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  This page is about the menu {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTIONS and explains how to set up and use Auto Actions.
  This page is about the menu {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTIONS and explains how to set up and use Auto Actions.


An Auto Action is an action which can be programmed to occur at a time relative to the time the booking was made, to the check in date or to the check out date. To use this function you need to set the system to use you own Email address for sending in SETTINGS->ACCOUNT->OUTGOING EMAIL.
== General Information ==


The action can be a pre-canned email sent to the guest or to a fixed email address, and it can also make changes to the booking information. Click on "Edit" to modify an existing auto action or on "Create New Action" to set up a new auto action:
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.


The auto actions will appear on the 'Mail & Actions' tab of each booking where you manually can send the email trigger the changes to the booking. If you are using your own mail server for outgoing mail the Booking and Invoice actions will also be applied before sending the mail. 
Auto actions have one or more trigger conditions and one or more actions. They can be triggered on a number of different conditions, like property, time or booking related conditions. Actions can be to send pre-drafted emails or SMS, change booking or invoice information or run webhooks.


<span style="color: #f3e504; font-size: 250%;" >{{#fas:lightbulb}} </span> Confirmation messages will send automatically to the guest. You can customize them in SETTINGS ->GUEST MANAGEMENT->CONFIRMATION MESSAGES.
Go to SETTINGS > GUEST MANAGEMENT > AUTO ACTION and click on "Edit" to modify an existing auto action or on "Create New Action" to set up a new auto action.


Email sending works per account.
'''You can choose to send an auto action automatically or manually:'''


<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}}  </span>If you have sub accounts and need an auto action to be used across multiple accounts/properties, then create the auto action at the Master Account Level and set Property = 'All visible in account' and ensure the Master account has access to the properties.
'''Auto sending:'''


'''Auto sending:'''
Auto Action Emails which are sent automatically by the system are sent from the EMail address of the account that created the Auto Action. This is the account set up in in SETTINGS-ACCOUNT-OUTGOING EMAIL. Automatic actions will trigger every 15 minutes.


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 SETTINGS-ACCOUNT-OUTGOING EMAIL.
'''Manual sending:'''


Automatic actions will trigger every 15 minutes.  
When sending manually by clicking on the 'Send now' button you will need to make sure you are logged into the account which uses the Email address you want to send from.


'''Manual sending:'''
'''Before setting up an auto action please note:'''


When sending manual by clicking on the 'Send' button you will need to make sure you are logged into the account which uses the EMail address you want to send from.
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}}  </span>To use this function you need to set the system to use your own Email address for outgoing emails under SETTINGS -> ACCOUNT -> OUTGOING EMAIL.  


<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}}  </span> Email sending works per account.
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}}  </span> If you have sub accounts and need an auto action to be used across multiple accounts/properties, then create the auto action at the Master Account Level and set Property = 'All visible in account' and ensure the Master account has access to the properties.
<span style="color: #f3e504; font-size: 200%;" >{{#fas:lightbulb}} </span> Confirmation messages will send automatically to the guest. You can customize them in SETTINGS -> GUEST MANAGEMENT -> CONFIRMATION MESSAGES.
<span style="color: #f3e504; font-size: 200%;" >{{#fas:lightbulb}} </span> The auto actions will appear on the 'Mail & Actions' tab of each booking where you manually can send the email trigger the changes to the booking. If you are using your own mail server for outgoing mail the Booking and Invoice actions will also be applied before sending the mail.


__TOC__
__TOC__
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Both "Trigger Time" and "Time Window" are relative to a "Trigger Event"  i.e. check-in, check-out, time of booking.
Both "Trigger Time" and "Time Window" are relative to a "Trigger Event"  i.e. check-in, check-out, time of booking.


== Email ==
== Actions ==
 
=== Messaging/Email ===
Go to Email to create or modify a prepared Email template. Templates can contain [[Template Variables]]  to include information specific to the booking in the Email, for example the guests name or the arrival date.
Go to Email to create or modify a prepared Email template. Templates can contain [[Template Variables]]  to include information specific to the booking in the Email, for example the guests name or the arrival date.


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If this does not work it will pop and send through your desktop. In this case you will see it in your Sent box.
If this does not work it will pop and send through your desktop. In this case you will see it in your Sent box.


=== Email Attachments===
==== Email Attachments ====
You can choose to attach an invoice or a booking template as a PDF file to emails sent by Auto Actions.  
You can choose to attach an invoice or a booking template as a PDF file to emails sent by Auto Actions.  


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Other files can not be attached. We recommend you use a link to a file you upload to your web site.
Other files can not be attached. We recommend you use a link to a file you upload to your web site.


== SMS ==
=== SMS ===
You can automatically send SMS messages. Please note that a fee per SMS message applies if this function is activated.
You can automatically send SMS messages. Please note that a fee per SMS message applies if this function is activated.


<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 17 for a way to control the language of the SMS.
<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 17 for a way to control the language of the SMS.


== Booking ==
=== Booking ===
Go to the tab 'Booking' to set up an auto action which modifies something in the booking.
Go to the tab 'Booking' to set up an auto action which modifies something in the booking.


== Booking Info==
=== Booking Info ===
Set up auto actions which automatically add or remove info codes.  
Set up auto actions which automatically add or remove info codes.  


== Invoice ==
=== Invoice ===
Automatically add invoice items or pending payments.
Automatically add invoice items or pending payments.


Invoice changes are applied before the mail is sent.
Invoice changes are applied before the mail is sent.


== API ==
=== API ===
Create auto actions which trigger HTTP POST notifications.
Create auto actions which trigger HTTP POST notifications.


== Webhook ==
=== Webhook ===
Create auto actions which trigger a web hook when the trigger conditions are met.
Create auto actions which trigger a web hook when the trigger conditions are met.


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