking Info Code = BREAKFAST*Booking Info Description = Breakfast included</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when deposit was made prior to Check-in====</div><div class="mw-collapsible-content">Trigger tab: *Trigger Event = Check-in*Trigger Time = -365 (for example : must be a negative value and the same as the value in Trigger window)*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Invoice Balance = Any Payment made Message tab: *Send Email : select appropriate option*Enter : Subject and Email content Booking tab: (optional) *Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour Booking info tab : (optional) *Booking Info Code : DEPOSITPAID (for example)*Booking Info Text : additional text if required. Setting details with the Booking tab and Booking info tab allows you to trigger additional (follow on) Auto Actions and Reports.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when booking is fully paid====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All not cancelled*Invoice Balance = ZERO Booking tab:*Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag/colour for a booking coming from a certain channel - ''Select from the predefined template'' ====</div><div class="mw-collapsible-content"> '''Trigger tab:''' *Trigger Event = Booking*Trigger Time = Immediate*Booking Source = Booking.com (for example) '''Booking tab:''' *Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the email.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when NO payment is made - ''Select from the predefined template''====</div><div class="mw-collapsible-content"> '''Trigger tab:''' *Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1 day Booking Source:*Booking Source = All Booking Conditions: *Booking Status = All not cancelled*Invoice Balance = No payment made '''Booking tab:''' *Execution = One time only*Flag Text = Not Paid*Flag Colour = fee0dd</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when a payment was made====</div><div class="mw-collapsible-content"><span style="color: #f3e504; font-size: 250%;" >{{#fas:lightbulb}} </span> Also see Example : " Apply a flag when deposit was made prior to Check-in AND/OR Apply a flag when booking is fully paid". Trigger tab:*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All not cancelled*Invoice Balance = Any Payment made Booking tab:*Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when a payment FAILS at Stripe - ''Select from predefined template'' ====</div><div class="mw-collapsible-content"> '''Trigger tab:''' *Trigger Event = Booking (but not after check-in)*Trigger Time = Immediate*Trigger Window = 999 Booking Source:*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = STRIPEFAIL, CARDFAILSTRIPE '''Booking tab:''' *Execution = One time only*Flag Text = Stripe Payment Failed*Flag Colour - fee0dd</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag to Booking.com bookings and auto report the Credit Card when a payment FAILS at Stripe====</div><div class="mw-collapsible-content"> Go to Settings > Channel Manager > Preferences and set Auto report failed cards = Yes '''Trigger tab:''' *Trigger Event = Booking (but not after checkout)*Trigger Time = Immediate*Trigger Window = 999 Booking Source:*Booking Source = Booking.com Booking Conditions:*Booking Status = All not cancelled*Booking Info Code = BOOKINGCOMCARD '''Booking tab:''' *Execution = One time only*Flag Text = Failed CC reported to Booking.com *Flag Colour - choose the flag colour</div></div> ===Status changes===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ==== Change the status of all "Request" bookings to "Cancelled" after three days ====</div><div class="mw-collapsible-content">Trigger tab*Trigger Event = Booking*Trigger Time = 3 days*Booking Status = Request Booking tab:*Execution = One time only*Booking Status = Cancelled</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse"> ==== Change the status of all bookings which have been imported from Ical to "Request" ====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Ical Import (1,2, 3) Booking tab:*Execution = One time only*Booking Status = Request Booking changes are applied before the mail is sent.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ==== Change Room Unit Status when guest checks out ====</div><div class="mw-collapsible-content">Trigger tab*Trigger Event = Check-out*Trigger Time = Immediate*Trigger Window = 1 day*Booking Status = All but not cancelled*Any Booking Info Code = CHECKOUT Booking tab:*Execution = One time only*Change Room Unit Status = Select the option It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkin to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.</div></div> ===API/Webhook===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Use API/Webhook to write to the field 'Message'====</div><div class="mw-collapsible-content"> You can use a webhook in conjunction with the API JSON function '''setBooking''' to write to any field in the booking. First you have to configure access to the API: You need two keys to use our API JSON functions - one for the API itself and one for the property. The keys have to consist of 16 characters of your choosing.<br> '''API key:'''*{{#fas:cog}} (SETTINGS) ACCOUNT -> ACCOUNT->ACCESS "API Key 1"*API Key = my_very_secret_api_key*API Key Access = allow any IP*IP Whitelist = [leave empty]*Allow Writes = Yes*Property Access = Owned by this account only*'''Property key:'''*{{#fas:cog}} (SETTINGS) PROPERTIES > ACCESS > propKey = secret_key_for_prop_XXXXXX Set the triggers you need, for example: Booking Field Contains: Message = XXX Set the webhook like this: * URL = <nowiki>https://api.beds24.com/json/setBooking</nowiki>* Custom Header = [leave empty] Body Data::{::"invoiceeIdauthentication": ::{:::"apiKey": "my_very_secret_api_key",:::"propKey": "secret_key_for_prop_XXXXXX"::},::"bookId": "[BOOKID]",::"message": "[MESSAGE]- Append this message"
:}
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Use API/Webhook to write the value of the 'commission' field to a new invoice item====
</div>
<div class="mw-collapsible-content">
You can create a new invoice item that contains the price of the channel's commission as a negative value to subtract it from the room price. You use the API JSON function '''setBooking''' for this. First you need to configure access to the API:
You need two keys to use our API JSON functions - one for the API itself and one for the property. The keys have to consist of 16 characters of your choosing.<br>
'''API key:'''
*{{#fas:cog}} (SETTINGS) ACCOUNT -> ACCOUNT->ACCESS "API Key 1"
*API Key = my_very_secret_api_key
*API Key Access = allow any IP
*IP Whitelist = [leave empty]
*Allow Writes = Yes
*Property Access = Owned by this account only
*'''Property key:'''
*{{#fas:cog}} (SETTINGS) PROPERTIES > ACCESS> propKey = secret_key_for_prop_XXXXXX
Set the triggers you need, for example:
Booking Source = Booking.com
Set the webhook like this:
*URL = <nowiki>https://api.beds24.com/json/setBooking</nowiki>
*Custom Header = [leave empty]
*Body Data =
:{
::"authentication":
::{
:::"apiKey": "my_very_secret_api_key",
:::"propKey": "secret_key_for_prop_XXXXXX"
::},
::"bookId": "[BOOKID]",
::"invoice":
::[
:::{
::::"description": "Booking.com Commission",
::::"status": "",
::::"qty": "1",
::::"price": "-[COMMISSIONNUM]",
::::"vatRate": "7.00",
::::"type": "0",
::::"invoiceeId": ""
:::}
::]
:}
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Use Auto Action/Webhook to write to send data to Integromat====
</div>
<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]"
}
</div>
</div>
===Testing for Modified bookings===
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Use Template Variables to test for Modified bookings====
</div>
<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
</div>
</div>
