Auto Actions: Difference between revisions

Jump to navigation Jump to search
← Older edit
Lesley (talk | contribs)
3,945 edits
Lesley (talk | contribs)
3,945 edits
 
(55 intermediate revisions by the same user not shown)
Line 14: Line 14:
==Summary==
==Summary==
<div class="summarybox">
<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.  
An Auto Action is an action which can be used '''manually or programmed to run automatically''' at a 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  
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  
Line 30: Line 30:
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.
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.
<span style="color:#019cde; font-size: 150%;“ >{{#fas:info-circle}}  </span>  Auto Actions are  not designed as real-time actions. They are processed in batches so we recommend you set your triggers to allow for this.


== Setup ==
== Setup ==
Line 55: Line 55:


'''Auto sending:'''
'''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.   
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.   
Line 186: Line 184:
For example, you have an auto action that sends a message to the guest, but only after another action has already triggered.  
For example, you have an auto action that sends a message to the guest, but only after another action has already triggered.  


Consider the auto action to add a pending payment to a booking for the Security deposit authorisation, this should only be triggered when the Booking info code = STRIPEPAYEMNT or CARDTOSTRIPE, both confirm the guest credit card is in the booking.
Consider the auto action to add a pending payment to a booking for the Security deposit authorisation, this should only be triggered when the Booking info code = STRIPEPAYMENT or CARDTOSTRIPE, both confirm the guest credit card is in the booking.


=== Invoice ===
=== Invoice ===
Line 318: Line 316:
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.
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 that will show you how many and which bookings are being tested by the auto action.
The '''test tab''' of the auto action has a button that will show you how many and which bookings are being tested by the auto action. The list may include booking that will not trigger the auto action.  
 
To check if the booking meets all the rules, enter the booking number and test if the auto action would trigger on that booking with some diagnostics information shown to help trouble shooting.
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.
Alternatively open the booking and go to the Mail & Action tab, then search for the auto action id, check the details in the Status column.  


'''Optimising your auto actions''' You can trigger multiple actions in one auto action,  
'''Optimising your auto actions''' You can trigger multiple actions in one auto action,  
Line 361: Line 359:
  If you have sub accounts and need an auto action to be used across multiple accounts/properties, then create the auto action at the Master Account Level and set Property = 'All visible in account' and ensure the Master account has access to the properties.
  If you have sub accounts and need an auto action to be used across multiple accounts/properties, then create the auto action at the Master Account Level and set Property = 'All visible in account' and ensure the Master account has access to the properties.


== Examples and Use Cases ==
== Use Cases ==
 


=== Guest Management ===
{| class="wikitable"
{| class="wikitable"
! scope="col"| Use Case
! scope="col"| Guest Management
! scope="col"| Link to help page
! scope="col"| Link to Auto Action example
|-
|-


|You want to send a confirmation message to bookings received from OTAs/Channels
|You want to send a confirmation message to bookings received from OTAs/Channels
|[[Auto_Actions#Email_confirmation_for_channel_bookings_-_Select_from_the_predefined_template|Send Confirmation message to Channel bookings]]]
|[[Auto_Actions#Email_confirmation_for_channel_bookings_-_Select_from_the_predefined_template|Send Confirmation message to Channel bookings]]
|-
|-


|You want to send a booking registration form (PDF) to your guests so they can complete all guest details
|You want to send a booking registration form (PDF) to your guests so they can complete all guest details
|[[Auto_Actions#Send_Email_with_Booking_Registration_Form_-_PDF_attachment|Send an email with Booking registraiton document (PDF)]]
|[[Auto_Actions#Send_Email_with_Booking_Registration_Form_-_PDF_attachment|Send an email with Booking registration document (PDF)]]
|-
 
|Send a confirmation message to the guest when a payment has been received
|[[Auto_Actions#Send_an_Email_to_the_guest_when_a_payment_is_made|Send email/message to confirm receipt of a payment]]
|-
 
|You want to send an Invoice (PDF) to the guest after checkout
|[[Auto_Actions#Send_invoice_after_check-out_-_PDF_attachment_-_Select_from_the_predefined_template|Send an invoice to the guest after checkout]]
|-
 
|You want to send an email to the guest confirming their booking has been cancelled
|[[Auto_Actions#Send_an_Email_to_the_guest_when_the_status_of_a_booking_changes_to_.22Cancelled.22|Send Cancellation notice to the guest]]
|-
 
! scope="col"| Payments
! scope="col"| Link to Auto Action example
|-
|-


|You want to send a payment Request to your guests for all bookings
|You want to send a payment Request to your guests for all bookings
|[[Auto_Actions#Send_a_Request_for_payment_to_your_guests_for_all_bookings|Send a payment request for all bookings to your guests]]
|[[Auto_Actions#Send_a_Request_for_payment_to_your_guests_for_all_bookings|Send a payment request for all bookings]]
|-
|-


[You want to send a Request for payment to your guests XX days AFTER they created a booking
|You want to send a Request for payment to your guests after the booking has been created
|[[Auto_Actions#Send_a_Request_for_payment_to_your_guests_XX_days_after_booking|Send a payment request after the booking has been created in Beds24]]
|[[Auto_Actions#Send_a_Request_for_payment_to_your_guests_XX_days_after_booking|Send a payment request after the booking]]
|-
|-


[You want to send a Request for payment to your guests XX days BEFORE CHECK-IN  
|You want to send a Request for payment to your guests XX days BEFORE CHECK-IN  
|[[Auto_Actions#Send_a_Request_for_payment_to_your_guests_XX_days_before_check-in|Send a payment request for payment BEFORE Check-in]]
|[[Auto_Actions#Send_a_Request_for_payment_to_your_guests_XX_days_before_check-in|Send a payment request for payment before checkin]]
|-
|-


|Send a confirmation messagte to the guest when a payment has been received
|STRIPE - Send a Request to 'Authorise' a Security deposit from your guests before check-in
|[[Auto_Actions#Send_an_Email_to_the_guest_when_a_payment_is_made|Send email/message to confirm receipt of a payment]]
|[[Auto_Actions#Send_a_Request_to_.27Capture.27_a_Security_deposit_from_your_guests_XX_days_before_check-in_-_with_Stripe|Authorise a Security deposit on the Guest credit card]]
|-
|-


|STRIPE - The guest payment has failed, send an email to the guest with the details.  
|STRIPE - The guest payment has failed, send an email to the guest with the details.  
|[[Auto_Actions#Send_an_email_to_the_guest_email_address_when_a_payment_FAILS_at_Stripe|Send an email to the guest email address when their payment has failed]]
|[[Auto_Actions#Send_an_email_to_the_guest_email_address_when_a_payment_FAILS_at_Stripe|Send an email when the guest payment has failed]]
|-
|-


|STRIPE - The guest's credit card as it will expire before checkin, send a request so they can update their details.  
|STRIPE - The guest's credit card as it will expire before checkin, send a request so they can update their details.  
|[[Auto_Actions#Send_a_Request_to_update_the_guest.27s_credit_card_as_it_will_expire_before_checkin|Send a request to the guest to update their credit card details]]
|[[Auto_Actions#Send_a_Request_to_update_the_guest.27s_credit_card_as_it_will_expire_before_checkin|Send a request to update their credit card details]]
|-
|-


|STRIPE - Send a Request to 'Capture' a Security deposit from your guests before check-in
! scope="col"| Check-in Details
|[[Auto_Actions#Send_a_Request_to_.27Capture.27_a_Security_deposit_from_your_guests_XX_days_before_check-in_-_with_Stripe|Authorise a Security deposit on the Guest credit card]]
! scope="col"| Link to Auto Action example
|-
|-


|Send an Email with access instructions and a key code 1 day before check-in (Self Checkin)
|You want to send an Email with access instructions and a key code 1 day before check-in (Self Checkin)
|[[Auto_Actions#Send_an_Email_with_a_key_code_for_a_specific_unit_one_day_before_check-in_.28Self_Checkin.29|Send access details to your guest prior to arrival]]
|[[Auto_Actions#Send_an_Email_with_a_key_code_for_a_specific_unit_one_day_before_check-in_.28Self_Checkin.29|Send access details to your guest prior to arrival]]
|-
|You want to send Email to guests with check-in details before Check-in - Fully paid
|[[Auto_Actions#Send_Email_to_guests_with_check-in_details_2_days_before_Check-in.2C_booking_paid.2Fno_outstanding_balance|Send access details as booking is fully paid]]
|-
|You want to send Email to guests with check-in details before Check-in - Security Deposit Authorised at Stripe
|[[Auto_Actions#Send_Email_to_guests_with_check-in_details_2_days_before_Check-in.2C_Security_Deposit_Authorised_at_Stripe|Send access details as Security deposit authorised at Stripe]]
|-
|-


Line 415: Line 437:
=== Send Emails/Message/SMS to guests ===
=== Send Emails/Message/SMS to guests ===


<span style="color:#019cde; font-size: 150%;“ >{{#fas:info-circle}}  </span>  Message API messages will be shown in the message tab of the booking and in the Channel Message centre. Currently this is only available for Booking.com and Airbnb.  
<span style="color:#019cde; font-size: 150%;“ >{{#fas:info-circle}}  </span>  Message API messages will be shown in the message tab of the booking and in the Channel Message centre. Currently this is only available for Booking.com, Airbnb, Expedia and VRBO.  


<div class="mw-collapsible mw-collapsed">
<div class="mw-collapsible mw-collapsed">
Line 512: Line 534:


Time:
Time:
*Trigger Event = Check-in
*Trigger Event = Booking (but not after check-in)
*Trigger Time = -365 days
*Trigger Time = Immediate
*Trigger Window = 355 days
*Trigger Window = 1 day
*Between Booking and Check in = 10 to 999


Booking Conditions:
Booking Conditions:
Line 1,328: Line 1,351:
<div  class="headline-collapse" >
<div  class="headline-collapse" >


====Send Remotelock/Lockstate,  Nuki PIN or Chekin Link 2 days before Check-in (Self Checkin) - ''Select from the predefined template'' ====
====Send Remotelock/Lockstate,  Nuki PIN, TTLOCK or Chekin Link 2 days before Check-in (Self Checkin) - ''Select from the predefined template'' ====
</div>
</div>
<div class="mw-collapsible-content">
<div class="mw-collapsible-content">
Line 1,346: Line 1,369:


Info Codes :-
Info Codes :-
*Info Code = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URL (select the appropriate Booking Info Code for the service you use)
*Info Code = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URL or LOCK_PIN (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.
'''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.
Line 1,360: Line 1,383:
*Plain text box - will send to channels using Message API
*Plain text box - will send to channels using Message API


Message Text :- enter the text you wish to send to your guests include URL. Include these template variables - [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN] or [BOOKINGINFOCODETEXT:CHEKIN_PIN] see the list of ALL template variables that can be used [[Template_Variables| see here]]
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] ] or [BOOKINGINFOCODETEXT:LOCK_PIN] see the list of ALL template variables that can be used [[Template_Variables| see here]]


*HTML box - Email will be sent
*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]]
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] or [BOOKINGINFOCODETEXT:LOCK_PIN] see the list of ALL template variables that can be used [[Template_Variables| see here]]


</div>
</div>
Line 2,387: Line 2,410:
</div>
</div>


===Modify description/values of an existing invoice item in a booking ===
<div class="mw-collapsible mw-collapsed">
<div  class="headline-collapse" >


<div class="mw-collapsible mw-collapsed">
====Add a new charge - City tax, calculated from number of nights/adults in a booking ====
<div  class="headline-collapse" >
====Update the Description field of a charge/invoice item====


</div>
</div>
<div class="mw-collapsible-content">
<div class="mw-collapsible-content">


In some cases Channel bookings have different descriptions for the same charge item - i.e. Cleaning, update the description field in the invoice item so they all match, using the format (findthisinvoicedescription^replacewiththisdescription)
Some locations have set a cap on the Tourist tax based on the number of adults, upto a max 7 nights, you can use the calculation below to test the values and apply the appropriate charge or the cap.  
 
This example will calculate the Price, testing if the 'number of nights' *'number of adults' *2 *1.03 is greater than 7 (nights) *'number of adults' *1.03
 
Then set the value = 7* number of adults *2 *1.03
ELSE set the value = 'number of nights' * 'number of adults' *2 *1.03
 
Special characters ^~ are required rather than :| as the | can be used as a separator in the Description field to set the Description|Status|Price|VAT


Trigger tab:
Trigger tab:
Time :
*Trigger Event = Booking
*Trigger Event = Booking
*Trigger Time = Immediate
*Trigger Time = Immediate
*Booking Source = Expedia (for example)
*Trigger Window = 1 day
 
Booking Conditions:
*Status = All not Cancelled
 
Booking Source:
*Booking Source = Direct
 
Invoice tab:
*Type = Amount
*Description = Tourist Tax|Stayfee|[IF>^[NUMNIGHTS][*][NUMADULT][*]2[*]1.03^7[*][NUMADULT][*]2[*]1.03^7[*][NUMADULT][*]2[*]1.03~[NUMNIGHTS][*][NUMADULT][*]2[*]1.03]
*Amount = 0 (leave as 0 so the value is set from the calculation in the Description field)
*Per = Room
*Period = one time
*VAT = 19% (for example - enter the VAT amount if applicable)
 
The fee/charge will be added the next time the auto actions run.
 
</div>
</div>
 
===Modify description/values of an existing invoice item in a booking ===
 
<div class="mw-collapsible mw-collapsed">
<div  class="headline-collapse" >
====Update the Description field of a charge/invoice item====
 
</div>
<div class="mw-collapsible-content">
 
In some cases Channel bookings have different descriptions for the same charge item - i.e. Cleaning, update the description field in the invoice item so they all match, using the format (findthisinvoicedescription^replacewiththisdescription)
 
Trigger tab:
*Trigger Event = Booking
*Trigger Time = Immediate
*Booking Source = Expedia (for example)


Invoice tab:
Invoice tab:
Line 2,445: Line 2,511:
</div>
</div>


===Payments/Pending Payments===
<div class="mw-collapsible mw-collapsed">
<div  class="headline-collapse" >
 
==== Update VAT value for Charge item - City Tax (for example) ====


<div class="mw-collapsible mw-collapsed">
<div  class="headline-collapse" >
====Add a pending payment====
</div>
</div>
<div class="mw-collapsible-content">
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = Booking or Booking (but not after Check-in)
*Trigger Time = set the time you want to collect the payment
*Booking Source =All (for example, you can also set different rules for different channels)
*Group Booking Trigger = Trigger only Master (this will trigger on individual bookings and Master booking if a group)


Booking Info tab: Optional
You need to change the VAT value for specific items (City tax) in the Charges & Payments tab of the booking.
Add a booking info tab for information and reporting
*Flag Text = PendingPayment (for example)
*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list


Booking tab: Optional
Trigger tab:
*Booking Info Code = PENDPAY
*Trigger Event = Booking
*Booking Info Text = Pending payment added
*Trigger Time = Immediate
*Time Window = 365
*Booking Source = Expedia (for example)


Invoice tab:
Invoice tab:
*Payment Type = select on what the payment is calculated (Percent of Balance due OR Group balance if you receive Group bookings)
*Add Invoice Item = Update Only
*Description = the text you will see in the "Charges and Payments" tab
*Type = Change VAT
*Status = if you use the status function add the status you want to apply to the pending payment (optional)
*Description = City Tax (this needs to be an exact match to the charge item description)  
*Amount = enter the amount or percentage you want to collect
*Amount = 0
*Payment Rule = use auto or manual  - if you have set up payment rules in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here
*VAT = 12 (for example)
*Payment Due = Set when the payment is due
*Per = Per Person
*Period = One time
*Invoicee = Ignore
 
</div>
</div>


<div class="mw-collapsible mw-collapsed">
<div  class="headline-collapse" >


Create a Payment Rule to collect a payments when bookings are not cancelled.
==== Update VAT value for the Accommodation fee (first item in the Charges & Payments tab) ====


Go to Settings > Payments > Payment Rules
</div>
<div class="mw-collapsible-content">


Payment Rule :
You need to change the VAT value for the Accommodation fee usually the first line the Charges & Payments tab of the booking.


Name = Enter your title - Not Cancelled (for example)
Trigger tab:
Action = Auto
*Trigger Event = Booking
*Trigger Time = Immediate
*Time Window = 365
*Booking Source = ALL (or select a specific channel)


Payment Trigger :
Invoice tab:
*Add Invoice Item = Update Only
*Type = Change VAT
*Description = [ROOMNAME1] [FIRSTNIGHT] - [LEAVINGDAY][NOCONVERT]


*Booking Status = All not cancelled
Check the Description in the Charges & Payments tab for the Accommodation charge usually [ROOMNAME1] [FIRSTNIGHT] - [LEAVINGDAY]
*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 :
To update this value you also need [NOCONVERT] so the template variable is used rather than the value.


*Capture = Yes - immediately charged (Capture=Yes)
*Amount = 0
*Add info code on success = add a Booking Info item to the booking on success
*VAT = 12 (for example)
*Add info code on failure = add a Booking Info item to the booking on failure
*Per = Per Person
*Period = One time
*Invoicee = Ignore


</div>
</div>
</div>
</div>
===Payments/Pending Payments===


<div class="mw-collapsible mw-collapsed">
<div class="mw-collapsible mw-collapsed">
<div  class="headline-collapse" >
<div  class="headline-collapse" >  
 
====Add a pending payment====
====Add a pending payment - Set the Security Deposit value based on the price of the booking, using a calculation ====
</div>
</div>
<div class="mw-collapsible-content">
<div class="mw-collapsible-content">
Line 2,511: Line 2,585:
*Trigger Time = set the time you want to collect the payment
*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 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 tab: Optional
Booking Info tab: Optional
Add a booking info tab for information and reporting
*Flag Text = PendingPayment (for example)
*Flag Text = PendingPayment (for example)
*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list
*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list


Booking Info tab: Optional
Booking tab: Optional
Add a booking info tab for information and reporting
*Booking Info Code = PENDPAY
*Booking Info Code = PENDPAY
*Booking Info Text = Pending payment added
*Booking Info Text = Pending payment added


Invoice tab:
Invoice tab:
*Payment Type = fixed value
*Payment Type = select on what the payment is calculated (Percent of Balance due OR Group balance if you receive Group bookings)
*Description = Security Deposit||[IF<=:[INVOICEFIRSTITEMNUM]:800:200|[INVOICEFIRSTITEMNUM][/.0]4]
*Description = the text you will see in the "Charges and Payments" tab
(Security Deposit is the description, then 2 | symbol, then the calculation for the 'Amount' to be set.)
This calculation, tests if the first invoice item value (usually the Accommodation value) is greater than or = 800 if so set the Security Deposit Amount = 1 quarter of the first invoice item value, otherwise set = 200.
 
<span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span>  <span style="font-weight: bold;" >Tip</span> A price value for the invoice item can be specified after a second pipe (|) symbol, this can be used to calculate a price using template variables. If the price value in the description field is zero or absent, the numeric value from the amount field will be used.
 
*Status = if you use the status function add the status you want to apply to the pending payment (optional)
*Status = if you use the status function add the status you want to apply to the pending payment (optional)
*Amount = 0
*Amount = enter the amount or percentage you want to collect
*Payment Rule = use auto or manual  - if you have set up payment rules in {{#fas:cog}} (SETTINGS) Payments > Payment Rules they will be available here  
*Payment Rule = use auto or manual  - if you have set up payment rules in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT> PAYMENTS they will be available here  
*Payment Due = Set when the payment is due
*Payment Due = Set when the payment is due


Line 2,564: Line 2,633:
<div  class="headline-collapse" >
<div  class="headline-collapse" >


====Collect outstanding booking balance 3 days prior to arrival( Credit card details were collected at time of booking)====
====Add a pending payment - Set the Security Deposit value based on the price of the booking, using a calculation ====
</div>
</div>
<div class="mw-collapsible-content">
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = Booking or Booking (but not after 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)


''''Create a Payment Rule  (Optional)''''
Booking tab: Optional
*Flag Text = PendingPayment (for example)
*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list
 
Booking Info tab: Optional
Add a booking info tab for information and reporting
*Booking Info Code = PENDPAY
*Booking Info Text = Pending payment added


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.  
Invoice tab:
*Payment Type = fixed value
*Description = Security Deposit||[IF<=:[INVOICEFIRSTITEMNUM]:800:200|[INVOICEFIRSTITEMNUM][/.0]4]
(Security Deposit is the description, then 2 | symbol, then the calculation for the 'Amount' to be set.)
This calculation, tests if the first invoice item value (usually the Accommodation value) is greater than or = 800 if so set the Security Deposit Amount = 1 quarter of the first invoice item value, otherwise set = 200.


Go to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES
<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.


Create a Payment Rule to collect payments if bookings are not cancelled.
*Status = if you use the status function add the status you want to apply to the pending payment (optional)
*Amount = 0
*Payment Rule = use auto or manual  - if you have set up payment rules in {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES they will be available here
*Payment Due = Set when the payment is due


Click '''Create New Payment Rule''' :


Payment Rule:
Create a Payment Rule to collect a payments when bookings are not cancelled.
*Name = Enter your title - Not Cancelled (for example)  
 
*Action = Auto
Go to Settings > Payments > Payment Rules
 
Payment Rule :
 
Name = Enter your title - Not Cancelled (for example)
Action = Auto


Payment Trigger :
Payment Trigger :
*Booking Status = All not cancelled
*Booking Status = All not cancelled
*Any Booking Info Code (optional)
*Any Booking Info Code = optional
*All Booking Info Codes (optional)
*All Booking Info Codes = optional
*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking)
*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking)


Payment Action :
Payment Action :
*Funding Source = Guest card only
 
*Payment value adjustment = Limit to group booking balance
*Capture = Yes - immediately charged (Capture=Yes)
*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 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
*Add info code on failure = add a Booking Info item to the booking on failure


Prevent Auto Payment :
</div>
*Prevent payment if booking status = Cancelled
</div>
*Prevent payment after check-out (days) = 7 (default)
*Prevent payment action = Set Manual


<div class="mw-collapsible mw-collapsed">
<div  class="headline-collapse" >


'''Create Auto Actions '''
====Collect outstanding booking balance 3 days prior to arrival( Credit card details were collected at time of booking)====
</div>
<div class="mw-collapsible-content">


Collect the outstanding balance for bookings created via your booking page.
''''Create a Payment Rule  (Optional)''''


Go to {{#fas:cog}} (SETTINGS)  GUEST MANAGEMENT > AUTO ACTIONS and click '''Create New Action''' to create them.
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.  


'''Collect outstanding balance for direct bookings'''
Go to {{#fas:cog}} (SETTINGS)  PAYMENTS > PAYMENT RULES


Trigger tab:
Create a Payment Rule to collect payments if bookings are not cancelled.
 
Click '''Create New Payment Rule''' :
 
Payment Rule:
*Name = Enter your title - Not Cancelled (for example)
*Action = Auto
 
Payment Trigger :
*Booking Status = All not cancelled
*Any Booking Info Code (optional)
*All Booking Info Codes (optional)
*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking)
 
Payment Action :
*Funding Source = Guest card only
*Payment value adjustment = Limit to group booking balance
*Capture = Yes - immediately charged (Capture=Yes)
*Add info code on success = add a Booking Info item to the booking on success
*Add info code on failure = add a Booking Info item to the booking on failure
 
Prevent Auto Payment :
*Prevent payment if booking status = Cancelled
*Prevent payment after check-out (days) = 7 (default)
*Prevent payment action = Set Manual
 
 
'''Create Auto Actions '''
 
Collect the outstanding balance for bookings created via your booking page.
 
Go to {{#fas:cog}} (SETTINGS)  GUEST MANAGEMENT > AUTO ACTIONS and click '''Create New Action''' to create them.
 
'''Collect outstanding balance for direct bookings'''
 
Trigger tab:
*Time
*Time
**Trigger Event = Checkin
**Trigger Event = Checkin
Line 2,710: Line 2,839:


Booking Info tab:
Booking Info tab:
*Booking Info Code : Enter the preset code for the icon or info code which you have created in {{#fas:cog}} (SETTINGS) ACCOUNT->PREFERENCES.
*Booking Info 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
*Booking Info Text : Enter the text you wish to sho


Process Template Variables : When created
Process Template Variables : When created
Line 2,765: Line 2,894:
*Status = if you use the status function add the status you want to apply to the pending payment (optional)
*Status = if you use the status function add the status you want to apply to the pending payment (optional)
*Amount = enter the amount or percentage you want to collect
*Amount = enter the amount or percentage you want to collect
*Payment Rule = Manual  - if you have set up payment rules in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here  
*Payment Rule = Manual  - if you have set up payment rules in {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES they will be available here  
*Payment Due = Set when the payment is due
*Payment Due = Set when the payment is due


Line 3,089: Line 3,218:
*Flag Text = Failed CC reported to Booking.com  
*Flag Text = Failed CC reported to Booking.com  
*Flag Colour - choose the flag colour
*Flag Colour - choose the flag colour
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div  class="headline-collapse" >
====Apply a flag when booking has been Checked-in====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = Check-in
*Trigger Time = Immediate
*Trigger Window = 1 day
*Booking Source = All
*Booking Status = All but not cancelled
*Any booking info code = CHECKIN
Booking tab:
*Execution = One time only
*Flag Text = Guest checked in (or any text you want to see)
*Flag Colour - choose the flag colour
</div>
</div>
</div>
</div>
Line 3,120: Line 3,273:
*Booking Status = Inquiry
*Booking Status = Inquiry
*Booking Source = Airbnb
*Booking Source = Airbnb
Booking tab:
*Execution = One time only
*Booking Status = Cancelled
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div  class="headline-collapse" >
==== Change the booking status from Inquiry to Confirmed when the payment is made ====
</div>
<div class="mw-collapsible-content">
Trigger tab
*Trigger Event = Booking
*Trigger Time = 365 days
*Booking Status = Inquiry
*Booking Source = ALL
*Invoice Balance = Any payment Made


Booking tab:
Booking tab:
Line 3,179: Line 3,352:
  You need two keys to use our API JSON functions - one for the API itself and one for the property. The keys have to consist of 16 characters of your choosing.<br>
  You need two keys to use our API JSON functions - one for the API itself and one for the property. The keys have to consist of 16 characters of your choosing.<br>
  '''API key:'''
  '''API key:'''
*{{#fas:cog}} (SETTINGS) ACCOUNT -> ACCOUNT->ACCESS  "API Key 1"
*{{#fas:cog}} (SETTINGS) ACCOUNT > ACCOUNT >ACCESS  "API Key 1"
*API Key = my_very_secret_api_key
*API Key = my_very_secret_api_key
*API Key Access = allow any IP
*API Key Access = allow any IP
Line 3,220: Line 3,393:
You need two keys to use our API JSON functions - one for the API itself and one for the property. The keys have to consist of 16 characters of your choosing.<br>
You need two keys to use our API JSON functions - one for the API itself and one for the property. The keys have to consist of 16 characters of your choosing.<br>
'''API key:'''
'''API key:'''
*{{#fas:cog}} (SETTINGS) ACCOUNT -> ACCOUNT->ACCESS  "API Key 1"
*{{#fas:cog}} (SETTINGS) ACCOUNT > ACCOUNT > ACCESS  "API Key 1"
*API Key = my_very_secret_api_key
*API Key = my_very_secret_api_key
*API Key Access = allow any IP
*API Key Access = allow any IP
Line 3,227: Line 3,400:
*Property Access = Owned by this account only
*Property Access = Owned by this account only
*'''Property key:'''
*'''Property key:'''
*{{#fas:cog}} (SETTINGS) PROPERTIES > ACCESS> propKey = secret_key_for_prop_XXXXXX
*{{#fas:cog}} (SETTINGS) PROPERTIES > ACCESS > propKey = secret_key_for_prop_XXXXXX


Set the triggers you need, for example:
Set the triggers you need, for example:
Retrieved from "https://wiki.beds24.com/index.php/Auto_Actions"