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An Auto Action is an action which actions have one or more trigger conditions and one or more actions. They can be programmed to run at triggered on a specific number of different conditions, like property, time relative to the time of the or bookingrelated conditions. Auto Actions can *send pre-drafted Emails, to the check in date messages or SMS*change booking information*change invoice information *run webhooks*trigger HTTP POST notificationsYou can create chains of actions to the check out dateautomate workflows. </div>
Go to SETTINGS > GUEST MANAGEMENT > AUTO ACTION and click on "Edit" Using 'Group Keywords' you can refine the triggers in the Auto Action to modify an existing auto include/exclude properties if the purpose/message in the Auto action or on "Create New Action" needs to set up a new auto actionbe different.
'''You can choose <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 send an auto action automatically or manually:'''allow for this.
'''Auto sending== Setup ==Go to {{#fas:''' cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTION
'''Manual sending:''' *To MODIFY an Auto Action, scroll to the Auto Action and click on "Edit", make the changes and click SAVE.
When sending manually by clicking *To create a COPY of an Auto Action, click "Edit" on an existing auto action, scroll to the bottom of the page and click 'Send nowSave as copy' button you will need to make sure you are logged into the account which uses the Email address you want to send from.
'''Before setting up *To DELETE an Auto Action, click "Edit" on an existing auto action please note:', scroll to the bottom of the page and click 'Delete'.
<span style="color'''Trigger Action :#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 SETTINGS -> ACCOUNT -> OUTGOING EMAIL. '''
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> Email sending works per accountYou can choose to trigger an auto action automatically or manually.
<span style="color*'''Manual:#fe746c;“ >{{#fas:exclamation-triangle}} </span> ''' If you have sub accounts and need an auto action set to manual actions can be used across multiple accountstriggered manually from the MAIL/properties, then create the auto action at the Master Account Level and set Property = 'All visible in account' and ensure the Master account has access to the propertiesACTION tab of each booking.
<span style="color*'''Auto: #f3e504; font-size: 200%;" >{{#fas:lightbulb}} </span> Confirmation messages ''' Auto action will send automatically to trigger on a booking based on the rules set in the Trigger tab. Check the details in the guestMAIL/ACTION tab of each booking. You will see if the auto action has triggered and when, if it has not triggered then you can customize them in SETTINGS -> GUEST MANAGEMENT -> CONFIRMATION MESSAGEScheck if it is due to trigger and when.
<span style="color: #f3e504; font==Setup Outgoing Email Service -size: 200%;" >Required for sending Emails via Auto Actions===Go to {{#fas:lightbulbcog}} </span(SETTINGS) ACCOUNT -> The auto actions will appear on the 'Mail & Actions' tab of each booking where you manually can send OUTGOING EMAIL and follow the instructions to connect your email trigger the changes address/account to the booking. If you are using your own mail server for outgoing mail the Booking and Invoice actions will also be applied before sending the mailBeds24.
== Trigger ==Sets the criteria which have to be fulfilled to start the '''Auto Action. sending:'''
"Booking Source" = "Direct" applies the Auto Actions only to bookings from your own web site, manually added bookings and bookings imported though the API (not the channel manager)The auto action batch process runs multiple times per hour. If you want to apply and Auto Action only to manually added bookings add your username in the "Referrer" field.
"Trigger Time" defines when Auto Action Emails which are sent automatically by the action is allowed to startsystem are sent from the EMail address of the account that created the Auto Action. Once it has started it This is allowed to go for the "Time Window" periodaccount set up in in {{#fas:cog}} (SETTINGS) ACCOUNT-> OUTGOING EMAIL. 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.'''Manual sending:'''
== Actions ==When sending manually by clicking on the 'Send now' button the Email address of the user you are logged in as will be be used.
*To <span style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> Confirmation emails will send Emails automatically you need to set up your outgoing Email address the guest. You can customize them in {{#fas:cog}} (SETTINGS ) GUEST MANAGEMENT -> ACCOUNT -> OUTGOING EMAILCONFIRMATION MESSAGES.
*To send Emails <span style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> The auto actions will appear on the 'Mail & Actions' tab of each booking where you manually open a booking and go trigger the email/messages/changes to the MAIL tab. Manual Emails will open in a window, you may send it as is or edit it before sendingbooking.
Some systems have a limit of about 2000 characters <span style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> If you are using your own mail server for this form of outgoing email generation. If /messages the email Booking and Invoice actions will not open try reducing be applied before sending the amount of textmail.
If ===Auto Action Emails are send automatically they Actions and Subaccounts===Auto Actions are send through your Email serveraccount functions, i. You should see this on your servere. Whether you see it in your Sent box or not depends on your Email programthey apply per account.
If Auto Action Emails are sent manually via a link in the "Email Templates" list '''1. Account A''' (master account or subaccount) in which 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 programauto action was created.
If this does not work it will pop and send through your desktopAuto Actions are available according to the "Property" setting in the "Trigger" tab. I.e. In this case you will see it either for*A specific property or a group of properties*All properties belonging to that account*all properties visible in the account (properties belonging to the account, properties available in your Sent boxthe account).
==== Email Attachments ====You can choose to attach an invoice '''2. Another account B''' (master account or a booking template as a PDF file to emails sent by sub-account) in which the Auto ActionsAction has not been created.
If you send Emails with pdf attachment (invoice, booking template) Auto Actions are only available for properties that belong 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 thisAccount A and have been made available in Account B.
Other files If required, Auto Actions can not be attachedcopied from one account to another using the "clone" function. This creates an independent Auto Action in another account, which can be changed there. We recommend you use a link to a file you upload to your web site The clone function is available via the 'User' icon on the top right and then on 'Account Management (in the old control panel SUB ACCOUNT in the top right).
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> The SMS will send in = Trigger ==Sets the language of the account, not the language of the booking. Read Example 17 for a way criteria which have to be fulfilled to control the language of start the SMSAuto Action.
=== Booking ===Go to the tab 'Booking' to set up an auto action which modifies something in the booking.'Property, Room, Unit'''
=== Booking Info ===Set up auto actions which automatically add You can refine the use of the Auto Action, by specifying if it should trigger on specific properties or remove info codesall properties/rooms.
=== Invoice ===Automatically add invoice items You can select if it should trigger on All properties, All Owned by, All visible in account or pending paymentsa specific Property. If you select a specific Property then you can also select a specific Room id.
Invoice changes are applied before It is possible to 'Exclude' specific Beds24 Room ids, you can find the mail is sentRoom id from the Room Setup.
=== API ===Create auto actions which trigger HTTP POST notificationsIf required, you can also specify specific Offers/Units in Room Types.
=== Webhook ===Create auto actions which trigger a web hook when Send/Exclude Property Groups, this will use the trigger conditions are metvalues you have entered in {{#fas:cog}} (SETTINGS) BOOKING PAGE > MULTIPLE PROPERTIES > PROPERTY SETTINGS > GROUP KEYWORDS. '''Time'''
== Test ==Test why an "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 did not triggerstops.
== Troubleshooting == '''If Auto Actions do not send:''' The list in the Both "MailTrigger Time" 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 EmailTime Window". *Is your Auto Action set are relative to send automatically? *Is the guests Email address valid (a "MailsTrigger Event" tab of the booking)? *Is the booking set to allow Allow Auto Actions ("Mails" tab i.e. check-in, check-out, time of the booking)? *Do all trigger events apply to the booking?.
'''Auto Action is not editable''' To have write access "Between Booking and Check in" can be used 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 include/exclude Same day/Near term bookings, set the Auto Action is set to trigger for "All Properties"number of days.
'''You don't have permission to access control2.php on this server''' error message, when the save button is clicked It is most likely something in your content triggering the firewall. Try adding the content bit by bit until you find the item causing the problem. Often it is a script or HTML item that appears to the firewall as a possible hacking attack. It can also be something that looks innocent like a combination of numbers and words like "Check In From"and" or Check In To"or" that hackers often use in sql injection attacks. Once if you find the item causing the problemhave specific information relating to bookings between these dates, special offers, try rewording itmajor disruptions etc.
=== Send Emails/Message/SMS to guests ==='''Booking Conditions'''
<div class="mw-collapsible mw-collapsed"><div class=Group Booking Trigger"headline-collapse" > ====Send an Email to use the guest when (?) context help for the status of a booking changes to "Cancelledoptions."====</div><div class=Invoice Balance"mw-collapsible-content">use this to for payments and reminders.
Trigger tab:*Trigger Event = Check-in*Trigger Time = -365*Trigger Window = 365*Booking Source = All (for example)*Booking Status = Cancelled'''Info Codes'''
Message tab: *Trigger Action = Auto*Send Email = Guest If you use Booking Info Codes in your bookings, you can enter values to include/exclude bookings.
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> If you are using deposit collection make sure you set SETTINGS->PAYMENTS->PAYMENT COLLECTION "Non Payment '''Booking Status" = Request.Fields'''
<Select the appropriate fields from the drop down lists. You can also use an AND/div></div>OR option.
<div class="mw-collapsible mw-collapsedTemplate variables"><div class="headline-collapse" > ====Change can be used in the status of all upcoming direct bookings to "Cancelled" and send an Email fields to generate dynamic values based on the booking. See the guest ====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = Check-options in*Trigger Time = -14 (for example to cancel the bookings for the next two weeks)*Trigger Window = 14*Booking Source = Direct *Booking Status = All Not Cancelledthis section [[Template_Variables#Smart_Logic_Template_Variables|Smart Template Variables]]
Booking tab: *Booking Status = Cancelled= Actions ==
Message tab: *Trigger Action = Auto*Send == Messaging/Email = Guest==<Go to "Messaging" to create or modify a prepared Email/div><Message template. Templates can contain [[Template Variables]] to include information specific to the booking in the Email/div>Message, for example the guests name or the arrival date.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an message or SMS to Guest when booking made more than 10 days *To send messages via the Message API, then enter the text in advance====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = Check-the PLAIN text box, for emails, enter the text in*Trigger Time = -365 days*Trigger Window = 355 days*Booking Status = All not cancelledthe HTLM Box.
Booking tab*To send Emails automatically you need to set up your outgoing Email address in {{#fas:*Execution = One time only*Booking Status = No Changecog}} (SETTINGS) ACCOUNT -> OUTGOING EMAIL.
Message *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 SMS tab:*Update details as appropriate</div></div>edit it before sending.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an message or SMS to Guest when booking made more than 7 days in advance====</div><div class="mw-collapsible-content">Alternatively you an use Between Booking and Check inSome 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.
Trigger tab:*Trigger Event = Booking (but not after check-in)*Trigger Time = Immediate*Trigger Window = 1 dayBetween Booking and Check If Auto Action Emails are sent automatically they will send through your Email server. You should see this on your server. Whether you see it in = 7 to 999*Booking Status = All your Sent box or not cancelleddepends on your Email program.
Booking tab: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.*Execution = One time only*Booking Status = No ChangeIf this does not work it will pop and send through your desktop. In this case you will see it in your Sent box.
Message tab ==== Email Attachments ====You can choose to attach an invoice or SMS tab:*Update details a booking template as appropriate</div></div>a PDF file to emails sent by Auto Actions.
<div class="mwIf you send Emails with pdf attachment (invoice, booking template) to Alias-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an message or SMS Email addresses created by channels the channel might block the attachment so it is not delivered to Guest when booking made more last minute booking - 6 days or less====</div><div class="mw-collapsible-content">the guest. Ask your channel about their policy regarding this.
Trigger tab:*Trigger Event = Booking (but Other files can not after check-in)*Trigger Time = Immediate*Trigger Window = 1 dayBetween Booking and Check in = 0 be attached. We recommend you use a link to 6*Booking Status = All not cancelleda file you upload to your web site.
Booking tab:*Execution = One time only==HTML and Templates===*Booking Status = No ChangeIf you use HTML you will need to make sure your code is correct and clean otherwise it might trigger our firewall.
Message tab HTML messages created by third party services is often convoluted and might contain critical content. Some tools like https://stripo.email/ or SMS tabhttps:*Update details as appropriate</div></div>www.designedwithbee.com/ that allow you to create your own templates and also provide many templates have tested to work well in Beds24.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > =SMS ===Send an Email with You can automatically send SMS messages. Please note that a key code for a specific unit one day before check-in====fee per SMS message applies if this function is activated.</div><div classspan style="mwcolor:#019cde; font-collapsiblesize: 150%;“ >{{#fas:info-content"circle}} </span>SMS can only be used to communicate Information about a current booking. For legal reasons you can not use SMS for marketing purposes including discounts or vouchers. Trigger tab:*Trigger Event <span style= Check"color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> The SMS will send in*Trigger Time = -1 day*Trigger Window = 1 day *Booking Status = All the language of the account, not cancelled*Unit = Select the number language of the unit you want booking. Read Example "Send an Email in the guests language to send this message an internal Email address" for a way to. Note that control the number represents the index language of the unit not its nameSMS.
Message tab: *Enter your text. If you are using the "Additional InformationExecution" function SETTINGS->PROPERTIES->ROOMS->SET UP "Unit Names" you default is 'One time only' or 'Allow Repeats' This action can use template variables run one time only or repeat within the trigger time period.
Example<span style="color: Your room is [UNITNAME]. Check#fe746c;“ >{{#fas:exclamation-in from: [UNITNAME:1] triangle}} </span> Emails are always triggered once only regardless of this setting. The key code is: [UNITNAME:2]
The template variables will only work if you have entered text in SETTINGS->PROPERTIES->ROOMS->SET UP "Unit Names"=== Booking Info ===Set up auto actions which automatically add or remove info codes. The context help This is good practice for this setting will explain how reporting and also to do thistrigger/exclude bookings from other auto actions.</div></div>
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > =Invoice ===Send an Email to 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 in full)
Message tab: Automatically Assign Invoice Number. *Enter your text. You can use Invoice Template variables showing the booking chargesAutomatically add/update invoice items or pending payments.</div></div>
<div class="mw-collapsible mwPending payments can use Payment Rules defined in {{#fas:cog}} (SETTINGS)-collapsed"><div class="headlinePAYMENTS-collapse" > ====Send an Email 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 ManagerPAYMENT RULES.
Booking tab:*Execution = One time only*Booking Status = No Change Invoice changes are applied before the mail is sent.
Message tab: === API ===Create auto actions which trigger HTTP POST notifications. *Send Email = Guest == Webhook ===*Enter you textCreate auto actions which trigger a web hook when the trigger conditions are met. If you are using the "Additional Information" function SETTINGS->PROPERTIES->ROOMS->SET UP "Unit Names" you can use template variables
Example: Your room is [UNITNAME]. Check-in from: [UNITNAME:1] . The key code is: [UNITNAME:2] == Multiple Properties ==
The template variables will only work if you With Multiple Properties, the requirement to have entered text Property specific information in SETTINGS->PROPERTIES->ROOMS->SET UP "Unit Names". The context help for this setting will explain how the Messages/emails sent to do this.<the guest/div><housekeeping/div>owner can be achieved using Template Variables.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send a message (Email or sms) to guests that have Checked*Property name -out 30 days or more====</div><div class="mw-collapsible-content">Trigger tab:can be accessed in template variable [PROPERTYNAME] *Trigger Event = After CheckProperty Address -out*Trigger Time = 30 days*Trigger Window = 365 days can be accessed in template variable [PROPERTYADDRESS]
Message or SMS tab:Enter You will find the details full list of Property Template Variables when you want go to send.[[Template_Variables#Property_Variables|Property Variables]]
Booking tab: (optional)*Execution = One time only*Flag Text = The text you want There are additional Property Templates that can be used in Messages/Emails/SMS to display*Flag Colour - choose the flag colour</div></div>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" PROPERTIES > ====Send a Request for payment to your guests for all bookings====</divDESCRIPTION ><div class="mw-collapsible-content">Trigger tab:PROPERTY TEMPLATES you will see the list that are available.
*Trigger Event = After BookingWhen you create each Room/Unit the information is held in Room/Unit specific template variables. *Trigger Time = Immediate*Trigger Window = 1 day You will find the full list of Room/Unit Template Variables when you go to [[Template_Variables#Room_Variables|Room Variables]]Booking Source = ALL (or select See the booking source/Channel)full list of [[Template Variables]].
Message tab: You can send a message/email to your guests, confirming their booking date, property details and property contact details. Use the property, room and booking templates to build the message/email in one Auto Action, rather than one auto action per property.
Send Email : select This approach will reduce the appropriate optionongoing 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.
*Edit Email Subject ===Example 1 - enter the subject for your Guests*Edit Email Text :- enter the Email text you wish to send to your guests include template variable [PAYLINK] this creates Each property has a payment link (HTML A tag) for the payment request different access code for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options. main building door ===
Booking tab:Your properties have security doors with keycodes, each property has a different code.
*Execution = One time only*Flag Text = The text you want Go to display*Flag Colour - choose the flag colourBooking changes are applied before the mail is sent so that {{#fas:cog}} (SETTINGS) >PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES > Property Template 1 enter the flag template variable can be reflected Building Access Code, use this same field in each property and set the Emailappropriate code.</div></div>
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send a Request for payment to your guests XX days before arrival====</div><div class="mw-collapsible-content">Trigger tab:Then in the Auto Action use [PROPERTYTEMPLATE1] in the text rather than the actual value.
Message tab: There is no need for a separate auto action due to the front door keycode being different.
Send Email : select the appropriate option===Example 2 - Housekeeping/Cleaning Team is different for each Property. ===
*Edit Email Subject - enter the subject for Each of your Guests*Edit Email Text :- enter the Email text properties has a different housekeeping/cleaning team and you wish need to send to your guests include template variable [PAYLINK] this creates a payment link (HTML A tag) for them an email with the payment request booking details for the amount in the each booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options.
Booking tabGo to {{#fas:cog}} (SETTINGS) >PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES > Property Template 5 enter the email address for Housekeeping/Cleaning team.
*Execution = One time onlyIn the Auto action, *Flag Text "Send Message" = The text you want to displayInternal Only.*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 "Internal Email.</div></div>Address" = [PROPERTYTEMPLATE5]
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send There is no need for a Request for payment separate auto action as the message will be sent to your guests XX days after booking====</div><div class="mw-collapsible-content">the appropriate email from property template 5.
You allow your guests to make X number of payments for their bookingIf you have different teams per room, then use a Room template rather than the Property Template.
You can ===Example 3 - Send email to a Group of Properties (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. all) ===
'''Create Auto Action one'''Trigger tabTo assign the "Group" to your Properties, go to {{#fas:cog}} (SETTINGS) > BOOKING ENGINE > MULTI BOOKING PAGE > PROPERTY SETTINGS > GROUP KEYWORDS.
*Trigger Event = Booking (but not after checkEnter a Group name, it needs to be a single word -in)*Trigger Time = +7 days*Trigger Window = 1 day *Booking Source = ALL (or select the booking source/Channel)*Invoice Balance = Not Zero*Any Booking Info Code = MULTIPLE (for example) you want to identify all 4 bedroom properties, then you can add 4BEDS and add this can be used if to all 4 Bedroom properties you only allow some guests to make multiple paymentshave.
Message tabEach property can be in multiple groups, enter multiple keywords separated by a comma, for example : - 4BEDS, OceanView, Dublin.
*Edit Email Subject <span style="color: #f3e504; font- enter the subject for your Guests*Edit Email Text size:- enter the Email text 150%;" >{{#fas:lightbulb}} </span> This filter will not apply if you wish to send to your guests include template variable [PAYLINK] this creates are triggering on 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 optionssingle property.
Booking tab:== Using Smart Logic Template Variables ==You can use smart logic template variables to trigger auto actions for specific conditions.
*Execution = One time only*Flag Text = The text If you want to display*Flag Colour send a message on a specific day of the week :- choose the flag colourBooking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
'''Create additional Auto Actions 1) You need to send a message to remind the guests to put the rubbish bin out for each period you want to trigger'''collection on a Wednesday night. * [IF=:[CURRENTDATE:{%u}]:3:yes|no] will test if the current date is a Wednesday
'''Create Auto Action 2 (and 3, 4, 5 - how may you need) '''*Trigger Time = +14 days (days you want to collect Remind the payments)*Trigger Window = 1 day guest that the cleaning lady will be at the apartment on Friday morning.
'''Setup booking info code'''* [IF=:[CURRENTDATE:{%u}]:4:yes|no] will test if the current date is a Thursday
Go to SETTINGS %u ISO-> ACCOUNT -> PREFERENCES -> BOOKINGS -> Booking Info Code Values and enter MULTIPLE 8601 numeric representation of the day of the week 1 (for Monday) through 7 (or the value you want to use to triggerfor Sunday)
'''Update Booking == Performance and Testing ==Auto actions will test up to allow Multiple payments'''1000 bookings per cycle, if your trigger condition involves more than 1000 bookings, the next 1000 will be tested on the next cycle etc.If you require the fastest speed, ensure your trigger is designed to test less than 1000 bookings.
*Open The easiest way to do this is usually by reducing the booking**Go testing window to Booking Info Tab the smallest necessary and from adjusting the trigger condition to the drop down list most suitable.**Select For example a trigger that tests all bookings from booking time for 1 year will test many bookings while a trigger that tests only the value 'MULTIPLE' (or the value you want to use to trigger)</div></div>7 days before check-in will test less bookings and perform faster.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an Email in the guests language It is also possible to an internal Email address ====</div><div class="mw-collapsible-content">This uses specify a smart template variable. In this example we check whether booking number and test if the guest booked in French. If yes, then we send a French text. If no, we send an English textauto action would trigger on that booking with some diagnostics information shown to help trouble shooting.
Trigger tab:'''Optimising your auto actions''' You can trigger multiple actions in one auto action, *Booking Field Contains - select "Language" in send an email/api message to the next field enter: the short guest, *send an SMS, update booking settings, *add/delete a booking info code for the language this Auto Action is for, *trigger a webook, *add a pending payment, *update/add/delete a Charge/Payment item,*assign an invoice number.
Email tab:*Enter There is no requirement to set an individual auto action for each item if they can all apply at the message in the appropriate language under your default languagesame time.</div></div>
Booking tab: Whatever '''Auto Action is not visible in a sub account''' If you wanthave sub accounts and need an auto action to be used across multiple accounts/properties, then create the auto action at the Master Account Level and set Property = 'All visible in account' and ensure the Master account has access to the properties.
SMS tab:== Examples == *Phone Number = [GUESTMOBILE]*== Send Emails/Message/SMS Message to guests == [IF= <span style="color:[GUESTLANGUAGE]#019cde; font-size:fr150%;“ >{{#fas:French_text|English_text]info-circle}} </div></divspan> Message API messages will be shown in the message tab of the booking and in the Channel Message centre. Currently this is only available for Booking.com and Airbnb.
Message tab:
*Send Email = Guest and cc
*EMail Subject = Your access code (your text)
*Email Text = Your text which includes the template variable [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN]
Message tabBooking Source: *Send Email Booking Source = Guest *EMail Subject = Enter the appropriate details *Email Text = Your text which includes the details for your current guests. Direct
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 Conditions:*Booking Info Codes to the bookings.</div></div>Status = All Not Cancelled
<div class="mw-collapsible mw-collapsed">Booking tab: <div *Booking Status class="headline-collapse" > ====Send Email with a PDF attachment====</div><div class="mw-collapsible-content">Cancelled
You can send Invoice or Booking Template attachments to your Guests'''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.
Setup your Invoice or *Send Message = Booking Template, go to SETTINGS -> GUEST MANAGEMENT -> INVOICING or SETTINGS -> GUEST MANAGEMENT -> BOOKING TEMPLATESAPI/Smart Email
Trigger If the "Mail & Actions" tab:*Trigger Event = Checkout*Trigger Time = Immediate*Trigger Window = 1*Booking Source = All (or select 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 appropriate channel/Direct)*Booking Status = All but not cancelled*Group bookings = Trigger all on master*Any Booking Info Code = CHECKOUTchannels API messaging systems if possible.
Message If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab: *Send Email = Guest API/Smart Email (or one of the other options)Email.*Attachment = Select an option from the drop down list. *EMail Email Subject = Enter - enter the appropriate details subject for your Guests *Email Plain Text Box - will send to channels using Message API Message Text = Your :- enter the text which includes the details for you wish to send to your current guestsinclude URL. Template variables can be used [[Template_Variables| see here]]
It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkout to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.*HTML box - Email will be sent
If you send Emails with pdf attachment (invoice, booking template) to AliasEmail Text :-Email addresses created by channels the channel might block the attachment so it It is not delivered possible to use the guest. Ask your channel about their policy regarding thissame details (URL) as in the Plain Text box above.Template variables can be used [[Template_Variables| see here]]
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email after the cleaner has cleaned the rooman message or SMS to Guest when booking made more than 10 days in advance====
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 cleanTime:*Trigger Event = Check-in*Trigger Time = -365 days*Trigger Window = 355 days
Trigger tabBooking Conditions:*Trigger Event = Checkin*Trigger Time = Immediate*Trigger Window = 1*Booking Source = All *Booking Status = All but not cancelled*Group bookings = Trigger all on master*Template Variable = [UNITSTATUS1] Contains = clean
Message Booking tab: *Send Email Execution = Guest API/Smart Email (or one of the other options)One time only*EMail Subject Booking Status = Enter the appropriate details *Email Text = Your text.No Change
Other files can not be attached. We recommend you use a link to a file you upload to your web site.<*Send Message = Booking API/div></div>Smart Email
===Booking Info Codes===<div class=If the "mw-collapsible mw-collapsedMail & Actions"><div class=tab contains a "headline-collapsereal" > ====Add CHECKIN Booking info code Email address the message is sent to bookings ====</div><div class="mw-collapsible-content">the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
Trigger tab:*Trigger Event = CheckEmail Subject -in*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source = All*Booking Status = All but not cancelled*Group bookings = Trigger all on masterenter the subject for your Guests
Booking Info tab: *Booking Info Code = CHECKIN*Booking Info Plain Text = Auto Checkin</div></div>Box - will send to channels using Message API
<div class="mwMessage Text :-collapsible mw-collapsed">enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]] <div class="headline*HTML box -collapse" > ====Add CHECKOUT Booking info code to bookings ====Email will be sent</div><div class="mwEmail Text :-collapsible-content">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]]
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 '''SMS 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> Please note a charge applies per SMS message.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Group check-in ====</div><div class="mw-collapsible-content">*Send SMS Message : Enable*Phone Number : This requires is the master booking to be checked-in via phone number that will receive the check-in functionSMS notification.
Trigger tab:This is a global service and the notifications can be sent to almost phone in any country.
*Trigger Event = After BookingThe phone number must contain the international country code and phone number as it would be dialed internationally. Do not include any leading zeros or other characters and use no spaces. The number must start with the country code. EXAMPLE to send to phone number 015625346 in the UK (Country code 44) enter the following number*Trigger Time = immediately*Trigger Window = 3654415625346*Booking Source = All*Booking Status = All You can use the template variables [GUESTPHONE] or [GUESTMOBILE] but not cancelledthis will only work if the phone number has exactly the required format. *Group bookings" = Trigger all on masterSMS Message *Info Code = CHECKINEnter the message to send, messages will be truncated at 160 characters. Template variables can be used.
Booking info tab :
*Info Code = CHECKIN
This requires Alternatively you to an use the Guest database. Between Booking and Check in
Booking info tab : *Info Code Send Message = REPEAT</div><Booking API/div>Smart Email
===Add invoice items If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a booking ===masked Email address is available the message sends via the channels API messaging systems if possible.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add If no connection to a fee messaging system is available the message will send to all bookings the Email address from a channel====</div><div class=the "mw-collapsible-contentMail & Actions">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Expedia (for example)of the Email.
Invoice tab:*Email Subject - enter the subject for your Guests *Type = AmountPlain text box - will send to channels using Message API*Description = Cleaning fee (for example)*Amount = 50 (for example Message Text :- enter the amount of text you wish to send to your cleaning fee)*per = Roomguests include URL. Template variables can be used [[Template_Variables| see here]]*Period = one time*VAT = 19% (for example HTML box - enter the VAT amount if applicable)Email will be sent
The fee will be added Email Text :- It is possible to use the next time same details (URL) as in the auto actions runPlain Text box above. </div></div>Template variables can be used [[Template_Variables| see here]]
===Payments/Pending Payments===
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a pending payment====</div><div class="mw-collapsible-content">Trigger '''SMS 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 Info tab:*Optional, add Please note a booking info tab for information and reportingcharge applies per SMS message.
Booking tab*Send SMS Message : OptionalEnable*Flag Text = Pending payment added (for example)*Flag Colour = select Phone Number : This is the colour as this phone number that will be visible in receive the Calendar/Bookings listSMS notification.
Invoice tab:*Payment Type = select on what the payment This is calculated (Percent of Balance due)*Description = a global service and the text you will see notifications can be sent to almost phone in any country. The phone number must contain the "Charges international country code and Payments" tabphone number as it would be dialed internationally.*Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = enter the amount Do not include any leading zeros or percentage you want to collect*Payment Rule = other characters and 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 dueno spaces.
Create a Payment Rule to collect a payments when bookings are not cancelled. EXAMPLE
Go to Settings > Payments > Payment Rulessend to phone number 015625346 in the UK (Country code 44) enter the following number
Payment Rule :4415625346
Name = Enter your title - Not Cancelled (for example)Action = AutoPayment Trigger :You can use the template variables [GUESTPHONE] or [GUESTMOBILE] but this will only work if the phone number has exactly the required format.
Booking Status = All not cancelledAny Booking Info Code = optionalAll Booking Info Codes = optionalExclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking)Payment Action :*SMS Message
Capture = Yes - immediately charged (Capture=Yes)Enter the message to send, messages will be truncated at 160 characters. Template variables can be used. Add info code on success = add a '''Booking Info item to the booking on successtab:'''Add info code on failure *Execution = add a One time only*Booking Info item to the booking on failureStatus = No Change
Invoice tabTime:*Payment Type Trigger Event = Percent of balance due *Description = the text you will see Booking (but not after check-in the "Charges and Payments" tab (Payment Balance) *Status Trigger Time = if you use the status function add the status you want to apply to the pending payment (optional)Immediate*Amount Trigger Window = 100 (balance is full price so 100% of the balance)1 day*Payment Rule Between Booking and Check in = Auto0 to 6 Booking Conditions: *Payment Due Booking Status = check in -3All not cancelled
<span style="color'''Message tab:#fe746c;“ >{{#fas:exclamation-triangle}} </span> Automatic collection is only available ''' For channels using the Message API, then enter the text in the Plain text box, for customer who use [[Stripe]]emails enter the text in the HTML box.</div></div>
<div class*Send Message ="mw-collapsible mw-collapsed"><div class="headline-collapse" >Booking API/Smart Email
===='Capture' If the "Mail & Actions" tab contains a Security Deposit when Credit card "real" Email address the message is collected at time of bookingsent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. ====</div><div class="mw-collapsible-content">
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 = After Booking *Trigger Time = immediate*Booking Source =All (for example, you can also set different rules for different channels)of the Email.
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 Email Subject - enter 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 insubject for your Guests
<span style="colorMessage Text :#fe746c;“ >{{#fas:exclamation-triangle}} </span> Automatic collection is only available for customer who use enter the text you wish to send to your guests include URL. Template variables can be used [[StripeTemplate_Variables| see here]].
Create a Payment Rule to 'Capture' a payment only. Captured payments *HTML box - Email 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.sent
Go Email Text :- It is possible to Settings > Payments > Payment Rulesuse the same details (URL) as in the Plain text box above. Template variables can be used [[Template_Variables| see here]]
Payment Rule :
*Name = Enter your title - Security Deposit (for example)
*Action = Auto
Payment Trigger '''SMS tab :''' Please note a charge applies per SMS message. *Booking Status = select from Send SMS Message : Enable*Phone Number : This is the phone number that will receive the SMS notification. This is a global service and the notifications can be sent to almost phone in any country. The phone number must contain the international country code and phone number as it would be dialed internationally. Do not include any leading zeros or other characters and use no spaces. The number must start with the country code. EXAMPLE to send to phone number 015625346 in the UK (Country code 44) enter the following number 4415625346 You can use the template variables [GUESTPHONE] or [GUESTMOBILE] but this will only work if the phone number has exactly the drop down listrequired format. *Any SMS Message Enter the message to send, messages will be truncated at 160 characters. Template variables can be used. '''Booking Info Code = optionaltab:'''*All Booking Info Codes Execution = optionalOne time only*Exclude Booking Info Code Status = optional (can exclude Virtual Credit cards, find the Booking info code in the booking)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 tabProperty, Room, Unit:*Execution Unit = One time only*Info Code = Enter Select the preset code for number of the icon or info code which unit you have created in SETTINGS->ACCOUNT->PREFERENCESwant to send this message to. Note that the number represents the index of the unit not its name.</div></div>
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Assign invoice numbers====</div><div class="mw-collapsible-content">Trigger tabTime:*Trigger Event = Check-outin*Trigger Time = Immediate -1 day*Any Booking Info Code Trigger Window = CHECKOUT (optional only if you use the check-out function, if not leave blank) 1 day
Invoice tab:Booking Conditions *Assign Invoice Number Booking Status = yes</div></div>All not cancelled
=='''Message tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Send Message =Booking FlagsAPI/Colours===Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Email Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]] 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]] Example: Your room is [UNITNAME]. Check-in from: [UNITNAME:1] . The key code is: [UNITNAME:2]
<div class="mwThe template variables will only work if you have entered text in S{{#fas:cog}} (SETTINGS) PROPERTIES-collapsible mw-collapsed"><div class="headlineROOMS-collapse" > ====Apply a flag when a booking is cancelled====</div><div class=SET UP "mw-collapsible-contentUnit Names">Trigger tab*Trigger Event = After Booking*Trigger Time = 1 Hour*Trigger Window = 365 days*Booking Status = Cancelled. The context help for this setting will explain how to do this.
*Flag text = (enter the text you require)*Flag Colour = Set as required
Booking '''Message tab:*Execution = One time only*Flag Text = The ''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text you want to display*Flag Colour - choose in the flag colourHTML box.
<div class=If the "mw-collapsible mw-collapsedMail & Actions"><div class=tab contains a "headline-collapsereal" > Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. ====Apply If no connection to a flag when deposit was made prior messaging system is available the message will send to Checkthe Email address from the "Mail & Actions" tab of the Email. *Email Subject -in====enter the subject for your Guests</div><div class="mw*Plain text box -collapsiblewill send to channels using Message API Message Text :-content">enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]] Trigger tab:You should consider adding the invoice table to the email so the guest can see the booking details including Charges & Payments.
*Trigger Event = Check[INVOICETABLE] -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 madeinvoice table
Message tabIt 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
Booking tabEmail Text : (optional)- It is possible to use the same details as in the Plain text box above. Template variables can be used [[Template_Variables| see here]]
*Execution = One time only*Flag Text = The text you want You should consider adding the invoice table to display*Flag Colour - choose the flag colouremail so the guest can see the booking details including Charges & Payments.
Booking info tab : (optional)[INVOICETABLE] - invoice table
*Booking Info Code It is also possible to include a customised invoice table using this template variable : DEPOSITPAID (for example)*Booking Info Text - [INVOICE: additional text if requiredPRI_QTY_CUA€] will create an invoice table with price and quantity in Euros.
Setting details with the Booking tab and Booking info tab allows you to trigger additional (follow on) Auto Actions and Reports.
Booking tab:
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
Trigger tab:Time*Trigger Event = After Booking
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the email.
<span style'''Trigger tab:''' Time*Trigger Event ="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".out*Trigger Time = 30 days*Trigger Window = 365 days
Trigger '''Message tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Trigger Event Send Message = After BookingAPI/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 *Trigger Time = ImmediatePlain 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]] *Trigger Window = 365HTML box - Email will be sent Email Text :- It is possible to use the same details as in the Plain text box above. Template variables can be used [[Template_Variables| see here]] '''SMS tab :''' Please note a charge applies per SMS message. *Booking Source = AllSend SMS Message : Enable*Booking Status = All Phone Number : This is the phone number that will receive the SMS notification. This is a global service and the notifications can be sent to almost phone in any country. The phone number must contain the international country code and phone number as it would be dialed internationally. Do not 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 You can use the template variables [GUESTPHONE] or [GUESTMOBILE] but this will only work if the phone number has exactly the required format. *Invoice Balance = Any Payment madeSMS Message Enter the message to send, messages will be truncated at 160 characters. Template variables can be used.
Trigger tabhttps://wiki.beds24.com/index.php/Category:Payments#Payment_Request*Trigger Event = After Booking*Trigger Time = ImmediateHTML Message (Send Email) *Trigger Window = 365Email Subject - enter the subject for your Guests*Booking Source = All*Booking Status = All but not cancelledEmail Text :- enter the Email text you wish to send to your guests include template variable *Booking Info Code = STRIPEFAIL[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.
Go https://beds24.com/bookpay.php?bookid=[BOOKID]&g=cc You can find extra options to Settings > Channel Manager > Preferences and set Auto report failed cards = Yesadd to the payment link if you want to refine the details
Trigger tabhttps://wiki.beds24.com/index.php/Category:Payments#Payment_Request *Trigger Event = After BookingHTML Message (Send Email) Edit Email Subject - enter the subject for your GuestsEdit Email Text :- enter the Email text you wish to send to your guests including the payment link *Trigger Time = Immediate*Trigger Window https://beds24.com/bookpay.php?bookid= 365*Booking Source [BOOKID]&g= Allcc this creates a link (HTML A tag) so the guest can enter their credit card details. Check the template variables for other options. *Booking Status = All but not cancelled*'''Booking Info Code = BOOKINGCOMCARDtab:'''
Booking tab:
</div>Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.</div>'''Booking Info tab:'''
===Status changes===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ==== Change the status of all "Request" bookings to "Cancelled" after three days ====</div><div class="mw-collapsible-content">Trigger tab*Trigger Event = After Booking*Trigger Time Info Code = 3 daysNEWCARDREQ*Booking Status Info Text = RequestNew credit card requested
Booking tab:
*Execution = One time only
*Booking Status = Cancelled
Booking tabTime:*Execution Trigger Event = One time onlyCheck-in *Booking Status Trigger Time = Request-42*Trigger Window = 42 day
<div class="mw*HTML Message (Send Email) Edit Email Subject -collapsible mwenter the subject for your GuestsEdit Email Text :-collapsed">enter the Email text you wish to send to your guests include template variable <div class="headline-collapse" >[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.
==== Change Room Unit Status when guest checks out ====</div><div class="mw-collapsible-content">Trigger '''Booking 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:
It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkin to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.
===API/Webhook===
You can not trigger the auto action multiple times, unless you manage this manually, therefore you need two keys to use our API JSON functions - one create multiple auto actions, so if you allow 3 payments for the API itself and one for the propertytheir booking, then you will need 3 auto actions. The keys have to consist of 16 characters of your choosing.<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 = [leave empty]*Allow Writes = Yes*Property Access = Owned by this account only*'''Property key:'''*Settings > Properties > Access > propKey = secret_key_for_prop_XXXXXX
Set the triggers You will need to manually add a Booking Info Code to each booking that you need, for example:have agreed to allow X payments.
Booking Field Contains: Message = XXX'''Create Auto Action one'''
Set the webhook like this'''Trigger tab:'''
Body Data::{::"authentication":::{:::"apiKey": "my_very_secret_api_key",:::"propKey": "secret_key_for_prop_XXXXXX"::},*Booking Source = ALL (or select the booking source/Channel)::"bookId": "[BOOKID]",*Invoice Balance = Not Zero::"message": "[MESSAGE] - Append *Any Booking Info Code = MULTIPLE (for example) this message":}</div></div>can be used if you only allow some guests to make multiple payments.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Use API/Webhook to write the value of the 'commission' field to a new invoice item====</div><div class="mw-collapsible-content">You can create a new invoice item that contains the price of the channel's commission as a negative value to subtract it from the room price. You use the API JSON function Message tab:'''setBooking''' for this. First you need to configure access to the API:
You need two keys *Send Message = Booking API/Smart EmailIf the "Mail & Actions" tab contains a "real" Email address the message is sent to use our the guests Email address. If only a masked Email address is available the message sends via the channels API JSON functions - one for messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the API itself and one for "Mail & Actions" tab of the propertyEmail. The keys have Messages to consist of 16 characters of your choosingthe Email address entered in the field "Internal" are sent via Email.<br>'''*Plain text box (Using Message API key:''')*SETTINGS Subject -> ACCOUNT enter the subject for your GuestsPlain Text Message :-> ACCOUNT->ACCESS "API Key 1"enter the Message text you wish to send to your guests include the payment link *API Key = my_very_secret_api_key*API Key Access = allow any IP*IP Whitelist https://beds24.com/bookpay.php?bookid= [leave emptyBOOKID] 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 *Allow Writes = YesHTML Message (Send Email) *Property Access = Owned by this account onlyEdit Email Subject - enter the subject for your Guests*'''Property keyEdit Email Text :'''- enter the Email text you wish to send to your guests include template variable *Settings > Properties > Access > propKey = secret_key_for_prop_XXXXXX[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.
Set the triggers you need, for example:
Set *Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the webhook like this:flag colourBooking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
*URL = <nowiki>https://api.beds24.com/json/setBooking</nowiki>*Custom Header = [leave empty]'''Create additional Auto Actions for each period you want to trigger'''
no edit summary
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== 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.
== General Information ==Template variables provide great flexibility when creating/managing the Auto actions have Actions. Setup one or more Auto Action to trigger conditions and one or more actions. They can be triggered on a number of different conditions, like multiple/all properties/rooms with the propertyspecific details, time or booking related conditionsusing the [[Template Variables]]. Actions can be This removes the need to send pre-drafted emails or SMSduplicate your auto actions for each Property. Reducing the ongoing management, change booking or invoice information or run webhooksmultiple copies of the same auto action will require you to edit/modify each auto action rather than update one auto action.
*Click 'Add New Action' button. You can choose whether you want to start with an empty Auto Action Emails which are sent automatically by the system are sent from the EMail address of the account or whether you want to use a template that created the Auto Action. This is the account set up in in SETTINGS-ACCOUNT-OUTGOING EMAIL. Automatic actions will trigger every 15 minutesyou can customise further.
<span style=== Messaging"color:#fe746c;“ >{{#fas:exclamation-triangle}} </Email ===Go span>To use this function you need to Email set the system to create or modify a prepared use your own Email template. Templates can contain [[Template Variables]] to include information specific to the booking in the Email, address for example the guests name or the arrival dateoutgoing emails under {{#fas:cog}} (SETTINGS) ACCOUNT -> OUTGOING EMAIL.
<span style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> If you have sub accounts and need an auto action to be used across multiple accounts/properties, then create the auto action at the Master Account Level and set Property == SMS ===You can automatically send SMS messages. Please note that a fee per SMS message applies if this function is activated'All visible in account' and ensure the Master account has access to the properties.
'''Booking Source'''
"Booking Source" == Examples =="Direct" applies the Auto Actions only to bookings from your own web site, manually added bookings and bookings imported though the API (not the channel manager). If you want to trigger only on manually added bookings add your username in the "Referrer" field.
=== Booking tab:*Execution = One time only==*Go to the tab 'Booking Status = No Change' to set up an auto action which modifies something in the booking.
When you create a Property/Room in Beds24, the setup of the Property/Room is held in the database and can be accessed via Template Variables. For example in {{#fas:cog}} (SETTINGS) >PROPERTIES >DESCRIPTION, you setup the property specific details.
*Trigger Event = CheckPlease use this code to Access the Main building Door:-in *Trigger Time = -42*Trigger Window = 1 day Booking Source = ALL (or select the booking source/Channel)[PROPERTYTEMPLATE1]
You will need can setup a "Group" for your Properties, this has a number of benefits, including sending/excluding messages/emails to manually add a Booking Info Code to each booking that you have agreed to allow X paymentsGroup of Properties, view a "Group" of properties in your Calendar and in Reports.
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.
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.
<div classspan style="mwcolor: #f3e504; font-collapsible mw-collapsedsize: 150%;">{{#fas:lightbulb}} <div /span> '''It is not possible to specify a specific time for the auto action to trigger.''' class="headline-collapse" >The use of the Trigger time 'Immediate' + 14 hrs (for example) will not trigger the auto action at 2pm local time, this will be the first time the booking could be checked to see if all other conditions are met, and added to the batch for processing.
==Troubleshooting == '''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 SMS in a certain language Test Email". *Is your Auto Action set to send automatically? *Is the guests Email address valid ("Mails" tab of the booking)? *Is the Plain Text box populated with the text you want to send (if it required when Message API is being used? *Is the language booking set to allow Allow Auto Actions ("Mails" tab of the booking) or a default language====? *Do all trigger events apply to the booking? '''Delayed trigger of Auto Action:''' See section Performance and testing above. </div> '''Auto Action is not editable'''<div class= 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 "mw-collapsible-contentAll Properties">. This uses a smart template variable '''You don't have permission to access control2. In php on this example we check whether server''' error message, when the guest booked save button is clicked It is most likely something in Frenchyour content triggering the firewall. Try adding the content bit by bit until you find the item causing the problem. If yes, then we send Often it is a script or HTML item that appears to the firewall as a French textpossible hacking attack. If no, we send an English text 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. Trigger tab: Whatever Once you wantfind the item causing the problem, try rewording it.
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Send Remotelock/Lockstate, an Email to the guest when the status of a booking changes to Nuki PIN or Chekin Link "Cancelled"====
</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) 365*Trigger Window = 2365 Booking Source*Booking Source = All(for example) Booking Conditions*Booking Status = All but not cancelledCancelled '''Message tab''': For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Group bookings Send Message = Trigger all on masterBooking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Email Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]] *Info Code 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 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 Status" = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URLRequest.
</div>
</div>
<div class="headline-collapse" >
====Send Change the status of all upcoming direct bookings to "Cancelled" and send an Email to all current the guest ====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time:
*Trigger Event = Check-in
*Trigger Time = Immediate*Trigger Window = -14(for example to cancel the max number of days your guests can staybookings for the next two weeks)*Booking Source = All*Booking Status = All but not cancelled*Group bookings = Trigger all on master*Any Booking Info Code Window = CHECKIN*Exclude Booking Info Code = CHECKOUT 14
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
'''Message tab''': For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
If you need no connection to use a messaging system is available the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set message will send to the Booking info code rather than use Email address from the Current guest module in "Mail & Actions" tab of the dashboardEmail.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Identify Repeat Send an message or SMS to Guest when booking made more than 7 days in advance====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Time:*Trigger Event = After Booking(but not after check-in)*Trigger Time = immediatelyImmediate*Trigger Window = 3651 day*Between Booking Source and Check in = All7 to 999 Booking Conditions:*Booking Status = All but not cancelled*Group bookings" = Trigger all on master*Template Variable = [GUESTSID1] greater than 0'''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.
The number must start with the country code.
</div>
<div class="headline-collapse" >
====Collect outstanding Send an message or SMS to Guest for last minute booking balance 3 - 6 days prior to arrival( Credit card details were collected at time of booking)or less====
</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)'''
*Plain text box - will send to channels using Message API
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply Send an info Email with a key code and and/or icon when for a payment was madespecific unit one day before check-in (Self Checkin)====
</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:'''
*Execution = One time only
*Booking Status = No Change
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply Send an Email to the guest when a flag for a bookings from a channel which have breakfast includedpayment is made====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source Trigger Window = 365 day Booking.com (for example)Conditions: *Booking Field Contains - select "API Message" in the next field enter: meal_planStatus = All not cancelled*Invoice Balance = Any Payment made OR Invoice Balance =Breakfast Zero (or Extra Breakfast - use the text the channel usespayment in full)
*Send Message = Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the API/Smart Email.</div></div>
*Send HTML box - Email : select appropriate option*Enter : Subject and Email contentwill be sent
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply a flag /colour to a booking when booking a payment is fully paidmade - ''Select from the predefined template ''====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365 999 day *Booking Source = AllConditions:
*Booking Status = All not cancelled
*Invoice Balance = ZEROAny Payment made '''Booking tab:''' *Flag Text = Paid *Flag Colour = d4e4b0
</div>
</div>
<div class="headline-collapse" >
====Apply a flag/colour Email confirmation for a booking coming channel bookings - ''Select from a certain channelthe predefined template''====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
*Trigger Time = Immediate
*Trigger Window = 1 day Booking Source*Booking Source = Booking.com (for example)Channel Manager
'''Message tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Send Message = Booking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Email Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- It is possible to use the same details as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]] '''Booking tab:'''
*Execution = One time only
*Flag Text Booking Status = The text you want to display*Flag Colour - choose the flag colourNo Change
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply Send a flag when a payment was mademessage (Email or sms) to guests that have Checked-out 30 days or more====
</div>
<div class="mw-collapsible-content">
'''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 a flag when Send a Request for payment FAILS at Stripeto your 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)
Subject - enter the subject for your Guests
Plain Text Message :- enter the Message text you wish to send to your guests include the payment link
https://beds24.com/bookpay.php?bookid=[BOOKID]
You can find extra options to add to the payment link if you want to refine the details
'''Booking tab:'''
*Execution = One time only
*Flag Text = Stripe Payment FailedThe text you want to display
*Flag Colour - choose the flag colour
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply Send a flag Request to Booking.com bookings and auto report update the Credit Card when a payment FAILS at Stripeguest's credit card as it will expire before checkin====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Time:
*Trigger Event = Booking (not after check-in)
*Trigger Time = Immediate
*Trigger Window = 1 day
Booking Souce:
*Booking Source = ALL (or select the booking source/Channel)
'''Message tab:'''
*Send Email = Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address.
If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.
*Plain text box (Using Message API)
Subject - enter the subject for your Guests
Plain Text Message :- enter the Message text you wish to send to your guests including the payment link
*Execution = One time only
*Flag Text = Failed CC reported The text you want to Booking.com display
*Flag Colour - choose the flag colour
</div>
</div>
<div class="headline-collapse" >
==== Change the status of all bookings which have been imported from Ical Send a Request for payment to "Request" your guests XX days before check-in====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Ical Import (1, 2, 3)'''
Booking changes are applied before Souce: *Booking Source = ALL (or select the booking source/Channel) '''Message tab:''' *Send Email = Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the mail 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 sentvia Email.<*Plain text box (Using Message API)Subject - enter the subject for your GuestsPlain Text Message :- enter the Message text you wish to send to your guests include the payment link https:/div></div>beds24.com/bookpay.php?bookid=[BOOKID]
You can find extra options to add to the payment link if you want to refine the details
https://wiki.beds24.com/index.php/Category:Payments#Payment_Request
*Execution = One time only
*Change Room Unit Status Flag Text = Select The text you want to display*Flag Colour - choose the optionflag colourBooking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Use API/Webhook Send a Request for payment to write to the field 'Message'your guests XX days after booking====
</div>
<div class="mw-collapsible-content">
You can use a webhook in conjunction with the API JSON function '''setBooking''' allow your guests to write to any field in the make X number of payments for their booking. First you have to configure access to the API:
* URL Trigger Event = <nowiki>https://api.beds24.com/json/setBooking</nowiki>Booking (but not after check-in)* Custom Header Trigger Time = [leave empty]+7 days*Trigger Window = 1 day
'''Booking Source = Booking.comtab:'''
'''Create Auto Action 2 (and 3, 4, 5 - how many you need) '''*Body Data Trigger Time = +14 days (days you want to collect the payments)*Trigger Window = 1 day The use the settings in the previous auto action to trigger the next auto action for your booking. </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send a Request to 'Capture' a Security deposit from your guests XX days before check-in - with Stripe====</div><div class="mw-collapsible-content"> You want to capture a Security Deposit for bookings on the day before check-in from your guest. 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. You will need to create multiple emails to capture the payment multiple times for the same booking. '''Trigger tab:''' *Trigger Event = Check-in*Trigger Time = -1 days*Trigger Window = 1 day *Booking Source = ALL (or select the booking source/Channel)*Status = All not cancelled '''Message tab''': For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Send Message = Booking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Email Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]], change the pay=100 to the value you require. https://beds24.com/bookpay.php?bookid=[BOOKID]&g=st&capture=0&pay=100. *HTML box - Email will be sent Email Text :- It is possible to use the same details (URL) as in the Plain text box above. Template variables can be used [[Template_Variables| see here]] '''Booking info tab: (Optional)''' *Booking Info Code = SECDEPOSIT (for example)*Booking Info Text = Security deposit request sent. </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an email to the guest 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 '''Message tab:''' Update details as appropriate*Send Message = Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address.If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email. *Plain text box (Using Message API) Subject - enter the subject for your GuestsPlain Text Message :- enter the Message text you wish to send to your guests including the payment link https://beds24.com/bookpay.php?bookid=[BOOKID] You can find extra options to add to the payment link if you want to refine the details https://wiki.beds24.com/index.php/Category:Payments#Payment_Request *HTML Message (Send Email) Email Subject - enter the subject for your GuestsEmail Text :- enter the Email text you wish to send to your guests include template variable [PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options. '''Booking tab:'''*Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colourBooking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email. </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send 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. *Send Message =Booking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Subject - enter the subject for your Guests - Your access code (your text) *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests include URL. Include these template variables - [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN] or [BOOKINGINFOCODETEXT:CHEKIN_PIN] see the list of ALL template variables that can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Include these template variables - [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN] or [BOOKINGINFOCODETEXT:CHEKIN_PIN] see the list of ALL template variables that can be used [[Template_Variables| see here]] </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Pin code to guest, 2 days before Check-in (Self Checkin) ====</div><div class="mw-collapsible-content"> This auto action can be used if you have set a fixed PIN code in the Room Setup or using digits from the Booking id. To setup the PIN code for each Room/Unit then go to {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > UNIT NAMES, then in the unit names, you can add additional information including a pin code. Example: You have 2 units (100 and 101). Access Pin Code for 100 = 12345, for 101 - 34567 In "Unit name" enter: (Use (?) in the room setup for more details/options) *100|12345*101|34567 '''Trigger tab:''' Time:-*Trigger Event = Check-in*Trigger Time = -2 (the number of days before check-in you want to sent the code or link) *Trigger Window = 2 Booking Souce :- *Booking Source = All*Booking Status = All but not cancelled Booking Conditions:- *Group bookings = Trigger all on master '''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Send Message = Booking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "authenticationMail & Actions" tab of the Email. *Subject - enter the subject for your Guests - Your access code (your text) *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests include URL. Include these template variables - [UNITNAME] and [UNITNAME:1] or [BOOKIDLAST5] - Last 5 digits of booking number. See the list of ALL template variables that can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Include these template variables - [UNITNAME] and [UNITNAME:1] or [BOOKIDLAST5] - Last 5 digits of booking number. see the list of ALL template variables that can be used [[Template_Variables| see here]] </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to guests with check-in details 2 days before Check-in, booking paid/no outstanding balance ====</div><div class="mw-collapsible-content"> This auto action will be sent only when the Invoice Balance of the booking is zero. This can be used to ensure that the checkin details are only sent when the guest has completed the payments. '''Trigger tab:''' Time:-*Trigger Event = Check-in*Trigger Time = -2 (the number of days before check-in you want to sent the code or link) *Trigger Window = 2 Booking Source:- *Booking Source = All*Booking Status = All but not cancelled Booking Conditions:- *Group bookings = Trigger all on master*Invoice Balance = Zero '''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Send Message = Booking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Subject - enter the subject for your Guests - Your access code (your text) *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests. This can include any information that is important for the checkin of the guest, for example the Key code for the door, who to contact if there are any issues, template variables can be used, see the list of ALL template variables that can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- Enter the text you wish to send to your guests this can include URLs. Include any information that is important for the checkin of the guest, for example the Key code for the door, who to contact if there are any issues, template variables can be used, see the list of ALL template variables that can be used [[Template_Variables| see here]] </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to guests with check-in details 2 days before Check-in, Security Deposit Authorised at Stripe ====</div><div class="mw-collapsible-content"> This auto action will be sent only when the a payment has been 'authorised' at Stripe. This can be used to ensure that the checkin details are only sent when the guest has completed the Security Deposit Authorisation. '''Trigger tab:''' Time:-*Trigger Event = Check-in*Trigger Time = -2 (the number of days before check-in you want to sent the code or link) *Trigger Window = 2 Booking Source:- *Booking Source = All*Booking Status = All but not cancelled Booking Conditions:- *Group bookings = Trigger all on master*Invoice Balance = Zero Info codes :-*Any Booking Info Code = STRIPEAUTHORIZE '''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Send Message = Booking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Subject - enter the subject for your Guests - Your access code (your text) *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests. This can include any information that is important for the checkin of the guest, for example the Key code for the door, who to contact if there are any issues, template variables can be used, see the list of ALL template variables that can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- Enter the text you wish to send to your guests this can include URLs. Include any information that is important for the checkin of the guest, for example the Key code for the door, who to contact if there are any issues, template variables can be used, see the list of ALL template variables that can be used [[Template_Variables| see here]] </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to all current guest (Check-in) ====</div><div class="mw-collapsible-content">'''Trigger tab:''' Time:*Trigger Event = Check-in*Trigger Time = Immediate*Trigger Window = 14(the max number of days your guests can stay) Booking Source:*Booking Source = All Booking Conditions: *Group bookings = Trigger all on master*Booking Status = All but not cancelled Info Codes: *Any Booking Info Code = CHECKIN*Exclude Booking Info Code = CHECKOUT '''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Send Message = Booking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]] <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkin to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send invoice after check-out - PDF attachment - ''Select from the predefined template'' ====</div><div class="mw-collapsible-content"> You can send Invoice as an attachment to your Guests. Setup your Invoice go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> INVOICING '''Trigger tab:''' Time:*Trigger Event = Checkout*Trigger Time = Immediate +8hrs*Trigger Window = 1 day Booking Source:*Booking Source = All (or select the appropriate channel/Direct) Booking Conditions:*Group bookings = Trigger all on master*Booking Status = Confirmed Info Codes:*Any Booking Info Code = CHECKOUT '''Messaging tab:''' *Send Email = Guest email - (or one of the other options) *Attachment = Invoice Template 1 *Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]] <span class="" style="color: #f3e504; font-size:150%;" >{{#fas:lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkout to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings. If you send Emails with pdf attachment (invoice, booking template) to Alias-Email addresses created by channels the channel might block the attachment so it is not delivered to the guest. Ask your channel about their policy regarding this. Other files can not be attached. We recommend you use a link to a file you upload to your web site.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email with Booking Registration Form - PDF attachment====</div><div class="mw-collapsible-content"> You can send Booking Template attachments to your Guests. Setup your Booking Template, go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> BOOKING TEMPLATES '''Trigger tab:''' Time:*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1 day Booking Source:*Booking Source = All (or select the appropriate channel/Direct) Booking Conditions:*Group bookings = Trigger all on master*Booking Status = All but not cancelled '''Messaging tab:''' *Send Message = Guest API/Smart Email (or one of the other options) If the "Mail & Actions" tab contains a "real"apiKeyEmail 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="my_very_secret_api_key"style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard,if not you can either manually add Checkout to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings. If you send Emails with pdf attachment (invoice, booking template) to Alias-Email addresses created by channels the channel might block the attachment so it is not delivered to the guest. Ask your channel about their policy regarding this. Other files can not be attached. We recommend you use a link to a file you upload to your web site.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email after the cleaner has cleaned the room====</div><div class="mw-collapsible-content"> To send an automated Email to the guest then they can check you/the cleaner have to add a unit status to the room when it is ready. In this example we used the unit status clean '''Trigger tab:''' Time:*Trigger Event = Checkin*Trigger Time = Immediate*Trigger Window = 1 Booking Source:*Booking Source = All Booking Conditions*Group bookings = Trigger all on master*Booking Status = All but not cancelled Booking Fields:*Template Variable = [UNITSTATUS1] Contains = clean '''Messaging tab: '''*Send Email = Guest API/Smart Email (or one of the other options) If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- It is possible to use the same details as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]] *Attachment :- if you want to send a Booking/Invoice template you can select from the drop down list. Other files can not be attached. We recommend you use a link to a file you upload to your web site.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to your guest - Upselling additional nights - nights available after checkout ====</div><div class="propKeymw-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"secret_key_for_prop_XXXXXXEmail address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions"tab of the Email. *Email Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API, enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]] [IF<=:[TURNOVERDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [TURNOVERDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. *HTML box - Email will be sent, enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]] [IF<=:[TURNOVERDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [TURNOVERDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. '''Booking Info Tab :Optional '''*Booking info code = EXTRANIGHTS *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to your guest - Upselling additional nights - nights available before checkin ====</div><div class="mw-collapsible-content"> To send an automated Email to the guest confirming that it is possible to extend their stay. This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. '''Trigger Tab :-''' Time:*Trigger Event = Checkin (depending on when you want to notify the guest)*Trigger Time = -2 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 2 Booking Source:*Booking Source = All Booking Conditions:*Group bookings = Trigger all on master*Booking Status = All but not cancelled Booking Fields:*Template Variables = [IFBETWEEN:[VACANTDAYS]:0:3:yes|no|no] equal yes This template variable tests if there is upto 3 days from previous checkout to check in of current booking. '''Messaging tab :- '''*Send Message = Guest API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Subject = Enter the appropriate details *Plain Text Box = Your text, using the template variables to modify the specific text in the booking. [IF<=:[VACANTDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [VACANTDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. *HTML Box [IF<=:[VACANTDAYS]:3:Your apartment ([ROOMNAME]),which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [VACANTDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. '''Booking Info Tab :- Optional'''*Booking info code = EXTRANIGHTS, *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to your guest - Offering Early Checkin ====</div><div class="bookIdmw-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="mw-collapsible-content"> To send an automated Email to the guest confirming that it is possible to have a Late checkout on Sundays as the room is available on the day of departure. This auto action will create a new booking for the date of departure, closing the calendar to any other bookings. The URL link in the message tab, will send the guest to your guest booking page with set conditions, the leaving date of the existing booking, the room id of the existing booking and the Offer you have created for the LateCheckout. This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. '''Step 1: ''' Create a new offer in {{#fas:cog}} (SETTINGS) > PROPERTIES > OFFERS *Name = Latecheckout*Enable = Only if Available*Booking Type = Confirmed with Deposit 2 - via payment gateway '''Step 2:''' Create a Rate or Daily Price, PRICES *Guests = Max Occupancy*Max Stay = 1*Offer = select the offer number as created in the above step. If you are using Rates, select 'Rate allowed' = Sunday, untick all the other days. Channel Tab, untick all channels, leave only 'beds24.com' for your booking page. If using Daily Prices, then go to Calendar, and set the price and date range, then only Sunday, untick all the other days. Enable list, untick all channels, leave only 'beds24.com' for your booking page. '''Step 3: ''' Create the custom question for the booking id Go to {{#fas:cog}} (SETTINGS) > PROPERTIES > BOOKING QUESTIONS > CUSTOM QUESTIONS and create a question*Question = Booking Id*Single Line field*Optional '''Step 4: ''' Create the Auto Action Trigger Tab :- *Trigger Event = Checkout*Trigger Time = -1 days (depending on when you want to notify the guest,in this example 2 days before arrival)*Trigger Window = 1*Booking Source = All *Booking Status = All but not cancelled*Between Booking and Check in = 2 and 999 (to stop the auto action triggering on the new booking) *Group bookings = Trigger all on master *Template Variables = [IF=:[LEAVINGDAY:{%a}]:Sun:|[IF>=^[TURNOVERDAYS]^1^yes~no]] equal yes This template variable tests if the departure day is a Sunday and there is at least 1 day between the existing guest booking and the next booking. Message tab :- *Send Email = Guest API/Smart Email (or one of the other options)*EMail Subject = Enter the appropriate details *Email Text = Your text, using the template variables to modify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails) Dear, [GUESTNAME], We are very happy to offer you 'Late Check-out' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK]. If you would like a late checkout, please use this link to make the booking and payment. https://beds24.com/booking2.php?propid=[PROPERTYID]&checkin_hide=[LEAVINGDAYYYYY-MM-DD]&br5-[ROOMID]=Book <span class=""invoicestyle="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"> 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="descriptionmw-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 Bookinginfo 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.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="mw-collapsible-content"status>This requires you to use the Guest database. Trigger tab: *Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Group bookings"= Trigger all on master*Template Variable = [GUESTSID1] greater than 0 Booking info tab : *Info Code = REPEAT</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse"> ====Identify bookings with Custom Question ticked/unticked ====</div><div class="mw-collapsible-content">If you have a custom question with a 'Tick box' for example, they want a late checkin. Setup the custom question in {{#fas:cog}} (SETTINGS) PROPERTIES -> BOOKING QUESTIONS -> CUSTOM QUESTIONS -> Custom question 1,set with TYPE = Tick Box. Trigger tab: *Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Group bookings" = Trigger all on master*Template Variable = [GUESTCUSTOMQ1] equals ticked (or) not ticked Booking info tab :*Info Code = LATECHECKIN</div></div> ===Add invoice items to a booking === <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a fee to all bookings from a channel====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Expedia (for example) Invoice tab:*Add Invoice Item = Add new*Type = Amount*Description = Cleaning fee (for example) - Template variables can be used. *Amount = 50 (for example - the amount of your cleaning fee)*per = Room*Period = one time*VAT = 19% (for example - enter the VAT amount if applicable) The fee will be added the next time the auto actions run. </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a fee (Penalty) to all bookings with an Outstanding Balance==== </div><div class="qtymw-collapsible-content">You want to add a 2.2% fee to all bookings if there is an outstanding balance 2 days prior to checkin. Trigger tab: Time :*Trigger Event = Checkin *Trigger Time = -2 days*Trigger Window = 2 days Booking Conditions: *Status = All not Cancelled *Invoice Balance = Not Zero Invoice tab:*Type = Amount*Description = Payment Fee||[INVOICEBALANCE:2.2%]*Amount = 0 (leave as 0 so the value is set from the calculation in Description field)*Per = Room*Period = one time*VAT = 19% (for example - enter the VAT amount if applicable) The fee will be added the next time the auto actions run. </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a negative value to Direct bookings for Stripe Charges==== </div><div class="mw-collapsible-content">You want to add the Stripe fee to all Direct bookings to show total value of booking, i.e. if you want to show the booking value. In this example the Stripe charge will be added as a negative figure. Trigger tab: Time :*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1day Booking Conditions:*Status = All not Cancelled Booking Source:*Booking Source = Direct Invoice tab:*Type = Amount*Description = Stripe Fee||[INVOICECHARGESNUM:-3%]*Amount = 0 (leave as 0 so the value is set from the calculation in the Description field)*Per = Room*Period = one time*VAT = 19% (for example - enter the VAT amount if applicable) The fee/charge will be added the next time the auto actions run. </div></div> ===Modify description/values of an existing invoice item in a booking === <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Update the Description field of a charge/invoice item==== </div><div class="mw-collapsible-content"> In some cases Channel bookings have different descriptions for the same charge item - i.e. Cleaning, update the description field in the invoice item so they all match, using the format (findthisinvoicedescription^replacewiththisdescription) Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Expedia (for example) Invoice tab:*Add Invoice Item = Update Only*Type = Change Description *Description = Cleaning^Cleaning Service Fee*Invoicee = Ignore (otherwise you can add a specific Invoicee to limit the search) </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Update all values of a charge/invoice item==== </div><div class="mw-collapsible-content"> You need to change the charges in bookings due to an update in your prices. Tourist Tax (for example), update the description field and value using the format (findthisinvoicedescription^replacewiththisdescription) Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Time Window = 365*Check In From = Select the first date of the Summer Season*Check In To = Select the last date of the Summer Season *Booking Source = Expedia (for example) Invoice tab:*Add Invoice Item = Update Only*Type = Change All *Description = Tourist Tax^Tourist Tax - Summer season 2022 (for example) *Amount = 0.75*Per = Per Person*Period = One time*Invoicee = Ignore (otherwise you can add a specific Invoicee to limit the search) </div></div> ===Payments/Pending Payments=== <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a pending payment====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking or Before Check-in*Trigger Time = set the time you want to collect the payment*Booking Source =All (for example,you can also set different rules for different channels)*Group Booking Trigger = Trigger only Master (this will trigger on individual bookings and Master booking if a group) Booking Info tab: OptionalAdd a booking info tab for information and reporting*Flag Text = PendingPayment (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Booking tab: Optional*Booking Info Code = PENDPAY*Booking Info Text = Pending payment added Invoice tab:*Payment Type = select on what the payment is calculated (Percent of Balance due OR Group balance if you receive Group bookings)*Description = the text you will see in the "Charges and Payments" tab*Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = enter the amount or percentage you want to collect*Payment Rule = use auto or manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here *Payment Due = Set when the payment is due Create a Payment Rule to collect a payments when bookings are not cancelled. Go to Settings > Payments > Payment Rules Payment Rule : Name = Enter your title - Not Cancelled (for example)Action = Auto Payment Trigger : *Booking Status = All not cancelled*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action : *Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a pending payment - Set the Security Deposit value based on the priceof the booking, using a calculation ====</div><div class="mw-collapsible-content">Trigger tab: "*Trigger Event = After Booking or Before Check-in*Trigger Time = set the time you want to collect the payment*Booking Source =All (for example, you can also set different rules for different channels) Booking tab: Optional*Flag Text = PendingPayment (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Booking Info tab: OptionalAdd a booking info tab for information and reporting*Booking Info Code = PENDPAY*Booking Info Text = Pending payment added Invoice tab:*Payment Type = fixed value*Description = Security Deposit||[COMMISSIONNUMIF<=:[INVOICEFIRSTITEMNUM]:800:200|[INVOICEFIRSTITEMNUM][/.0]4] (Security Deposit is the description, then 2 | symbol, then the calculation for the 'Amount' to be set.) This calculation, tests if the first invoice item value (usually the Accommodation value) is greater than or = 800 if so set the Security Deposit Amount = 1 quarter of the first invoice item value, otherwise set = 200. <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> <span style="font-weight: bold;" >Tip</span> A price value for the invoice item can be specified after a second pipe (|) symbol, this can be used to calculate a price using template variables. If the price value in the description field is zero or absent, the numeric value from the amount field will be used. *Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = 0*Payment Rule = use auto or manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) Payments > Payment Rules they will be available here *Payment Due = Set when the payment is due Create a Payment Rule to collect a payments when bookings are not cancelled. Go to Settings > Payments > Payment Rules Payment Rule : Name = Enter your title - Not Cancelled (for example)Action = Auto Payment Trigger : *Booking Status = All not cancelled*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action : *Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse"> ====Collect outstanding booking balance 3 days prior to arrival( Credit card details were collected at time of booking)====</div><div class="mw-collapsible-content"> ''''Create a Payment Rule (Optional)'''' Standard payment rules in the system are Auto & Manual, you can create additional rules for the collection of outstanding payments, you can control the collection of payments if the booking status is changed, for example the booking is cancelled before the final payment is due to be collected. Go to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES Create a Payment Rule to collect payments if bookings are not cancelled. Click '''Create New Payment Rule''' : Payment Rule:*Name = Enter your title - Not Cancelled (for example) *Action = Auto Payment Trigger :*Booking Status = All not cancelled*Any Booking Info Code (optional)*All Booking Info Codes (optional)*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action :*Funding Source = Guest card only*Payment value adjustment = Limit to group booking balance*Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure Prevent Auto Payment :*Prevent payment if booking status = Cancelled*Prevent payment after check-out (days) = 7 (default)*Prevent payment action = Set Manual '''Create Auto Actions ''' Collect the outstanding balance for bookings created via your booking page. Go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTIONS and click '''Create New Action''' to create them. '''Collect outstanding balance for direct bookings''' Trigger tab:*Time**Trigger Event = Checkin**Trigger Time = -3 days (set the time you want to collect the payment)**Time Window = 3 days (set this to the same number (positive) as Trigger time. *Booking Source**Booking Source = Direct. You can have different auto actions/rules for direct bookings -v- channel bookings,then select ‘Direct’ this will include manually created bookings and booking page bookings. *Booking Conditions**Group Booking Trigger = Trigger only Master**Status = All not cancelled**Invoice Balance= Not Zero (can be used to refine the auto action being triggered) Booking tab: Optional*Flag Text = Pending payment added (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Booking Info tab:Optional, for information and reporting*Booking Info Code = BALANCE (for example enter the value - use one word only)*Booking Info Text = Enter the description/text to show in for the Booking Info Code. Invoice tab: <div class="warning">{{#fas:exclamation-triangle}} ONLY use Payment Type =‘ Percent of Group balance due’ if you selected Trigger tab > Booking Conditions > Group Booking Trigger = Trigger Only Master.</div> *Add a Pending Payment to the booking**Payment Type = Percent of Group Balance due (select on what the payment is calculated) **Description = the text you will see in the "Charges and Payments" tab**Status = if you use the status function add the status you want to apply to the pending payment (optional)**Amount = 100 (this will be 100% of the outstanding group balance) **Payment Rule = Not Cancelled - See Step 4 above (if you have set up payment rules in {{#fas:cog}} (SETTINGS) PAYMENTS ->PAYMENT RULES they will be available here) **Payment Due = Trigger date**Payment time = set the time to collect payment**Invoicee = If you use the "invoicee" function you can select which invoicee the pending payment will be assigned to. </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ===='Capture' a Security Deposit when Credit card is collected at time of booking. ====</div><div class="vatRatemw-collapsible-content"> Trigger tab:*Trigger Event = After Booking *Trigger Time = immediate*Booking Source =All (for example, you can also set different rules for different channels) Info Codes: Any Booking Info Code = CARDTOSTRIPE Invoice tab:*Payment Type = Fixed amount*Description = Security Deposit (the text you will see in the "Charges and Payments" tab)*Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = 100 (balance is full price so 100% of the balance)*Payment Rule = Security Deposit (Create a Payment Rule, see below) *Payment Due = check in <span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> Automatic collection is only available for customer who use [[Stripe]]. Create a Payment Rule to 'Capture' a payment only. Captured payments will only be valid for 7days, then it will expire, if the booking is for a longer period, then you can create a second Capture, you will need to create another auto action for this. Go to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES Payment Rule : *Name = Enter your title - Security Deposit (for example)*Action = Auto Payment Trigger :*Booking Status = select from the drop down list*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action :*Capture = Yes/No - immediately charged (Capture=Yes), if you want to make sure that the amount is available for later capture (Capture=No) *Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply an info code and and/or icon when a payment was made====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Invoice Balance = Any Payment made Booking Info tab:*Booking Info Code : Enter the preset code for the icon or info code which you have created in {{#fas:cog}} (SETTINGS) ACCOUNT->PREFERENCES.00*Booking Info Text : Enter the text you wish to show Process Template Variables : When created </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Automatically apply invoice number at check-out - ''Select from predefined templates'' ====</div><div class="mw-collapsible-content">'''Trigger tab:''' *Trigger Event = Check-out*Trigger Time = Immediate*Time window = 1 day Booking Conditions:*Status = Confirmed Info Codes:*Any Booking Info Code = CHECKOUT (optional only if you use the check-out function) '''Invoice tab:''' *Assign Invoice Number = yes</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse"> ====Using Pending Payments as a Payment Reminder====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking or Before Check-in*Trigger Time = set the time you want to add the pending payment to the booking*Booking Source =All (for example,you can also set different rules for different channels) Booking Info tab:*Optional, add a booking info tab for information and reporting Booking tab: Optional*Flag Text = PaymentDue1 (for example), set multiple if multiple payments are required. *Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Invoice tab:*Payment Type = select on what the payment is calculated (Percent of Balance due)*Description = the text you will see in the "Charges and Payments" tab*Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = enter the amount or percentage you want to collect*Payment Rule = Manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here *Payment Due = Set when the payment is due The Pending Payment Report is available in Bookings > Pending Payments. This report can be used to see outstanding pending payments, this can be used to see all outstanding payments, when payment gateways other than Stripe are used, the Pending Payments report can be used to see outstanding payments and a checklist for bank transfers. </div></div> ===Booking Flags/Colours=== <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when a booking is cancelled====</div><div class="mw-collapsible-content">Trigger tab*Trigger Event = Booking*Trigger Time = 1 Hour*Trigger Window = 365 days*Booking Status = Cancelled Booking tab:*Execution = One time only*Booking Status = No Change*Flag text = (enter the text you require)*Flag Colour = 999999 default cancel colour - (Set as required) </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag for a bookings from a channel which have breakfast included====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Booking.com (for example)*Booking Field Contains - select "typeAPI Message"in the next field enter: meal_plan=Breakfast (or Extra Breakfast - use the text the channel uses) Booking tab:*Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag for a bookings which has BREAKFAST as a charge item====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Booking.com (for example)*Template Variable = [IF>:[INVOICEITEMBYDESC:Breakfast]:0:yes|no] (Text for Breakfast has to match EXACTLY what is in the booking item Uppercase/Lowercase/Proper)*Select 'equal' from the selection box*yes (needs to be exactly the same text/upper/lowercase, as in the equation) Booking tab:*Execution = One time only*Flag Text = Breakfast*Flag Colour - choose the flag colour Booking Info tab:*Booking Info Code = BREAKFAST*Booking Info Description = Breakfast included</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when deposit was made prior to Check-in====</div><div class="mw-collapsible-content">Trigger tab: *Trigger Event = Check-in*Trigger Time = -365 (for example : must be a negative value and the same as the value in Trigger window)*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Invoice Balance = Any Payment made Message tab: *Send Email : select appropriate option*Enter : Subject and Email content Booking tab: (optional) *Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour Booking info tab : (optional) *Booking Info Code : DEPOSITPAID (for example)*Booking Info Text : additional text if required. Setting details with the Booking tab and Booking info tab allows you to trigger additional (follow on) Auto Actions and Reports.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when booking is fully paid====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All not cancelled*Invoice Balance = ZERO Booking tab:*Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag/colour for a booking coming from a certain channel - ''Select from the predefined template'' ====</div><div class="mw-collapsible-content"> '''Trigger tab:''' *Trigger Event = Booking*Trigger Time = Immediate*Booking Source = Booking.com (for example) '''Booking tab:''' *Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the email.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when NO payment is made - ''Select from the predefined template''====</div><div class="mw-collapsible-content"> '''Trigger tab:''' *Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1 day Booking Source:*Booking Source = All Booking Conditions: *Booking Status = All not cancelled*Invoice Balance = No payment made '''Booking tab:''' *Execution = One time only*Flag Text = Not Paid*Flag Colour = fee0dd</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when a payment was made====</div><div class="mw-collapsible-content"><span style="color: #f3e504; font-size: 250%;" >{{#fas:lightbulb}} </span> Also see Example : " Apply a flag when deposit was made prior to Check-in AND/OR Apply a flag when booking is fully paid". Trigger tab:*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All not cancelled*Invoice Balance = Any Payment made Booking tab:*Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when a payment FAILS at Stripe - ''Select from predefined template'' ====</div><div class="mw-collapsible-content"> '''Trigger tab:''' *Trigger Event = Booking (but not after check-in)*Trigger Time = Immediate*Trigger Window = 999 Booking Source:*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = STRIPEFAIL, CARDFAILSTRIPE '''Booking tab:''' *Execution = One time only*Flag Text = Stripe Payment Failed*Flag Colour - fee0dd</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag to Booking.com bookings and auto report the Credit Card when a payment FAILS at Stripe====</div><div class="mw-collapsible-content"> Go to Settings > Channel Manager > Preferences and set Auto report failed cards = Yes '''Trigger tab:''' *Trigger Event = Booking (but not after checkout)*Trigger Time = Immediate*Trigger Window = 999 Booking Source:*Booking Source = Booking.com Booking Conditions:*Booking Status = All not cancelled*Booking Info Code = BOOKINGCOMCARD '''Booking tab:''' *Execution = One time only*Flag Text = Failed CC reported to Booking.com *Flag Colour - choose the flag colour</div></div> ===Status changes===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ==== Change the status of all "Request" bookings to "Cancelled" after three days ====</div><div class="mw-collapsible-content">Trigger tab*Trigger Event = Booking*Trigger Time = 3 days*Booking Status = Request Booking tab:*Execution = One time only*Booking Status = Cancelled</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ==== Change the status of all bookings which have been imported from Ical to "Request" ====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Ical Import (1, 2, 3) Booking tab:*Execution = One time only*Booking Status = Request Booking changes are applied before the mail is sent.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ==== Change Room Unit Status when guest checks out ====</div><div class="mw-collapsible-content">Trigger tab*Trigger Event = Check-out*Trigger Time = Immediate*Trigger Window = 1 day*Booking Status = All but not cancelled*Any Booking Info Code = CHECKOUT Booking tab:*Execution = One time only*Change Room Unit Status = Select the option It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkin to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.</div></div> ===API/Webhook===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Use API/Webhook to write to the field 'Message'====</div><div class="mw-collapsible-content"> You can use a webhook in conjunction with the API JSON function '''setBooking''' to write to any field in the booking. First you have to configure access to the API: You need two keys to use our API JSON functions - one for the API itself and one for the property. The keys have to consist of 16 characters of your choosing.<br> '''API key:'''*{{#fas:cog}} (SETTINGS) ACCOUNT -> ACCOUNT->ACCESS "API Key 1"*API Key = my_very_secret_api_key*API Key Access = allow any IP*IP Whitelist = [leave empty]*Allow Writes = Yes*Property Access = Owned by this account only*'''Property key:'''*{{#fas:cog}} (SETTINGS) PROPERTIES > ACCESS > propKey = secret_key_for_prop_XXXXXX Set the triggers you need,for example: Booking Field Contains: Message = XXX Set the webhook like this: * URL = <nowiki>https://api.beds24.com/json/setBooking</nowiki>* Custom Header = [leave empty] Body Data::{::"authentication":::{:::"invoiceeIdapiKey": "my_very_secret_api_key",:::"propKey": "secret_key_for_prop_XXXXXX"::},::"bookId": "[BOOKID]",::"message": "[MESSAGE] - Append this message"
:}
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Use API/Webhook to write the value of the 'commission' field to a new invoice item====
</div>
<div class="mw-collapsible-content">
You can create a new invoice item that contains the price of the channel's commission as a negative value to subtract it from the room price. You use the API JSON function '''setBooking''' for this. First you need to configure access to the API:
You need two keys to use our API JSON functions - one for the API itself and one for the property. The keys have to consist of 16 characters of your choosing.<br>
'''API key:'''
*{{#fas:cog}} (SETTINGS) ACCOUNT -> ACCOUNT->ACCESS "API Key 1"
*API Key = my_very_secret_api_key
*API Key Access = allow any IP
*IP Whitelist = [leave empty]
*Allow Writes = Yes
*Property Access = Owned by this account only
*'''Property key:'''
*{{#fas:cog}} (SETTINGS) PROPERTIES > ACCESS> propKey = secret_key_for_prop_XXXXXX
Set the triggers you need, for example:
Booking Source = Booking.com
Set the webhook like this:
*URL = <nowiki>https://api.beds24.com/json/setBooking</nowiki>
*Custom Header = [leave empty]
*Body Data =
:{
::"authentication":
::{
:::"apiKey": "my_very_secret_api_key",
:::"propKey": "secret_key_for_prop_XXXXXX"
::},
::"bookId": "[BOOKID]",
::"invoice":
::[
:::{
::::"description": "Booking.com Commission",
::::"status": "",
::::"qty": "1",
::::"price": "-[COMMISSIONNUM]",
::::"vatRate": "7.00",
::::"type": "0",
::::"invoiceeId": ""
:::}
::]
:}
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Use Auto Action/Webhook to write to send data to Integromat====
</div>
<div class="mw-collapsible-content">
You can use this option to send data to your Integromat account.
Set the rules in the Trigger tab, when you need to send the data to Integromat.
Go to Webhook tab:
URL = https://hook.integromat.com/ followed by your integromat account key.
Body Data = you can use the template variables allows in the list for Integromat [[https://wiki.beds24.com/index.php/Make#Data_Fields Data fields]]
For example :-
bookingData={
"bookId":"[BOOKID]",
"guestMobileNum":"[GUESTMOBILENUM]",
"guestMobile":"[GUESTMOBILE]",
"guestSMS":"[GUESTSMS:44]",
"guestFirstName":"[REPLACE|&|and|[GUESTFIRSTNAME]]",
"propertyName":"[PROPERTYNAME]",
"propertyId":"[PROPERTYID]",
"firstNight":"[FIRSTNIGHTSHORT]",
"lastNight":"[LEAVINGDAYSHORT]"
}
</div>
</div>
===Testing for Modified bookings===
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Use Template Variables to test for Modified bookings====
</div>
<div class="mw-collapsible-content">
You can test if the booking has been modified, adding a booking info code to the booking will then allow you to trigger other auto actions, run reports etc.
Trigger tab
*Trigger Event = Booking (but not after Check-in) OR Booking
*Trigger Time = 1 day (this will ensure that NEW bookings do not trigger this auto action)
*Time Window = 365 days
*Booking Status = All not cancelled
*Template Variables [IF>^[MODIFYDATE:{%Y-%m-%d %H:%M:%S}]^[CURRENTDATE:-1day{%Y-%m-%d %H:%M:%S}]^yes~no] equal yes
Booking tab: (Optional)
*Flag text = (enter the text you require)
*Flag Colour = Set as required
Booking Info tab : (optional)
*Booking Info Code = MODIFIED
*Booking Info Text = Booking modification
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