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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.
Other files "Template variables" can not be attached. We recommend you use a link to a file you upload used in the fields to your web sitegenerate dynamic values based on the booking.See the options in this section [[Template_Variables#Smart_Logic_Template_Variables|Smart Template Variables]]
<span style=== Messaging/Email ===Go to "color:#fe746c;“ >{{#fas:exclamation-triangle}} Messaging" to create or modify a prepared Email/Message template. Templates can contain [[Template Variables]] </span> The SMS will send to include information specific to the booking in the language of the accountEmail/Message, not the language of the booking. Read Example 17 for a way to control example the language of guests name or the SMSarrival date.
=== Booking ===Go to *To send messages via the tab 'Booking' to set up an auto action which modifies something Message API, then enter the text in the PLAIN text box, for emails, enter the text in the bookingHTLM Box.
=== Booking Info ===Set *To send Emails automatically you need to set up auto actions which automatically add or remove info codesyour outgoing Email address in {{#fas:cog}} (SETTINGS) ACCOUNT -> OUTGOING EMAIL.
=== Invoice ===Automatically add invoice items *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 pending paymentsedit it before sending.
Invoice changes are applied before Some systems have a limit of about 2000 characters for this form of email generation. If the mail is sentemail will not open try reducing the amount of text.
=== API ===Create auto actions which trigger HTTP POST notificationsIf 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.
=== Webhook ===Create auto actions which trigger If Auto Action Emails are sent manually via a web hook when link in the trigger conditions are met"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.
== Test ==Test why an auto action did If this does not triggerwork it will pop and send through your desktop. In this case you will see it in your Sent box.
'''Auto Action is not editable''' To have write access If you send Emails with pdf attachment (invoice, booking template) to an auto action an account needs to have write access to all properties to which Alias-Email addresses created by channels the auto action applies. This channel might not be the case if you use sub accounts and block the Auto Action attachment so it is set not delivered to trigger for "All Properties"the guest. Ask your channel about their policy regarding this.
'''You don't have permission to access control2.php on this server''' error message, when the save button is clicked It is most likely something in your content triggering the firewallOther files can not be attached. Try adding the content bit by bit until We recommend you find the item causing the problem. Often it is use a script or HTML item that appears link 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 in sql injection attacks. Once file you find the item causing the problem, try rewording itupload to your web site.
== Examples ==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.
Trigger tab<span style="color:*Trigger Event = Check#fe746c;“ >{{#fas:exclamation-triangle}} </span> The SMS will send in*Trigger Time = -365*Trigger Window = 365*Booking Source = All (the language of the account, not the language of the booking. Read Example "Send an Email in the guests language to an internal Email address" for example)*Booking Status = Cancelleda way to control the language of the SMS.
Message tab: *Trigger Action = Auto== Booking ===*Send Email = Guest Go to the tab 'Booking' to set up an auto action which modifies something in the booking.
<span style="color:#fe746c;“ >{{#fas:exclamationExecution" -triangle}} </span> If you are using deposit collection make sure you set SETTINGS->PAYMENTS->PAYMENT COLLECTION "Non Payment Booking Status" = Requestdefault is 'One time only' or 'Allow Repeats' This action can run one time only or repeat within the trigger time period.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > =Booking Info ===Change the status of all upcoming direct bookings to "Cancelled" Set up auto actions which automatically add or remove info codes. This is good practice for reporting and send an Email also to the guest ====<trigger/div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = Check-in*Trigger Time = -14 (for example to cancel the exclude bookings for the next two weeks)*Trigger Window = 14*Booking Source = Direct *Booking Status = All Not Cancelledfrom other auto actions.
Booking tab: *Booking Status = Cancelled== Invoice ===
Message tab: Automatically Assign Invoice Number. *Trigger Action = Auto *Send Email = Guest</div><Automatically add/div>update invoice items or pending payments.
<div class="mw-collapsible mw-collapsed"><div class="headlinePending payments can use Payment Rules defined in {{#fas:cog}} (SETTINGS)-collapse" > ====Send an message or SMS to Guest when booking made more than 10 days in advance====</div><div class="mwPAYMENTS-collapsible-content">Trigger tab:*Trigger Event = Check-in*Trigger Time = -365 days*Trigger Window = 355 days*Booking Status = All not cancelledPAYMENT RULES.
Booking tab:Invoice changes are applied before the mail is sent.*Execution === One time onlyAPI ===Create auto actions which trigger HTTP POST notifications. *Booking Status = No Change== Webhook ===Create auto actions which trigger a web hook when the trigger conditions are met.
Message tab or SMS tab:*Update details as appropriate**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.**Booking API and Email: Messages are sent via 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.</div></div>== Multiple Properties ==
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >With 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.
====Send an message or SMS to Guest when booking made more than 7 days When you create a Property/Room in advance====<Beds24, the setup of the Property/divRoom is held in the database and can be accessed via Template Variables. For example in {{#fas:cog}} (SETTINGS) ><div class="mw-collapsible-content"PROPERTIES >Alternatively DESCRIPTION, you an use Between Booking and Check insetup the property specific details.
Trigger tab:*Trigger Event = Booking (but not after checkProperty name -can be accessed in)template variable [PROPERTYNAME] *Trigger Time = Immediate*Trigger Window = 1 dayBetween Booking and Check Property Address - can be accessed in = 7 to 999*Booking Status = All not cancelledtemplate variable [PROPERTYADDRESS]
Booking tab:*Execution = One time only*Booking Status = No ChangeYou will find the full list of Property Template Variables when you go to [[Template_Variables#Property_Variables|Property Variables]]
Message tab or SMS tab:*Update details as appropriate<There are additional Property Templates that can be used in Messages/div><Emails/div>SMS to the guest that can be customised for each Property. Each Property Template can hold customised text that can be used in Auto Actions, Booking Templates, Invoices and Reports.
<div class="mw-collapsible mw-collapsed"Go to {{#fas:cog}} (SETTINGS) ><div class="headline-collapse" > ====Send an message or SMS to Guest when booking made more last minute booking - 6 days or less====</divPROPERTIES ><div class="mw-collapsible-content"DESCRIPTION >PROPERTY TEMPLATES you will see the list that are available.
Trigger tab:*Trigger Event = Booking (but not after check-When you create each Room/Unit the information is held in)*Trigger Time = Immediate*Trigger Window = 1 dayBetween Booking and Check in = 0 to 6*Booking Status = All not cancelledRoom/Unit specific template variables.
Booking tab:*Execution = One time only*Booking Status = No ChangeYou will find the full list of Room/Unit Template Variables when you go to [[Template_Variables#Room_Variables|Room Variables]]
Message tab or SMS tab:*Update details as appropriate</div></div>See the full list of [[Template Variables]].
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an Email with You can send a key code for a specific unit one day before check-in====<message/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 of the unit you want to send this message email toyour guests, confirming their booking date, property details and property contact details. Note that Use the number represents property, room and booking templates to build the index of the unit not its namemessage/email in one Auto Action, rather than one auto action per property.
Booking tab:*Execution = One time only*Booking Status = No ChangeThis approach will reduce the ongoing management, update one Auto Action and it will apply to all/selected properties rather than having to edit multiple auto actions with the same overall message.
Message tab: *Enter your text. If you are using ===Example 1 - Each property has a different access code for the "Additional Information" function SETTINGS->PROPERTIES->ROOMS->SET UP "Unit Names" you can use template variables main building door ===
Example: Your room is [UNITNAME]properties have security doors with keycodes, each property has a different code. Check-in from: [UNITNAME:1] . The key code is: [UNITNAME:2]
The template variables will only work if you have entered text in Go to {{#fas:cog}} (SETTINGS-) >PROPERTIES->ROOMS-DESCRIPTION >SET UP "Unit Names". The context help for this setting will explain how to do PROPERTY TEMPLATES > Property Template 1 enter the Building Access Code, use thissame field in each property and set the appropriate code.</div></div>
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an Email to Then in the guest when a payment is made====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365 day *Booking Status = All not cancelled*Invoice Balance = Any Payment made OR Invoice Balance = Zero (payment Auto Action use [PROPERTYTEMPLATE1] in full)the text rather than the actual value.
Message tab: *Enter your text. You can Please use Invoice Template variables showing this code to Access the booking charges/payments.</div></div>Main building Door:- [PROPERTYTEMPLATE1]
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an Email There is no need for a separate auto action due to guests from Channels====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source = Channel Managerthe front door keycode being different.
Booking tab:*Execution = One time only*Booking Status = No Change =Example 2 - Housekeeping/Cleaning Team is different for each Property. ===
Message tab: *Send Email = Guest *Enter Each of your properties has a different housekeeping/cleaning team and you textneed to send them an email with the booking details for each booking. If you are using the "Additional Information" function SETTINGS->PROPERTIES->ROOMS->SET UP "Unit Names" you can use template variables
ExampleGo to {{#fas: Your room is [UNITNAME]cog}} (SETTINGS) >PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES > Property Template 5 enter the email address for Housekeeping/Cleaning team. Check-in from: [UNITNAME:1] . The key code is: [UNITNAME:2]
The template variables will only work if you have entered text in SETTINGS->PROPERTIES->ROOMS->SET UP In the Auto action, *"Unit NamesSend Message". The context help for this setting will explain how to do this= Internal Only.</div></div>*"Internal Email Address" = [PROPERTYTEMPLATE5]
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send If you have different teams per room, then use 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 Room template rather than the Property Template.
Message or SMS tab:Enter the details you want ===Example 3 - Send email to send.a Group of Properties (not all) ===
Booking tab: (optional)*Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour<You can setup a "Group" for your Properties, this has a number of benefits, including sending/div><excluding messages/div>emails to a Group of Properties, view a "Group" of properties in your Calendar and in Reports.
<div class=To assign the "mw-collapsible mw-collapsedGroup"to your Properties, go to {{#fas:cog}} (SETTINGS) ><div class="headline-collapse" BOOKING ENGINE > ====Send a Request for payment to your guests for all bookings====</divMULTI BOOKING PAGE ><div class="mw-collapsible-content"PROPERTY SETTINGS >Trigger tab:GROUP KEYWORDS.
*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 1 day Booking Source = ALL (or select the booking source/Channel)Enter a Group name, it needs to be a single word - for example you want to identify all 4 bedroom properties, then you can add 4BEDS and add this to all 4 Bedroom properties you have.
Message tabEach property can be in multiple groups, enter multiple keywords separated by a comma, for example : - 4BEDS, OceanView, Dublin.
Plain Text (Using Message API)*Subject <span style="color: #f3e504; font- enter the subject for your Guests*Plain Text Message size:- enter the Message text 150%;" >{{#fas:lightbulb}} </span> This filter will not apply if you wish to send to your guests include the payment link are triggering on a single property.
https://beds24== Using Smart Logic Template Variables ==You can use smart logic template variables to trigger auto actions for specific conditions.com/bookpay.php?bookid=[BOOKID]
You can find extra options to add to the payment link if If you want to refine send a message on a specific day of the details https://wiki.beds24.com/index.php/Categoryweek :Payments#Payment_Request-
HTML Message (Send Email1) *Edit Email Subject - enter You need to send a message to remind the guests to put the subject rubbish bin out for your Guestscollection on a Wednesday night. *Edit Email Text [IF=:- enter the Email text you wish to send to your guests include template variable [PAYLINKCURRENTDATE:{%u}] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field :3:yes|no] will test if non zero, otherwise the outstanding balance. Check the template variables for other options. current date is a Wednesday
Booking tab:2) Remind the guest that the cleaning lady will be at the apartment on Friday morning.
<div class="mw-collapsible mw-collapsed"><div class="headline%u ISO-collapse" >8601 numeric representation of the day of the week 1 (for Monday) through 7 (for Sunday)
*Trigger Event = Check-in 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.*Trigger Time = -42*Trigger Window = For example a trigger that tests all bookings from booking time for 1 day Booking Source = ALL (or select year will test many bookings while a trigger that tests only the booking source/Channel)7 days before check-in will test less bookings and perform faster.
Message The test tab: of the auto action has a button that will show you how many and which bookings are being tested by the auto action.
Send Email : select It is also possible to specify a booking number and test if the appropriate optionauto action would trigger on that booking with some diagnostics information shown to help trouble shooting.
Plain Text (Using Message API)'''Optimising your auto actions''' You can trigger multiple actions in one auto action, *Subject - enter send an email/api message to the subject for your Guestsguest, *Plain Text Message :- enter the Message text you wish to send to your guests include the an SMS, update booking settings, *add/delete a booking info code, *trigger a webook, *add a pending payment link , *update/add/delete a Charge/Payment item,*assign an invoice number.
https://beds24There is no requirement to set an individual auto action for each item if they can all apply at the same time.com/bookpay.php?bookid=[BOOKID]
You can find extra options <span style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> '''It is not possible to add specify a specific time for the auto action to trigger.''' The use of the Trigger time 'Immediate' + 14 hrs (for example) will not trigger the payment link auto action at 2pm local time, this will be the first time the booking could be checked to see if you want all other conditions are met, and added to refine the details https://wikibatch for processing.beds24.com/index.php/Category:Payments#Payment_Request
HTML Message == Troubleshooting == '''If Auto Actions do not send:''' The list in the "Mail" tab of 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? *Edit Is the guests Email Subject - enter address valid ("Mails" tab of the subject for your Guestsbooking)? *Edit Email Is the Plain Text :- enter box populated with the Email text you wish want to send (required when Message API is being used? *Is the booking set to your guests include template variable [PAYLINK] this creates a payment link allow Allow Auto Actions (HTML A tag"Mails" tab of the booking) for the payment request for the amount in ? *Do all trigger events apply to the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options. ?
Booking tab: '''Auto Action is not editable''' To have write access to an auto action an account needs to have write access to all properties to which the auto action applies. This might not be the case if you use sub accounts and the Auto Action is set to trigger for "All Properties".
*Execution = One time only*Flag Text = The text you want '''You don't have permission to displayaccess control2.php on this server''' error message, when the save button is clicked*Flag Colour - choose It is most likely something in your content triggering the flag colourfirewall.Booking changes are applied before Try adding the content bit by bit until you find the mail item causing the problem. Often it is sent so a script or HTML item that appears to the flag template variable firewall as a possible hacking attack. It can also be reflected something that looks innocent like a combination of numbers and words like "and" or "or" that hackers often use in sql injection attacks. Once you find the item causing the Emailproblem, try rewording it.</div></div>
<div class="mw-collapsible mw-collapsed"> '''Auto Action is not visible in a sub account'''<div classIf 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 ="headline-collapse" >'All visible in account' and ensure the Master account has access to the properties.
You allow your === Send Emails/Message/SMS to guests to make X number of payments for their booking. ===
You can not trigger <span style="color:#019cde; font-size: 150%;“ >{{#fas:info-circle}} </span> Message API messages will be shown in the message tab of the booking and in the auto action multiple times, unless you manage Channel Message centre. Currently this manually, therefore you need to create multiple auto actions, so if you allow 3 payments is only available for their booking, then you will need 3 auto actionsBooking.com and Airbnb.
You will need <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an Email to manually add the guest when the status of a Booking Info Code to each booking that you have agreed changes to allow X payments. "Cancelled"====</div><div class="mw-collapsible-content">
Message tab: Booking Source*Booking Source = All (for example)
Send Email : select the appropriate optionBooking Conditions*Booking Status = Cancelled
Plain Text (Using '''Message tab''': For channels using the Message API)*Subject - , then enter the subject text in the Plain text box, for your Guests*Plain Text Message :- emails enter the Message text you wish to send to your guests include in the payment link HTML box.
https://beds24.com*Send Message = Booking API/bookpay.php?bookid=[BOOKID]Smart Email
You can find extra options to add to If the payment link if you want to refine the details https://wiki.beds24.com/index.php/Category:Payments#Payment_Request HTML Message (Send "Mail & Actions" tab contains a "real" Email) *Edit Email Subject - enter address the subject for your Guests*Edit Email Text :- enter message is sent to the guests Email text you wish to send to your guests include template variable [PAYLINK] this creates address. If only a payment link (HTML A tag) for masked Email address is available the payment request for message sends via the amount in the booking deposit field channels API messaging systems if non zero, otherwise the outstanding balance. Check the template variables for other optionspossible.
Booking tab:*Email Subject - enter the subject for your Guests
'''Create additional Auto Actions for each period Message Text :- enter the text you want wish to trigger'''send to your guests include URL. Template variables can be used [[Template_Variables| see here]]
'''Create Auto Action 2 (and 3, 4, 5 *HTML box - how may you need) '''*Trigger Time = +14 days (days you want to collect the payments)*Trigger Window = 1 day Email will be sent
'''Setup booking info code'''Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
Go to SETTINGS -> ACCOUNT -> PREFERENCES -> BOOKINGS -> Booking Info Code Values and enter MULTIPLE (or the value you want to use to trigger)
'''Update <span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> If you are using deposit collection make sure you set {{#fas:cog}} (SETTINGS) PAYMENTS->PAYMENT COLLECTION "Non Payment Booking to allow Multiple payments'''Status" = Request.
*Open the booking
**Go to Booking Info Tab and from the drop down list
**Select the value 'MULTIPLE' (or the value you want to use to trigger)
You want to capture a Security Deposit for bookings on the day before check-in from your guest.Booking Source:*Booking Source = Direct Booking Conditions:*Booking Status = All Not Cancelled
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 tab: *Booking Status = Cancelled
You will need to create multiple '''Message tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails to capture enter the payment multiple times for text in the same bookingHTML box.
'''Create Auto Action one'''Trigger 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.
*Trigger Event = Check-inIf no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Trigger Time = Email Subject -1 days*Trigger Window = 1 day *Booking Source = ALL (or select enter the booking source/Channel)*Status = All not cancelled Message tab: subject for your Guests
Send Email : select the appropriate option*Plain Text Box - will send to channels using Message API
*Edit Email Subject - enter the subject for your Guests*Edit Email Message Text :- 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=Template variables can be used [[BOOKIDTemplate_Variables| see here]]&g=st&capture=0&pay=100.
Booking info tab: (Optional)*HTML box - Email will be sent
*Booking Info Code = SECDEPOSIT Email Text :- It is possible to use the same details (for exampleURL)*Booking Info as in the Plain Text = Security deposit request sentbox above.Template variables can be used [[Template_Variables| see here]]
This uses a smart template variable. In this example we check whether the guest booked '''Trigger tab:''' Time:*Trigger Event = Check-in French. If yes, then we send a French text. If no, we send an English text.*Trigger Time = -365 days*Trigger Window = 355 days
Trigger tabBooking Conditions:*Booking Field Contains - select "Language" in the next field enter: the short code for the language this Auto Action is for.Status = All not cancelled
Email Booking tab:*Enter the message in the appropriate language under your default language.Execution = One time only</div></div>*Booking Status = No Change
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >'''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 tab: Whatever you want*SMS Message
Booking tab: Whatever you wantEnter the message to send, messages will be truncated at 160 characters. Template variables can be used.
SMS tab:
*Phone Number = [GUESTMOBILE]
*SMS Message = [IF=:[GUESTLANGUAGE]:fr:French_text|English_text]
Trigger tab:*Trigger Event = Alternatively you an use Between Booking and Check-in*Trigger Time = -2 (the number of days before check-in you want to sent the code or link) *Trigger Window = 2*Booking Source = All*Booking Status = All but not cancelled*Group bookings = Trigger all on master*Info Code = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URL
Message '''Trigger tab: *Send Email = Booking API/Email Smart *EMail Subject = Your access code (your text)*Email Text = Your text which includes the template variable [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN]</div></div>'''
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to all current guest ====</div><div class="mw-collapsible-content">Trigger tabTime:*Trigger Event = CheckBooking (but not after check-in)
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 the other options)*Attachment = Select an option from the drop down list. *EMail Subject = Enter the appropriate details *Email Text = Your text which includes - enter the details subject for your current guests. Guests
It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkout *Plain text box - will send to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.channels using Message API
If Message Text :- enter the text you wish to 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 thisguests include URL.Template variables can be used [[Template_Variables| see here]]
Other files can not *HTML box - Email will be attached. We recommend you use a link to a file you upload to your web site.</div></div>sent
<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 unitstatus to the room when it is ready. In this example we used the unit status clean'''SMS tab :'''
Trigger tab Please note a charge applies per SMS message. *Send SMS Message :Enable*Trigger Event = CheckinPhone 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.*Trigger Time = Immediate*Trigger Window = 1The phone number must contain the international country code and phone number as it would be dialed internationally.*Booking Source = All *Booking Status = All but Do not cancelledinclude 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*Group bookings = Trigger all on master*Template Variable = You can use the template variables [GUESTPHONE] or [UNITSTATUS1GUESTMOBILE] Contains = cleanbut this will only work if the phone number has exactly the required format. *SMS Message
Message tab: *Send Email = Guest API/Smart Email (or one of the other options)*EMail Subject = Enter the appropriate details *Email Text = Your textmessage to send, messages will be truncated at 160 characters. Template variables can be used.
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
===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)
Booking Info tab:
*Booking Info Code = CHECKIN
*Booking Info Text = Auto Checkin
</div>
</div>
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add CHECKOUT Booking info code to bookings ====</div><div class="mw-collapsible-content">'''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.
If you need to use the *Send Message = Booking info code CHECKINAPI/CHECKOUT for reporting/other auto actions, you can set the Booking info code rather than use the Current guest module in the dashboard. Smart Email
Trigger If the "Mail & Actions" 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 mastercontains 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: *Booking Info Code = CHECKOUT*Booking Info Text = Auto Checkout</div></div>of the Email.
<div class="mw*Email Subject -collapsible mw-collapsed"><div class="headline-collapse" > ====Group check-in ====</div><div class="mw-collapsible-content">This requires the master booking to be checked-in via enter the check-in function. subject for your Guests
Trigger tab:*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 = immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Group bookings" = Trigger all on master*Template Variable = [GUESTSID1] greater than 0Please note a charge applies per SMS message.
Booking info tab *Send SMS Message : Enable*Info Code = REPEAT</div></div>Phone Number : This is the phone number that will receive the SMS notification.
<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 This is a custom question with a 'Tick box' for example, they want a late checkinglobal service and the notifications can be sent to almost phone in any country.
Setup The phone number must contain the custom question in Properties -> Booking Questions -> Custom Questions -> Custom question 1, set with TYPE = Tick Boxinternational country code and phone number as it would be dialed internationally.
Trigger tab:Do not include any leading zeros or other characters and use no spaces.
*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 The number must start with the country code.
Booking info tab : EXAMPLE*Info Code = LATECHECKIN</div>to send to phone number 015625346 in the UK (Country code 44) enter the following number</div>4415625346 You can use the template variables [GUESTPHONE] or [GUESTMOBILE] but this will only work if the phone number has exactly the required format.
===Add invoice items to a booking ===*SMS Message
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a fee Enter the message 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)send, messages will be truncated at 160 characters. Template variables can be used.
Invoice '''Booking tab:'''*Type Execution = Amount*Description = Cleaning fee (for example)*Amount = 50 (for example - the amount of your cleaning fee)*per = Room*Period = 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 with a key code for a pending paymentspecific unit one day before check-in (Self Checkin)====
Booking Info tabProperty, Room, Unit:*Optional, add a booking info tab for information and reportingUnit = Select the number of the unit you want to send this message to. Note that the number represents the index of the unit not its name.
Booking tabTime: Optional*Flag Text Trigger Event = Pending payment added (for example)Check-in*Flag Colour Trigger Time = select the colour as this will be visible in the Calendar/Bookings list -1 day*Trigger Window = 1 day
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" tabBooking Conditions *Booking Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = enter the amount or percentage you want to collect*Payment Rule = use auto or manual - if you have set up payment rules in SETTINGS->GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here *Payment Due = Set when the payment is dueAll not cancelled
Create a Payment Rule to collect a payments when bookings are not cancelled. *Send Message = Booking API/Smart Email
Go If the "Mail & Actions" tab contains a "real" Email address the message is sent to Settings > Payments > Payment Rulesthe guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
Payment Rule :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.
Name = Enter your title *Email Subject - Not Cancelled (enter the subject for example)Action = Autoyour Guests
Payment Trigger *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]] If you are using the "Additional Information" function {{#fas:cog}} (SETTINGS) PROPERTIES->ROOMS->SET UP "Unit Names" you can use template variables Example: Your room is [UNITNAME]. Check-in from: [UNITNAME:1] . The key code is: [UNITNAME:2] 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 this setting will explain how to do this. *HTML box - Email will be sent If you are using the "Additional Information" function SETTINGS-{{#fas:cog}} (SETTINGS) PROPERTIES->ROOMS->SET UP "Unit Names" you can use template variables [[Template_Variables| see here]]
*Booking 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 Example: Your room is [UNITNAME]. Check-in from: [UNITNAME:1] . The key code in the booking)is: [UNITNAME:2]
Payment Action 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.
Trigger tabTime:*Trigger Event = After Booking *Trigger Time = immediate Immediate*Booking Source Trigger Window =All (for example, you can also set different rules for different channels) 365 day
Invoice tabBooking Conditions:*Booking Status = All not cancelled*Invoice Balance = Any Payment Type made OR Invoice Balance = Percent of balance due Zero (payment in full) '''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. *Description Send Message = Booking API/Smart Email If the text you "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 see in send to the Email address from the "Charges and PaymentsMail & Actions" tab (Payment Balance) of the Email. *Status = if you use Email Subject - enter the status function add subject for your Guests *Plain text box - will send to channels using Message API Message Text :- enter the status text you want wish to apply send to your guests. Template variables can be used [[Template_Variables| see here]] You should consider adding the invoice table to the email so the guest can see the pending payment (optional)booking details including Charges & Payments. [INVOICETABLE] - invoice table It is also possible to include a customised invoice table using this template variable :- [INVOICE:PRI_QTY_CUA€] will create an invoice table with price and quantity in Euros *Amount = 100 (balance HTML box - Email will be sent Email Text :- It is full price possible to use the same details as in the Plain text box above. Template variables can be used [[Template_Variables| see here]] You should consider adding the invoice table to the email so 100% of the balance)guest can see the booking details including Charges & Payments. *Payment Rule = Auto*Payment Due = check in [INVOICETABLE] -3invoice table
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> Automatic collection is only available for customer who use [[Stripe]].
Trigger tabTime:*Trigger Event = After Booking *Trigger Time = immediate Immediate*Booking Source Trigger Window =All (for example, you can also set different rules for different channels) 999 day
Invoice tabBooking Conditions:*Payment Type = Fixed amount*Description = Security Deposit (the text you will see in the "Charges and Payments" tab)*Booking Status = if you use the status function add the status you want to apply to the pending payment (optional)All not cancelled*Amount Invoice Balance = 100 (balance is full price so 100% of the balance)*Payment Rule = Security Deposit (Create a Payment Rule, see below) *Any Payment Due = check inmade
<span style*Flag Text ="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> Automatic collection is only available for customer who use [[Stripe]].Paid *Flag Colour = d4e4b0
Create a Payment Rule to 'Capture' a payment only. Captured payments will only be valid for 7 days, then it will expire, if the booking is for a longer period, then you can create a second Capture, you will need to create another auto action for this.</div></div>
Go to Settings <div class="mw-collapsible mw-collapsed"> <div Payments class="headline-collapse" > Payment Rules
Payment Rule : ====Email confirmation for channel bookings - ''Select from the predefined template''====</div>*Name <div class= Enter your title "mw-collapsible- Security Deposit (for example)content">*Action = Auto'''Trigger tab:'''
Payment Time*Trigger :Event = Booking*Booking Status Trigger Time = select from the drop down listImmediate*Any Trigger Window = 1 day Booking Info Code = optionalSource*All Booking Info Codes Source = optionalChannel Manager '''Message tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Exclude Send Message = Booking Info Code = optional (API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Email Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests. Template variables can exclude Virtual Credit cards, find be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- It is possible to use the Booking info code same details as in the booking)Plain Text box above. Template variables can be used [[Template_Variables| see here]] '''Booking tab:'''*Execution = One time only*Booking Status = No Change
Payment Action :
*Capture = Yes/No - immediately charged (Capture=Yes), if you want to make sure that the amount is available for later capture (Capture=No)
*Add info code on success = add a Booking Info item to the booking on success
*Add info code on failure = add a Booking Info item to the booking on failure
Booking Info tab:Time*Execution Trigger Event = One time onlyCheck-out*Info Code Trigger Time = Enter the preset code for the icon or info code which you have created in SETTINGS->ACCOUNT->PREFERENCES.30 days</div></div>*Trigger Window = 365 days
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Assign invoice numbers====</div><div class="mw-collapsible-content">Trigger '''Message tab:*Trigger Event = Check-out*Trigger Time = Immediate*Any Booking Info Code = CHECKOUT (optional only if you use ''' 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.
Invoice tab:*Assign Invoice Number Send Message = yes<Booking API/div></div>Smart Email
<div class=If the "mw-collapsible mw-collapsedMail & Actions"><div class="headline-collapse" > ====Using Pending Payments as tab contains a Payment Reminder====</div><div class="mw-collapsible-contentreal">Trigger tab:*Trigger Event = After Booking or Before Check-in*Trigger Time = set Email address the time you want message is sent to add the pending payment to guests Email address. If only a masked Email address is available the message sends via the booking*Booking Source =All (for example, you can also set different rules for different channels)API messaging systems if possible.
Booking Info tab:*Optional, add If no connection to a booking info messaging system is available the message will send to the Email address from the "Mail & Actions" tab for information and reportingof the Email.
Booking tab: Optional*Email Subject - enter the subject for your Guests *Flag Plain text box - will send to channels using Message API Message Text = PaymentDue1 (for example), set multiple if multiple payments are required:- enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]] *Flag Colour = select the colour as this HTML box - Email will be visible in the Calendar/Bookings listsent
Invoice tabEmail Text :*Payment Type = select on what the payment - It is calculated (Percent of Balance due)*Description = possible to use the text you will see same details as 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 SETTINGS->GUEST MANAGEMENT->PAYMENT COLLECTION they will Plain text box above. Template variables can be available used [[Template_Variables| see 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. '''SMS tab :'''
</div></div> Please note a charge applies per SMS message.
===Booking Flags/Colours===*Send SMS Message : Enable*Phone Number : This is the phone number that will receive the SMS notification.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply This is a flag when a booking is cancelled====</div><div class="mw-collapsible-content">Trigger tab*Trigger Event = After Booking*Trigger Time = 1 Hour*Trigger Window = 365 days*Booking Status = Cancelledglobal service and the notifications can be sent to almost phone in any country.
Booking tab:The phone number must contain the international country code and phone number as it would be dialed internationally. *Execution = One time onlyDo not include any leading zeros or other characters and use no spaces. The number must start with the country code. EXAMPLE*Booking Status = No Change*Flag text = to send to phone number 015625346 in the UK (Country code 44) enter the text you require)following number 4415625346 *Flag Colour = Set as You can use the template variables [GUESTPHONE] or [GUESTMOBILE] but this will only work if the phone number has exactly the requiredformat.</div></div>*SMS Message
<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 = BookingEnter the message to send, messages will be truncated at 160 characters. Template variables can be used.com (for example)*Booking Field Contains - select "API Message" in the next field enter: meal_plan=Breakfast (or Extra Breakfast - use the text the channel uses)
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
*Trigger Event = CheckSubject -inenter the subject for your Guests*Trigger Time = Plain Text Message :-365 (for example : must be a negative value and enter the same as Message text you wish to send to your guests include the value in Trigger window)*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Invoice Balance = Any Payment madepayment link
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)</div></div>
*Booking Info Code : DEPOSITPAID (for example)<div class="mw-collapsible mw-collapsed">*Booking Info Text : additional text if required. <div class="headline-collapse" >
Setting details with ====Send a Request to update the Booking tab and Booking info tab allows you to trigger additional (follow on) Auto Actions and Reports.</div>guest's credit card as it will expire before checkin====
<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 tabTime:*Trigger Event = After Booking(not after check-in)
Booking '''Message tab:*Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour</div></div>'''
<div class*Send Email =Booking API and Email Smart: If the "mw-collapsible mw-collapsedMail & Actions">tab contains a "real" Email address the message is sent to the guests Email address. <div class=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 "headline-collapseInternal" >are sent via Email.
====Apply a flag*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/colour for a booking coming from a certain channel==bookpay.php?bookid=[BOOKID]&g=cc You can find extra options to add to the payment link if you want to refine the details <https://wiki.beds24.com/index.php/div>Category:Payments#Payment_Request <div class="mw*HTML Message (Send Email) Edit Email Subject -collapsibleenter the subject for your GuestsEdit Email Text :-content">enter the Email text you wish to send to your guests including the payment link https://beds24.com/bookpay.php?bookid=[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.
Trigger '''Booking tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Booking.com (for example)'''
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'''Trigger tab: 250%;" >{{#fas''' Time:lightbulb}} </span> Also see Example : " Apply a flag when deposit was made prior to *Trigger Event = Check-in AND/OR Apply a flag when booking is fully paid".*Trigger Time = -42*Trigger Window = 42 day
Trigger Booking Souce: *Booking Source = ALL (or select the booking source/Channel) '''Message tab:''' *Trigger Event Send Email = After 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. *Trigger Time 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= Immediate[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 *Trigger Window = 365HTML Message (Send Email) Edit Email Subject - enter the subject for your GuestsEdit Email Text :- enter the Email text you wish to send to your guests include template variable [PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options. *Booking Source = All*'''Booking Status = All not cancelled*Invoice Balance = Any Payment madetab:'''
Booking tab:
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
Booking tab:You allow your guests to make X number of payments for their booking. *Execution = One time only*Flag Text = Stripe Payment FailedYou 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. *Flag Colour - choose the flag colour</div>You will need to manually add a Booking Info Code to each booking that you have agreed to allow X payments. </div>'''Create Auto Action one'''
<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">'''Trigger tab:'''
Go to Settings > Channel Manager > Preferences and set Auto report failed cards = Yes Trigger tab:*Trigger Event = After Booking(but not after check-in)*Trigger Time = Immediate+7 days*Trigger Window = 3651 day *Booking Source = AllALL (or select the booking source/Channel)*Booking Status Invoice Balance = All but not cancelledNot Zero*Any Booking Info Code = BOOKINGCOMCARDMULTIPLE (for example) this can be used if you only allow some guests to make multiple payments. '''Message tab:'''
===Status changes===*Plain text box (Using Message API)<div class="mwSubject -collapsible mwenter the subject for your GuestsPlain Text Message :-collapsed">enter the Message text you wish to send to your guests include the payment link <div classhttps://beds24.com/bookpay.php?bookid="headline-collapse" > [BOOKID] ==== Change You can find extra options to add to the status of all "Request" bookings payment link if you want to "Cancelled" after three days ====refine the details <https://wiki.beds24.com/index.php/div>Category:Payments#Payment_Request<div class="mw*HTML Message (Send Email) Edit Email Subject -collapsibleenter the subject for your GuestsEdit Email Text :-content">enter the Email text you wish to send to your guests include template variable Trigger tab[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. *Trigger Event = After Booking*Trigger Time = 3 days*'''Booking Status = Requesttab:'''
Booking tab:
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Booking Source = Ical Import (1, 2, 3)
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 = Requestheld by Stripe for 7 days, if the guest is staying longer you will need to send the request again.
Booking changes are applied before You will need to create multiple emails to capture the mail is sentpayment multiple times for the same booking.</div></div>
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >'''Trigger tab:'''
==== Change Room Unit Status when guest checks out ====</div><div class="mw-collapsible-content">Trigger tab*Trigger Event = Check-outin*Trigger Time = Immediate-1 days*Trigger Window = 1 day*Booking Source = ALL (or select the booking source/Channel)*Status = All but not cancelled*Any Booking Info Code = CHECKOUT
Booking '''Message tab''':*Execution = One time only*Change Room Unit Status = Select For channels using the optionMessage API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
It is assumed you use the Checkin*Send Message = Booking API/Checkout feature in Smart Email If the Dashboard, if not you can either manually add Checkin to your bookings (Booking info "Mail & Actions" tab) or create an auto action contains a "real" Email address the message is sent to add the Booking Info Codes to guests Email address. If only a masked Email address is available the message sends via the bookingschannels API messaging systems if possible.</div></div>
===API/Webhook===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Use API/Webhook If no connection to write a messaging system is available the message will send to the field 'Message'====</div><div class=Email address from the "mw-collapsible-contentMail & Actions">tab of the Email.
You can use a webhook in conjunction with *Email Subject - enter the API JSON function '''setBooking''' to write to any field in the booking. First you have to configure access to the API:subject for your Guests
You need two keys to use our API JSON functions *Plain text box - one for the API itself and one for the property. The keys have will send to consist of 16 characters of your choosing.<br> '''API key:'''*SETTINGS -> ACCOUNT -> ACCOUNT->ACCESS "API Key 1"*channels using Message 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 Message Text :- enter the triggers text you needwish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]], for examplechange the pay=100 to the value you require. https://beds24.com/bookpay.php?bookid=[BOOKID]&g=st&capture=0&pay=100.
Booking Field Contains: Message = XXX*HTML box - Email will be sent
Set Email Text :- It is possible to use the webhook like this:same details (URL) as in the Plain text box above. Template variables can be used [[Template_Variables| see here]]
Body Data:
:{
::"authentication":
::{
:::"apiKey": "my_very_secret_api_key",
:::"propKey": "secret_key_for_prop_XXXXXX"
::},
::"bookId": "[BOOKID]",
::"message": "[MESSAGE] - Append this message"
:}
You can create 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 '''Message tab:''' Update details as appropriate*Send Message = Booking API and Email Smart: If the "Mail & Actions" tab contains a new invoice item that contains "real" Email address the message is sent to the guests Email address.If only a masked Email address is available the price of message sends via the channel's commission as channels API messaging systems if possible. If no connection to a negative value messaging system is available the message will send to subtract it the Email address from the room price"Mail & Actions" tab of the Email. You use Messages to the Email address entered in the field "Internal" are sent via Email. *Plain text box (Using Message API JSON function '''setBooking''' ) Subject - enter the subject for this. First your GuestsPlain Text Message :- enter the Message text you need wish to configure access send to your guests including the API:payment link
You need two keys to use our API JSON functions - one for the API itself and one for the propertyhttps://beds24. The keys have to consist of 16 characters of your choosingcom/bookpay.<br>'''API key:'''*SETTINGS -> ACCOUNT -> ACCOUNT->ACCESS "API Key 1"*API Key = my_very_secret_api_key*API Key Access = allow any IP*IP Whitelist php?bookid= [leave emptyBOOKID]*Allow Writes = Yes*Property Access = Owned by this account onlyYou can find extra options to add to the payment link if you want to refine the details *'''Property keyhttps:'''*Settings > Properties > Access > propKey = secret_key_for_prop_XXXXXX//wiki.beds24.com/index.php/Category:Payments#Payment_Request
Set *HTML Message (Send Email) Email Subject - enter the triggers subject for your GuestsEmail Text :- enter the Email text you needwish 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 example:other options.
Set the webhook like this:</div></div>
*URL <div class= <nowiki"mw-collapsible mw-collapsed">https://api.beds24.com/json/setBooking</nowikidiv class="headline-collapse" >*Custom Header = [leave empty]
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. 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.
==Actions = SMS ===You can automatically send SMS messages. Please note that a fee per SMS message applies if this function is activated.
== Troubleshooting == '''If Auto Actions do not send:''' The list in the "Mail" tab of the booking will tell you why. Common causes are: *Is your outgoing Email address working? Go to SETTINGS->ACCOUNT->OUTGOING EMAIL and click on "Send Test Email".Attachments ==== *Is your Auto Action set You can choose to send automatically? *Is the guests Email address valid ("Mails" tab of the booking)? *Is the attach an invoice or a booking set template as a PDF file to allow Allow emails sent by Auto Actions ("Mails" tab of the booking)? *Do all trigger events apply to the booking?.
===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.
=== Send Emails/Message/SMS to guests ===You can automatically send SMS messages. Please note that a fee per SMS message applies if this function is activated.
<div classspan style="mwcolor:#019cde; font-collapsible mwsize: 150%;“ >{{#fas:info-collapsed">circle}} <div class="headline-collapse" /span> ====Send an Email SMS can only be used to the guest when the status of communicate Information about a current booking changes to "Cancelled"====</div><div class="mw-collapsible-content">. For legal reasons you can not use SMS for marketing purposes including discounts or vouchers.
</divspan style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </divspan>Emails are always triggered once only regardless of this setting.
There is no need for a separate auto action as the message will be sent to the appropriate email from property template 5.
In the Trigger tab of the Auto Action, enter the Group keyword in *"Send Email : select Only To Property Groups" OR "Exclude Property Groups" you want to include/exclude from the appropriate optionAuto Action.
*Execution [IF= One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colourBooking changes are applied before :[CURRENTDATE:{%u}]:4:yes|no] will test if the mail current date is sent so that the flag template variable can be reflected in the Email.</div></div>a Thursday
==Performance and Testing ==Send a Request for payment Auto actions will test up to 1000 bookings per cycle, if your guests XX days before arrival====trigger condition involves more than 1000 bookings, the next 1000 will be tested on the next cycle etc.</div><div class="mw-collapsible-content">Trigger tab:If you require the fastest speed, ensure your trigger is designed to test less than 1000 bookings.
'''Delayed trigger of Auto Action:'''
See section Performance and testing above.
==Examples ==Send a Request for payment to your guests XX days after booking====</div><div class="mw-collapsible-content">
'''Create Auto Action oneTrigger tab:'''Trigger tab:
Time:*Trigger Event = Booking (but not after checkCheck-in)*Trigger Time = +7 days-365*Trigger Window = 1 day *Booking Source = ALL (or select the booking source/Channel)*Invoice Balance = Not Zero*Any Booking Info Code = MULTIPLE (for example) this can be used if you only allow some guests to make multiple payments. 365
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.
*Execution = One time only*Flag Text = The Plain text you want box - will send to display*Flag Colour - choose the flag colourBooking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.channels using Message API
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Send a Request Change the status of all upcoming direct bookings to 'Capture' a Security deposit from your guests XX days before check-in - with Stripe"Cancelled" and send an Email to the guest ====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Time:
*Trigger Event = Check-in
*Trigger Time = -14 (for example to cancel the bookings for the next two weeks)
*Trigger Window = 14
*Send Message = Booking API/Smart Email
</div>
<div class="headline-collapse" >
====Send an Email message or SMS to Guest when booking made more than 10 days in the guests language to an internal Email address advance====
</div>
<div class="mw-collapsible-content">
*Send Message ====Send SMS in 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 certain language (masked Email address is available the message sends via the channels API messaging systems if it possible. If no connection to a messaging system is available the message will send to the language Email address from the "Mail & Actions" tab of the bookingEmail. *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) or as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]] '''SMS tab :''' Please note a default language====charge applies per SMS message. *Send SMS Message : Enable</div>*Phone Number : This is the phone number that will receive the SMS notification.<div class="mw-collapsible-content">This uses is a smart template variable. In this example we check whether global service and the guest booked notifications can be sent to almost phone in Frenchany country. If yes, then we send a French text The phone number must contain the international country code and phone number as it would be dialed internationally. If Do not include any leading zeros or other characters and use no, we spaces. The number must start with the country code. EXAMPLE to send an English textto 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.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Send Remotelock/Lockstate, Nuki PIN an message or Chekin Link SMS to Guest when booking made more than 7 days in advance====
</div>
<div class="mw-collapsible-content">
*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
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 tab:'''
*Execution = One time only
*Booking Status = No Change
</div>
</div>
<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 = All0 to 6 Booking Conditions: *Booking Status = All but not cancelled*Group bookings = Trigger all on master
</div>
</div>
<div class="mw-collapsible mw-collapsed"><div class==Payments/Pending Payments==="headline-collapse" >
</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)'''
'''Message tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
'''Booking tab:'''*Capture = Yes - immediately charged (CaptureExecution =Yes)One time only*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure Status = add a Booking Info item to the booking on failureNo Change
</div>
<div class="headline-collapse" >
====Collect outstanding booking balance 3 days prior Send an Email to arrival( Credit card details were collected at time of booking)the guest when a payment is made====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
It is also possible to include a customised invoice table using this template variable :- [INVOICE:PRI_QTY_CUA€] will create an invoice table with price and quantity in Euros.
</div>
</div>
<div class="headline-collapse" >
===='Capture' Apply a flag/colour to a Security Deposit booking when Credit card a payment is collected at time of booking. made - ''Select from the predefined template ''====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
'''Booking tab:'''
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply an info code and and/Send a message (Email or icon when a payment was madesms) to guests that have Checked-out 30 days or more====
</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 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 = Booking*Trigger Time = Immediate*Trigger Window = 1 day Booking Source:*Booking Source = ALL (or select the booking source/Channel) '''Message tab:''' Update details as appropriate*Send Message = Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email 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)
'''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 class="mw-collapsible-content">
'''Trigger tab:'''
*Trigger Time = Immediate
*Trigger Window = 3651 day *Booking Source = AllSouce: *Booking Status = All not cancelled*Invoice Balance Source = ZEROALL (or select the booking source/Channel)
*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="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply a flag when Send a Request for payment was madeto your guests XX days before check-in====
</div>
<div class="mw-collapsible-content">
*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 FAILS at Stripeto your guests XX days after booking====
</div>
<div class="mw-collapsible-content">
*Send Message = Booking API/Smart EmailIf the "Mail & Actions" tab:*Execution = One time contains a "real" Email address the message is sent to the guests Email address. If only*Flag Text = Failed CC reported 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 Bookingthe Email address from the "Mail & Actions" tab of the Email.com *Flag Colour - choose Messages to the Email address entered in the flag colour</div></div>field "Internal" are sent via Email.
*Execution = One time only
*Flag Text = The text you want to display*Flag Colour - choose the flag colourBooking Status 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 = Cancelled1 day The use the settings in the previous auto action to trigger the next auto action for your booking.
</div>
</div>
<div class="headline-collapse" >
==== Change the status of all bookings which have been imported Send a Request to 'Capture' a Security deposit from Ical to "Request" your guests XX days before check-in - with Stripe====
</div>
<div class="mw-collapsible-content">
'''Booking info tab: (Optional)''' * URL Booking Info Code = <nowiki>https://api.beds24.com/json/setBooking</nowiki>SECDEPOSIT (for example)* Custom Header Booking Info Text = [leave empty] Security deposit request sent.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Use API/Webhook Send an email to write the value of the 'commission' field to guest email address when a new invoice itempayment FAILS at Stripe====
</div>
<div class="mw-collapsible-content">
'''Booking Source tab:'''*Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colourBookingchanges are applied before the mail is sent so that the flag template variable can be reflected in the Email.com
====Send an Email in the guests language to 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. '''Trigger tab:''' Time:*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1 Booking Source:*Booking Source = All (for example) Booking Conditions:*Booking Status = All Not Cancelled Booking Fields:*Booking Field Contains - select "Language" in the next field enter: the short code for the language this Auto Action is for. '''Message tab:'''Enter the message in the appropriate language under your default language. *Send Message = Internal Only *Internal Email Address = enter the email address this message should be sent to. *Email Subject - enter the subject for your Guests *HTML box - Email will be sent *Email Text :- Template variables can be used in the message. [[Template_Variables| See here]] </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send SMS in a certain language (if it is the language of the booking) or a default language====</div><div class="mw-collapsible-content">This uses a smart template variable. In this example the auto action will trigger on Booking and for 1 day, we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text. '''Trigger tab:''' Set the rules to when this Auto Action should trigger. Time:*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1 Booking Source:*Booking Source = All (for example) Booking Conditions:*Booking Status = All Not Cancelled '''SMS tab:'''*Phone Number = [GUESTMOBILE]*SMS Message = [IF=:[GUESTLANGUAGE]:fr:French_text|English_text]</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Remotelock/Lockstate, Nuki PIN or Chekin Link 2 days before Check-in (Self Checkin) - ''Select from the predefined template'' ====</div><div class="mw-collapsible-content">'''Trigger tab:''' Time:-*Trigger Event = Check-in*Trigger Time = -2 (the number of days before check-in you want to sent the code or link) *Trigger Window = 2 Booking Souce :- *Booking Source = All*Booking Status = 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 "Mail & Actions" tab of the Email. *Subject - enter the subject for your Guests - Your access code (your text) *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests include URL. Include these template variables - [UNITNAME] and [UNITNAME:1] or [BOOKIDLAST5] - Last 5 digits of booking number. See the list of ALL template variables that can be used [[Template_Variables| see here]] *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"authentication> 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="" style="color: #f3e504; font-size: 150%;"apiKey>{{#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="my_very_secret_api_keycolor: #f3e504; font-size: 150%;">{{#fas:lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkout to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings. If you send Emails with pdf attachment (invoice,booking template) to Alias-Email addresses created by channels the channel might block the attachment so it is not delivered to the guest. Ask your channel about their policy regarding this. Other files can not be attached. We recommend you use a link to a file you upload to your web site.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email after the cleaner has cleaned the room====</div><div class="mw-collapsible-content"> To send an automated Email to the guest then they can check you/the cleaner have to add a unit status to the room when it is ready. In this example we used the unit status clean '''Trigger tab:''' Time:*Trigger Event = Checkin*Trigger Time = Immediate*Trigger Window = 1 Booking Source:*Booking Source = All Booking Conditions*Group bookings = Trigger all on master*Booking Status = All but not cancelled Booking Fields:*Template Variable = [UNITSTATUS1] Contains = clean '''Messaging tab: '''*Send Email = Guest API/Smart Email (or one of the other options) If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions"propKeytab 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 "secret_key_for_prop_XXXXXXMail & Actions"tab of the Email. *Email Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API, enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]] [IF<=:[TURNOVERDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [TURNOVERDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. *HTML box - Email will be sent, enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]] [IF<=:[TURNOVERDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [TURNOVERDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. '''Booking Info Tab :Optional '''*Booking info code = EXTRANIGHTS *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to your guest - Upselling additional nights - nights available before checkin ====</div><div class="mw-collapsible-content"> To send an automated Email to the guest confirming that it is possible to extend their stay. This example uses fixed values that you have entered into {{#fas:cog}}(SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. '''Trigger Tab :-''' Time:*Trigger Event = Checkin (depending on when you want to notify the guest)*Trigger Time = -2 days (depending on when you want to notify the guest,in this example 2 days before arrival)*Trigger Window = 2 Booking Source:*Booking Source = All Booking Conditions:*Group bookings = Trigger all on master*Booking Status = All but not cancelled Booking Fields:*Template Variables = [IFBETWEEN:[VACANTDAYS]:0:3:yes|no|no] equal yes This template variable tests if there is upto 3 days from previous checkout to check in of current booking. '''Messaging tab :- '''*Send Message = Guest API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "bookIdMail & 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="mw-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="invoicemw-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="" 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 Booking id box on the booking page. Best regards, [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME] Email :-[PROPERTYEMAIL] Website :- [PROPERTYWEB] Booking Info Tab :- Optional*Booking info code = LATCHECKOUT, *Booking Info Description = Upsell email sent [CURRENTDATE]:Late Checkout </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to your guest - On a Wednesday (Cleaner is due/Rubbish Collection is due) ====</div><div class="mw-collapsible-content"description> 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 Bookinginfo code rather than use the Current guest module in the dashboard.com Commission Trigger tab:*Trigger Event = Check-in*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source = All*Booking Status = All but not cancelled*Group bookings = Trigger all on master Booking Info tab: *Booking Info Code = CHECKIN*Booking Info Text = Auto Checkin</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add CHECKOUT Booking info code to bookings ====</div><div class="mw-collapsible-content"> If you need to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions,you can set the Booking info code rather than use the Current guest module in the dashboard. Trigger tab:*Trigger Event = Check-out*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source = All*Booking Status = All but not cancelled*Group bookings = Trigger all on master Booking Info tab: *Booking Info Code = CHECKOUT*Booking Info Text = Auto Checkout</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Group check-in - ''Select from predefined templates'' ====</div><div class="mw-collapsible-content">This requires the master booking to be checked-in via the check-in function. '''Trigger tab:''' *Trigger Event = Checkin*Trigger Time = immediate*Time Window = 1 day Booking conditions:*Booking Source = All*Booking Status = All but not cancelled *Group bookings" = Trigger all on master if group*Info Code = CHECKIN '''Booking info tab :''' *Booking Info Code = CHECKIN*Booking Info Text = Group checked in</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Identify Repeat Guest ====</div><div class="statusmw-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||[IF<=:[INVOICEFIRSTITEMNUM]:800:200|[INVOICEFIRSTITEMNUM][COMMISSIONNUM/.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="vatRateheadline-collapse"> ====Collect outstanding booking balance 3 days prior to arrival( Credit card details were collected at time of booking)====</div><div class="mw-collapsible-content"> ''''Create a Payment Rule (Optional)'''' Standard payment rules in the system are Auto & Manual, you can create additional rules for the collection of outstanding payments, you can control the collection of payments if the booking status is changed, for example the booking is cancelled before the final payment is due to be collected. Go to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES Create a Payment Rule to collect payments if bookings are not cancelled. Click '''Create New Payment Rule''' : Payment Rule:*Name = Enter your title - Not Cancelled (for example) *Action = Auto Payment Trigger :*Booking Status = All not cancelled*Any Booking Info Code (optional)*All Booking Info Codes (optional)*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action :*Funding Source = Guest card only*Payment value adjustment = Limit to group booking balance*Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure Prevent Auto Payment :*Prevent payment if booking status = Cancelled*Prevent payment after check-out (days) = 7 (default)*Prevent payment action = Set Manual '''Create Auto Actions ''' Collect the outstanding balance for bookings created via your booking page. Go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTIONS and click '''Create New Action''' to create them. '''Collect outstanding balance for direct bookings''' Trigger tab:*Time**Trigger Event = Checkin**Trigger Time = -3 days (set the time you want to collect the payment)**Time Window = 3 days (set this to the same number (positive) as Trigger time. *Booking Source**Booking Source = Direct. You can have different auto actions/rules for direct bookings -v- channel bookings, then select ‘Direct’ this will include manually created bookings and booking page bookings. *Booking Conditions**Group Booking Trigger = Trigger only Master**Status = All not cancelled**Invoice Balance= Not Zero (can be used to refine the auto action being triggered) Booking tab: Optional*Flag Text = Pending payment added (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Booking Info tab: Optional, for information and reporting*Booking Info Code = BALANCE (for example enter the value - use one word only)*Booking Info Text = Enter the description/text to show in for the Booking Info Code. Invoice tab: <div class="warning">{{#fas:exclamation-triangle}} ONLY use Payment Type =‘ Percent of Group balance due’ if you selected Trigger tab > Booking Conditions > Group Booking Trigger = Trigger Only Master.</div> *Add a Pending Payment to the booking**Payment Type = Percent of Group Balance due (select on what the payment is calculated) **Description = the text you will see in the "Charges and Payments" tab**Status = if you use the status function add the status you want to apply to the pending payment (optional)**Amount = 100 (this will be 100% of the outstanding group balance) **Payment Rule = Not Cancelled - See Step 4 above (if you have set up payment rules in {{#fas:cog}} (SETTINGS) PAYMENTS ->PAYMENT RULES they will be available here) **Payment Due = Trigger date**Payment time = set the time to collect payment**Invoicee = If you use the "invoicee" function you can select which invoicee the pending payment will be assigned to. </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ===='Capture' a Security Deposit when Credit card is collected at time of booking. ====</div><div class="mw-collapsible-content"> Trigger tab:*Trigger Event = After Booking *Trigger Time = immediate*Booking Source =All (for example, you can also set different rules for different channels) Info Codes:Any Booking Info Code = CARDTOSTRIPE Invoice tab: *Payment Type = Fixed amount*Description = Security Deposit (the text you will see in the "Charges and Payments" tab)*Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = 100 (balance is full price so 100% of the balance)*Payment Rule = Security Deposit (Create a Payment Rule, see below) *Payment Due = check in <span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> Automatic collection is only available for customer who use [[Stripe]]. Create a Payment Rule to 'Capture' a payment only. Captured payments will only be valid for 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="invoiceeIdmw-collapsible-content">Trigger tab*Trigger Event = Booking*Trigger Time = 3 days*Booking Status = Request Booking tab: *Execution = One time only*Booking Status = Cancelled</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ==== Change the status of all bookings which have been imported from Ical to "Request" ====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Ical Import (1, 2, 3) Booking tab:*Execution = One time only*Booking Status = Request Booking changes are applied before the mail is sent.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ==== Change Room Unit Status when guest checks out ====</div><div class="mw-collapsible-content">Trigger tab*Trigger Event = Check-out*Trigger Time = Immediate*Trigger Window = 1 day*Booking Status = All but not cancelled*Any Booking Info Code = CHECKOUT Booking tab:*Execution = One time only*Change Room Unit Status = Select the option It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkin to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.</div></div> ===API/Webhook===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Use API/Webhook to write to the field 'Message'====</div><div class="mw-collapsible-content"> You can use a webhook in conjunction with the API JSON function '''setBooking''' to write to any field in the booking. First you have to configure access to the API: You need two keys to use our API JSON functions - one for the API itself and one for the property. The keys have to consist of 16 characters of your choosing.<br> '''API key:'''*{{#fas:cog}}(SETTINGS) ACCOUNT -> ACCOUNT->ACCESS "API Key 1"*API Key = my_very_secret_api_key*API Key Access = allow any IP*IP Whitelist = [leave empty]*Allow Writes = Yes*Property Access = Owned by this account only*'''Property key:'''*{{#fas:cog}} (SETTINGS) PROPERTIES > ACCESS > propKey = secret_key_for_prop_XXXXXX Set the triggers you need, for example: Booking Field Contains: Message = XXX Set the webhook like this: * URL = <nowiki>https://api.beds24.com/json/setBooking</nowiki>* Custom Header = [leave empty] Body Data::{::"authentication":::{:::"apiKey": "my_very_secret_api_key",:::"propKey": "secret_key_for_prop_XXXXXX"::},::"bookId": "[BOOKID]",::"message": "[MESSAGE] - Append this message"
:}
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<div class="headline-collapse" >
====Use API/Webhook to write the value of the 'commission' field to a new invoice item====
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You can create a new invoice item that contains the price of the channel's commission as a negative value to subtract it from the room price. You use the API JSON function '''setBooking''' for this. First you need to configure access to the API:
You need two keys to use our API JSON functions - one for the API itself and one for the property. The keys have to consist of 16 characters of your choosing.<br>
'''API key:'''
*{{#fas:cog}} (SETTINGS) ACCOUNT -> ACCOUNT->ACCESS "API Key 1"
*API Key = my_very_secret_api_key
*API Key Access = allow any IP
*IP Whitelist = [leave empty]
*Allow Writes = Yes
*Property Access = Owned by this account only
*'''Property key:'''
*{{#fas:cog}} (SETTINGS) PROPERTIES > ACCESS> propKey = secret_key_for_prop_XXXXXX
Set the triggers you need, for example:
Booking Source = Booking.com
Set the webhook like this:
*URL = <nowiki>https://api.beds24.com/json/setBooking</nowiki>
*Custom Header = [leave empty]
*Body Data =
:{
::"authentication":
::{
:::"apiKey": "my_very_secret_api_key",
:::"propKey": "secret_key_for_prop_XXXXXX"
::},
::"bookId": "[BOOKID]",
::"invoice":
::[
:::{
::::"description": "Booking.com Commission",
::::"status": "",
::::"qty": "1",
::::"price": "-[COMMISSIONNUM]",
::::"vatRate": "7.00",
::::"type": "0",
::::"invoiceeId": ""
:::}
::]
:}
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====Use Auto Action/Webhook to write to send data to Integromat====
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You can use this option to send data to your Integromat account.
Set the rules in the Trigger tab, when you need to send the data to Integromat.
Go to Webhook tab:
URL = https://hook.integromat.com/ followed by your integromat account key.
Body Data = you can use the template variables allows in the list for Integromat [[https://wiki.beds24.com/index.php/Make#Data_Fields Data fields]]
For example :-
bookingData={
"bookId":"[BOOKID]",
"guestMobileNum":"[GUESTMOBILENUM]",
"guestMobile":"[GUESTMOBILE]",
"guestSMS":"[GUESTSMS:44]",
"guestFirstName":"[REPLACE|&|and|[GUESTFIRSTNAME]]",
"propertyName":"[PROPERTYNAME]",
"propertyId":"[PROPERTYID]",
"firstNight":"[FIRSTNIGHTSHORT]",
"lastNight":"[LEAVINGDAYSHORT]"
}
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===Testing for Modified bookings===
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====Use Template Variables to test for Modified bookings====
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You can test if the booking has been modified, adding a booking info code to the booking will then allow you to trigger other auto actions, run reports etc.
Trigger tab
*Trigger Event = Booking (but not after Check-in) OR Booking
*Trigger Time = 1 day (this will ensure that NEW bookings do not trigger this auto action)
*Time Window = 365 days
*Booking Status = All not cancelled
*Template Variables [IF>^[MODIFYDATE:{%Y-%m-%d %H:%M:%S}]^[CURRENTDATE:-1day{%Y-%m-%d %H:%M:%S}]^yes~no] equal yes
Booking tab: (Optional)
*Flag text = (enter the text you require)
*Flag Colour = Set as required
Booking Info tab : (optional)
*Booking Info Code = MODIFIED
*Booking Info Text = Booking modification
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