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An Auto Action is an action which can be programmed to run at a specific time relative to the time of the '''booking''', to the '''check-in''' date or to the '''check-out''' date. Auto actions have one or more trigger conditions and one or more actions. They can be triggered on a number of different conditions, like property, time or booking related conditions. Auto Actions can be to *send pre-drafted emails/Emails, messages or SMS, *change booking or information*change invoice information or *run webhooks*trigger HTTP POST notificationsYou can create chains of actions to automate workflows.</div>
Automatic actions will trigger every 15/20 minutes*Click 'Add New Action' button. Go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> AUTO ACTION You can create a NEW choose whether you want to start with an empty Auto Action, Modify or Delete from this section. *To Create whether you want to use a NEW Auto Action, Click 'Add New Action Button'template that you can customise further.
You allow your guests to make X number of payments for their booking. You can not trigger the auto action multiple times, unless you manage this manually, therefore you need to create multiple auto actions, so if you allow 3 payments for their booking, then you will need 3 auto actions. You will need to manually add a Booking Info Code to each booking that you have agreed to allow X payments. '''Create Auto Action one''' '''Trigger tabTime:''' *Trigger Event = Booking (but not after checkCheck-in)*Trigger Time = +7 days-42*Trigger Window = 1 42 day
*Invoice Balance = Not Zero
*Any Booking Info Code = MULTIPLE (for example) this can be used if you only allow some guests to make multiple payments.
'''Create additional Auto Actions for each period you want to trigger'''
'''Create Auto Action 2 (and 3, 4, 5 - how many you need) '''
*Trigger Time = +14 days (days you want to collect the payments)
*Trigger Window = 1 day
The use the settings in the previous auto action to trigger the next auto action for your booking.
Capture of You can not trigger the payment is only held by Stripe auto action multiple times, unless you manage this manually, therefore you need to create multiple auto actions, so if you allow 3 payments for 7 daystheir booking, if the guest is staying longer then you will need to send the request again3 auto actions.
If *Plain text box (Using Message API)Subject - enter the "Mail & Actions" tab contains a "real" Email address subject for your GuestsPlain Text Message :- enter the message is sent Message text you wish to the send to your guests Email address. If only a masked Email address is available include the message sends via the channels API messaging systems if possible.payment link
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Emailhttps://beds24.com/bookpay.php?bookid=[BOOKID]
*Email Subject - enter You can find extra options to add to the subject for your Guestspayment link if you want to refine the details https://wiki.beds24.com/index.php/Category:Payments#Payment_Request
Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]], change the pay=100 to the value you require.
https://beds24.com/bookpay.php?bookid=[BOOKID]&g=st&capture=0&pay=100.
*HTML box - Email will be sent'''Booking tab:'''
Email *Execution = One time only*Flag Text := The text you want to display*Flag Colour - It choose the flag colourBooking changes are applied before the mail is possible to use sent so that the same details (URL) as flag template variable can be reflected in the Plain text box aboveEmail. Template variables can be used [[Template_Variables| see here]] '''Create additional Auto Actions for each period you want to trigger'''
*Booking Info Code = SECDEPOSIT (The use the settings in the previous auto action to trigger the next auto action for example)*Booking Info Text = Security deposit request sentyour booking.
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:'''You want to capture a Security Deposit for bookings on the day before check-in from your guest.
Time:*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1Capture 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 Source:*Booking Source = All (You will need to create multiple emails to capture the payment multiple times for example)the same booking.
Booking Conditions:
*Booking Status = All Not Cancelled
Booking Fields'''Trigger tab:*Booking Field Contains - select "Language" in the next field enter: the short code for the language this Auto Action is for.'''
'''Message tab:'''*Trigger Event = Check-in*Trigger Time = -1 days*Trigger Window = 1 day Enter *Booking Source = ALL (or select the message in the appropriate language under your default language.booking source/Channel)*Status = All not cancelled
*Internal Email Address = enter If no connection to a messaging system is available the email address this message should be sent will send tothe Email address from the "Mail & Actions" tab of the Email.
*Email Text :- It is possible to use the same details (URL) as in the Plain text box above. Template variables can be used in the message. [[Template_Variables| See see here]] '''Booking info tab: (Optional)''' *Booking Info Code = SECDEPOSIT (for example)*Booking Info Text = Security deposit request sent.
This uses a smart template variable. In this example the auto action will trigger on Trigger tab:*Trigger Event = After Booking and for 1 day, we check whether the guest booked in French. If yes, then we send a French text. If no*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = STRIPEFAIL, we send an English text.CARDFAILSTRIPE
Set *Plain text box (Using Message API) Subject - enter the rules subject for your GuestsPlain Text Message :- enter the Message text you wish to when this Auto Action should trigger.send to your guests including the payment link
Timehttps:*Trigger Event //beds24.com/bookpay.php?bookid= Booking*Trigger Time = Immediate*Trigger Window = 1[BOOKID]
Booking SourceYou can find extra options to add to the payment link if you want to refine the details https://wiki.beds24.com/index.php/Category:*Booking Source = All (for example)Payments#Payment_Request
Booking Conditions*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 *Booking Status = All Not Cancelled[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.
'''SMS tab:'''
*Phone Number = [GUESTMOBILE]
*SMS Message = [IF=:[GUESTLANGUAGE]:fr:French_text|English_text]
Info Codes Booking Fields:-*Info Code = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URL (Booking Field Contains - select "Language" in the next field enter: the appropriate Booking Info Code short code for the service you use)language this Auto Action is for.
If *Internal Email Address = enter the "Mail & Actions" tab contains a "real" Email email address the this message is should be 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 Subject - enter the Email.subject for your Guests
Message Text :- enter the text you wish to send to your guests include URL. Include these template variables - [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN] or [BOOKINGINFOCODETEXT:CHEKIN_PIN] see the list of ALL template variables that can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Include these template variables - [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN] or [BOOKINGINFOCODETEXT:CHEKIN_PIN] see the list of ALL template variables that can be used [[Template_Variables| see here]] </div></div>
This auto action can be used if you have set a fixed PIN code in the Room Setup or using digits from the Booking id.'''Trigger tab:'''
To setup Set the PIN code for each Room/Unit then go rules to {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > UNIT NAMES, then in the unit names, you can add additional information including a pin codewhen this Auto Action should trigger.
ExampleTime:*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1
You have 2 units Booking Source:*Booking Source = All (100 and 101for example). Access Pin Code for 100 = 12345, for 101 - 34567
In "Unit name" enterBooking Conditions: (Use (?) in the room setup for more details/options)*Booking Status = All Not Cancelled
*100|12345
*101|34567
*Invoice Balance = Zero
Info codes :-
*Any Booking Info Code = STRIPEAUTHORIZE
<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.
You can send Invoice as an attachment to your Guests.
Setup your Invoice go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> INVOICING
*Attachment = Select the Invoice Template from the drop down list.
<span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkout to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.
If <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you send Emails with pdf attachment (invoice, booking template) to Alias-Email addresses created by channels use the channel might block Checkin/Checkout feature in the attachment so it is Dashboard, if not delivered you can either manually add Checkin to the guest. Ask your channel about their policy regarding this. Other files can not be attached. We recommend you use a link bookings (Booking info tab) or create an auto action to a file you upload add the Booking Info Codes to your web sitethe bookings.
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Attachment = Select Booking Invoice Template from the drop down list. 1
To You can send an automated Email Booking Template attachments to the guest then they can check you/the cleaner have your Guests. Setup your Booking Template, go to add a unit status to the room when it is ready. {{#fas:cog}} (SETTINGS) In this example we used the unit status cleanGUEST MANAGEMENT -> BOOKING TEMPLATES
Booking Fields'''Messaging tab:*Template Variable = [UNITSTATUS1] Contains = clean'''
'''Messaging tab: '''*Send Email Message = Guest API/Smart Email (or one of the other options)
*Attachment :- if If you want to send a Booking/Invoice Emails with pdf attachment (invoice, booking template you can select from ) to Alias-Email addresses created by channels the channel might block the attachment so it is not delivered to the drop down listguest. Ask your channel about their policy regarding this.
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 tab:'''
This template variable tests if there is 3 days between '''Messaging tab: '''*Send Email = Guest API/Smart Email (or one of the guest booking and the next booking. other options)
'''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<=Message Text :[TURNOVERDAYS]:3:Your apartment ([ROOMNAME]), which - enter the text you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] wish to [LEAVINGDAYSHORT] is currently available for up send to [TURNOVERDAYS] extra night(s)|]your guests. We are very happy to offer you to extend your stay a Template variables can be used [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 [PROPERTYEMAILTemplate_Variables| see here] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price.
*HTML box Email Text :- Email will be sent, enter It is possible to use the same details as in the text you wish to send to your guestsPlain Text box above. Template variables can be used [[Template_Variables| see here]]
[IF<=:[TURNOVERDAYS]:3*Attachment :Your apartment ([ROOMNAME]), which - if you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] want to [LEAVINGDAYSHORT] is currently available for up to [TURNOVERDAYS] extra night(s)|]. We are very happy to offer you to extend your stay send a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If Booking/Invoice template 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 can select from the special Pricedrop down list. '''Booking Info Tab : Optional '''*Booking info code = EXTRANIGHTS *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night
*HTML Box
*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. Booking Fields:*Template Variables = [IFBETWEEN:[VACANTDAYS]:0:3:yes|no|no] equal yes
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 This template variables variable tests if there is upto 3 days from previous checkout to modify the specific text check in the of current booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails)
Dear, [GUESTNAME],'''Messaging tab :- '''*Send Message = Guest API/Smart Email
We are very happy If the "Mail & Actions" tab contains a "real" Email address the message is sent to offer you 'Early Check-in' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK]guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
[PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS],[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY]. Email :-[PROPERTYEMAIL]Website :- [PROPERTYWEB]*Subject = Enter the appropriate details
Booking Info Tab :- Optional*Booking info code Plain Text Box = EARLYARRIVALYour text, *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Early Checkinusing the template variables to modify the specific text in the booking.
'''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 Auto Action
*Between Booking and Check in = 2 and 999 (to stop the auto action triggering on the new booking)
*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.
https://beds24.com/booking2.php?checkin=[LEAVINGDAYYYYY-MM-DD]&br7-[ROOMID]Best regards,
<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)[PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] Enter your Booking Reservation Number [BOOKIDPROPERTYADDRESS] into the Booking id box on the booking page. ,Best regards[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYCONTACTFIRSTNAMEPROPERTYSTATE] ,[PROPERTYCONTACTLASTNAMEPROPERTYCOUNTRY] . Email :-[PROPERTYEMAIL]
===Send an email to the Owner/Internal email address ===
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 To send an automated Email Address = enter to the email address guest confirming that it is possible to receive have a Late checkout on Sundays as the notificationroom is available on the day of departure.*Subject = Failed Stripe Payment*HTML Box = Enter This auto action will create a new booking for the text date of departure, closing the calendar to be sent, you can use template variables any other bookings. The URL link in this the messagetab, 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 example the LateCheckout.
[BOOKID] - booking reference number[GUESTNAMES] - name of all guests 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 booking on Property/Rooms, useful way to utilise the "summary" tab of the booking[FIRSTNIGHT][LASTNIGHT]template variables and different values rather than duplicating auto actions.
Booking tab'''Step 1: ''' Create a new offer in {{#fas:cog}} (optionalSETTINGS)*Execution = One time only*Flag Text = Stripe Payment Failed*Flag Colour - choose the flag colour</div></divPROPERTIES >OFFERS
<div class*Name ="mw-collapsible mw-collapsed">Latecheckout*Enable = Only if Available<div class*Booking Type ="headlineConfirmed with Deposit 2 -collapse" >via payment gateway
====Send an email to the Owner/Internal email address when '''Step 2:''' Create 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 = STRIPEAUTHORISERate or Daily Price, PRICES
Messaging tab:*Send Message Guests = InternalMax Occupancy*Internal Email Address Max Stay = enter the email address to receive the notification1*Subject Offer = Stripe Payment Authorisation*HTML Box = Enter select the text to be sent, you can use template variables offer number as created in this message, for example the above step.
[BOOKID] - booking reference numberIf you are using Rates, select 'Rate allowed' = Sunday, untick all the other days. [GUESTNAMES] - name of Channel Tab, untick all guests in the channels, leave only 'beds24.com' for your booking on the "summary" tab of the booking[FIRSTNIGHT][LASTNIGHT]page.
Booking tab: (optional)*Execution = One time If using Daily Prices, then go to Calendar, and set the price and date range, then only*Flag Text = Stripe Payment Failed*Flag Colour - choose Sunday, untick all the flag colourother days. </div></div>Enable list, untick all channels, leave only 'beds24.com' for your booking page.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >====Send an email to '''Step 3: ''' Create the Owner/Internal email address custom question for a new the 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 cancelledid
Messaging tabGo to {{#fas:cog}} (SETTINGS) > PROPERTIES > BOOKING QUESTIONS > CUSTOM QUESTIONS and create a question*Send Message Question = Internal*Internal Email Address = enter the email address to receive the notificationBooking Id*Subject = New BookingSingle Line field*HTML Box = Enter the text to be sent, you can use template variables in this message, for example Optional
[BOOKID] - booking reference number[GUESTNAMES] - name of all guests in '''Step 4: ''' Create the booking on the "summary" tab of the booking[FIRSTNIGHT][LASTNIGHT]Auto Action
</div>Trigger Tab :- </div>*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)
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. *Template Variables = [IF=:[LEAVINGDAY:{%a}]:Sun:|[IF>=^[TURNOVERDAYS]^1^yes~no]] equal yes
Trigger tab:*Trigger Event = Check-in*Trigger Time = Immediate*Trigger Window = This template variable tests if the departure day is a Sunday and there is at least 1 day*Booking Source = All*Booking Status = All but not cancelled*Group bookings = Trigger all on masterbetween the existing guest booking and the next booking.
If you 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 use check for the Booking info code CHECKIN/CHECKOUT day of the week. If the booking is for reporting/other more than 1 week, you will need multiple auto actionsas an email will only be sent once, you can set the Booking info code rather than use the Current guest module in the dashboardit is not possible to trigger multiple times.
*Group bookings = Trigger all on master
This requires the master booking to be checked-in via the check-in function.
This requires you to use the Guest database.
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.
*Group bookings" = Trigger all on master
*Template Variable = [GUESTCUSTOMQ1] equals ticked (or) not ticked
Booking info Messaging tab : *Info Code Send Message = Internal*Internal Email Address = enter the email address to receive the notification*Subject = New Booking*HTML Box = LATECHECKINEnter 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]
Invoice Booking Info tab:*Add Invoice Item Booking Info Code = Add newCHECKIN*Type Booking Info Text = Auto Checkin</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add CHECKOUT Booking info code to bookings ==== Amount*Description </div><div class= Cleaning fee ("mw-collapsible-content"> If you need to use the Booking info code CHECKIN/CHECKOUT for example) - Template variables reporting/other auto actions, you can be usedset the Booking info code rather than use the Current guest module in the dashboard. Trigger tab:*Amount Trigger Event = 50 (for example Check- the amount of your cleaning fee)out*Trigger Time = Immediate*Trigger Window = 1 day*per Booking Source = RoomAll*Period Booking Status = one timeAll but not cancelled*VAT Group bookings = 19% (for example - enter the VAT amount if applicable) Trigger all on master
The fee will be added the next time the auto actions run. Booking Info tab: *Booking Info Code = CHECKOUT*Booking Info Text = Auto Checkout
You want This requires the master booking to add a 2.2% fee to all bookings if there is an outstanding balance 2 days prior to checkinbe checked-in via the check-in function. '''Trigger tab:'''
Time Booking conditions:*Trigger Event Booking Source = Checkin All*Trigger Time Booking Status = -2 days*Trigger Window = 2 days All but not cancelled
Booking Conditions:*Status Group bookings" = All not Cancelled Trigger all on master if group*Invoice Balance Info Code = Not ZeroCHECKIN
Invoice '''Booking info 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. *Booking Info Code = CHECKIN*Booking Info Text = Group checked in
You want to add the Stripe fee to all Direct bookings to show total value of booking, i.e. if This requires you want to show the booking value. In this example use the Stripe charge will be added as a negative figureGuest database.
Time :*Trigger Event = After Booking*Trigger Time = Immediate immediately*Trigger Window = 1 day 365*Booking Source = All*Booking Status = All but not cancelled*Group bookings" = Trigger all on master*Template Variable = [GUESTSID1] greater than 0
===Modify description/values of an existing invoice item in a booking ===
In some cases Channel bookings have different descriptions for Setup the same charge item - i.e. Cleaning, update the description field custom question in the invoice item so they all match, using the format {{#fas:cog}} (findthisinvoicedescription^replacewiththisdescriptionSETTINGS) PROPERTIES -> BOOKING QUESTIONS -> CUSTOM QUESTIONS -> Custom question 1, set with TYPE = Tick Box.
Invoice 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 Invoice Item a fee to all bookings from a channel====</div><div class= Update Only"mw-collapsible-content">Trigger tab:*Type Trigger Event = Change Description After Booking*Description Trigger Time = Cleaning^Cleaning Service FeeImmediate*Invoicee Booking Source = Ignore Expedia (otherwise you can add a specific Invoicee to limit the searchfor example)
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 tabTime :*Trigger Event = After BookingCheckin *Trigger Time = Immediate-2 days*Time Trigger Window = 365*Check In From = Select the first date of the Summer Season*Check In To = Select the last date of the Summer Season2 days
*Add Invoice Item = Update Only*Type = Change All Amount*Description = Tourist Tax^Tourist Tax - Summer season 2022 (for example) Payment Fee||[INVOICEBALANCE:2.2%]*Amount = 0.75(leave as 0 so the value is set from the calculation in Description field)*Per = Per PersonRoom*Period = One one time*Invoicee VAT = Ignore 19% (otherwise you can add a specific Invoicee to limit for example - enter the searchVAT amount if applicable)
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Add a pending payment====
*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 tabTime : OptionalAdd a booking info tab for information and reporting*Trigger Event = Booking*Flag Text Trigger Time = PendingPayment (for example)Immediate*Trigger Window = 1 day Booking Conditions:*Flag Colour Status = select the colour as this will be visible in the Calendar/Bookings listAll not Cancelled
Create ===Modify description/values of an existing invoice item in a Payment Rule to collect a payments when bookings are not cancelled. booking ===
Go to Settings <div class="mw-collapsible mw-collapsed"> Payments <div class="headline-collapse" > Payment Rules====Update the Description field of a charge/invoice item====
Payment Rule :</div><div class="mw-collapsible-content">
Name = Enter your title In some cases Channel bookings have different descriptions for the same charge item - Not Cancelled i.e. Cleaning, update the description field in the invoice item so they all match, using the format (for examplefindthisinvoicedescription^replacewiththisdescription)Action = Auto
Payment Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Expedia (for example)
*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
<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.
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 Create a Payment Rule to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULEScollect a payments when bookings are not cancelled.
Create a Go to Settings > Payments > Payment Rule to collect payments if bookings are not cancelled.Rules
Click '''Create New Payment Rule''' :
Invoice tab:
<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".
Booking tab:
no edit summary
__TOC__
== General Information Summary==<div class="summarybox">An Auto Action is an action which can be used '''manually or programmed to run automatically''' at a specific time relative to the time of the '''booking''', to the '''check-in''' date or to the '''check-out''' date.
== General Information ==
Template variables provide great flexibility when creating/managing the Auto Actions. Setup one Auto Action to trigger on multiple/all properties/rooms with the property specific details, using the [[Template Variables]]. This removes the need to duplicate your auto actions for each Property. Reducing the ongoing management, multiple copies of the same auto action will require you to edit/modify each auto action rather than update one auto action.
Using 'Group Keywords' you can refine the triggers in the Auto Action to include/exclude properties if the purpose/message in the Auto action needs to be 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
*To MODIFY an Auto Action, scroll to the Auto Action and click on "Edit", make the changes and click SAVE.
===Setup Outgoing Email Service - Required for sending Emails via Auto Actions===
Go to {{#fas:cog}} (SETTINGS) ACCOUNT -> OUTGOING EMAIL and follow the instructions to connect your email address/account to Beds24.
'''Auto sending:'''
The auto action batch process runs multiple times per hour.
Auto Action Emails which are sent automatically by the system are sent from the EMail address of the account that created the Auto Action. This is the account set up in in {{#fas:cog}} (SETTINGS) ACCOUNT-> OUTGOING EMAIL.
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.
<span style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> This filter will not apply if you are triggering on a single property.
== Using Smart Logic Template Variables ==
You can use smart logic template variables to trigger auto actions for specific conditions.
If you want to send a message on a specific day of the week :-
1) You need to send a message to remind the guests to put the rubbish bin out for collection on a Wednesday night.
* [IF=:[CURRENTDATE:{%u}]:3:yes|no] will test if the current date is a Wednesday
2) Remind the guest that the cleaning lady will be at the apartment on Friday morning.
* [IF=:[CURRENTDATE:{%u}]:4:yes|no] will test if the current date is a Thursday
%u ISO-8601 numeric representation of the day of the week 1 (for Monday) through 7 (for Sunday)
== Performance and Testing ==
Auto actions will test up to 1000 bookings per cycle, if your trigger condition involves more than 1000 bookings, the next 1000 will be tested on the next cycle etc.
If you require the fastest speed make sure , ensure your trigger is designed to test less than 1000 bookings.
The easiest way to do this is usually by reducing the testing window to the smallest necessary and adjusting the trigger condition to the most suitable.
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.
The test tab of the auto action has a button which that will show you how many and which bookings are being tested by the auto action.
It is also possible to specify a booking number and test if the auto action would trigger on that booking with some diagnostics information shown to help trouble shooting.
'''Optimising your auto actions''' You can trigger multiple actions in one auto action,
*send an email/api message to the guest,
*send an SMS, update booking settings,
*add/delete a booking info code,
*trigger a webook,
*add a pending payment,
*update/add/delete a Charge/Payment item,
*assign an invoice number.
There is no requirement to set an individual auto action for each item if they can all apply at the same time.
<span style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> '''It is not possible to specify a specific time for the auto action to trigger.''' The use of the Trigger time 'Immediate' + 14 hrs (for example) will not trigger the auto action at 2pm local time, this will be the first time the booking could be checked to see if all other conditions are met, and added to the batch for processing.
== Troubleshooting ==
<div class="headline-collapse" >
====Send an Email Apply a flag/colour to guests a booking when a payment is made - ''Select from Channelsthe predefined template ''====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Time:
*Trigger Event = Booking
*Trigger Time = Immediate*Trigger Window = 1 999 day
Booking SourceConditions: *Booking Source Status = Channel ManagerAll not cancelled*Invoice Balance = Any Payment made
'''Message Booking 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.
*Flag Text = Paid *Flag Colour = d4e4b0 </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Email confirmation for channel bookings - ''Select from the predefined template''====</div><div class="mw-collapsible-content">'''Trigger tab:''' Time*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1 day Booking Source*Booking Source = Channel Manager '''Message tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Send Message = 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.
<div class="headline-collapse" >
====Send a Request for payment to your guests XX days update the guest's credit card as it will expire before arrivalcheckin====
</div>
<div class="mw-collapsible-content">
Time:
*Trigger Event = CheckBooking (not after check-in ) *Trigger Time = -42Immediate*Trigger Window = 1 day
Booking Souce:
*Plain text box (Using Message API)
Subject - enter the subject for your Guests
Plain Text Message :- enter the Message text you wish to send to your guests include including the payment link
https://beds24.com/bookpay.php?bookid=[BOOKID]&g=cc
You can find extra options to add to the payment link if you want to refine the details
*HTML Message (Send Email)
Edit Email Subject - enter the subject for your Guests
Edit Email Text :- enter the Email text you wish to send to your guests include template variable including the payment link https://beds24.com/bookpay.php?bookid=[PAYLINKBOOKID] &g=cc this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise so the outstanding balanceguest can enter their credit card details. Check the template variables for other options.
'''Booking tab:'''
*Flag Colour - choose the flag colour
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
'''Booking Info tab:'''
*Booking Info Code = NEWCARDREQ
*Booking Info Text = New credit card requested
</div>
<div class="headline-collapse" >
====Send a Request for payment to your guests XX days after bookingbefore check-in====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Booking Souce:
*Booking Source = ALL (or select the booking source/Channel)
'''Message tab:'''
*Send Message Email = Booking API/and Email 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. Messages to the Email address entered in the field "Internal" are sent via Email.
*Plain text box (Using Message API)
Edit Email Text :- enter the Email text you wish to send to your guests include template variable
[PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options.
'''Booking tab:'''
*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 a Request for payment to 'Capture' a Security deposit from your guests XX days before check-in - with Stripeafter booking====
</div>
<div class="mw-collapsible-content">
You want allow your guests to capture a Security Deposit make X number of payments for bookings on the day before check-in from your guesttheir booking.
You will need to create multiple emails manually add a Booking Info Code to capture the payment multiple times for the same each bookingthat you have agreed to allow X payments.
'''Create Auto Action one'''
'''Trigger tab:'''
*Trigger Event = CheckBooking (but not after check-in)*Trigger Time = -1 +7 days
*Trigger Window = 1 day
*Booking Source = ALL (or select the booking source/Channel)
*Status Invoice Balance = All not cancelledNot Zero*Any Booking Info Code = MULTIPLE (for example) this can be used if you only allow some guests to make multiple payments.
'''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. Messages to the Email address entered in the field "Internal" are sent via Email.
*Plain HTML Message (Send Email) Edit Email Subject - enter the subject for your GuestsEdit Email Text :- enter the Email text box - will you wish to send to channels using Message APIyour 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 info tab: Create Auto Action 2 (Optionaland 3, 4, 5 - how many you need)'''*Trigger Time = +14 days (days you want to collect the payments)*Trigger Window = 1 day
</div>
<div class="headline-collapse" >
====Send an Email a Request to 'Capture' a Security deposit from your guests XX days before check-in the guests language to an internal Email address - with Stripe====
</div>
<div class="mw-collapsible-content">
'''Message tab''': For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Send Message = Internal OnlyBooking 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.
*Email Subject - enter the subject for your Guests
*Plain text box - will send to channels using Message API
Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]], change the pay=100 to the value you require.
https://beds24.com/bookpay.php?bookid=[BOOKID]&g=st&capture=0&pay=100.
*HTML box - Email will be sent
</div>
<div class="headline-collapse" >
====Send SMS in a certain language (if it is the language of an email to the booking) or guest email address when a default languagepayment FAILS at Stripe====
</div>
<div class="mw-collapsible-content">
'''Trigger 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.
'''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" >
====Send Remotelock/Lockstate, Nuki PIN or Chekin Link 2 days before Check-an Email in (Self Checkin) the guests language to an internal Email address ====
</div>
<div class="mw-collapsible-content">
This uses a smart template variable. In this example we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text.
'''Trigger tab:'''
Time:-*Trigger Event = Check-inBooking*Trigger Time = -2 (the number of days before check-in you want to sent the code or link) Immediate*Trigger Window = 21
Booking Souce Source:- *Booking Source = All*Booking Status = All but not cancelled(for example)
Booking Conditions:- *Group bookings Booking Status = Trigger all on masterAll Not Cancelled
'''Messaging Message tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter Enter the text message in the HTML boxappropriate language under your default language.
*Send Message = Booking API/Smart EmailInternal Only
*Subject HTML box - enter the subject for your Guests - Your access code (your text)Email will be sent
*Plain text box Email Text :- will send to channels using Message APITemplate variables can be used in the message. [[Template_Variables| See here]]
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Send Pin code to guest, 2 days before Check-SMS in a certain language (Self Checkinif it is the language of the booking) or a default language====
</div>
<div class="mw-collapsible-content">
This uses a smart template variable. In this example the auto action will trigger on Booking and for 1 day, we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text.
'''Trigger SMS tab:'''*Phone Number = [GUESTMOBILE]*SMS Message = [IF=:[GUESTLANGUAGE]:fr:French_text|English_text]</div></div>
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Remotelock/Lockstate, Nuki PIN or Chekin Link 2 days before Check-in (Self Checkin) - ''Select from the predefined template'' ====</div><div class="mw-collapsible-content">'''Trigger tab:''' Time:-
*Trigger Event = Check-in
*Trigger Time = -2 (the number of days before check-in you want to sent the code or link)
Booking Souce :-
*Booking Source = All
*Booking Status = All but not cancelledConfirmed
Booking Conditions:-
*Group bookings = Trigger all on master
Info Codes :-
*Info Code = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URL (select the appropriate Booking Info Code for the service you use)
'''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
*Plain text box - will send to channels using Message API
Message Text :- enter the text you wish to send to your guests include URL. Include these template variables - [UNITNAMEBOOKINGINFOCODETEXT:LOCKSTATE_PIN] and or [UNITNAMEBOOKINGINFOCODETEXT:1NUKI_PIN] or [BOOKIDLAST5BOOKINGINFOCODETEXT:CHEKIN_PIN] - Last 5 digits of booking number. See see the list of ALL template variables that can be used [[Template_Variables| see here]]
*HTML box - Email will be sent
Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Include these template variables - [UNITNAMEBOOKINGINFOCODETEXT:LOCKSTATE_PIN] and or [UNITNAMEBOOKINGINFOCODETEXT:1NUKI_PIN] or [BOOKIDLAST5BOOKINGINFOCODETEXT:CHEKIN_PIN] - Last 5 digits of booking number. see the list of ALL template variables that can be used [[Template_Variables| see here]]
</div>
<div class="headline-collapse" >
====Send Email Pin code to guests with check-in details guest, 2 days before Check-in, booking paid/no outstanding balance (Self Checkin) ====
</div>
<div class="mw-collapsible-content">
This auto action will can be sent only when used if you have set a fixed PIN code in the Invoice Balance of Room Setup or using digits from the booking is zeroBooking id. This To setup the PIN code for each Room/Unit then go to {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > UNIT NAMES, then in the unit names, you can be used to ensure that add additional information including a pin code. Example: You have 2 units (100 and 101). Access Pin Code for 100 = 12345, for 101 - 34567 In "Unit name" enter: (Use (?) in the checkin room setup for more details are only sent when the guest has completed the payments. /options) *100|12345*101|34567
'''Trigger tab:'''
*Trigger Window = 2
Booking SourceSouce :-
*Booking Source = All
*Booking Status = All but not cancelled
Booking Conditions:-
*Group bookings = Trigger all on master
'''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
*Plain text box - will send to channels using Message API
Message Text :- enter the text you wish to send to your guestsinclude URL. This can include any information that is important for the checkin of the guest, for example the Key code for the door, who to contact if there are any issues, Include these template variables can be used, see - [UNITNAME] and [UNITNAME:1] or [BOOKIDLAST5] - Last 5 digits of booking number. See the list of ALL template variables that can be used [[Template_Variables| see here]]
*HTML box - Email will be sent
Email Text :- Enter It is possible to use the same details (URL) as in the text you wish to send to your guests this can include URLsPlain Text box above. 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, these template variables can be used, - [UNITNAME] and [UNITNAME:1] or [BOOKIDLAST5] - Last 5 digits of booking number. see the list of ALL template variables that can be used [[Template_Variables| see here]]
</div>
<div class="headline-collapse" >
====Send Email to guests with check-in details 2 days before Check-in, Security Deposit Authorised at Stripe booking paid/no outstanding balance ====
</div>
<div class="mw-collapsible-content">
This auto action will be sent only when the a payment has been 'authorised' at StripeInvoice Balance of the booking is zero. This can be used to ensure that the checkin details are only sent when the guest has completed the Security Deposit Authorisationpayments.
'''Trigger tab:'''
*Group bookings = Trigger all on master
*Invoice Balance = Zero
'''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
<div class="headline-collapse" >
====Send Email to all current guest (guests with check-in details 2 days before Check-in) , Security Deposit Authorised at Stripe ====
</div>
<div class="mw-collapsible-content">
This auto action will be sent only when the a payment has been 'authorised' at Stripe. This can be used to ensure that the checkin details are only sent when the guest has completed the Security Deposit Authorisation.
'''Trigger tab:'''
Time:-
*Trigger Event = Check-in
*Trigger Time = Immediate*Trigger Window = 14 -2 (the max number of days your guests can staybefore 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
*Booking Status Invoice Balance = All but not cancelledZero
Info Codescodes : -*Any Booking Info Code = CHECKIN*Exclude Booking Info Code = CHECKOUT STRIPEAUTHORIZE
'''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
*Send Message = Booking API/Smart Email
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
*Subject - enter the subject for your Guests- Your access code (your text)
*Plain text box - will send to channels using Message API
Message Text :- enter the text you wish to send to your guests . This can include URL. Template any information that is important for the checkin of the guest, for example the Key code for the door, who to contact if there are any issues, template variables can be used, see the list of ALL template variables that can be used [[Template_Variables| see here]]
*HTML box - Email will be sent
Email Text :- It Enter the text you wish to send to your guests this can include URLs. Include any information that is possible important for the checkin of the guest, for example the Key code for the door, who to use contact if there are any issues, template variables can be used, see the same details (URL) as in the Plain Text box above. Template list of ALL template variables that can be used [[Template_Variables| see here]]
</div>
</div>
<div class="headline-collapse" >
====Send Email with Guest Invoice to all current guest (Check- PDF attachmentin) ====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Time:
*Trigger Event = CheckoutCheck-in
*Trigger Time = Immediate
*Trigger Window = 1 day14(the max number of days your guests can stay)
Booking Source:
*Booking Source = All (or select the appropriate channel/Direct)
Booking Conditions:
*Group bookings = Trigger all on master
*Booking Status = All but not cancelled
Info Codes:*Any Booking Info Code = CHECKIN*Exclude Booking Info Code = CHECKOUT
'''Messaging tab:''' *Send Email = Guest For channels using the Message API/Smart Email (or one of , then enter the text in the Plain text box, for emails enter the text in the other options)HTML box.
*Send Message = Booking API/Smart Email
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
*Subject - enter the subject for your Guests
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>
<div class="headline-collapse" >
====Send Email with Booking Registration Form invoice after check-out - PDF attachment- ''Select from the predefined template'' ====
</div>
<div class="mw-collapsible-content">
You can send Booking Template attachments Invoice as an attachment to your Guests.
Setup your Booking Template, Invoice go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> BOOKING TEMPLATESINVOICING
'''Trigger tab:'''
Time:
*Trigger Event = BookingCheckout*Trigger Time = Immediate+8hrs
*Trigger Window = 1 day
Booking Conditions:
*Group bookings = Trigger all on master
*Booking Status = All but not cancelledConfirmed Info Codes:*Any Booking Info Code = CHECKOUT
'''Messaging tab:'''
*Send Message Email = Guest API/Smart Email email - (or one of the other options)
*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
<div class="headline-collapse" >
====Send Email after the cleaner has cleaned the roomwith Booking Registration Form - PDF attachment====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Time:
*Trigger Event = CheckinBooking
*Trigger Time = Immediate
*Trigger Window = 1day
Booking Source:
*Booking Source = All (or select the appropriate channel/Direct)
Booking Conditions:
*Group bookings = Trigger all on master
*Booking Status = All but not cancelled
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
*Attachment = Select Booking Template from the drop down list.
*Subject - enter the subject for your Guests
*Plain text box - will send to channels using Message API
Message Text :- enter the text you wish to send to your 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]] <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkout to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
<div class="headline-collapse" >
====Send Email to your guest - Upselling additional nights - nights available after checkout the cleaner has cleaned the room====
</div>
<div class="mw-collapsible-content">
To send an automated Email to the guest confirming that then they can check you/the cleaner have to add a unit status to the room when it is possible to extend their stayready. In this example we used the unit status clean
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)Immediate*Trigger Window = 21
Booking Source:
*Booking Source = All
Booking Conditions:
*Group bookings = Trigger all on master
*Booking Status = All but not cancelled
Booking Fields:
*Template Variables Variable = [IFBETWEEN:[TURNOVERDAYSUNITSTATUS1]:0:3:yes|no|no] equal yesContains = clean
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
*Email Subject - enter the subject for your Guests
*Plain text box - will send to channels using Message API, enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]]
*HTML box - Email will be sent
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="headline-collapse" >
====Send Email to your guest - Upselling additional nights - nights available before checkin after checkout ====
</div>
<div class="mw-collapsible-content">
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:
Booking Fields:
*Template Variables = [IFBETWEEN:[VACANTDAYSTURNOVERDAYS]: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 between the guest booking and the next booking.
'''Messaging 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 = Guest 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 - enter the appropriate details subject for your Guests
*Plain Text Box = Your textbox - will send to channels using Message API, using enter the template variables text you wish to send to modify the specific text in the bookingyour guests. Template variables can be used [[Template_Variables| see here]]
[IF<=:[VACANTDAYSTURNOVERDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [VACANTDAYSTURNOVERDAYS] extra night(s)|].
We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price.
*HTML box - Email will be sent, enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]] [IF<=:[VACANTDAYSTURNOVERDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [VACANTDAYSTURNOVERDAYS] 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 class="headline-collapse" >
====Send Email to your guest - Offering Early Checkin 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 have an Early Checkin as room is available the day of before arrivalextend 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
If you would like checkin early for your stay then please no connection to a messaging system is available the message will send an email to our Reservations team [PROPERTYEMAIL] confirming the number Email address from the "Mail & Actions" tab of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EARLYARRIVAL’ for the special PriceEmail.Best regards,
[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">
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====Send Email to your guest - Offering Late Checkout Early Checkin ====
</div>
<div class="mw-collapsible-content">
To send an automated Email to the guest confirming that it is possible to have a Late Checkout an Early Checkin as room is available the day of departurebefore 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 = CheckoutCheckin (depending on when you want to notify the guest)*Trigger Time = -1 2 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 12
*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings = Trigger all on master
*Template Variables = [IF>:[TURNOVERDAYSVACANTDAYS]:1:yes|no] equal yes
This template variable tests if there is 1 day between the guest booking and the next booking.
Dear, [GUESTNAME],
We are very happy to offer you 'Late Early Check-outin' 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.
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,
Booking Info Tab :- Optional
*Booking info code = LATCHECKOUTEARLYARRIVAL, *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Late CheckoutEarly Checkin
</div>
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====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 Checkout 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.
Trigger Tab :-
*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings = Trigger all on master
*Template Variables = [IF>:[TURNOVERDAYS]:1:yes|no] equal yes
Message tab :-
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 use this link send an email to make our Reservations team [PROPERTYEMAIL] confirming you would like the booking Late Checkout, provide your Booking Reservation Number [BOOKID] and paymentOffer ‘LATECHECKOUT’ for the special Price.
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 an email Email to the Owner/Internal email address your guest - Offering Late Checkout Only on a Sunday when a payment FAILS at Stripethere is no new arrival ====
</div>
<div class="mw-collapsible-content">
*Group bookings ===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">Trigger all on master
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 tabTab : - Optional*Booking Info Code info code = CHECKINLATCHECKOUT, *Booking Info Text Description = Auto CheckinUpsell email sent [CURRENTDATE]: Late Checkout </div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Add CHECKOUT Booking info code Send Email to bookings your guest - On a Wednesday (Cleaner is due/Rubbish Collection is due) ====
</div>
<div class="mw-collapsible-content">
'''Step 1: ''' Create the Auto Action Trigger tabTab :- *Trigger Event = Check-outCheckin*Trigger Time = Immediate*Trigger Window = 1 day8 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 tabTab : - Optional*Booking Info Code code = CHECKOUTCLEANWED1*Booking Info Text text = Auto CheckoutReminder 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">
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====Group check-in 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 = immediatelyImmediate
*Trigger Window = 365
*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings" 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 = Trigger 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 masterthe "summary" tab of the booking*Info Code = CHECKIN[FIRSTNIGHT][LASTNIGHT]
Booking info tab : (optional)*Info Code Execution = CHECKINOne 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" > ====Identify Repeat Guest 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 = immediatelyImmediate
*Trigger Window = 365
*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings" Booking Info Code = Trigger all on master*Template Variable = [GUESTSID1] greater than 0STRIPEAUTHORIZE
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 info tab : (optional)*Execution = One time only*Info Code Flag Text = REPEATStripe Authorised*Flag Colour - choose the flag colour
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Identify bookings with Custom Question tickedSend an email to the Owner/unticked Internal email address for a new booking====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = immediatelyImmediate*Trigger Window = 3651 day
*Booking Source = All
*Booking Status = All but not cancelled
</div>
</div>
===Add invoice items to a booking Booking Info Codes===
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Add a fee CHECKIN Booking info code to all bookings from a channel====
</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 = After BookingCheck-in
*Trigger Time = Immediate
*Trigger Window = 1 day*Booking Source = Expedia (for example)All*Booking Status = All but not cancelled*Group bookings = Trigger all on master
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Add a fee (Penalty) to all bookings with an Outstanding BalanceGroup check-in - ''Select from predefined templates'' ====
</div>
<div class="mw-collapsible-content">
*Trigger tab:Event = Checkin*Trigger Time = immediate*Time Window = 1 day
</div>
</div>
<div class="headline-collapse" >
====Add a negative value to Direct bookings for Stripe ChargesIdentify Repeat Guest ====
</div>
<div class="mw-collapsible-content">
Trigger tab:
Booking Conditions:*Status = All not Cancelled Booking Source:*Booking Source = Direct Invoice info 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 Info Code = 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. REPEAT
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Update the Description field of a chargeIdentify bookings with Custom Question ticked/invoice itemunticked ====
</div>
<div class="mw-collapsible-content">
If you have a custom question with a 'Tick box' for example, they want a late checkin.
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate immediately*Trigger Window = 365*Booking Source = Expedia All*Booking Status = All but not cancelled*Group bookings" = Trigger all on master*Template Variable = [GUESTCUSTOMQ1] equals ticked (for exampleor)not ticked
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="headline-collapse" >
====Update Add a fee (Penalty) to all values of a charge/invoice itembookings 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.
Booking Conditions:*Status = All not Cancelled *Booking Source Invoice Balance = Expedia (for example)Not Zero
Invoice tab:
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=Payments/Pending Payments===
</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:
Booking tabSource: Optional*Booking Info Code Source = PENDPAY*Booking Info Text = Pending payment addedDirect
Invoice tab:
*Payment Type = select on what the payment is calculated (Percent of Balance due OR Group balance if you receive Group bookings)Amount*Description = the text you will see in the "Charges and Payments" tabStripe Fee||[INVOICECHARGESNUM:-3%]*Status Amount = if you use 0 (leave as 0 so the status function add value is set from the status you want to apply to calculation in the pending payment (optionalDescription field)*Amount Per = enter the amount or percentage you want to collectRoom*Payment Rule Period = use auto or manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here one time*Payment Due VAT = Set when 19% (for example - enter the payment is dueVAT amount if applicable)
The fee/charge will be added the next time the auto actions run.
</div>
</div>
Invoice tab:*Booking Status Add Invoice Item = All not cancelledUpdate Only*Any Booking Info Code Type = optionalChange Description *All Booking Info Codes Description = optionalCleaning^Cleaning Service Fee*Exclude Booking Info Code Invoicee = optional Ignore (otherwise you can exclude Virtual Credit cards, find the Booking info code in add a specific Invoicee to limit the bookingsearch) Payment Action :
</div>
<div class="headline-collapse" >
====Add a pending payment - Set the Security Deposit value based on the price Update all values of the booking, using a calculation 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 or Before Check-in*Trigger Time = set Immediate*Time Window = 365*Check In From = Select the time you want to collect first date of the paymentSummer Season*Booking Source Check In To =All (for example, you can also set different rules for different channels)Select the last date of the Summer Season
*Booking tab: Optional*Flag Text Source = PendingPayment Expedia (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Booking Info tab: OptionalAdd a booking info tab for information and reporting*Booking Info Code = PENDPAY*Booking Info Text = Pending payment added
Invoice tab:
*Payment Add Invoice Item = Update Only*Type = fixed valueChange All *Description = Security Deposit||[IF<=:[INVOICEFIRSTITEMNUM]:800:200|[INVOICEFIRSTITEMNUM][/.0]4] Tourist Tax^Tourist Tax - Summer season 2022 (Security Deposit is the description, then 2 | symbol, then the calculation for the 'example) *Amount' to be set= 0.)75*Per = Per Person *Period = One timeThis calculation, tests if the first invoice item value *Invoicee = Ignore (usually otherwise you can add a specific Invoicee to limit the Accommodation valuesearch) is greater than or = 800 if so set the Security Deposit Amount = 1 quarter of the first invoice item value, otherwise set = 200.
</div></div> ===Payments/Pending Payments=== <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a pending payment====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking or Before Check-in*Trigger Time = set the time you want to collect the payment*Booking Source =All (for example, you can also set different rules for different channels)*Group Booking Trigger = Trigger only Master (this will trigger on individual bookings and Master booking if a group) Booking Info tab: OptionalAdd a booking info tab for information and reporting*Flag Text = PendingPayment (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Booking tab: Optional*Booking Info Code = PENDPAY*Booking Info Text = Pending payment added Invoice tab:*Payment Type = select on what the payment is calculated (Percent of Balance due OR Group balance if you receive Group bookings)*Description = the text you will see in the "Charges and Payments" tab*Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = 0enter 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) Payments GUEST MANAGEMENT-> Payment Rules PAYMENT COLLECTION they will be available here *Payment Due = Set when the payment is due
<div class="headline-collapse" >
====Collect outstanding booking balance 3 days prior to arrival( Credit card details were collected at time Add a pending payment - Set the Security Deposit value based on the price of the booking), using a calculation ====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = After Booking or Before Check-in
*Trigger Time = set the time you want to collect the payment
*Booking Source =All (for example, you can also set different rules for different channels)
Booking tab: Optional*Flag Text = PendingPayment (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Booking Info tab: OptionalAdd a booking info tab for information and reporting*Booking Info Code = PENDPAY*Booking Info Text = Pending payment added Invoice tab:*Payment Type = fixed value*Description = Security Deposit||[IF<=:[INVOICEFIRSTITEMNUM]:800:200|[INVOICEFIRSTITEMNUM][/.0]4] (Security Deposit is the description, then 2 | symbol, then the calculation for the 'Amount'''Create 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}} (OptionalSETTINGS)''''Payments > Payment Rules they will be available here *Payment Due = Set when the payment is due
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 Info tab:
*Execution = One time only*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="headline-collapse" >
====Assign Automatically apply invoice numbersnumber 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, if not leave blank) '''Invoice tab:'''
*Assign Invoice Number = yes
</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
*Trigger Time = 1 Hour
*Trigger Window = 365 days
*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="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 = After Booking
*Trigger Time = Immediate
*Booking Source = Booking.com (for example)
'''Booking tab:'''
*Execution = One time only
*Flag Text = The text you want to display
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply a flag when a NO payment was 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 = After Booking
*Trigger Time = Immediate
*Trigger Window = 365
<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 = After Booking(but not after check-in)*Trigger Time = Immediate*Trigger Window = 365999 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 - choose the flag colourfee0dd</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 = After Booking(but not after checkout)*Trigger Time = Immediate*Trigger Window = 365999 Booking Source:*Booking Source = AllBooking.com Booking Conditions:*Booking Status = All but not cancelled*Booking Info Code = BOOKINGCOMCARD '''Booking tab:'''
*Execution = One time only
*Flag Text = Failed CC reported to Booking.com
*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)
