Auto Actions

Auto Actions

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

1 General Information and Setup

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. Actions can be to send pre-drafted emails or SMS, change booking or invoice information or run webhooks.

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.

You can choose to send an auto action automatically or manually:

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.

Manual sending:

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

Before setting up an auto action please note:

To use this function you need to set the system to use your own Email address for outgoing emails under SETTINGS -> ACCOUNT -> OUTGOING EMAIL.

Confirmation messages will send automatically to the guest. You can customize them in SETTINGS -> GUEST MANAGEMENT -> CONFIRMATION MESSAGES.

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.

1.1 Auto Actions and Subaccounts

Auto Actions are account functions, i.e. they apply per account.

1. Account A (master account or subaccount) in which the auto action was created.

Auto Actions are available according to the "Property" setting in the "Trigger" tab. I.e. either for

• A specific property or a group of properties
• All properties belonging to that account
• all properties visible in the account (properties belonging to the account, properties available in the account).

2. Another account B (master account or sub-account) in which the Auto Action has not been created.

Auto Actions are only available for properties that belong to Account A and have been made available in Account B.

If required, Auto Actions can be copied from one account to another using the "clone" function. This creates an independent Auto Action in another account, which can be changed there. The clone function is available via the 'User' icon on the top right and then on 'Account Management (in the old control panel SUB ACCOUNT in the top right).

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.

2 Trigger

Sets the criteria which have to be fulfilled to start the Auto Action.

"Booking Source" = "Direct" applies the Auto Actions only to bookings from your own web site, manually added bookings and bookings imported though the API (not the channel manager). If you want to apply and Auto Action only to manually added bookings add your username in the "Referrer" field.

"Trigger Time" defines when the action is allowed to start. Once it has started it is allowed to go for the "Time Window" period. When the "Time Window" period has elapsed the auto action stops.

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

3 Actions

3.1 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.

• To send Emails automatically you need to set up your outgoing Email address in SETTINGS -> ACCOUNT -> OUTGOING EMAIL.

• To send Emails manually open a booking and go to the MAIL tab. Manual Emails will open in a window, you may send it as is or edit it before sending.

Some systems have a limit of about 2000 characters for this form of email generation. If the email will not open try reducing the amount of text.

If Auto Action Emails are send automatically they are send through your Email server. You should see this on your server. Whether you see it in your Sent box or not depends on your Email program.

If Auto Action Emails are sent manually via a link in the "Email Templates" list in the booking Beds24 will first try to send through your Email server. You should see this on your server. Whether you see it in your Sent box or not depends on your Email program.

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

3.1.1 Email Attachments

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

If you send Emails with pdf attachment (invoice, booking template) to Alias-Email addresses created by channels the channel might block the attachment so it is not delivered to the guest. Ask your channel about their policy regarding this.

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

3.2 SMS

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

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.

3.3 Booking

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

3.4 Booking Info

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

3.5 Invoice

Automatically add invoice items or pending payments.

Invoice changes are applied before the mail is sent.

3.6 API

Create auto actions which trigger HTTP POST notifications.

3.7 Webhook

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

4 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 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 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.

5 Troubleshooting

If Auto Actions do not send:
The list in the "Mail" tab of the booking will tell you why. Common causes are: 
*Is your outgoing Email address working? Go to SETTINGS->ACCOUNT->OUTGOING EMAIL and click on "Send Test Email".
*Is your Auto Action set to send automatically?
*Is the guests Email address valid ("Mails" tab of the booking)?
*Is the booking set to allow Allow Auto Actions ("Mails" tab of the booking)?
*Do all trigger events apply to the booking?

Delayed trigger of Auto Action:
See section Performance and testing above. 

Auto Action is not editable
To have write access to an auto action an account needs to have write access to all properties to which the auto action applies. This might not be the case if you use sub accounts and the Auto Action is set to trigger for "All Properties". 

You don't have permission to access control2.php on this server error message, when the save button is clicked
It is most likely something in your content triggering the firewall.
Try adding the content bit by bit until you find the item causing the problem.
Often it is a script or HTML item that appears to the firewall as a possible hacking attack.
It can also be something that looks innocent like a combination of numbers and words like "and" or "or" that hackers often use in sql injection attacks.
Once you find the item causing the problem, try rewording it.

6 Examples

6.1 Send Emails/Message/SMS to guests

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. 

6.1.1 Send an Email to the guest when the status of a booking changes to "Cancelled"

Trigger tab:

• Trigger Event = Check-in
• Trigger Time = -365
• Trigger Window = 365
• Booking Source = All (for example)
• Booking Status = Cancelled

Message tab: For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.

• Send Message = Booking API/Smart Email

If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.

If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.

• Email Subject - enter the subject for your Guests

• Plain Text Box - will send to channels using Message API

Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used 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 see here

If you are using deposit collection make sure you set SETTINGS->PAYMENTS->PAYMENT COLLECTION "Non Payment Booking Status" = Request.

6.1.2 Change the status of all upcoming direct bookings to "Cancelled" and send an Email to the guest

Trigger tab:

• Trigger Event = Check-in
• Trigger Time = -14 (for example to cancel the bookings for the next two weeks)
• Trigger Window = 14
• Booking Source = Direct
• Booking Status = All Not Cancelled

Booking tab:

• Booking Status = Cancelled

Message tab: For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.

• Send Message = Booking API/Smart Email

If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.

If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.

• Email Subject - enter the subject for your Guests

• Plain Text Box - will send to channels using Message API

Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used 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 see here

6.1.3 Send an message or SMS to Guest when booking made more than 10 days in advance

Trigger tab:

• Trigger Event = Check-in
• Trigger Time = -365 days
• Trigger Window = 355 days
• Booking Status = All not cancelled

Booking tab:

• Execution = One time only
• Booking Status = No Change

Message tab: For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.

• Send Message = Booking API/Smart Email

If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.

If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.

• Email Subject - enter the subject for your Guests

• Plain Text Box - will send to channels using Message API

Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used 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 see here

SMS tab :

Please note a charge applies per SMS message. 

• Send SMS Message : Enable
• Phone Number : This is the phone number that will receive the SMS notification.

This is a global service and the notifications can be sent to almost phone in any country.

The phone number must contain the international country code and phone number as it would be dialed internationally.

Do not include any leading zeros or other characters and use no spaces.

The number must start with the country code.

EXAMPLE

to send to phone number 015625346 in the UK (Country code 44) enter the following number

4415625346

You can use the template variables [GUESTPHONE] or [GUESTMOBILE] but this will only work if the phone number has exactly the required format.

• SMS Message

Enter the message to send, messages will be truncated at 160 characters. Template variables can be used.

6.1.4 Send an message or SMS to Guest when booking made more than 7 days in advance

Alternatively you an use Between Booking and Check in

Trigger tab:

• Trigger Event = Booking (but not after check-in)
• Trigger Time = Immediate
• Trigger Window = 1 day

Between Booking and Check in = 7 to 999

• Booking Status = All not cancelled

Booking tab:

• Execution = One time only
• Booking Status = No Change

Message tab: For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.

• Send Message = Booking API/Smart Email

If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.

If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.

• Email Subject - enter the subject for your Guests

• Plain Text Box - will send to channels using Message API

Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used 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 see here

SMS tab :

Please note a charge applies per SMS message. 

• Send SMS Message : Enable
• Phone Number : This is the phone number that will receive the SMS notification.

This is a global service and the notifications can be sent to almost phone in any country.

The phone number must contain the international country code and phone number as it would be dialed internationally.

Do not include any leading zeros or other characters and use no spaces.

The number must start with the country code.

EXAMPLE

to send to phone number 015625346 in the UK (Country code 44) enter the following number

4415625346

You can use the template variables [GUESTPHONE] or [GUESTMOBILE] but this will only work if the phone number has exactly the required format.

• SMS Message

Enter the message to send, messages will be truncated at 160 characters. Template variables can be used.

6.1.5 Send an message or SMS to Guest when booking made more last minute booking - 6 days or less

Trigger tab:

• Trigger Event = Booking (but not after check-in)
• Trigger Time = Immediate
• Trigger Window = 1 day

Between Booking and Check in = 0 to 6

• Booking Status = All not cancelled

Booking tab:

• Execution = One time only
• Booking Status = No Change

Message tab: For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.

• Send Message = Booking API/Smart Email

If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.

If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.

• Email Subject - enter the subject for your Guests

• Plain Text Box - will send to channels using Message API

Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used 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 see here

SMS tab :

Please note a charge applies per SMS message. 

• Send SMS Message : Enable
• Phone Number : This is the phone number that will receive the SMS notification.

This is a global service and the notifications can be sent to almost phone in any country.

The phone number must contain the international country code and phone number as it would be dialed internationally.

Do not include any leading zeros or other characters and use no spaces.

The number must start with the country code.

EXAMPLE

to send to phone number 015625346 in the UK (Country code 44) enter the following number

4415625346

You can use the template variables [GUESTPHONE] or [GUESTMOBILE] but this will only work if the phone number has exactly the required format.

• SMS Message

Enter the message to send, messages will be truncated at 160 characters. Template variables can be used.

6.1.6 Send an Email with a key code for a specific unit one day before check-in

Trigger tab:

• Trigger Event = Check-in
• Trigger Time = -1 day
• Trigger Window = 1 day
• Booking Status = All not cancelled
• Unit = Select the number of the unit you want to send this message to. Note that the number represents the index of the unit not its name.

Booking tab:

• Execution = One time only
• Booking Status = No Change

Message tab: For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.

• Send Message = Booking API/Smart Email

If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.

If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.

• Email Subject - enter the subject for your Guests

• Plain Text Box - will send to channels using Message API

Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used see here

• HTML box - Email will be sent

If you are using the "Additional Information" function SETTINGS->PROPERTIES->ROOMS->SET UP "Unit Names" you can use template variables

Example: Your room is [UNITNAME]. Check-in from: [UNITNAME:1] . The key code is: [UNITNAME:2]

The template variables will only work if you have entered text in SETTINGS->PROPERTIES->ROOMS->SET UP "Unit Names". The context help for this setting will explain how to do this.

6.1.7 Send an Email to the guest when a payment is made

Trigger tab:

• Trigger Event = After Booking
• Trigger Time = Immediate
• Trigger Window = 365 day
• Booking Status = All not cancelled
• Invoice Balance = Any Payment made OR Invoice Balance = Zero (payment in full)

Message tab:

• Update details as appropriate
  • Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.
  • Booking API and Email: Messages are sent via channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.

You can use Invoice Template variables showing the booking charges/payments.

6.1.8 Send an Email to guests from Channels

Trigger tab:

• Trigger Event = After Booking
• Trigger Time = Immediate
• Trigger Window = 1 day
• Booking Source = Channel Manager

Booking tab:

• Execution = One time only
• Booking Status = No Change

Message tab:

• Send Email = Guest
• Enter you text. If you are using the "Additional Information" function SETTINGS->PROPERTIES->ROOMS->SET UP "Unit Names" you can use template variables

Example: Your room is [UNITNAME]. Check-in from: [UNITNAME:1] . The key code is: [UNITNAME:2]

The template variables will only work if you have entered text in SETTINGS->PROPERTIES->ROOMS->SET UP "Unit Names". The context help for this setting will explain how to do this.

6.1.9 Send a message (Email or sms) to guests that have Checked-out 30 days or more

Trigger tab:

• Trigger Event = After Check-out
• Trigger Time = 30 days
• Trigger Window = 365 days

Message or SMS tab:

• Update details as appropriate
  • Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.
  • Booking API and Email: Messages are sent via channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.

Booking tab: (optional)

• Execution = One time only
• Flag Text = The text you want to display
• Flag Colour - choose the flag colour

6.1.10 Send a Request for payment to your guests for all bookings

Trigger tab:

• Trigger Event = After Booking
• Trigger Time = Immediate
• Trigger Window = 1 day

Booking Source = ALL (or select the booking source/Channel)

Message tab: Update details as appropriate

• Send Message = Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.

Plain Text (Using Message API)

• Subject - enter the subject for your Guests
• Plain Text Message :- enter the Message text you wish to send to your guests include the payment link

https://beds24.com/bookpay.php?bookid=[BOOKID]

You can find extra options to add to the payment link if you want to refine the details

https://wiki.beds24.com/index.php/Category:Payments#Payment_Request

HTML Message (Send Email)

• Email Subject - enter the subject for your Guests
• Email Text :- enter the Email text you wish to send to your guests include template variable

[PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options.

Booking tab:

• Execution = One time only
• Flag Text = The text you want to display
• Flag Colour - choose the flag colour

Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.

6.1.11 Send a Request for payment to your guests XX days before arrival

Trigger tab:

• Trigger Event = Check-in
• Trigger Time = -42
• Trigger Window = 1 day

Booking Source = ALL (or select the booking source/Channel)

Message tab:

• Send Email :
  • Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.
  • Booking API and Email: Messages are sent via channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.

Plain Text (Using Message API)

• Subject - enter the subject for your Guests
• Plain Text Message :- enter the Message text you wish to send to your guests include the payment link

https://beds24.com/bookpay.php?bookid=[BOOKID]

You can find extra options to add to the payment link if you want to refine the details

https://wiki.beds24.com/index.php/Category:Payments#Payment_Request

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

[PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options.

Booking tab:

• Execution = One time only
• Flag Text = The text you want to display
• Flag Colour - choose the flag colour

Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.

6.1.12 Send a Request for payment to your guests XX days after booking

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 tab:

• Trigger Event = Booking (but not after check-in)
• Trigger Time = +7 days
• Trigger Window = 1 day
• Booking Source = ALL (or select the booking source/Channel)
• Invoice Balance = Not Zero
• Any Booking Info Code = MULTIPLE (for example) this can be used if you only allow some guests to make multiple payments.

Message tab:

Send Email : select the appropriate option

Plain Text (Using Message API)

• Subject - enter the subject for your Guests
• Plain Text Message :- enter the Message text you wish to send to your guests include the payment link

https://beds24.com/bookpay.php?bookid=[BOOKID]

You can find extra options to add to the payment link if you want to refine the details

https://wiki.beds24.com/index.php/Category:Payments#Payment_Request

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

[PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options.

Booking tab:

• Execution = One time only
• Flag Text = The text you want to display
• Flag Colour - choose the flag colour

Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.

Create additional Auto Actions for each period you want to trigger

Create Auto Action 2 (and 3, 4, 5 - how may you need)

• Trigger Time = +14 days (days you want to collect the payments)
• Trigger Window = 1 day

Setup booking info code

Go to SETTINGS -> ACCOUNT -> PREFERENCES -> BOOKINGS -> Booking Info Code Values and enter MULTIPLE (or the value you want to use to trigger)

Update Booking to allow Multiple payments

• Open the booking
  • Go to Booking Info Tab and from the drop down list
  • Select the value 'MULTIPLE' (or the value you want to use to trigger)

6.1.13 Send a Request to 'Capture' a Security deposit from your guests XX days before check-in - with Stripe

You want to capture a Security Deposit for bookings on the day before check-in from your guest.

Capture of the payment is only held by Stripe for 7 days, if the guest is staying longer you will need to send the request again.

You will need to create multiple emails to capture the payment multiple times for the same booking.

Create Auto Action one Trigger tab:

• Trigger Event = Check-in
• Trigger Time = -1 days
• Trigger Window = 1 day
• Booking Source = ALL (or select the booking source/Channel)
• Status = All not cancelled

Message tab:

Send Email : select the appropriate option

• Email Subject - enter the subject for your Guests
• Email Text :- enter the Email text you wish to send to your guests include URL below, change the pay=100 to the value you require.

https://beds24.com/bookpay.php?bookid=[BOOKID]&g=st&capture=0&pay=100.

Booking info tab: (Optional)

• Booking Info Code = SECDEPOSIT (for example)
• Booking Info Text = Security deposit request sent.

6.1.14 Send an Email in the guests language to an internal Email address

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:

• Booking Field Contains - select "Language" in the next field enter: the short code for the language this Auto Action is for.

Email tab:

• Enter the message in the appropriate language under your default language.

6.1.15 Send SMS in a certain language (if it is the language of the booking) or a default language

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: Whatever you want

Booking tab: Whatever you want

SMS tab:

• Phone Number = [GUESTMOBILE]
• SMS Message = [IF=:[GUESTLANGUAGE]:fr:French_text|English_text]

6.1.16 Send Remotelock/Lockstate, Nuki PIN or Chekin Link

Trigger tab:

• Trigger Event = Check-in
• Trigger Time = -2 (the number of days before check-in you want to sent the code or link)
• Trigger Window = 2
• Booking Source = All
• Booking Status = All but not cancelled
• Group bookings = Trigger all on master
• Info Code = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URL

Message tab:

• Send Email = Booking API/Email Smart
• EMail Subject = Your access code (your text)
• Email Text = Your text which includes the template variable [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN]

6.1.17 Send Email to all current guest

Trigger tab:

• Trigger Event = Check-in
• Trigger Time = Immediate
• Trigger Window = 14(the max number of days your guests can stay)
• Booking Source = All
• Booking Status = All but not cancelled
• Group bookings = Trigger all on master
• Any Booking Info Code = CHECKIN
• Exclude Booking Info Code = CHECKOUT

Message tab:

• Send Email = Guest
• EMail Subject = Enter the appropriate details
• Email Text = Your text which includes the details for your current guests.

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.

6.1.18 Send Email with a PDF attachment

You can send Invoice or Booking Template attachments to your Guests.

Setup your Invoice or Booking Template, go to SETTINGS -> GUEST MANAGEMENT -> INVOICING or SETTINGS -> GUEST MANAGEMENT -> BOOKING TEMPLATES

Trigger tab:

• Trigger Event = Checkout
• Trigger Time = Immediate
• Trigger Window = 1
• Booking Source = All (or select the appropriate channel/Direct)
• Booking Status = All but not cancelled
• Group bookings = Trigger all on master
• Any Booking Info Code = CHECKOUT

Message tab:

• Send Email = Guest API/Smart Email (or one of the other options)
• Attachment = Select an option from the drop down list.
• EMail Subject = Enter the appropriate details
• Email Text = Your text which includes the details for your current guests.

It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkout to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.

If you send Emails with pdf attachment (invoice, booking template) to Alias-Email addresses created by channels the channel might block the attachment so it is not delivered to the guest. Ask your channel about their policy regarding this.

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

6.1.19 Send Email after the cleaner has cleaned the room

To send an automated Email to the guest then they can check you/the cleaner have to add a unitstatus to the room when it is ready. In this example we used the unit status clean

Trigger tab:

• Trigger Event = Checkin
• Trigger Time = Immediate
• Trigger Window = 1
• Booking Source = All
• Booking Status = All but not cancelled
• Group bookings = Trigger all on master
• Template Variable = [UNITSTATUS1] Contains = clean

Message tab:

• Send Email = Guest API/Smart Email (or one of the other options)
• EMail Subject = Enter the appropriate details
• Email Text = Your text.

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

6.2 Booking Info Codes

6.2.1 Add CHECKIN Booking info code to bookings

If you need to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set the Booking info code rather than use the Current guest module in the dashboard.

Trigger tab:

• Trigger Event = Check-in
• Trigger Time = Immediate
• Trigger Window = 1 day
• Booking Source = All
• Booking Status = All but not cancelled
• Group bookings = Trigger all on master

Booking Info tab:

• Booking Info Code = CHECKIN
• Booking Info Text = Auto Checkin

6.2.2 Add CHECKOUT Booking info code to bookings

If you need to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set the Booking info code rather than use the Current guest module in the dashboard.

Trigger tab:

• Trigger Event = Check-out
• Trigger Time = Immediate
• Trigger Window = 1 day
• Booking Source = All
• Booking Status = All but not cancelled
• Group bookings = Trigger all on master

Booking Info tab:

• Booking Info Code = CHECKOUT
• Booking Info Text = Auto Checkout

6.2.3 Group check-in

This requires the master booking to be checked-in via the check-in function.

Trigger tab:

• Trigger Event = After Booking
• Trigger Time = immediately
• Trigger Window = 365
• Booking Source = All
• Booking Status = All but not cancelled
• Group bookings" = Trigger all on master
• Info Code = CHECKIN

Booking info tab :

• Info Code = CHECKIN

6.2.4 Identify Repeat Guest

This requires you to use the Guest database.

Trigger tab:

• Trigger Event = After Booking
• Trigger Time = immediately
• Trigger Window = 365
• Booking Source = All
• Booking Status = All but not cancelled
• Group bookings" = Trigger all on master
• Template Variable = [GUESTSID1] greater than 0

Booking info tab :

• Info Code = REPEAT

6.2.5 Identify bookings with Custom Question ticked/unticked

If you have a custom question with a 'Tick box' for example, they want a late checkin.

Setup the custom question in Properties -> Booking Questions -> Custom Questions -> Custom question 1, set with TYPE = Tick Box.

Trigger tab:

• Trigger Event = After Booking
• Trigger Time = immediately
• Trigger Window = 365
• Booking Source = All
• Booking Status = All but not cancelled
• Group bookings" = Trigger all on master
• Template Variable = [GUESTCUSTOMQ1] equals ticked (or) not ticked

Booking info tab :

• Info Code = LATECHECKIN

6.3 Add invoice items to a booking

6.3.1 Add a fee to all bookings from a channel

Trigger tab:

• Trigger Event = After Booking
• Trigger Time = Immediate
• Booking Source = Expedia (for example)

Invoice tab:

• Type = Amount
• Description = Cleaning fee (for example)
• Amount = 50 (for example - the amount of your cleaning fee)
• per = Room
• Period = one time
• VAT = 19% (for example - enter the VAT amount if applicable)

The fee will be added the next time the auto actions run.

6.4 Payments/Pending Payments

6.4.1 Add a pending payment

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 Info tab:

• Optional, add a booking info tab for information and reporting

Booking tab: Optional

• Flag Text = Pending payment added (for example)
• Flag Colour = select the colour as this will be visible in the Calendar/Bookings list

Invoice tab:

• Payment Type = select on what the payment is calculated (Percent of Balance due)
• Description = the text you will see in the "Charges and Payments" tab
• Status = if you use the status function add the status you want to apply to the pending payment (optional)
• Amount = enter the amount or percentage you want to collect
• Payment Rule = use auto or manual - if you have set up payment rules in SETTINGS->GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here
• Payment Due = Set when the payment is due

Create a Payment Rule to collect a payments when bookings are not cancelled.

Go to Settings > Payments > Payment Rules

Payment Rule :

Name = Enter your title - Not Cancelled (for example) Action = Auto

Payment Trigger :

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

Payment Action :

• Capture = Yes - immediately charged (Capture=Yes)
• Add info code on success = add a Booking Info item to the booking on success
• Add info code on failure = add a Booking Info item to the booking on failure

6.4.2 Collect outstanding booking balance 3 days prior to arrival( Credit card details were collected at time of booking)

Trigger tab:

• Trigger Event = After Booking
• Trigger Time = immediate
• Booking Source =All (for example, you can also set different rules for different channels)

Invoice tab:

• Payment Type = Percent of balance due
• Description = the text you will see in the "Charges and Payments" tab (Payment Balance)
• Status = if you use the status function add the status you want to apply to the pending payment (optional)
• Amount = 100 (balance is full price so 100% of the balance)
• Payment Rule = Auto
• Payment Due = check in -3

Automatic collection is only available for customer who use Stripe.

6.4.3 'Capture' a Security Deposit when Credit card is collected at time of booking.

Trigger tab:

• Trigger Event = After Booking
• Trigger Time = immediate
• Booking Source =All (for example, you can also set different rules for different channels)

Invoice tab:

• Payment Type = Fixed amount
• Description = Security Deposit (the text you will see in the "Charges and Payments" tab)
• Status = if you use the status function add the status you want to apply to the pending payment (optional)
• Amount = 100 (balance is full price so 100% of the balance)
• Payment Rule = Security Deposit (Create a Payment Rule, see below)
• Payment Due = check in

Automatic collection is only available for customer who use Stripe.

Create a Payment Rule to 'Capture' a payment only. Captured payments will only be valid for 7 days, then it will expire, if the booking is for a longer period, then you can create a second Capture, you will need to create another auto action for this.

Go to Settings > Payments > Payment Rules

Payment Rule :

• Name = Enter your title - Security Deposit (for example)
• Action = Auto

Payment Trigger :

• Booking Status = select from the drop down list
• Any Booking Info Code = optional
• All Booking Info Codes = optional
• Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking)

Payment Action :

• Capture = Yes/No - immediately charged (Capture=Yes), if you want to make sure that the amount is available for later capture (Capture=No)
• Add info code on success = add a Booking Info item to the booking on success
• Add info code on failure = add a Booking Info item to the booking on failure

6.4.4 Apply an info code and and/or icon when a payment was made

Trigger tab:

• Trigger Event = After Booking
• Trigger Time = Immediate
• Trigger Window = 365
• Booking Source = All
• Booking Status = All but not cancelled
• Invoice Balance = Any Payment made

Booking Info tab:

• Execution = One time only
• Info Code = Enter the preset code for the icon or info code which you have created in SETTINGS->ACCOUNT->PREFERENCES.

6.4.5 Assign invoice numbers

Trigger tab:

• Trigger Event = Check-out
• Trigger Time = Immediate
• Any Booking Info Code = CHECKOUT (optional only if you use the check-out function, if not leave blank)

Invoice tab:

• Assign Invoice Number = yes

6.4.6 Using Pending Payments as a Payment Reminder

Trigger tab:

• Trigger Event = After Booking or Before Check-in
• Trigger Time = set the time you want to add the pending payment to the booking
• Booking Source =All (for example, you can also set different rules for different channels)

Booking Info tab:

• Optional, add a booking info tab for information and reporting

Booking tab: Optional

• Flag Text = PaymentDue1 (for example), set multiple if multiple payments are required.
• Flag Colour = select the colour as this will be visible in the Calendar/Bookings list

Invoice tab:

• Payment Type = select on what the payment is calculated (Percent of Balance due)
• Description = the text you will see in the "Charges and Payments" tab
• Status = if you use the status function add the status you want to apply to the pending payment (optional)
• Amount = enter the amount or percentage you want to collect
• Payment Rule = Manual - if you have set up payment rules in SETTINGS->GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here
• Payment Due = Set when the payment is due

The Pending Payment Report is available in Bookings > Pending Payments. This report can be used to see outstanding pending payments, this can be used to see all outstanding payments, when payment gateways other than Stripe are used, the Pending Payments report can be used to see outstanding payments and a checklist for bank transfers.

6.5 Booking Flags/Colours

6.5.1 Apply a flag when a booking is cancelled

Trigger tab

• Trigger Event = After Booking
• Trigger Time = 1 Hour
• Trigger Window = 365 days
• Booking Status = Cancelled

Booking tab:

• Execution = One time only
• Booking Status = No Change
• Flag text = (enter the text you require)
• Flag Colour = Set as required

6.5.2 Apply a flag for a bookings from a channel which have breakfast included

Trigger tab:

• Trigger Event = After Booking
• Trigger Time = Immediate
• Booking Source = Booking.com (for example)
• Booking Field Contains - select "API Message" in the next field enter: meal_plan=Breakfast (or Extra Breakfast - use the text the channel uses)

Booking tab:

• Execution = One time only
• Flag Text = The text you want to display
• Flag Colour - choose the flag colour

Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.

6.5.3 Apply a flag when deposit was made prior to Check-in

Trigger tab:

• Trigger Event = Check-in
• Trigger Time = -365 (for example : must be a negative value and the same as the value in Trigger window)
• Trigger Window = 365
• Booking Source = All
• Booking Status = All but not cancelled
• Invoice Balance = Any Payment made

Message tab:

• Send Email : select appropriate option
• Enter : Subject and Email content

Booking tab: (optional)

• Execution = One time only
• Flag Text = The text you want to display
• Flag Colour - choose the flag colour

Booking info tab : (optional)

• Booking Info Code : DEPOSITPAID (for example)
• Booking Info Text : additional text if required.

Setting details with the Booking tab and Booking info tab allows you to trigger additional (follow on) Auto Actions and Reports.

6.5.4 Apply a flag when booking is fully paid

Trigger tab:

• Trigger Event = After Booking
• Trigger Time = Immediate
• Trigger Window = 365
• Booking Source = All
• Booking Status = All not cancelled
• Invoice Balance = ZERO

Booking tab:

• Execution = One time only
• Flag Text = The text you want to display
• Flag Colour - choose the flag colour

6.5.5 Apply a flag/colour for a booking coming from a certain channel

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
• 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.

6.5.6 Apply a flag when a payment was made

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
• Booking Source = All
• Booking Status = All not cancelled
• Invoice Balance = Any Payment made

Booking tab:

• Execution = One time only
• Flag Text = The text you want to display
• Flag Colour - choose the flag colour

6.5.7 Apply a flag when a payment FAILS at Stripe

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

Booking tab:

• Execution = One time only
• Flag Text = Stripe Payment Failed
• Flag Colour - choose the flag colour

6.5.8 Apply a flag to Booking.com bookings and auto report the Credit Card when a payment FAILS at Stripe

Go to Settings > Channel Manager > Preferences and set Auto report failed cards = Yes

Trigger tab:

• Trigger Event = After Booking
• Trigger Time = Immediate
• Trigger Window = 365
• Booking Source = All
• Booking Status = All but not cancelled
• Booking Info Code = BOOKINGCOMCARD

Booking tab:

• Execution = One time only
• Flag Text = Failed CC reported to Booking.com
• Flag Colour - choose the flag colour

6.6 Status changes

6.6.1 Change the status of all "Request" bookings to "Cancelled" after three days

Trigger tab

• Trigger Event = After Booking
• Trigger Time = 3 days
• Booking Status = Request

Booking tab:

• Execution = One time only
• Booking Status = Cancelled

6.6.2 Change the status of all bookings which have been imported from Ical to "Request"

Trigger tab:

• Trigger Event = After Booking
• Trigger Time = Immediate
• Booking Source = Ical Import (1, 2, 3)

Booking tab:

• Execution = One time only
• Booking Status = Request

Booking changes are applied before the mail is sent.

6.6.3 Change Room Unit Status when guest checks out

Trigger tab

• Trigger Event = Check-out
• Trigger Time = Immediate
• Trigger Window = 1 day
• Booking Status = All but not cancelled
• Any Booking Info Code = CHECKOUT

Booking tab:

• Execution = One time only
• Change Room Unit Status = Select the option

It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkin to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.

6.7 API/Webhook

6.7.1 Use API/Webhook to write to the field 'Message'

You can use a webhook in conjunction with the API JSON function setBooking to write to any field in the booking. First you have to configure access to the API:

You need two keys to use our API JSON functions - one for the API itself and one for the property. The keys have to consist of 16 characters of your choosing.

API key:

• SETTINGS -> ACCOUNT -> ACCOUNT->ACCESS "API Key 1"
• API Key = my_very_secret_api_key
• API Key Access = allow any IP
• IP Whitelist = [leave empty]
• Allow Writes = Yes
• Property Access = Owned by this account only
• Property key:
• Settings > Properties > Access > propKey = secret_key_for_prop_XXXXXX

Set the triggers you need, for example:

Booking Field Contains: Message = XXX

Set the webhook like this:

• URL = https://api.beds24.com/json/setBooking
• Custom Header = [leave empty]

Body Data:

{

"authentication":

{

"apiKey": "my_very_secret_api_key",

"propKey": "secret_key_for_prop_XXXXXX"

},

"bookId": "[BOOKID]",

"message": "[MESSAGE] - Append this message"

}

6.7.2 Use API/Webhook to write the value of the 'commission' field to a new invoice item

You can create a new invoice item that contains the price of the channel's commission as a negative value to subtract it from the room price. You use the API JSON function setBooking for this. First you need to configure access to the API:

You need two keys to use our API JSON functions - one for the API itself and one for the property. The keys have to consist of 16 characters of your choosing.
API key:

• SETTINGS -> ACCOUNT -> ACCOUNT->ACCESS "API Key 1"
• API Key = my_very_secret_api_key
• API Key Access = allow any IP
• IP Whitelist = [leave empty]
• Allow Writes = Yes
• Property Access = Owned by this account only
• Property key:
• Settings > Properties > Access > propKey = secret_key_for_prop_XXXXXX

Set the triggers you need, for example:

Booking Source = Booking.com

Set the webhook like this:

• URL = https://api.beds24.com/json/setBooking
• Custom Header = [leave empty]

• Body Data =

{

"authentication":

{

"apiKey": "my_very_secret_api_key",

"propKey": "secret_key_for_prop_XXXXXX"

},

"bookId": "[BOOKID]",

"invoice":

[

{

"description": "Booking.com Commission",

"status": "",

"qty": "1",

"price": "-[COMMISSIONNUM]",

"vatRate": "7.00",

"type": "0",

"invoiceeId": ""

}

]

}