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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 triggered on a number of different conditions, like property, time or booking related conditions. Auto Actions can *send pre-drafted Emails, messages or SMS*change booking information*change invoice information *run webhooks*trigger HTTP POST notificationsYou can create chains of actions to run at a automate workflows.</div> == General Information ==Template variables provide great flexibility when creating/managing the Auto Actions. Setup one Auto Action to trigger on multiple/all properties/rooms with the property specific time relative details, using the [[Template Variables]]. This removes the need to duplicate your auto actions for each Property. Reducing the time ongoing management, multiple copies of the booking, same auto action will require you to edit/modify each auto action rather than update one auto action. Using 'Group Keywords' you can refine the triggers in the Auto Action to include/exclude properties if the check purpose/message in date the Auto action needs to be different. <span style="color:#019cde; font-size: 150%;“ >{{#fas:info-circle}} </span> Auto Actions are not designed as real-time actions. They are sent in batches at times so we recommend you set your triggers to allow for this. == Setup ==Go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTION *Click 'Add New Action' button. You can choose whether you want to start with an empty Auto Action or whether you want to the check out dateuse a template that you can customise further.
Template variables provide great flexibility when creating/managing *To create a COPY of an Auto Action, click "Edit" on an existing auto action, scroll to the bottom of the Auto Actionspage and click 'Save as copy'. Setup one *To DELETE an Auto Action to trigger , click "Edit" on multiple/all properties/rooms with the property specific detailsan existing auto action, using the [[Template Variables]]. This removes the need scroll to duplicate your auto actions for each Property. Reducing the ongoing management, multiple copies bottom of the same auto action will require you page and click 'Delete'. '''Trigger Action : ''' You can choose to edit/modify each auto action rather than update one trigger an auto actionautomatically or manually.
Using *'Group Keywords' you 'Manual:''' If set to manual actions can refine be triggered manually from the triggers in the Auto Action to include/exclude properties if the purposeMAIL/message in the Auto action needs to be differentACTION tab of each booking.
'''Auto sending:''' The auto action batch process runs multiple times per hour.
'''Before setting up an auto action please note<span style="color:'''#fe746c;“ >{{#fas:exclamation-triangle}} </span>To use this function you need to set the system to use your own Email address for outgoing emails under {{#fas:cog}} (SETTINGS) ACCOUNT -> OUTGOING EMAIL.
The easiest way to do this is usually by reducing You will find the testing window full list of Property Template Variables when you go to the smallest necessary and adjusting the trigger condition to the most suitable.For example a trigger that tests all bookings from booking time for 1 year will test many bookings while a trigger that tests only the 7 days before check-in will test less bookings and perform faster.[[Template_Variables#Property_Variables|Property Variables]]
The test tab of There are additional Property Templates that can be used in Messages/Emails/SMS to the auto action has a button which will show you how many 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 which bookings are being tested by the auto actionReports.
It is also possible Go to specify a booking number and test if {{#fas:cog}} (SETTINGS) >PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES you will see the auto action would trigger on list that booking with some diagnostics information shown to help trouble shootingare available.
== Troubleshooting == '''If Auto Actions do not send:''' The list When you create each Room/Unit the information is held in the "Mail" tab of the booking will tell you whyRoom/Unit specific template variables. Common causes are: *Is your outgoing Email address working? Go to {{#fas:cog}} (SETTINGS) ACCOUNT->OUTGOING EMAIL and click on "Send Test Email". *Is your Auto Action set to send automatically? *Is the guests Email address valid ("Mails" tab of the booking)? *Is the booking set to allow Allow Auto Actions ("Mails" tab of the booking)? *Do all trigger events apply to the booking?
'''Delayed trigger You will find the full list of Auto Action:''' See section Performance and testing above. Room/Unit Template Variables when you go to [[Template_Variables#Room_Variables|Room Variables]]
'''Auto Action is not editable''' To have write access to an auto action an account needs to have write access to all properties to which See the auto action applies. This might not be the case if you use sub accounts and the Auto Action is set to trigger for "All Properties"full list of [[Template Variables]].
'''You don't have permission can send a message/email to access control2.php on this server''' error messageyour guests, confirming their booking date, when the save button is clicked It is most likely something in your content triggering the firewallproperty details and property contact details. Try adding Use the content bit by bit until you find the item causing the problem. Often it is a script or HTML item that appears property, room and booking templates to build the firewall as a possible hacking attack. It can also be something that looks innocent like a combination of numbers and words like "and" or "or" that hackers often use message/email in sql injection attacks. Once you find the item causing the problemone Auto Action, try rewording itrather than one auto action per property.
== Examples ==This approach will reduce the ongoing management, update one Auto Action and it will apply to all/selected properties rather than having to edit multiple auto actions with the same overall message.
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 AirbnbYour properties have security doors with keycodes, each property has a different code.
<div class="mw-collapsible mw-collapsed"Go to {{#fas:cog}} (SETTINGS) >PROPERTIES >DESCRIPTION ><div class="headline-collapse" PROPERTY TEMPLATES > ====Send an Email to Property Template 1 enter the guest when Building Access Code, use this same field in each property and set the status of a booking changes to "Cancelled"====</div><div class="mw-collapsible-content">appropriate code.
Trigger tab:*Trigger Event = Check-Then in*Trigger Time = -365*Trigger Window = 365*Booking Source = All (for example)*Booking Status = Cancelledthe Auto Action use [PROPERTYTEMPLATE1] in the text rather than the actual value.
Message tab*Please use this code to Access the Main building Door: For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. - [PROPERTYTEMPLATE1]
*'''Send Message''' = Booking API/Smart EmailThere is no need for a separate auto action due to the front door keycode being different.
If the "Mail & Actions" tab contains a "real" Email address the message ===Example 2 - Housekeeping/Cleaning Team 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 possibledifferent for each Property.===
If no connection Each of your properties has a different housekeeping/cleaning team and you need to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of them an email with the Emailbooking details for each booking.
*'''Email Subject''' - Go to {{#fas:cog}} (SETTINGS) >PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES > Property Template 5 enter the subject email address for your GuestsHousekeeping/Cleaning team.
Message Text :- enter There is no need for a separate auto action as the text you wish message will be sent to send to your guests include URLthe appropriate email from property template 5. If you have different teams per room, then use a Room template rather than the Property Template variables can be used [[Template_Variables| see here]].
*'''HTML box''' ===Example 3 - Email will be sentSend email to a Group of Properties (not all) ===
Email Text :- It is possible You can setup a "Group" for your Properties, this has a number of benefits, including sending/excluding messages/emails to use the same details (URL) as a Group of Properties, view a "Group" of properties in the Plain Text box aboveyour Calendar and in Reports. Template variables can be used [[Template_Variables| see here]]
<span style="color:#fe746c;“ >{{#fas:exclamationEnter a Group name, it needs to be a single word -triangle}} </span> If for example you are using deposit collection make sure want to identify all 4 bedroom properties, then you set {{#fas:cog}} (SETTINGS) PAYMENTS->PAYMENT COLLECTION "Non Payment Booking Status" = Requestcan add 4BEDS and add this to all 4 Bedroom properties you have.
</div></div>Each property can be in multiple groups, enter multiple keywords separated by a comma, for example :- 4BEDS, OceanView, Dublin.
<div class=In the Trigger tab of the Auto Action, enter the Group keyword in *"mw-collapsible mw-collapsedSend Only To Property Groups"><div class=OR "headline-collapseExclude Property Groups" >you want to include/exclude from the Auto Action.
====Change the status of all upcoming direct bookings to "Cancelled" and send an Email to the guest ====</div><div classspan style="mwcolor: #f3e504; font-collapsible-contentsize: 150%;">Trigger tab{{#fas:*Trigger Event = Check-in*Trigger Time = -14 (for example to cancel the bookings for the next two weeks)*Trigger Window = 14*Booking Source = Direct *Booking Status = All Not Cancelledlightbulb}} </span> This filter will not apply if you are triggering on a single property.
Booking tab: == Using Smart Logic Template Variables ==*Booking Status = CancelledYou can use smart logic template variables to trigger auto actions for specific conditions.
Message tabIf you want to send a message on a specific day of the week : 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 2) Remind the "Mail & Actions" tab contains a "real" Email address guest that the message is sent to cleaning lady will be at the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possibleapartment on Friday morning.
If * [IF=:[CURRENTDATE:{%u}]:4:yes|no connection to a messaging system is available the message ] will send to test if the Email address from the "Mail & Actions" tab of the Email.current date is a Thursday
*'''Email Subject''' %u ISO- enter 8601 numeric representation of the subject day of the week 1 (for Monday) through 7 (for your GuestsSunday)
*'''Plain Text Box''' - == Performance and Testing ==Auto actions will send test up to channels using Message API1000 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.
Message Text :- enter The easiest way to do this is usually by reducing the text you wish testing window to send the smallest necessary and adjusting the trigger condition to your guests include URLthe most suitable.For example a trigger that tests all bookings from booking time for 1 year will test many bookings while a trigger that tests only the 7 days before check-in will test less bookings and perform faster. Template variables can be used [[Template_Variables| see here]]
*'''HTML box''' - Email The test tab of the auto action has a button that will be sentshow you how many and which bookings are being tested by the auto action.
Email Text :- It is also possible to use specify a booking number and test if the same details (URL) as in the Plain Text box aboveauto action would trigger on that booking with some diagnostics information shown to help trouble shooting. Template variables can be used [[Template_Variables| see here]]
<'''Optimising your auto actions''' You can trigger multiple actions in one auto action, *send an email/div>api message to the guest, <*send an SMS, update booking settings, *add/div>delete a booking info code, *trigger a webook, *add a pending payment, *update/add/delete a Charge/Payment item,*assign an invoice number.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >There is no requirement to set an individual auto action for each item if they can all apply at the same time.
====Send an message or SMS to Guest when booking made more than 10 days in advance====</div><div classspan style="mwcolor: #f3e504; font-collapsible-contentsize: 150%;">Trigger tab{{#fas:*Trigger Event = Check-in*lightbulb}} </span> '''It is not possible to specify a specific time for the auto action to trigger.''' The use of the Trigger Time = -365 days*Trigger Window = 355 days*Booking Status = All time 'Immediate' + 14 hrs (for example) will not cancelledtrigger 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.
Booking == Troubleshooting == '''If Auto Actions do not send:''' The list in the "Mail" tabof the booking will tell you why. Common causes are: *Is your outgoing Email address working? Go to {{#fas:cog}} (SETTINGS) ACCOUNT->OUTGOING EMAIL and click on "Send Test Email". *Is your Auto Action set to send automatically? *Is the guests Email address valid ("Mails" tab of the booking)? *Is the Plain Text box populated with the text you want to send (required when Message API is being used? *Execution = One time onlyIs the booking set to allow Allow Auto Actions ("Mails" tab of the booking)? *Booking Status = No ChangeDo all trigger events apply to the booking?
Message tab '''Delayed trigger of Auto Action: For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box''' See section Performance and testing above.
* '''Send MessageAuto Action is not editable''' = Booking API/Smart Email To have write access to an auto action an account needs to have write access to all properties to which the auto action applies. This might not be the case if you use sub accounts and the Auto Action is set to trigger for "All Properties".
If '''You don't have permission to access control2.php on this server''' error message, when the "Mail & Actions" tab contains a "real" Email address the message save button is clicked It is sent to most likely something in your content triggering the guests Email addressfirewall. If only a masked Email address is available Try adding the content bit by bit until you find the message sends via item causing the channels API messaging systems if possibleproblem. If no connection to Often it is a messaging system is available the message will send script or HTML item that appears to the Email address from the firewall as a possible hacking attack. It can also be something that looks innocent like a combination of numbers and words like "and" or "Mail & Actionsor" tab of that hackers often use in sql injection attacks. Once you find the item causing the Emailproblem, try rewording it.
* '''Email SubjectAuto Action is not visible in a sub account''' - enter If you have sub accounts and need an auto action to be used across multiple accounts/properties, then create the subject for your Guestsauto action at the Master Account Level and set Property = 'All visible in account' and ensure the Master account has access to the properties.
*'''Plain Text Box''' - will send to channels using Message API== Examples ==
*'''HTML box''' <span style="color:#019cde; font- Email size: 150%;“ >{{#fas:info-circle}} </span> Message API messages will be sentshown in the message tab of the booking and in the Channel Message centre. Currently this is only available for Booking.com and Airbnb.
SMS tab Time:*Trigger Event = Check-in*Trigger Time = -365*Trigger Window = 365
Please note a charge applies per SMS message. Booking Source*Booking Source = All (for example)
*Send SMS Message : EnableBooking Conditions*Phone Number : This is the phone number that will receive the SMS notification.Booking Status = Cancelled
This is a global service and '''Message tab''': For channels using the notifications can be sent to almost phone Message API, then enter the text in any countrythe Plain text box, for emails enter the text in the HTML box.
The phone number must contain the international country code and phone number as it would be dialed internationally.*Send Message = Booking API/Smart Email
Do not include any leading zeros or other characters and use no spacesIf 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.
The number must start with If no connection to a messaging system is available the country codemessage will send to the Email address from the "Mail & Actions" tab of the Email.
EXAMPLE*Email Subject - enter the subject for your Guests
to *Plain text box - will send to phone number 015625346 in the UK (Country code 44) enter the following numberchannels using Message API
4415625346Message 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
You can Email Text :- It is possible to use the template same details (URL) as in the Plain Text box above. Template variables can be used [GUESTPHONE[Template_Variables| see here] or [GUESTMOBILE] but this will only work if the phone number has exactly the required format.
*SMS Message
Enter the message to send, messages will be truncated at 160 characters. Template variables can be used<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" = Request.
Alternatively you an use Between Booking and '''Trigger tab:''' Time: *Trigger Event = Check -in*Trigger Time = -14 (for example to cancel the bookings for the next two weeks)*Trigger Window = 14 Booking Source:*Booking Source = Direct
Trigger tabBooking Conditions:*Trigger Event = Booking (but not after check-in)*Trigger Time = Immediate*Trigger Window = 1 dayBetween Booking and Check in = 7 to 999*Booking Status = All not cancelledNot Cancelled
SMS tab :<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >
Please note a charge applies per ====Send an message or SMS message. to Guest when booking made more than 10 days in advance====</div><div class="mw-collapsible-content">'''Trigger tab:'''
This is a global service and the notifications can be sent to almost phone in any country.Booking Conditions:*Booking Status = All not cancelled
The phone number must contain the international country code and phone number as it would be dialed internationally.Booking tab:*Execution = One time only*Booking Status = No Change
Do not include any leading zeros or other characters and use no spaces'''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.*Send Message = Booking API/Smart Email
EXAMPLEIf 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.
4415625346*Email Subject - enter the subject for your Guests
You can use the template variables [GUESTPHONE] or [GUESTMOBILE] but this *Plain Text Box - will only work if the phone number has exactly the required format.send to channels using Message API
*SMS MessageText :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]]
Enter the message to send, messages *HTML box - Email will be truncated at 160 characters. Template variables can be used.</div></div>sent
<div class="mwEmail Text :-collapsible mw-collapsed"><div class="headline-collapse" >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]]
====Send an message or SMS to Guest when booking made more last minute booking - 6 days or less====
</div>
<div class="mw-collapsible-content">
Trigger '''SMS tab:*Trigger Event = Booking (but not after check-in)*Trigger Time = Immediate*Trigger Window = 1 dayBetween Booking and Check in = 0 to 6*Booking Status = All not cancelled'''
Booking tab:*Execution = One time only*Booking Status = No Change Please note a charge applies per SMS message.
*'''Send Message''' = Booking API/Smart EmailThis is a global service and the notifications can be sent to almost phone in any country.
If The phone number must contain 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 possibleinternational country code and phone number as it would be dialed internationally.
If Do not include any leading zeros or other characters and use no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Emailspaces.
*'''Email Subject''' - enter The number must start with the subject for your Guestscountry code.
*'''Plain Text Box''' - will send to channels using Message APIEXAMPLE
Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]]phone number 015625346 in the UK (Country code 44) enter the following number
*'''HTML box''' - Email will be sent Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]] SMS tab : Please note a charge applies per SMS message. *Send 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
*Unit = Select the number of the unit you want to send this message to. Note that the number represents the index of the unit not its name.
Booking tab:
*Execution = One time only
*Booking Status = No Change
If you are using the "Additional Information" function {{#fas:cog}} (SETTINGS) PROPERTIES*HTML box ->ROOMS->SET UP "Unit Names" you can use template variables Email will be sent
ExampleEmail Text : Your room - It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [UNITNAME]. Check-in from: [UNITNAME:1Template_Variables| see here] . 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 Please note a charge applies per SMS message.
If you are using *Send SMS Message : Enable*Phone Number : This is the phone number that will receive the "Additional Information" function SETTINGS-{{#fas:cog}} (SETTINGS) PROPERTIES->ROOMS->SET UP "Unit Names" you can use template variables [[Template_Variables| see here]]SMS notification.
Example: Your room This is [UNITNAME]. Check-a global service and the notifications can be sent to almost phone in from: [UNITNAME:1] any country. The key code is: [UNITNAME:2]
</div></div>Do not include any leading zeros or other characters and use no spaces.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >The number must start with the country code.
====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)EXAMPLE
Message tab: For channels using the Message API, then enter the text to send to phone number 015625346 in the Plain text box, for emails UK (Country code 44) enter the text in the HTML box. following number
*'''Send Message''' = Booking API/Smart Email4415625346
If You can use the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If template variables [GUESTPHONE] or [GUESTMOBILE] but this will only a masked Email address is available work if the message sends via phone number has exactly the channels API messaging systems if possiblerequired format.
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.*SMS Message
*'''Email Subject''' - enter Enter the subject for your Guestsmessage to send, messages will be truncated at 160 characters. Template variables can be used.
*'''Plain Text BoxBooking tab:''' - will send to channels using Message API*Execution = One time only*Booking Status = No Change
Message Text :- enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]]</div></div>
You should consider adding the invoice table to the email so the guest can see the booking details including Charges & Payments. <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >
[INVOICETABLE] ====Send an message or SMS to Guest for last minute booking - invoice table6 days or less====</div><div class="mw-collapsible-content">
It is also possible to include a customised invoice table using this template variable '''Trigger tab:- [INVOICE:PRI_QTY_CUA€] will create an invoice table with price and quantity in Euros.'''
*'''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]] You should consider adding the invoice table to the email so the guest can see the booking details including Charges & Payments. [INVOICETABLE] - invoice table It is also possible to include a customised invoice table using this template variable :- [INVOICE:PRI_QTY_CUA€] will create an invoice table with price and quantity in Euros. </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an Email to guests from Channels====</div><div class="mw-collapsible-content">Trigger tabTime:*Trigger Event = After Booking(but not after check-in)
Booking tab:
*Execution = One time only
*Booking Status = No Change
*'''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]] </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send a message (Email or sms) to guests that have Checked-out 30 days or more====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Check-out*Trigger Time = 30 days*Trigger Window = 365 days 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" SMS 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]] SMS tab :
*Trigger Event = After BookingConditions *Trigger Time = Immediate*Trigger Window = 1 day Booking Source Status = ALL (or select the booking source/Channel)All not cancelled
Plain Text (Using *Send Message = Booking 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 /Smart Email
https://beds24If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address.com/bookpayIf only a masked Email address is available the message sends via the channels API messaging systems if possible.php?bookid=[BOOKID]
You can find extra options If no connection to add a messaging system is available the message will send to the payment link if you want to refine Email address from the "Mail & Actions" tab of the details https://wiki.beds24.com/indexEmail.php/Category:Payments#Payment_Request
HTML Message (Send Email)
*Email Text :- enter the Email text you wish to send to your guests include template variable
[PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options.
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
Message tabBooking Conditions: *Booking Status = All not cancelled*Invoice Balance = Any Payment made OR Invoice Balance = Zero (payment in full)
*Send Email '''Message tab: **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 ''' For channels using the channels Message 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 , then enter the Email address entered text in the field "Internal" are sent via Email.**Booking API and Email: Messages are sent via channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to Plain text box, for emails enter the Email address entered text in the field "Internal" are sent via EmailHTML box.
Plain Text (Using *Send Message = Booking 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 /Smart Email
httpsIf 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 ://beds24- enter the text you wish to send to your guests.com/bookpayTemplate variables can be used [[Template_Variables| see here]] You should consider adding the invoice table to the email so the guest can see the booking details including Charges & Payments.php?bookid= [BOOKIDINVOICETABLE] - invoice table It is also possible to include a customised invoice table using this template variable :- [INVOICE:PRI_QTY_CUA€]will create an invoice table with price and quantity in Euros *HTML box - Email will be sent
You can find extra options to add Email Text :- It is possible to use the payment link if you want to refine same details as in the details https://wikiPlain text box above.beds24.com/index.php/Category:Payments#Payment_RequestTemplate variables can be used [[Template_Variables| see here]]
HTML Message (Send Email) *Edit Email Subject - enter You should consider adding the subject for your Guests*Edit Email Text :- enter the Email text you wish to send invoice table to your guests include template variable [PAYLINK] this creates a payment link (HTML A tag) for the payment request for email so the amount in guest can see the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other optionsdetails including Charges & Payments.
Booking 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.
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
You allow your guests to make X number of payments for their booking. Time:*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 999 day
You can Booking Conditions: *Booking Status = All 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. cancelled*Invoice Balance = Any Payment made
You will need to manually add a '''Booking Info Code to each booking that you have agreed to allow X payments. tab:'''
'''Create Auto Action one'''*Flag Text = Paid *Flag Colour = d4e4b0
Trigger tab:</div></div>
*Trigger Event <div class= Booking (but not after check"mw-in)collapsible mw-collapsed">*Trigger Time <div class= +7 days*Trigger Window = 1 day "headline-collapse" >
*Booking Source = ALL (or select ===Email confirmation for channel bookings - ''Select from the booking sourcepredefined template''====</Channel)div>*Invoice Balance <div class= Not Zero"mw-collapsible-content">*Any Booking Info Code = MULTIPLE (for example) this can be used if you only allow some guests to make multiple payments. '''Trigger tab:'''
Message tab: Time*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1 day
*'''Send Message''' = Booking API/Smart EmailSource**Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.**Booking API and Email: Messages are sent via channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.Source = Channel Manager
Plain Text (Using '''Message tab:''' For channels using the Message API)*Subject - , then enter the subject text in the Plain text box, for your Guests*Plain Text Message :- emails enter the Message text you wish to send to your guests include in the payment link HTML box.
https://beds24.com*Send Message = Booking API/bookpay.php?bookid=[BOOKID]Smart Email
You can find extra options to add to If the "Mail & Actions" tab contains a "real" Email address the payment link if you want message is sent to refine the details https://wikiguests Email address.beds24.com/indexIf only a masked Email address is available the message sends via the channels API messaging systems if possible.php/Category:Payments#Payment_Request
HTML Message (Send Email) *Edit Email Subject - enter If no connection to a messaging system is available the subject for your Guests*Edit Email Text :- enter the Email text you wish to message will send to your guests include template variable [PAYLINK] this creates a payment link (HTML A tag) for the payment request for Email address from the amount in "Mail & Actions" tab of the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other optionsEmail.
Booking tab:*Plain text box - will send to channels using Message API
*Execution = One time only*Flag Message Text = The :- enter the text you want wish to display*Flag Colour - choose the flag colourBooking changes are applied before the mail is sent so that the flag template variable send to your guests. Template variables can be reflected in the Email.used [[Template_Variables| see here]]
'''Create additional Auto Actions for each period you want to trigger'''*HTML box - Email will be sent
'''Create Auto Action 2 (and 3, 4, 5 Email Text :- how many you need) '''*Trigger Time = +14 days (days you want It is possible to collect use the payments)*Trigger Window = 1 day same details as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
The use the settings in the previous auto action to trigger the next auto action for your booking. '''Booking tab:'''*Execution = One time only*Booking Status = No Change
You want to capture a Security Deposit for bookings on the day before checkTime*Trigger Event = Check-in from your guest.out*Trigger Time = 30 days*Trigger Window = 365 days
Capture of '''Message tab:''' For channels using the payment is only held by Stripe Message API, then enter the text in the Plain text box, for 7 days, if emails enter the guest is staying longer you will need to send text in the request againHTML box.
You will need to create multiple emails to capture the payment multiple times for the same booking.*Send Message = Booking API/Smart Email
'''Create Auto Action one'''Trigger If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab:of the Email.
Send Email Message Text : select - enter the appropriate optiontext you wish to send to your guests. Template variables can be used [[Template_Variables| see here]]
Message '''SMS 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 Please note a charge applies per SMS message.
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address *Send SMS Message : Enable*Phone Number : This is available the message sends via phone number that will receive the channels API messaging systems if possibleSMS notification.
If no connection to This is a messaging system is available global service and the message will send notifications can be sent to the Email address from the "Mail & Actions" tab of the Emailalmost phone in any country.
*'''Email Subject''' - enter The phone number must contain the subject for your Guestsinternational country code and phone number as it would be dialed internationally.
*'''Plain Text Box''' - will send to channels using Message APIDo not include any leading zeros or other characters and use no spaces.
Message Text :- enter The number must start with 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=100country code.
*'''HTML box''' - Email will be sentEXAMPLE
Email Text :- It is possible to use send to phone number 015625346 in the same details UK (URLCountry code 44) as in enter the Plain Text box above. Template variables can be used [[Template_Variables| see here]]following number
Booking info tab: (Optional)4415625346
*Booking Info Code = SECDEPOSIT (for example)*Booking Info Text = Security deposit request sentYou can use the template variables [GUESTPHONE] or [GUESTMOBILE] but this will only work if the phone number has exactly the required format.
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:'''
Email tabBooking Source:*Enter Booking Source = ALL (or select the message in the appropriate language under your default language.booking source/Channel)
*'''Internal Email Address''' = Subject - enter the email address this message should be sent subject for your GuestsPlain Text Message :- enter the Message text you wish to send to.your guests include the payment link
*'''Email Subject''' - enter the subject for your Guestshttps://beds24.com/bookpay.php?bookid=[BOOKID]
*'''HTML box''' - Email will be sentYou can find extra options to add to the payment link if you want to refine the details *'''Email Text''' https:- Template variables can be used in the message//wiki.beds24.com/index. [[Template_Variables| See here]]php/Category:Payments#Payment_Request
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:'''
SMS '''Message tab:*Phone Number = [GUESTMOBILE]*SMS Message = [IF=:[GUESTLANGUAGE]:fr:French_text|English_text]</div></div>'''
<div class*Send Email =Booking API and Email Smart: If the "Mail & Actions"mw-collapsible mw-collapsedtab contains a "real">Email address the message is sent to the guests Email address. <div class=If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal"headlineare sent via Email. *Plain text box (Using Message API)Subject - enter the subject for your GuestsPlain Text Message :-collapse" > enter the Message text you wish to send to your guests including the payment link ====Send Remotelockhttps://beds24.com/Lockstate, Nuki PIN or Chekin Link ==bookpay.php?bookid=[BOOKID]&g=cc </div>You can find extra options to add to the payment link if you want to refine the details<div class="mw-collapsible-content"> Trigger tabhttps://wiki.beds24.com/index.php/Category:Payments#Payment_Request *Trigger Event = CheckHTML Message (Send Email) Edit Email Subject -inenter the subject for your Guests*Trigger Time = Edit Email Text :-2 (enter the number of days before check-in Email text you want wish to send to sent your guests including the code or payment link https://beds24.com/bookpay.php?bookid=[BOOKID]&g=cc this creates a link(HTML A tag) so the guest can enter their credit card details. Check the template variables for other options. '''Booking tab:''' *Trigger Window Execution = 2One time only*Booking Source Flag Text = AllThe 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. '''Booking Status = All but not cancelledInfo tab:''' *Group bookings Booking Info Code = Trigger all on masterNEWCARDREQ*Booking Info Code Text = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URLNew credit card requested
Message tab:
*Send Email = Booking API/Email Smart
*EMail Subject = Your access code (your text)
*Email Text = Your text which includes the template variable [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN]
It *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 assumed you use available the Checkin/Checkout feature in message sends via the Dashboard, channels API messaging systems if not you can either manually add Checkin possible. If no connection to a messaging system is available the message will send to your bookings (Booking info the Email address from the "Mail & Actions" tab) or create an auto action of the Email. Messages to add the Booking Info Codes to Email address entered in the bookingsfield "Internal" are sent via Email.</div></div>
<div class="mw-collapsible mw-collapsed">*Plain text box (Using Message API)<div class="headlineSubject -collapse" > enter the subject for your Guests====Send Email with a PDF attachment====</div><div class="mw-collapsiblePlain Text Message :-content">enter the Message text you wish to send to your guests include the payment link
You can send Invoice or Booking Template attachments to your Guestshttps://beds24. com/bookpay.php?bookid=[BOOKID]
Setup your Invoice or Booking Template, go You can find extra options to {{#fasadd to the payment link if you want to refine the details https://wiki.beds24.com/index.php/Category:cog}} (SETTINGS) GUEST MANAGEMENT -> INVOICING or {{Payments#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> BOOKING TEMPLATESPayment_Request
Trigger tab:*Trigger Event = CheckoutHTML Message (Send Email) *Trigger Time = ImmediateEdit Email Subject - enter the subject for your Guests*Trigger Window = 1Edit Email Text :- enter the Email text you wish to send to your guests include template variable *Booking Source = All [PAYLINK] this creates a payment link (or select HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the appropriate channel/Direct)*Booking Status = All but not cancelled*Group bookings = Trigger all on master*Any Booking Info Code = CHECKOUTtemplate variables for other options.
Message '''Booking tab: *Send Email = Guest API/Smart Email (or one of the other options)*Attachment = Select an option from the drop down list. *EMail Subject = Enter the appropriate details *Email Text = Your text which includes the details for your current guests. '''
It is assumed *Execution = One time only*Flag Text = The text you use want to display*Flag Colour - choose the flag colourBooking changes are applied before the Checkin/Checkout feature in mail is sent so that the Dashboard, if not you flag template variable can either manually add Checkout to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to be reflected in the bookingsEmail.
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.
To send an automated Email You allow your guests to make X number of payments for their booking. You can not trigger the guest 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 they can check you/the cleaner have to add a unitstatus to the room when it is readywill need 3 auto actions. In this example we used the unit status clean
Trigger tab:*Trigger Event = Checkin*Trigger Time = Immediate*Trigger Window = 1*You will need to manually add a Booking Source = All *Booking Status = All but not cancelled*Group bookings = Trigger all on master*Template Variable = [UNITSTATUS1] Contains = cleanInfo Code to each booking that you have agreed to allow X payments.
Message tab: *Send Email = Guest API/Smart Email (or '''Create Auto Action one of the other options)'''*EMail Subject = Enter the appropriate details *Email Text = Your text.'''Trigger tab:'''
Other files *Booking Source = ALL (or select the booking source/Channel)*Invoice Balance = Not Zero*Any Booking Info Code = MULTIPLE (for example) this can not be attached. We recommend you use a link to a file used if you upload only allow some guests to your web sitemake multiple payments.</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">'''Message tab:'''
Trigger *Plain text box (Using Message API)Subject - enter the subject for your GuestsPlain Text Message :- enter the Message text you wish to send to your guests include the payment link https://beds24.com/bookpay.php?bookid=[BOOKID] You can find extra options to add to the payment link if you want to refine the details https://wiki.beds24.com/index.php/Category:Payments#Payment_Request *HTML Message (Send Email) Edit Email Subject - enter the subject for your GuestsEdit Email Text :- enter the Email text you wish to send to your guests include template variable [PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options. '''Booking tab:''' *Execution = One time only*Trigger Event Flag Text = CheckThe 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 inthe Email. '''Create additional Auto Actions for each period you want to trigger''' '''Create Auto Action 2 (and 3, 4, 5 - how many you need) '''*Trigger Time = Immediate+14 days (days you want to collect the payments)*Trigger Window = 1 day*Booking Source = All*Booking Status = All but not cancelled*Group bookings = Trigger all on masterThe use the settings in the previous auto action to trigger the next auto action for your booking.
Booking Info tab:
*Booking Info Code = CHECKIN
*Booking Info Text = Auto Checkin
If you need You want to use the Booking info code CHECKIN/CHECKOUT capture a Security Deposit for reporting/other auto actions, you can set bookings on the Booking info code rather than use the Current day before check-in from your 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 masterCapture of the payment is only held by Stripe for 7 days, if the guest is staying longer you will need to send the request again.
Booking Info tab: *Booking Info Code = CHECKOUT*Booking Info Text = Auto Checkout</div></div>You will need to create multiple emails to capture the payment multiple times for the same booking.
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Group check-in ====
</div>
<div class="mw-collapsible-content">
This requires the master booking to be checked-in via the check-in function.
Booking info tab :
*Info Code = CHECKIN
This requires you to use the Guest database.
Booking info tab :
*Info Code = REPEAT
If you have This uses a custom question with a 'Tick box' for smart template variable. In this examplewe check whether the guest booked in French. If yes, they want then we send a late checkinFrench text. If no, we send an English text.
Setup the custom question in {{#fas'''Trigger tab:cog}} (SETTINGS) PROPERTIES -> BOOKING QUESTIONS -> CUSTOM QUESTIONS -> Custom question 1, set with TYPE = Tick Box. '''
Booking info tab :
*Info Code = LATECHECKIN
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add Send SMS in a fee to all bookings from certain language (if it is the language of the booking) or a channeldefault language====
Invoice tab:
*Type = Amount
*Description = Cleaning fee (for example)
*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. '''SMS tab:'''*Phone Number = [GUESTMOBILE]*SMS Message = [IF=:[GUESTLANGUAGE]:fr:French_text|English_text]
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a pending paymentSend Remotelock/Lockstate, Nuki PIN or Chekin Link 2 days before Check-in (Self Checkin) - ''Select from the predefined template'' ====
Booking tabInfo Codes : Optional-*Flag Text Info Code = Pending payment added LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URL (for example)*Flag Colour = select the colour as this will be visible in appropriate Booking Info Code for the Calendar/Bookings listservice you use)
Invoice '''Messaging tab:*Payment Type = select on what ''' For channels using the payment is calculated (Percent of Balance due)*Description = Message API, then enter 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 = Plain text box, for emails enter the amount or percentage you want to collect*Payment Rule = use auto or manual - if you have set up payment rules text in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here *Payment Due = Set when the payment is dueHTML box.
Create If the "Mail & Actions" tab contains a Payment Rule "real" Email address the message is sent to collect the guests Email address. If only a payments when bookings are not cancelledmasked Email address is available the message sends via the channels API messaging systems if possible.
Go If no connection to Settings > Payments > Payment Rulesa messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
Payment Rule :*Subject - enter the subject for your Guests - Your access code (your text)
Name = Enter your title *Plain text box - Not Cancelled (for example)Action = Autowill send to channels using Message API
Payment Trigger 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]]
Payment Action Email Text : *Capture = Yes - immediately charged It is possible to use the same details (Capture=YesURL)*Add info code on success = add a Booking Info item to as in the booking on success*Add info code on failure = add a Booking Info item to Plain Text box above. Include these template variables - [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN] or [BOOKINGINFOCODETEXT:CHEKIN_PIN] see the booking on failurelist of ALL template variables that can be used [[Template_Variables| see here]]
''''Create This auto action can be used if you have set a Payment Rule 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}} (OptionalSETTINGS)''''> PROPERTIES > ROOMS > SETUP > UNIT NAMES, then in the unit names, you can add additional information including a pin code.
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. Example:
Go to {{#fas:cog}} You have 2 units (SETTINGS100 and 101) PAYMENTS > PAYMENT RULES. Access Pin Code for 100 = 12345, for 101 - 34567
Create a Payment Rule to collect payments if bookings are not cancelled.In "Unit name" enter: (Use (?) in the room setup for more details/options)
Click '''Create New Payment Rule''' :*100|12345*101|34567
Payment Rule'''Trigger tab:*Name = Enter your title - Not Cancelled (for example) *Action = Auto'''
Payment Trigger Time:-*Booking Status Trigger Event = All not cancelledCheck-in*Any Booking Info Code (optional)*All Booking Info Codes (optional)*Exclude Booking Info Code Trigger Time = optional -2 (can exclude Virtual Credit cards, find the Booking info code number of days before check-in you want to sent the bookingcode or link)*Trigger Window = 2
Payment Action Booking Souce :- *Funding Booking Source = Guest card only*Payment value adjustment = Limit to group booking balanceAll*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 Status = add a Booking Info item to the booking on failureAll but not cancelled
Prevent Auto Payment Booking Conditions:*Prevent payment if booking status = Cancelled*Prevent payment after check-out (days) = 7 (default)*Prevent payment action Group bookings = Set Manual Trigger all on master
'''Create Auto Actions '''*Send Message = Booking API/Smart Email
Collect If the outstanding balance for bookings created "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 your booking pagethe channels API messaging systems if possible.
Go If no connection to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTIONS and click '''Create New Action''' a messaging system is available the message will send to create themthe Email address from the "Mail & Actions" tab of the Email.
'''Collect outstanding balance *Subject - enter the subject for direct bookings'''your Guests - Your access code (your text)
Trigger tab:*Time**Trigger Event = Checkin**Trigger Time = Plain text box -3 days (set the time you want to collect the payment)**Time Window = 3 days (set this will send to the same number (positive) as Trigger time.channels using Message API
*Booking Source**Booking Source = DirectMessage Text :- enter the text you wish to send to your guests include URL. You can have different auto actions/rules for direct bookings Include these template variables -v[UNITNAME] and [UNITNAME:1] or [BOOKIDLAST5] - channel bookings, then select ‘Direct’ this will include manually created bookings and Last 5 digits of booking page bookingsnumber. See the list of ALL template variables that can be used [[Template_Variables| see here]]
Booking tabEmail Text : Optional*Flag Text = Pending payment added - It is possible to use the same details (for exampleURL)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Booking Info tab: Optional, for information and reporting*Booking Info Code = BALANCE (for example enter the value - use one word only)*Booking Info Plain Text = Enter the description/text to show in for the Booking Info Codebox above. Invoice tabInclude these template variables - [UNITNAME] and [UNITNAME: <div class="warning">{{#fas:exclamation1] or [BOOKIDLAST5] -triangle}} ONLY use Payment Type =‘ Percent Last 5 digits of Group balance due’ if you selected Trigger tab > Booking Conditions > Group Booking Trigger = Trigger Only Masterbooking number.</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% list 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 ALL template variables that can be available used [[Template_Variables| see 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.]]
Trigger tab:*Trigger Event = After Booking *Trigger Time = immediate*Booking Source =All (for example, you This auto action will be sent only when the Invoice Balance of the booking is zero. This can also set different rules for different channels)be used to ensure that the checkin details are only sent when the guest has completed the payments.
Invoice '''Trigger 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'''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 "color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> Automatic collection Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available 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 customer who use [[Stripe]].your Guests - Your access code (your text)
Create a Payment Rule to 'Capture' a payment only. Captured payments will only be valid for 7 days, then it will expire, if the booking is for a longer period, then you can create a second Capture, you *Plain text box - will need send to create another auto action for this.channels using Message API
Go 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 {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULEScontact 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]]
Payment Rule : *Name = Enter your title HTML box - Security Deposit (for example)*Action = AutoEmail will be sent
Payment Trigger Email Text :*Booking Status = select from - Enter the drop down list*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional (text you wish to send to your guests this can exclude Virtual Credit cardsinclude URLs. Include any information that is important for the checkin of the guest, find for example the Booking info Key code in for the door, who to contact if there are any issues, template variables can be used, see the booking)list of ALL template variables that can be used [[Template_Variables| see here]]
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
*Invoice Balance = Any Payment made
Invoice tabBooking Conditions:*Assign Invoice Number Group bookings = yes Trigger all on master</div></div>*Booking Status = All but not cancelled
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Using Pending Payments as a Payment Reminder====</div><div class="mw-collapsible-content">Trigger tabInfo Codes:*Trigger Event = After Any Booking or Before Check-in*Trigger Time Info Code = set the time you want to add the pending payment to the bookingCHECKIN*Exclude Booking Source Info Code =All (for example, you can also set different rules for different channels)CHECKOUT
Booking Info '''Messaging tab:*Optional''' For channels using the Message API, then enter the text in the Plain text box, add a booking info tab for information and reportingemails enter the text in the HTML box.
Invoice tab:*Payment Type = select on what the payment If no connection to a messaging system is calculated (Percent of Balance due)*Description = available the text you message will see in send to the Email address from the "Charges and PaymentsMail & Actions" tabof the Email. *Status = if you use Subject - enter the status function add the status you want subject for your Guests *Plain text box - will send to apply to the pending payment (optional)channels using Message API *Amount = Message Text :- enter the amount or percentage text you want wish to collectsend to your guests include URL. Template variables can be used [[Template_Variables| see here]] *Payment Rule = Manual HTML box - if you have set up payment rules in {{#fasEmail will be sent Email Text :cog}} - It is possible to use the same details (SETTINGSURL) GUEST MANAGEMENT->PAYMENT COLLECTION they will as in the Plain Text box above. Template variables can be available used [[Template_Variables| see here *Payment Due = Set when the payment is due]]
The Pending Payment Report is available in Bookings > Pending Payments. This report can be used to see outstanding pending payments, this can be used to see all outstanding payments, when payment gateways other than Stripe are used, the Pending Payments report can be used to see outstanding payments and a checklist for bank transfers.
<div class="mw===Send invoice after check-collapsible mwout -collapsed"><div class="headlinePDF attachment -collapse" > ====Apply a flag when a booking is cancelled''Select from the predefined template'' ====
Trigger tab
*Trigger Event = After Booking
*Trigger Time = 1 Hour
*Trigger Window = 365 days
*Booking Status = Cancelled
Booking You can send Invoice as an attachment to your Guests. Setup your Invoice go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> INVOICING '''Trigger tab:''' Time:*Execution Trigger Event = One time onlyCheckout*Booking Status Trigger Time = No ChangeImmediate +8hrs*Flag text Trigger Window = (enter the text you require)1 day Booking Source:*Flag Colour Booking Source = Set as required<All (or select the appropriate channel/div></div>Direct)
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag for a bookings from a channel which have breakfast included====</div><div class="mw-collapsible-content">Trigger tabBooking Conditions:*Trigger Event Group bookings = After Booking* Trigger Time = Immediateall on master*Booking Source Status = Booking.com (for example)*Booking Field Contains - select "API Message" in the next field enter: meal_plan=Breakfast (or Extra Breakfast - use the text the channel uses)Confirmed
Booking tabInfo Codes:*Execution Any Booking Info Code = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colourCHECKOUT
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.</div></div>'''Messaging tab:'''
<div class*Send Email ="mwGuest email -collapsible mw-collapsed">(or one of the other options)<div class="headline-collapse" > *Attachment ====Apply a flag when deposit was made prior to Check-in====</div><div class="mw-collapsible-content">Trigger tab:Invoice Template 1
*Send Email Message Text : select appropriate option*Enter : Subject and Email content- enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]]
Booking tab: (optional)*HTML box - Email will be sent
*Execution = One time only*Flag Email Text = The text you want :- It is possible to display*Flag Colour - choose use the same details (URL) as in the flag colourPlain Text box above. Template variables can be used [[Template_Variables| see here]]
*Booking Info Code : DEPOSITPAID If you send Emails with pdf attachment (for exampleinvoice, booking template)*Booking Info Text : additional text if requiredto 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.
Setting details with the Booking tab and Booking info tab allows Other files can not be attached. We recommend you use a link to trigger additional (follow on) Auto Actions and Reportsa file you upload to your web site.
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 365
*Booking Source = All
*Booking Status = All not cancelled
*Invoice Balance = ZERO
<div class="mw-collapsible mw-collapsed"><div Setup your Booking Template, go to {{#fas:cog}} (SETTINGS) class="headlineGUEST MANAGEMENT -collapse" >BOOKING TEMPLATES
====Apply a flag/colour for a booking coming from a certain channel====</div><div class="mw-collapsible-content">'''Trigger tab:'''
Trigger tabTime:*Trigger Event = After Booking
<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".
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when a payment FAILS at Stripe====</div><div class="mw-collapsible-content"> Trigger tab:*Trigger Event = After BookingConditions*Trigger Time Group bookings = Immediate* Trigger Window = 365*Booking Source = Allall on master
*Booking Info Code = STRIPEFAIL
Go To send an automated Email to Settings > Channel Manager > Preferences and set Auto report failed cards = Yes Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = BOOKINGCOMCARDthe guest confirming that it is possible to extend their stay.
Booking tabThis example uses fixed values that you have entered into {{#fas:*Execution = One time only*Flag Text = Failed CC reported cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to Bookingutilise the template variables and different values rather than duplicating auto actions.com *Flag Colour - choose the flag colour</div></div>'''Trigger 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 tabTime:*Trigger Event = After BookingCheckin (depending on when you want to notify the guest)*Trigger Time = 3 -2 days(depending on when you want to notify the guest, in this example 2 days before arrival)*Booking Status Trigger Window = Request2
<div classBooking Conditions:*Group bookings ="mw-collapsible mw-collapsed"> Trigger all on master<div class*Booking Status ="headline-collapse" >All but not cancelled
Booking changes are applied before the mail is sent.
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 You can use this optionto send data to your Integromat account.
It is assumed you use Set the Checkin/Checkout feature rules in the DashboardTrigger tab, if not when you can either manually add Checkin need to your bookings (Booking info tab) or create an auto action to add send the Booking Info Codes data to the bookingsIntegromat.</div></div>
===API/Webhook===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Use API/Go to Webhook to write to the field 'Message'====</div><div class="mw-collapsible-content">tab:
You can use a webhook in conjunction with the API JSON function '''setBooking''' to write to any field in the bookingURL = https://hook.integromat.com/ followed by your integromat account key. First you have to configure access to the API:
You need two keys to Body Data = you can use our API JSON functions - one for the API itself and one template variables allows in the list for the propertyIntegromat [[https://wiki.beds24. The keys have to consist of 16 characters of your choosingcom/index.<br> '''API key:'''*{{php/Make#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 emptyData_Fields Data fields]]*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 For example:-
Booking Field Contains: Message bookingData= XXX{
Set the webhook like this"bookId":"[BOOKID]",
* URL = <nowiki>https"guestMobileNum"://api.beds24.com/json/setBooking</nowiki>* Custom Header = "[leave emptyGUESTMOBILENUM]",
Body Data::{::"authentication":::{:::"apiKey": "my_very_secret_api_key",:::"propKey": "secret_key_for_prop_XXXXXX"::},::"bookIdguestMobile": "[BOOKIDGUESTMOBILE]",::"message": "[MESSAGE] - Append this message":}</div></div>
<div class="mw-collapsible mw-collapsedguestSMS"><div class=:"headline-collapse[GUESTSMS:44]" >,
====Use API/Webhook to write the value of the 'commission' field to a new invoice item====</div><div class="mw-collapsible-contentguestFirstName">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:"[REPLACE|&|and|[GUESTFIRSTNAME]]",
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"propertyName":cog}} (SETTINGS) ACCOUNT -> ACCOUNT->ACCESS "API Key 1"*API Key = my_very_secret_api_key*API Key Access = allow any IP*IP Whitelist = [leave emptyPROPERTYNAME]*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"propertyId":"[PROPERTYID]", for example:
Booking Source = Booking.com"firstNight":"[FIRSTNIGHTSHORT]",
Set the webhook like this"lastNight":"[LEAVINGDAYSHORT]"
*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": ""
:::}
::]
:}
no edit summary
__TOC__
== General Information and Setup Summary==<div class="summarybox">An Auto Action is an action which can be used '''manually or programmed to run automatically''' at a specific time relative to the time of the '''booking''', to the '''check-in''' date or to the '''check-out''' date.
*To MODIFY an Auto actions have one or more trigger conditions Action, scroll to the Auto Action and one or more actions. They can be triggered click on a number of different conditions"Edit", like property, time or booking related conditions. Actions can be to send pre-drafted emails or SMS, change booking or invoice information or run webhooksmake the changes and click SAVE.
*'''Auto:''' Auto action will automatically trigger on a booking based on the rules set in the Trigger tab. Check the details in the MAIL/ACTION tab of each booking. You will see if the auto action has triggered and when, if it has not triggered then you can check if it is due to trigger and when.
===Setup Outgoing Email Service - Required for sending Emails via Auto Actions===Go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT ACCOUNT -> AUTO ACTION OUTGOING EMAIL and click on "Edit" follow the instructions to modify an existing auto action or on "Create New Action" connect your email address/account to set up a new auto actionBeds24.
'''You can choose to send an auto action automatically or manuallyAuto sending:'''
Auto Action Emails which are sent automatically by the system are sent from the EMail address of the account that created the Auto Action. This is the account set up in in {{#fas:cog}} (SETTINGS) ACCOUNT-> OUTGOING EMAIL. Automatic actions will trigger every 15 minutes.
'''Manual sending:'''
When sending manually by clicking on the 'Send now' button you will need to make sure you are logged into the account which uses the Email address of the user you want to send fromare logged in as will be be used.
<span style="color:#fe746cf3e504;“ font-size: 150%;" >{{#fas:exclamation-trianglelightbulb}} </span>To use this function you need Confirmation emails will send automatically to set the system to use your own Email address for outgoing emails under guest. You can customize them in {{#fas:cog}} (SETTINGS) ACCOUNT GUEST MANAGEMENT -> OUTGOING EMAILCONFIRMATION MESSAGES.
<span style="color: #f3e504; font-size: 200150%;" >{{#fas:lightbulb}} </span> Confirmation The auto actions will appear on the 'Mail & Actions' tab of each booking where you manually trigger the email/messages will send automatically /changes to the guest. You can customize them in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> CONFIRMATION MESSAGESbooking.
<span style="color: #f3e504; font-size: 200150%;" >{{#fas:lightbulb}} </span> The auto actions will appear on the 'Mail & Actions' tab of each booking where you manually can send the email trigger the changes to the booking. If you are using your own mail server for outgoing mail email/messages the Booking and Invoice actions will also be applied before sending the mail.
===Auto Actions and Subaccounts===
Auto Actions are account functions, i.e. they apply per account.
'''1. Account A ''' (master account or subaccount) in which the auto action was created.
Auto Actions are available according to the "Property" setting in the "Trigger" tab. I.e. either for
*all properties visible in the account (properties belonging to the account, properties available in the account).
'''2. Another account B ''' (master account or sub-account) in which the Auto Action has not been created.
Auto Actions are only available for properties that belong to Account A and have been made available in Account B.
*To send Emails automatically you need to set up your outgoing Email address in {{#fas:cog}} (SETTINGS) ACCOUNT -> OUTGOING EMAIL.
*To send Emails manually open a booking and go to the MAIL /Action tab. Manual Emails will open in a window, you may send it as is or edit it before sending.
Some systems have a limit of about 2000 characters for this form of email generation. If the email will not open try reducing the amount of text.
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
===HTML and Templates===
If you use HTML you will need to make sure your code is correct and clean otherwise it might trigger our firewall.
HTML messages created by third party services is often convoluted and might contain critical content. Some tools like https://stripo.email/ or https://www.designedwithbee.com/ that allow you to create your own templates and also provide many templates have tested to work well in Beds24.
=== SMS ===
You can automatically send SMS messages. Please note that a fee per SMS message applies if this function is activated.
<span style="color:#019cde; font-size: 150%;“ >{{#fas:info-circle}} </span> SMS can only be used to communicate Information about a current booking. For legal reasons you can not use SMS for marketing purposes including discounts or vouchers.
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> The SMS will send in the language of the account, not the language of the booking. Read Example "Send an Email in the guests language to an internal Email address" for a way to control the language of the SMS.
=== Invoice ===
Automatically Assign Invoice Number. Automatically add /update invoice items or pending payments. Pending payments can use Payment Rules defined in {{#fas:cog}} (SETTINGS)->PAYMENTS->PAYMENT RULES.
Invoice changes are applied before the mail is sent.
Create auto actions which trigger a web hook when the trigger conditions are met.
== Performance and Testing Multiple Properties ==Auto actions will test up With Multiple Properties, the requirement to have Property specific information in the Messages/emails sent to 1000 bookings per cycle, if your trigger condition involves more than 1000 bookings, the next 1000 will guest/housekeeping/owner can be tested on the next cycle etcachieved using Template Variables.If When you require create a Property/Room in Beds24, the fastest speed make sure your trigger setup of the Property/Room is designed to test less than 1000 bookingsheld in the database and can be accessed via Template Variables. For example in {{#fas:cog}} (SETTINGS) >PROPERTIES >DESCRIPTION, you setup the property specific details. *Property name - can be accessed in template variable [PROPERTYNAME] *Property Address - can be accessed in template variable [PROPERTYADDRESS]
=== Send Emails/Message/SMS to guests Example 1 - Each property has a different access code for the main building door ===
In the Auto action, *'''Plain Text Box''' - will send to channels using "Send Message API" = Internal Only.*"Internal Email Address" = [PROPERTYTEMPLATE5]
To assign the "Group" to your Properties, go to {{#fas:cog}} (SETTINGS) > BOOKING ENGINE > MULTI BOOKING PAGE > PROPERTY SETTINGS > GROUP KEYWORDS.
1) You need to send a message to remind the guests to put the rubbish bin out for collection on a Wednesday night. *'''Send Message''' [IF= Booking API/Smart Email:[CURRENTDATE:{%u}]:3:yes|no] will test if the current date is a Wednesday
=== Send Emails/Message Text :- enter the text you wish /SMS to send to your guests include URL. Template variables can be used [[Template_Variables| see here]]===
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an Email Text :- It is possible to use the same details (URL) as in guest when the Plain Text box above. Template variables can be used [[Template_Variables| see here]]status of a booking changes to "Cancelled"====</div><div class="mw-collapsible-content">
'''Trigger tab:'''
</div>
<div class="headline-collapse" >
====Send Change the status of all upcoming direct bookings to "Cancelled" and send an message or SMS Email to Guest when booking made more than 7 days in advancethe guest ====
</div>
<div class="mw-collapsible-content">
Booking tab:*Execution = One time only*Booking Status = No ChangeCancelled
'''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
*'''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]]
</div>
</div>
Time:*Trigger Event = Check-in*Send SMS Message : EnableTrigger Time = -365 days*Phone Number : This is the phone number that will receive the SMS notification.Trigger Window = 355 days
If no connection to a messaging system is available the message will send to phone number 015625346 in the UK (Country code 44) enter Email address from the "Mail & Actions" tab of the following numberEmail.
*Send SMS Message tab: For channels using the Message API, then enter the text in the Plain text box, for emails enter Enable*Phone Number : This is the text in phone number that will receive the HTML boxSMS notification.
You can use the template variables [GUESTPHONE] or [GUESTMOBILE] but this will only work if the phone number has exactly the required format.
<div class="headline-collapse" >
====Send an Email with a key code for a specific unit one day before check-message or SMS to Guest when booking made more than 7 days inadvance====
</div>
<div class="mw-collapsible-content">
Alternatively you an use Between Booking and Check in '''Trigger tab:''' Time:*Trigger Event = CheckBooking (but not after check-in)*Trigger Time = -1 dayImmediate*Trigger Window = 1 day *Between Booking and Check in = 7 to 999 Booking Conditions:
*Booking 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''' text box - will send to channels using Message API
Message Text :- enter the text you wish to send to your guestsinclude URL. Template variables can be used [[Template_Variables| see here]]
'''SMS tab :'''
The template variables will only work if you have entered text in S{{#fas:cog}} (SETTINGS) PROPERTIES->ROOMS->SET UP "Unit Names". The context help for this setting will explain how to do thisphone number must contain the international country code and phone number as it would be dialed internationally.
*Trigger Time = Immediate
*Trigger Window = 1 day
*Between Booking Source and Check in = Channel Manager0 to 6 Booking Conditions: *Booking 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''' text box - will send to channels using Message API
Message Text :- enter the text you wish to send to your guestsinclude 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]]
Please note a charge applies per SMS message.
*SMS Message
Enter the message to send, messages will be truncated at 160 characters. Template variables can be used.
'''Booking tab: (optional)'''
*Execution = One time only
*Flag Text Booking Status = The text you want to display*Flag Colour - choose the flag colourNo Change
</div>
<div class="headline-collapse" >
====Send an Email with a Request key code for payment to your guests for all bookingsa specific unit one day before check-in (Self Checkin)====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Property, Room, Unit:*Unit = Select the number of the unit you want to send this message to. Note that the number represents the index of the unit not its name. Time: *Trigger Event = Check-in*Trigger Time = -1 day*Trigger Window = 1 day
'''Message tab: Update details as appropriate*Send ''' For channels using the Message = Booking API and Email Smart: If , then enter the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of text in the Email. Messages to Plain text box, for emails enter the Email address entered text in the field "Internal" are sent via EmailHTML box.
*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] The template variables will only work if you have entered text in S{{#fas:cog}} (SETTINGS) PROPERTIES->ROOMS->SET UP "Unit Names". The context help for this setting will explain how to do this. '''Booking tab:'''*Execution = One time only*Booking Status = No Change
</div>
</div>
<div class="headline-collapse" >
====Send an Email to the guest when a Request for payment to your guests XX days before arrivalis made====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Time:*Trigger Event = Check-in Booking*Trigger Time = -42 Immediate*Trigger Window = 1 365 day Booking Source = ALL (or select the booking source/Channel)
[INVOICETABLE] - invoice table
</div>
</div>
<div class="headline-collapse" >
====Send Apply a Request for payment flag/colour to your guests XX days after a bookingwhen a payment is made - ''Select from the predefined template ''====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
*Email Subject - enter the subject for your Guests
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Send a Request message (Email or sms) to 'Capture' a Security deposit from your guests XX that have Checked-out 30 days before check-in - with Stripeor more====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
*Trigger Event = CheckEmail Subject -in*Trigger Time = -1 days*Trigger Window = 1 day *Booking Source = ALL (or select enter the booking source/Channel)*Status = All not cancelledsubject for your Guests
*Plain text box - will send to channels using Message tab: API
*HTML box - Email Subject - enter the subject for your Guestswill 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 Message
Enter the message to send, messages will be truncated at 160 characters. Template variables can be used.
'''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="headline-collapse" >
====Send an Email in the a Request for payment to your guests language to an internal Email address for all bookings====
</div>
<div class="mw-collapsible-content">
Time*Trigger Event = Booking*Trigger tab:Time = Immediate*Booking Field Contains - select "Language" in the next field enter: the short code for the language this Auto Action is for.Trigger Window = 1 day
'''Message tab: For ''' 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 using API messaging systems if possible. If no connection to a messaging system is available the message will send to the Message API, then enter Email address from the text in "Mail & Actions" tab of the Plain text box, for emails enter Email. Messages to the text Email address entered in the HTML boxfield "Internal" are sent via Email.
*'''Send Plain text box (Using Message''' = Internal OnlyAPI)
*HTML Message (Send Email)
Email Subject - enter the subject for your Guests
Email Text :- enter the Email text you wish to send to your guests include template variable
[PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options.
'''Booking tab:'''
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
</div>
<div class="headline-collapse" >
====Send SMS in a certain language (if Request to update the guest's credit card as it is the language of the booking) or a default languagewill expire before checkin====
</div>
<div class="mw-collapsible-content">
Time:*Trigger Event = Booking (not after check-in) *Trigger Time = Immediate*Trigger tab: Whatever you wantWindow = 1 day
Booking tabSouce: Whatever you want*Booking Source = ALL (or select the booking source/Channel)
</div>
</div>
<div class="headline-collapse" >
====Send Email a Request for payment to all current guest your guests XX days before check-in====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time:*Trigger Event = Check-in*Trigger Time = Immediate-42*Trigger Window = 14(the max number of days your guests can stay)42 day *Booking Source = All*Booking Status = All but not cancelledSouce: *Group bookings = Trigger all on master*Any Booking Info Code Source = CHECKIN*Exclude Booking Info Code = CHECKOUT ALL (or select the booking source/Channel)
'''Message tab: *Send Email = Guest *EMail Subject = Enter the appropriate details *Email Text = Your text which includes the details for your current guests. '''
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Send Email a Request for payment to your guests XX days after the cleaner has cleaned the roombooking====
</div>
<div class="mw-collapsible-content">
*Trigger Event = Booking (but not after check-in)
*Trigger Time = +7 days
*Trigger Window = 1 day
*Send Message = Booking API/Smart EmailIf the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If 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 Email address from the "Mail & Actions" tab of the Booking info code rather than use Email. Messages to the Current guest module Email address entered in the dashboardfield "Internal" are sent via Email.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Add CHECKOUT Booking info code Send a Request to bookings 'Capture' a Security deposit from your guests XX days before check-in - with Stripe====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
*Trigger Event = After BookingCheck-in*Trigger Time = immediately-1 days*Trigger Window = 3651 day *Booking Source = AllALL (or select the booking source/Channel)*Booking Status = All but not cancelled '''Message tab''': For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Group bookingsSend 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. Trigger all on masterhttps://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 = CHECKINSECDEPOSIT (for example)*Booking Info Text = Security deposit request sent.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Identify Repeat Guest 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 = immediatelyImmediate
*Trigger Window = 365
*Booking Source = All
*Booking Status = All but not cancelled
*Group bookingsBooking 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 Trigger all on masterhttps://wiki.beds24.com/index.php/Category:Payments#Payment_Request *Template Variable = 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 [GUESTSID1PAYLINK] greater than 0this 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" > ====Identify bookings with Custom Question ticked/unticked Send an Email in the guests language to an internal Email address ====
</div>
<div class="mw-collapsible-content">
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
*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*Email Text :- Template Variable = variables can be used in the message. [GUESTCUSTOMQ1[Template_Variables| See here]] equals ticked (or) not ticked
</div>
</div>
<div class="mw-collapsible mw-collapsed"><div class==Add invoice items to a booking ==="headline-collapse" >
</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 = After Booking
*Trigger Time = Immediate
*Trigger Window = 1 Booking Source:*Booking Source = Expedia All (for example) Booking Conditions:*Booking Status = All Not Cancelled
</div>
</div>
<div class="mw-collapsible mw-collapsed"><div class==Payments/Pending Payments==="headline-collapse" >
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time:-*Trigger Event = After Booking or Before Check-in*Trigger Time = set -2 (the time number of days before check-in you want to collect sent the paymentcode or link) *Trigger Window = 2 Booking Souce :- *Booking Source =All (for example, you can also set different rules for different channels)*Booking Status = Confirmed
Booking Info tabConditions: OptionalAdd a booking info tab for information and reporting*Flag Text = PendingPayment (for example)- *Flag Colour Group bookings = select the colour as this will be visible in the Calendar/Bookings list Trigger all on master
*Send Message = Booking API/Smart Email
*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)HTML box - Email will be sent
</div>
<div class="headline-collapse" >
====Collect outstanding booking balance 3 Send Pin code to guest, 2 days prior to arrivalbefore Check-in ( Credit card details were collected at time of bookingSelf Checkin)====
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<div class="mw-collapsible-content">
'''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.
*Booking Conditions**Group Booking Trigger = Trigger only Master**Status = All not cancelled**Invoice Balance= Not Zero (can HTML box - Email will be used to refine the auto action being triggered)sent
</div>
<div class="headline-collapse" >
===='Capture' a Security Deposit when Credit card is collected at time of Send Email to guests with check-in details 2 days before Check-in, booking. paid/no outstanding balance ====
</div>
<div class="mw-collapsible-content">
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
</div>
</div>
<div class="headline-collapse" >
====Apply an info code and and/or icon when a payment was madeSend 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 = After BookingCheck-in*Trigger Time = Immediate -2 (the number of days before check-in you want to sent the code or link) *Trigger Window = 3652 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. *Execution Send Message = One time Booking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If onlya masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Info Code = Enter Subject - enter the preset 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 icon or info Key code which you have created in {{#fasfor 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 :cog}} (SETTINGS) ACCOUNT->PREFERENCESEnter 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="headline-collapse" >
====Assign invoice numbersSend Email to all current guest (Check-in) ====
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<div class="mw-collapsible-content">
'''Trigger tab:''' Time:*Trigger Event = Check-outin
*Trigger Time = Immediate
*Any Booking Info Code Trigger Window = CHECKOUT 14(optional only if you use the check-out function, if not leave blankmax number of days your guests can stay) Booking Source:*Booking Source = All
*Send Message = Booking API/Smart Email If the "Mail & Actions" tab: Optional*Flag Text = PaymentDue1 (for example), set multiple if multiple payments are requiredcontains a "real" Email address the message is sent to the guests Email address. *Flag Colour = select If only a masked Email address is available the colour as this will be visible in message sends via the Calendar/Bookings listchannels API messaging systems if possible.
<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==Booking Flags/Colours==="headline-collapse" >
</div>
<div class="mw-collapsible-content">
*Trigger Event = CheckSubject -in*Trigger Time = -365 (enter the subject for example : must be a negative value and the same as the value in Trigger window)*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Invoice Balance = Any Payment madeyour Guests
*Plain text box - will send to channels using Message tab: API
<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 : (optional)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" > ====Apply a flag when booking is fully paidSend Email with Booking Registration Form - PDF attachment====
</div>
<div class="mw-collapsible-content">
You can send Booking tab:*Execution = One time only*Flag Text = The text you want Template attachments to display*Flag Colour - choose the flag colour</div></div>your Guests.
*Trigger Time = Immediate
*Booking Source Trigger Window = Booking.com (for example)1 day
Booking tabSource:*Execution Booking Source = One time only*Flag Text = The text you want to display*Flag Colour - choose All (or select the flag colourappropriate channel/Direct)
Booking changes are applied before 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 mail other options) If the "Mail & Actions" tab contains a "real" Email address the message is sent so that to the guests Email address. If only a masked Email address is available the 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 flag template variable Plain Text box above. Template variables can be reflected 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 emailDashboard, 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" > ====Apply a flag when a payment was madeSend 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 = After BookingCheckin
*Trigger Time = Immediate
*Trigger Window = 365*Booking Source = All*Booking Status = All not cancelled*Invoice Balance = Any Payment made1
Booking tabSource:*Execution Booking Source = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour</div></div>All
*Booking Status = All but not cancelled
Booking Fields:*Template Variable = [UNITSTATUS1] Contains = clean '''Messaging tab:'''*Execution Send Email = One time 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 onlya masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *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]] *Flag HTML box - Email will be sent Email Text = Stripe Payment Failed:- It is possible to use the same details as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]] *Flag Colour Attachment :- choose if you want to send a Booking/Invoice template you can select from the flag colourdrop 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" > ====Apply a flag Send Email to Booking.com bookings and auto report the Credit Card when a payment FAILS at Stripeyour guest - Upselling additional nights - nights available after checkout ====
</div>
<div class="mw-collapsible-content">
Booking tabSource:*Execution = One time only*Booking Status Source = Cancelled</div></div>All
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 === Change 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 status of all bookings which have been imported Email address from Ical to the "RequestMail & Actions" ====tab of the Email.</div><div class="mw*Email Subject -collapsibleenter the subject for your Guests *Plain text box -content">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]] Trigger tab[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)|].*Trigger Event = After 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 BookingReservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. *Trigger Time = ImmediateHTML box - Email will be sent, enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]] *Booking Source [IF<= Ical Import :[TURNOVERDAYS]:3:Your apartment (1[ROOMNAME]), 2, 3which 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 tabInfo Tab :Optional '''*Execution Booking info code = One time onlyEXTRANIGHTS *Booking Status Info Description = RequestUpsell 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="mw-collapsible-content">
To send an automated Email to the guest confirming that it is possible to have an Early Checkin as room is available the day of before arrival.
This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions.
Trigger Tab :-
*Trigger Event = Checkin (depending on when you want to notify the guest)
*Trigger Time = -2 days (depending on when you want to notify the guest, in this example 2 days before arrival)
*Trigger Window = 2
*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings = Trigger all on master
*Template Variables = [IF>:[VACANTDAYS]:1:yes|no] equal yes
This template variable tests if there is 1 day between the guest booking and the next booking.
Message tab :-
*Send Email = Guest API/Smart Email (or one of the other options)
*EMail Subject = Enter the appropriate details
*Email Text = Your text, using the template variables to modify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails)
Dear, [GUESTNAME],
We are very happy to offer you 'Early Check-in' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK].
If you would like checkin early for your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EARLYARRIVAL’ for the special Price.
Best regards,
[PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME]
[PROPERTYNAME]
[PROPERTYADDRESS],
[PROPERTYCITY],
[PROPERTYPOSTCODE],
[PROPERTYSTATE],
[PROPERTYCOUNTRY].
Email :-[PROPERTYEMAIL]
Website :- [PROPERTYWEB]
Booking Info Tab :- Optional
*Booking info code = EARLYARRIVAL,
*Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Early Checkin
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Send Email to your guest - Offering Late Checkout ====
</div>
<div class="mw-collapsible-content">
To send an automated Email to the guest confirming that it is possible to have a Late Checkout as room is available the day of departure.
This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions.
Trigger Tab :-
*Trigger Event = Checkout
*Trigger Time = -1 days (depending on when you want to notify the guest, in this example 2 days before arrival)
*Trigger Window = 1
*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings = Trigger all on master
*Template Variables = [IF>:[TURNOVERDAYS]:1:yes|no] equal yes
This template variable tests if there is 1 day between the guest booking and the next booking.
Message tab :-
*Send Email = Guest API/Smart Email (or one of the other options)
*EMail Subject = Enter the appropriate details
*Email Text = Your text, using the template variables to modify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails)
Dear, [GUESTNAME],
We are very happy to offer you 'Late Check-out' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK].
If you would like a late checkout, then please send an email to our Reservations team [PROPERTYEMAIL] confirming you would like the Late Checkout, provide your Booking Reservation Number [BOOKID] and Offer ‘LATECHECKOUT’ for the special Price.
Best regards,
[PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME]
[PROPERTYNAME]
[PROPERTYADDRESS],
[PROPERTYCITY],
[PROPERTYPOSTCODE],
[PROPERTYSTATE],
[PROPERTYCOUNTRY].
Email :-[PROPERTYEMAIL]
Website :- [PROPERTYWEB]
Booking Info Tab :- Optional
*Booking info code = LATCHECKOUT,
*Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Late Checkout
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Send Email to your guest - Offering Late Checkout Only on a Sunday when there is no new arrival ====
</div>
<div class="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="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> The details in the URL, will direct the guest to make a new booking in the existing room with the check-in date = leaving date and for Offer 7 &br-7 (offer created in Step 1 above)
Enter your Booking Reservation Number [BOOKID] into the Booking id box on the booking page.
Best regards,
[PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME]
Email :-[PROPERTYEMAIL]
Website :- [PROPERTYWEB]
Booking Info Tab :- Optional
*Booking info code = LATCHECKOUT,
*Booking Info Description = Upsell email sent [CURRENTDATE]: Late Checkout
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Send Email to your guest - On a Wednesday (Cleaner is due/Rubbish Collection is due) ====
</div>
<div class="mw-collapsible-content">
To send an automated Email to the guest reminding them that there is an event on a specific day of the week, for instance, the cleaner is due on Wednesday mornings, or the bin collection is due on Thursday mornings.
You will need to check for the day of the week. If the booking is for more than 1 week, you will need multiple auto actions as an email will only be sent once, it is not possible to trigger multiple times.
'''Step 1: ''' Create the Auto Action
Trigger Tab :-
*Trigger Event = Checkin
*Trigger Time = Immediate
*Trigger Window = 8 days
*Booking Source = All
*Booking Status = All but not cancelled
*Template Variables = [IF=:[CURRENTDATE:{%u}]:3:yes|no] equal yes
%u ISO-8601 numeric representation of the day of the week 1 (for Monday) through 7 (for Sunday)
This template variable tests if the current day is a Wednesday.
Message tab :-
*Send Email = Guest API/Smart Email (or one of the other options)
*EMail Subject = Enter the appropriate details
*Email Text = Your text, using the template variables to modify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails)
Dear, [GUESTNAME],
Hope you are enjoying your holiday at [PROPERTYNAME].
We would like to remind you that the cleaner is due to visit you on Thursday morning between 10am and 12am.
Best regards,
[PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME]
Email :-[PROPERTYEMAIL]
Website :- [PROPERTYWEB]
Booking Info Tab :- Optional
*Booking Info code = CLEANWED1
*Booking Info text = Reminder that cleaning is due on the first Thursday of their stay.
This can be used to trigger the next auto action if the duration of their holiday is more than 1 week. Include the Booking Info code in the Trigger tab of the next auto action.
</div>
</div>
===Send an email to the Owner/Internal email address ===
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Send an email to the Owner/Internal email address when a payment FAILS at Stripe====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 365
*Booking Source = All
*Booking Status = All but not cancelled
*Booking Info Code = STRIPEFAIL, CARDFAILSTRIPE
Messaging tab:
*Send Message = Internal
*Internal Email Address = enter the email address to receive the notification
*Subject = Failed Stripe Payment
*HTML Box = Enter the text to be sent, you can use template variables in this message, for example
[BOOKID] - booking reference number
[GUESTNAMES] - name of all guests in the booking on the "summary" tab of the booking
[FIRSTNIGHT]
[LASTNIGHT]
Booking tab: (optional)
*Execution = One time only
*Flag Text = Stripe Payment Failed
*Flag Colour - choose the flag colour
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Send an email to the Owner/Internal email address when a guest completes a Payment Authorisation at Stripe====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 365
*Booking Source = All
*Booking Status = All but not cancelled
*Booking Info Code = STRIPEAUTHORIZE
Messaging tab:
*Send Message = Internal
*Internal Email Address = enter the email address to receive the notification
*Subject = Stripe Payment Authorisation
*HTML Box = Enter the text to be sent, you can use template variables in this message, for example
[BOOKID] - booking reference number
[GUESTNAMES] - name of all guests in the booking on the "summary" tab of the booking
[FIRSTNIGHT]
[LASTNIGHT]
Booking tab: (optional)
*Execution = One time only
*Flag Text = Stripe Authorised
*Flag Colour - choose the flag colour
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Send an email to the Owner/Internal email address for a new booking====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 1 day
*Booking Source = All
*Booking Status = All but not cancelled
Messaging tab:
*Send Message = Internal
*Internal Email Address = enter the email address to receive the notification
*Subject = New Booking
*HTML Box = Enter the text to be sent, you can use template variables in this message, for example
[BOOKID] - booking reference number
[GUESTNAMES] - name of all guests in the booking on the "summary" tab of the booking
[FIRSTNIGHT]
[LASTNIGHT]
</div>
</div>
===Booking Info Codes===
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<div class="headline-collapse" >
====Add CHECKIN Booking info code to bookings ====
</div>
<div class="mw-collapsible-content">
If you need to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set the Booking info code rather than use the Current guest module in the dashboard.
Trigger tab:
*Trigger Event = Check-in
*Trigger Time = Immediate
*Trigger Window = 1 day
*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings = Trigger all on master
Booking Info tab:
*Booking Info Code = CHECKIN
*Booking Info Text = Auto Checkin
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Add CHECKOUT Booking info code to bookings ====
</div>
<div class="mw-collapsible-content">
If you need to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set the Booking info code rather than use the Current guest module in the dashboard.
Trigger tab:
*Trigger Event = Check-out
*Trigger Time = Immediate
*Trigger Window = 1 day
*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings = Trigger all on master
Booking Info tab:
*Booking Info Code = CHECKOUT
*Booking Info Text = Auto Checkout
</div>
</div>
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<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>
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<div class="headline-collapse" >
====Identify Repeat Guest ====
</div>
<div class="mw-collapsible-content">
This requires you to use the Guest database.
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = immediately
*Trigger Window = 365
*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings" = Trigger all on master
*Template Variable = [GUESTSID1] greater than 0
Booking info tab :
*Info Code = REPEAT
</div>
</div>
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====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="mw-collapsible-content">
You want to add a 2.2% fee to all bookings if there is an outstanding balance 2 days prior to checkin.
Trigger tab:
Time :
*Trigger Event = Checkin
*Trigger Time = -2 days
*Trigger Window = 2 days
Booking Conditions:
*Status = All not Cancelled
*Invoice Balance = Not Zero
Invoice tab:
*Type = Amount
*Description = Payment Fee||[INVOICEBALANCE:2.2%]
*Amount = 0 (leave as 0 so the value is set from the calculation in Description field)
*Per = Room
*Period = one time
*VAT = 19% (for example - enter the VAT amount if applicable)
The fee will be added the next time the auto actions run.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Add a negative value to Direct bookings for Stripe Charges====
</div>
<div class="mw-collapsible-content">
You want to add the Stripe fee to all Direct bookings to show total value of booking, i.e. if you want to show the booking value. In this example the Stripe charge will be added as a negative figure.
Trigger tab:
Time :
*Trigger Event = Booking
*Trigger Time = Immediate
*Trigger Window = 1 day
Booking Conditions:
*Status = All not Cancelled
Booking Source:
*Booking Source = Direct
Invoice tab:
*Type = Amount
*Description = Stripe Fee||[INVOICECHARGESNUM:-3%]
*Amount = 0 (leave as 0 so the value is set from the calculation in the Description field)
*Per = Room
*Period = one time
*VAT = 19% (for example - enter the VAT amount if applicable)
The fee/charge will be added the next time the auto actions run.
</div>
</div>
===Modify description/values of an existing invoice item in a booking ===
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<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===
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<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: Optional
Add a booking info tab for information and reporting
*Flag Text = PendingPayment (for example)
*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list
Booking tab: Optional
*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>
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====Add a pending payment - Set the Security Deposit value based on the price of the booking, using a calculation ====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = After Booking or Before Check-in
*Trigger Time = set the time you want to collect the payment
*Booking Source =All (for example, you can also set different rules for different channels)
Booking tab: Optional
*Flag Text = PendingPayment (for example)
*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list
Booking Info tab: Optional
Add a booking info tab for information and reporting
*Booking Info Code = PENDPAY
*Booking Info Text = Pending payment added
Invoice tab:
*Payment Type = fixed value
*Description = Security Deposit||[IF<=:[INVOICEFIRSTITEMNUM]:800:200|[INVOICEFIRSTITEMNUM][/.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="mw-collapsible-content">
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = immediate
*Booking Source =All (for example, you can also set different rules for different channels)
Info Codes:
Any Booking Info Code = CARDTOSTRIPE
Invoice tab:
*Payment Type = Fixed amount
*Description = Security Deposit (the text you will see in the "Charges and Payments" tab)
*Status = if you use the status function add the status you want to apply to the pending payment (optional)
*Amount = 100 (balance is full price so 100% of the balance)
*Payment Rule = Security Deposit (Create a Payment Rule, see below)
*Payment Due = check in
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> Automatic collection is only available for customer who use [[Stripe]].
Create a Payment Rule to 'Capture' a payment only. Captured payments will only be valid for 7 days, then it will expire, if the booking is for a longer period, then you can create a second Capture, you will need to create another auto action for this.
Go to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES
Payment Rule :
*Name = Enter your title - Security Deposit (for example)
*Action = Auto
Payment Trigger :
*Booking Status = select from the drop down list
*Any Booking Info Code = optional
*All Booking Info Codes = optional
*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking)
Payment Action :
*Capture = Yes/No - immediately charged (Capture=Yes), if you want to make sure that the amount is available for later capture (Capture=No)
*Add info code on success = add a Booking Info item to the booking on success
*Add info code on failure = add a Booking Info item to the booking on failure
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Apply an info code and and/or icon when a payment was made====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 365
*Booking Source = All
*Booking Status = All but not cancelled
*Invoice Balance = Any Payment made
Booking Info tab:
*Booking Info Code : Enter the preset code for the icon or info code which you have created in {{#fas:cog}} (SETTINGS) ACCOUNT->PREFERENCES.
*Booking Info Text : Enter the text you wish to show
Process Template Variables : When created
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Automatically apply invoice number at check-out - ''Select from predefined templates'' ====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
*Trigger Event = Check-out
*Trigger Time = Immediate
*Time window = 1 day
Booking Conditions:
*Status = Confirmed
Info Codes:
*Any Booking Info Code = CHECKOUT (optional only if you use the check-out function)
'''Invoice tab:'''
*Assign Invoice Number = yes
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Using Pending Payments as a Payment Reminder====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = After Booking or Before Check-in
*Trigger Time = set the time you want to add the pending payment to the booking
*Booking Source =All (for example, you can also set different rules for different channels)
Booking Info tab:
*Optional, add a booking info tab for information and reporting
Booking tab: Optional
*Flag Text = PaymentDue1 (for example), set multiple if multiple payments are required.
*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list
Invoice tab:
*Payment Type = select on what the payment is calculated (Percent of Balance due)
*Description = the text you will see in the "Charges and Payments" tab
*Status = if you use the status function add the status you want to apply to the pending payment (optional)
*Amount = enter the amount or percentage you want to collect
*Payment Rule = Manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here
*Payment Due = Set when the payment is due
The Pending Payment Report is available in Bookings > Pending Payments. This report can be used to see outstanding pending payments, this can be used to see all outstanding payments, when payment gateways other than Stripe are used, the Pending Payments report can be used to see outstanding payments and a checklist for bank transfers.
</div>
</div>
===Booking Flags/Colours===
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<div class="headline-collapse" >
====Apply a flag when a booking is cancelled====
</div>
<div class="mw-collapsible-content">
Trigger tab
*Trigger Event = Booking
*Trigger Time = 1 Hour
*Trigger Window = 365 days
*Booking Status = Cancelled
Booking tab:
*Execution = One time only
*Booking Status = No Change
*Flag text = (enter the text you require)
*Flag Colour = 999999 default cancel colour - (Set as required)
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Apply a flag for a bookings from a channel which have breakfast included====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Booking Source = Booking.com (for example)
*Booking Field Contains - select "API Message" in the next field enter: meal_plan=Breakfast (or Extra Breakfast - use the text the channel uses)
Booking tab:
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Apply a flag for a bookings which has BREAKFAST as a charge item====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Booking Source = Booking.com (for example)
*Template Variable = [IF>:[INVOICEITEMBYDESC:Breakfast]:0:yes|no] (Text for Breakfast has to match EXACTLY what is in the booking item Uppercase/Lowercase/Proper)
*Select 'equal' from the selection box
*yes (needs to be exactly the same text/upper/lowercase, as in the equation)
Booking tab:
*Execution = One time only
*Flag Text = Breakfast
*Flag Colour - choose the flag colour
Booking Info tab:
*Booking Info Code = BREAKFAST
*Booking Info Description = Breakfast included
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Apply a flag when deposit was made prior to Check-in====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = Check-in
*Trigger Time = -365 (for example : must be a negative value and the same as the value in Trigger window)
*Trigger Window = 365
*Booking Source = All
*Booking Status = All but not cancelled
*Invoice Balance = Any Payment made
Message tab:
*Send Email : select appropriate option
*Enter : Subject and Email content
Booking tab: (optional)
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
Booking info tab : (optional)
*Booking Info Code : DEPOSITPAID (for example)
*Booking Info Text : additional text if required.
Setting details with the Booking tab and Booking info tab allows you to trigger additional (follow on) Auto Actions and Reports.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Apply a flag when booking is fully paid====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 365
*Booking Source = All
*Booking Status = All not cancelled
*Invoice Balance = ZERO
Booking tab:
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Apply a flag/colour for a booking coming from a certain channel - ''Select from the predefined template'' ====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
*Trigger Event = Booking
*Trigger Time = Immediate
*Booking Source = Booking.com (for example)
'''Booking tab:'''
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the email.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Apply a flag when NO payment is made - ''Select from the predefined template''====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
*Trigger Event = Booking
*Trigger Time = Immediate
*Trigger Window = 1 day
Booking Source:
*Booking Source = All
Booking Conditions:
*Booking Status = All not cancelled
*Invoice Balance = No payment made
'''Booking tab:'''
*Execution = One time only
*Flag Text = Not Paid
*Flag Colour = fee0dd
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Apply a flag when a payment was made====
</div>
<div class="mw-collapsible-content">
<span style="color: #f3e504; font-size: 250%;" >{{#fas:lightbulb}} </span> Also see Example : " Apply a flag when deposit was made prior to Check-in AND/OR Apply a flag when booking is fully paid".
Trigger tab:
*Trigger Event = Booking
*Trigger Time = Immediate
*Trigger Window = 365
*Booking Source = All
*Booking Status = All not cancelled
*Invoice Balance = Any Payment made
Booking tab:
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Apply a flag when a payment FAILS at Stripe - ''Select from predefined template'' ====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
*Trigger Event = Booking (but not after check-in)
*Trigger Time = Immediate
*Trigger Window = 999
Booking Source:
*Booking Source = All
*Booking Status = All but not cancelled
*Booking Info Code = STRIPEFAIL, CARDFAILSTRIPE
'''Booking tab:'''
*Execution = One time only
*Flag Text = Stripe Payment Failed
*Flag Colour - fee0dd
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Apply a flag to Booking.com bookings and auto report the Credit Card when a payment FAILS at Stripe====
</div>
<div class="mw-collapsible-content">
Go to Settings > Channel Manager > Preferences and set Auto report failed cards = Yes
'''Trigger tab:'''
*Trigger Event = 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":
::{
:::"apiKey": "my_very_secret_api_key",
:::"propKey": "secret_key_for_prop_XXXXXX"
::},
::"bookId": "[BOOKID]",
::"message": "[MESSAGE] - Append this message"
:}
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Use API/Webhook to write the value of the 'commission' field to a new invoice item====
</div>
<div class="mw-collapsible-content">
You can create a new invoice item that contains the price of the channel's commission as a negative value to subtract it from the room price. You use the API JSON function '''setBooking''' for this. First you need to configure access to the API:
You need two keys to use our API JSON functions - one for the API itself and one for the property. The keys have to consist of 16 characters of your choosing.<br>
'''API key:'''
*{{#fas:cog}} (SETTINGS) ACCOUNT -> ACCOUNT->ACCESS "API Key 1"
*API Key = my_very_secret_api_key
*API Key Access = allow any IP
*IP Whitelist = [leave empty]
*Allow Writes = Yes
*Property Access = Owned by this account only
*'''Property key:'''
*{{#fas:cog}} (SETTINGS) PROPERTIES > ACCESS> propKey = secret_key_for_prop_XXXXXX
Set the triggers you need, for example:
Booking Source = Booking.com
Set the webhook like this:
*URL = <nowiki>https://api.beds24.com/json/setBooking</nowiki>
*Custom Header = [leave empty]
*Body Data =
:{
::"authentication":
::{
:::"apiKey": "my_very_secret_api_key",
:::"propKey": "secret_key_for_prop_XXXXXX"
::},
::"bookId": "[BOOKID]",
::"invoice":
::[
:::{
::::"description": "Booking.com Commission",
::::"status": "",
::::"qty": "1",
::::"price": "-[COMMISSIONNUM]",
::::"vatRate": "7.00",
::::"type": "0",
::::"invoiceeId": ""
:::}
::]
:}
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
==== Change Room Unit Status when guest checks out Use Auto Action/Webhook to write to send data to Integromat====
</div>
<div class="mw-collapsible-content">
</div>
</div>
*Trigger Event = Booking (but not after Check-in) OR Booking
*Trigger Time = 1 day (this will ensure that NEW bookings do not trigger this auto action)
*Trigger Time Window = 365 days
*Booking Status = All not cancelled
*Template Variables [IF>^[MODIFYDATE:{%Y-%m-%d %H:%M:%S}] greater than ^[CURRENTDATE:-1day{%Y-%m-%d %H:%M:%S}]^yes~no] equal yes
Booking tab: (Optional)
