Auto Actions

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

Contents

1 General Information

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/messages or SMS, change booking or invoice information or run webhooks.

Template variables provide great flexibility when creating/managing the Auto Actions. Setup one Auto Action to trigger on multiple/all properties/rooms with the property specific details, using the Template Variables. This removes the need to duplicate your auto actions for each Property. Reducing the ongoing management, multiple copies of the same auto action will require you to edit/modify each auto action rather than update one auto action.

Using 'Group Keywords' you can refine the triggers in the Auto Action to include/exclude properties if the purpose/message in the Auto action needs to be different.

2 Setup

Automatic actions will trigger every 15/20 minutes.

Go to (SETTINGS) GUEST MANAGEMENT -> AUTO ACTION

You can create a NEW Auto Action, Modify or Delete from this section.

  • To Create a NEW Auto Action, Click 'Add New Action Button'.
  • To MODIFY an Auto Action, scroll to the Auto Action and click on "Edit", make the changes and click SAVE.
  • To create a COPY of an Auto Action, click "Edit" on an existing auto action, scroll to the bottom of the page and click 'Save as copy'.
  • To DELETE an Auto Action, click "Edit" on an existing auto action, scroll to the bottom of the page and click 'Delete'.

Trigger Action :

You can choose to trigger an auto action automatically or manually.

  • Manual: If set to manual actions can be triggered manually from the MAIL/ACTION tab of each booking.
  • Auto: Auto action will automatically trigger on a booking based on the rules set in the Trigger tab. Check the details in the MAIL/ACTION tab of each booking. You will see if the auto action has triggered and when, if it has not triggered then you can check if it is due to trigger and when.

2.1 Setup Outgoing Email Service - Required for sending Emails via Auto Actions

Go to (SETTINGS) ACCOUNT -> OUTGOING EMAIL and follow the instructions to connect your email address/account to Beds24.

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.

Manual sending:

When sending manually by clicking on the 'Send now' button the Email address of the user you are logged in as will be be used.

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 emails 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 trigger the email/messages/changes to the booking.

If you are using your own mail server for outgoing email/messages the Booking and Invoice actions will be applied before sending the mail.

2.2 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.

3 Trigger

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

Property, Room, Unit

You can refine the use of the Auto Action, by specifying if it should trigger on specific properties or all properties/rooms.

You can select if it should trigger on All properties, All Owned by, All visible in account or a specific Property. If you select a specific Property then you can also select a specific Room id.

It is possible to 'Exclude' specific Beds24 Room ids, you can find the Room id from the Room Setup.

If required, you can also specify specific Offers/Units in Room Types.

Send/Exclude Property Groups, this will use the values you have entered in (SETTINGS) BOOKING PAGE > MULTIPLE PROPERTIES > PROPERTY SETTINGS > GROUP KEYWORDS.

Time

"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.

"Between Booking and Check in" can be used to include/exclude Same day/Near term bookings, set the number of days.

"Check In From" and "Check In To" use if you have specific information relating to bookings between these dates, special offers, major disruptions etc.

Booking Source

"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 trigger only on manually added bookings add your username in the "Referrer" field.

Booking Conditions

"Group Booking Trigger" - use the (?) context help for the options. "Invoice Balance" - use this to for payments and reminders.

Info Codes

If you use Booking Info Codes in your bookings, you can enter values to include/exclude bookings.

Booking Fields

Select the appropriate fields from the drop down lists. You can also use an AND/OR option.

"Template variables" can be used in the fields to generate dynamic values based on the booking. See the options in this section Smart Template Variables

4 Actions

4.1 Messaging/Email

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

  • To send messages via the Message API, then enter the text in the PLAIN text box, for emails, enter the text in the HTLM Box.
  • 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/Action tab. Manual Emails will open in a window, you may send it as is or edit it before sending.

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

If Auto Action Emails are sent automatically they will 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.

4.1.1 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.

4.2 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 "Send an Email in the guests language to an internal Email address" for a way to control the language of the SMS.

4.3 Booking

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

"Execution" - default is 'One time only' or 'Allow Repeats' This action can run one time only or repeat within the trigger time period.

Emails are always triggered once only regardless of this setting.

4.4 Booking Info

Set up auto actions which automatically add or remove info codes. This is good practice for reporting and also to trigger/exclude bookings from other auto actions.

4.5 Invoice

Automatically Assign Invoice Number.

Automatically add/update invoice items or pending payments.

Pending payments can use Payment Rules defined in (SETTINGS)->PAYMENTS->PAYMENT RULES.

Invoice changes are applied before the mail is sent.

4.6 API

Create auto actions which trigger HTTP POST notifications.

4.7 Webhook

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

5 Multiple Properties

With Multiple Properties, the requirement to have Property specific information in the Messages/emails sent to the guest/housekeeping/owner can be achieved using Template Variables.

When you create a Property/Room in Beds24, the setup of the Property/Room is held in the database and can be accessed via Template Variables. For example in (SETTINGS) >PROPERTIES >DESCRIPTION, you setup the property specific details.

  • Property name - can be accessed in template variable [PROPERTYNAME]
  • Property Address - can be accessed in template variable [PROPERTYADDRESS]

You will find the full list of Property Template Variables when you go to Property Variables

There are additional Property Templates that can be used in Messages/Emails/SMS to the guest that can be customised for each Property. Each Property Template can hold customised text that can be used in Auto Actions, Booking Templates, Invoices and Reports.

Go to (SETTINGS) >PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES you will see the list that are available.

When you create each Room/Unit the information is held in Room/Unit specific template variables.

You will find the full list of Room/Unit Template Variables when you go to Room Variables

See the full list of Template Variables.

You can send a message/email to your guests, confirming their booking date, property details and property contact details. Use the property, room and booking templates to build the message/email in one Auto Action, rather than one auto action per property.

This approach will reduce the ongoing management, update one Auto Action and it will apply to all/selected properties rather than having to edit multiple auto actions with the same overall message.

5.1 Example 1 - Each property has a different access code for the main building door

Your properties have security doors with keycodes, each property has a different code.

Go to (SETTINGS) >PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES > Property Template 1 enter the Building Access Code, use this same field in each property and set the appropriate code.

Then in the Auto Action use [PROPERTYTEMPLATE1] in the text rather than the actual value.

  • Please use this code to Access the Main building Door:- [PROPERTYTEMPLATE1]

There is no need for a separate auto action due to the front door keycode being different.

5.2 Example 2 - Housekeeping/Cleaning Team is different for each Property.

Each of your properties has a different housekeeping/cleaning team and you need to send them an email with the booking details for each booking.

Go to (SETTINGS) >PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES > Property Template 5 enter the email address for Housekeeping/Cleaning team.

In the Auto action,

  • "Send Message" = Internal Only.
  • "Internal Email Address" = [PROPERTYTEMPLATE5]

There is no need for a separate auto action as the message will be sent to the appropriate email from property template 5.

If you have different teams per room, then use a Room template rather than the Property Template.

5.3 Example 3 - Send email to a Group of Properties (not all)

You can setup a "Group" for your Properties, this has a number of benefits, including sending/excluding messages/emails to a Group of Properties, view a "Group" of properties in your Calendar and in Reports.

To assign the "Group" to your Properties, go to (SETTINGS) > BOOKING ENGINE > MULTI BOOKING PAGE > PROPERTY SETTINGS > GROUP KEYWORDS.

Enter a Group name, it needs to be a single word - for example you want to identify all 4 bedroom properties, then you can add 4BEDS and add this to all 4 Bedroom properties you have.

Each property can be in multiple groups, enter multiple keywords separated by a comma, for example :- 4BEDS, OceanView, Dublin.

In the Trigger tab of the Auto Action, enter the Group keyword in

  • "Send Only To Property Groups" OR "Exclude Property Groups" you want to include/exclude from the Auto Action.

This filter will not apply if you are triggering on a single property.

6 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.

7 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 Plain Text box populated with the text you want to send (required when Message API is being used?
*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.

Auto Action is not visible in a sub account
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.

8 Examples

8.1 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.

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

Trigger tab:

Time:

  • Trigger Event = Check-in
  • Trigger Time = -365
  • Trigger Window = 365

Booking Source

  • Booking Source = All (for example)

Booking Conditions

  • 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.

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

Trigger tab:

Time:

  • Trigger Event = Check-in
  • Trigger Time = -14 (for example to cancel the bookings for the next two weeks)
  • Trigger Window = 14

Booking Source:

  • Booking Source = Direct

Booking Conditions:

  • 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

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

Trigger tab:

Time:

  • Trigger Event = Check-in
  • Trigger Time = -365 days
  • Trigger Window = 355 days

Booking Conditions:

  • 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.

8.1.4 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:

Time:

  • Trigger Event = Booking (but not after check-in)
  • Trigger Time = Immediate
  • Trigger Window = 1 day
  • Between Booking and Check in = 7 to 999

Booking Conditions:

  • Booking Status = All not cancelled


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

  • Send Message = Booking API/Smart Email

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

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

  • Email Subject - enter the subject for your Guests
  • Plain text box - 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.

Booking tab:

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

8.1.5 Send an message or SMS to Guest for last minute booking - 6 days or less

Trigger tab:

Time:

  • Trigger Event = Booking (but not after check-in)
  • Trigger Time = Immediate
  • Trigger Window = 1 day
  • Between Booking and Check in = 0 to 6

Booking Conditions:

  • Booking Status = All not cancelled


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

  • Send Message = Booking API/Smart Email

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

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

  • Email Subject - enter the subject for your Guests
  • Plain text box - 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.

Booking tab:

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

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

Trigger tab:

Property, Room, Unit:

  • Unit = Select the number of the unit you want to send this message to. Note that the number represents the index of the unit not its name.

Time:

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

Booking Conditions

  • Booking Status = All not cancelled

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

  • Send Message = Booking API/Smart Email

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

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

  • Email Subject - enter the subject for your Guests
  • Plain text box - will send to channels using Message API

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

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.


  • HTML box - Email will be sent

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

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

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

Booking tab:

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

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

Trigger tab:

Time:

  • Trigger Event = Booking
  • Trigger Time = Immediate
  • Trigger Window = 365 day

Booking Conditions:

  • Booking Status = All not cancelled
  • Invoice Balance = Any Payment made OR Invoice Balance = Zero (payment in full)

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. Template variables can be used see here

You should consider adding the invoice table to the email so the guest can see the booking details including Charges & Payments.

[INVOICETABLE] - invoice table

It is also possible to include a customised invoice table using this template variable :- [INVOICE:PRI_QTY_CUA€] will create an invoice table with price and quantity in Euros

  • HTML box - Email will be sent

Email Text :- It is possible to use the same details as in the Plain text box above. Template variables can be used see here

You should consider adding the invoice table to the email so the guest can see the booking details including Charges & Payments.

[INVOICETABLE] - invoice table

It is also possible to include a customised invoice table using this template variable :- [INVOICE:PRI_QTY_CUA€] will create an invoice table with price and quantity in Euros.

8.1.8 Send an Email to guests from Channels

Trigger tab:

Time

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

Booking Source

  • Booking Source = Channel Manager

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

  • Send Message = Booking API/Smart Email

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

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. Template variables can be used see here

  • HTML box - Email will be sent

Email Text :- It is possible to use the same details as in the Plain Text box above. Template variables can be used see here

Booking tab:

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

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

Trigger tab:

Time

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

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

  • Send Message = Booking API/Smart Email

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

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

  • Email Subject - enter the subject for your Guests
  • Plain text box - will send to channels using Message API

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

  • HTML box - Email will be sent

Email Text :- It is possible to use the same details as in the Plain text box above. Template variables can be used 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.

Booking tab: (optional)

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

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

Trigger tab:

Time

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

Booking Source:

  • 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 box (Using Message API)

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

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

Trigger tab:

Time:

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

Booking Souce:

  • 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.

  • Plain text box (Using Message API)

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

8.1.12 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 Message = Booking API/Smart Email

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

  • Plain text box (Using Message API)

Subject - enter the subject for your Guests Plain Text Message :- enter the Message text you wish to send to your guests include 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 many you need)

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

The use the settings in the previous auto action to trigger the next auto action for your booking.

8.1.13 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.


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: 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, change the pay=100 to the value you require.

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

  • HTML box - Email will be sent

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

Booking info tab: (Optional)

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

8.1.14 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:

Time:

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

Booking Source:

  • Booking Source = All (for example)

Booking Conditions:

  • Booking Status = All Not Cancelled

Booking Fields:

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

Message tab: Enter the message in the appropriate language under your default language.

  • Send Message = Internal Only
  • Internal Email Address = enter the email address this message should be sent to.
  • Email Subject - enter the subject for your Guests
  • HTML box - Email will be sent
  • Email Text :- Template variables can be used in the message. See here

8.1.15 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: Set the rules to when this Auto Action should trigger.

SMS tab:

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

8.1.16 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 (select the appropriate Booking Info Code for the service you use)

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 - Your access code (your text)
  • Plain text box - will send to channels using Message API

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

8.1.17 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: 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


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.

8.1.18 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 day
  • 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)

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

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

  • Attachment = Select an option from the drop down list.
  • 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

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.

8.1.19 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 unit status 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)

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. Template variables can be used see here

  • HTML box - Email will be sent

Email Text :- It is possible to use the same details as in the Plain Text box above. Template variables can be used see here

  • Attachment :- if you want to send a Booking/Invoice template you can select from the drop down list.

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

8.1.20 Send Email to your guest - Upselling additional nights - nights available after checkout

To send an automated Email to the guest confirming that it is possible to extend their stay.

This example uses fixed values that you have entered into (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions.

Trigger Tab :

  • Trigger Event = Checkin (depending on when you want to notify the guest)
  • Trigger Time = -2 days (depending on when you want to notify the guest, in this example 2 days before arrival)
  • Trigger Window = 2
  • Booking Source = All
  • Booking Status = All but not cancelled
  • Group bookings = Trigger all on master
  • Template Variables = [IFBETWEEN:[TURNOVERDAYS]:0:3:yes|no|no] equal yes

This template variable tests if there is 3 days between the guest booking and the next booking.

Message tab:

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

  • Send Message = 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, enter the text you wish to send to your guests. Template variables can be used see here

[IF<=:[TURNOVERDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [TURNOVERDAYS] extra night(s)|].

We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price.


  • HTML box - Email will be sent, enter the text you wish to send to your guests. Template variables can be used see here

[IF<=:[TURNOVERDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [TURNOVERDAYS] extra night(s)|].

We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price.

Booking Info Tab : Optional

  • Booking info code = EXTRANIGHTS
  • Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night

8.1.21 Send Email to your guest - Upselling additional nights - nights available before checkin

To send an automated Email to the guest confirming that it is possible to extend their stay.

This example uses fixed values that you have entered into (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions.

Trigger Tab :-

  • Trigger Event = Checkin (depending on when you want to notify the guest)
  • Trigger Time = -2 days (depending on when you want to notify the guest, in this example 2 days before arrival)
  • Trigger Window = 2
  • Booking Source = All
  • Booking Status = All but not cancelled
  • Group bookings = Trigger all on master
  • Template Variables = [IFBETWEEN:[VACANTDAYS]:0:3:yes|no|no] equal yes

This template variable tests if there is upto 3 days from previous checkout to check in of current booking.

Message tab :-

  • Send Email = Guest API/Smart Email (or one of the other options)
  • EMail Subject = Enter the appropriate details
  • Email Text = Your text, using the template variables to modify the specific text in the booking.

[IF<=:[VACANTDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [VACANTDAYS] extra night(s)|].

We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price.

Booking Info Tab :- Optional

  • Booking info code = EXTRANIGHTS,
  • Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night

8.1.22 Send Email to your guest - Offering Early Checkin

To send an automated Email to the guest confirming that it is possible to have an Early Checkin as room is available the day of before arrival.

This example uses fixed values that you have entered into (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions.

Trigger Tab :-

  • Trigger Event = Checkin (depending on when you want to notify the guest)
  • Trigger Time = -2 days (depending on when you want to notify the guest, in this example 2 days before arrival)
  • Trigger Window = 2
  • Booking Source = All
  • Booking Status = All but not cancelled
  • Group bookings = Trigger all on master
  • Template Variables = [IF>:[VACANTDAYS]:1:yes|no] equal yes

This template variable tests if there is 1 day between the guest booking and the next booking.

Message tab :-

  • Send Email = Guest API/Smart Email (or one of the other options)
  • EMail Subject = Enter the appropriate details
  • Email Text = Your text, using the template variables to modify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails)

Dear, [GUESTNAME],

We are very happy to offer you 'Early Check-in' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK].

If you would like checkin early for your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EARLYARRIVAL’ for the special Price. Best regards,

[PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME] [PROPERTYNAME]  [PROPERTYADDRESS], [PROPERTYCITY], [PROPERTYPOSTCODE], [PROPERTYSTATE], [PROPERTYCOUNTRY].   Email :-[PROPERTYEMAIL] Website :- [PROPERTYWEB]

Booking Info Tab :- Optional

  • Booking info code = EARLYARRIVAL,
  • Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Early Checkin

8.1.23 Send Email to your guest - Offering Late Checkout

To send an automated Email to the guest confirming that it is possible to have an Early Checkin as room is available the day of before arrival.

This example uses fixed values that you have entered into (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions.

Trigger Tab :-

  • Trigger Event = Checkout
  • Trigger Time = -1 days (depending on when you want to notify the guest, in this example 2 days before arrival)
  • Trigger Window = 1
  • Booking Source = All
  • Booking Status = All but not cancelled
  • Group bookings = Trigger all on master
  • Template Variables = [IF>:[TURNOVERDAYS]:1:yes|no] equal yes

This template variable tests if there is 1 day between the guest booking and the next booking.

Message tab :-

  • Send Email = Guest API/Smart Email (or one of the other options)
  • EMail Subject = Enter the appropriate details
  • Email Text = Your text, using the template variables to modify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails)

Dear, [GUESTNAME],

We are very happy to offer you 'Late Check-out' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK].

If you would like a late checkout, then please send an email to our Reservations team [PROPERTYEMAIL] confirming you would like the Late Checkout, provide your Booking Reservation Number [BOOKID] and Offer ‘LATECHECKOUT’ for the special Price.

Best regards,

[PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME] [PROPERTYNAME]  [PROPERTYADDRESS], [PROPERTYCITY], [PROPERTYPOSTCODE], [PROPERTYSTATE], [PROPERTYCOUNTRY].   Email :-[PROPERTYEMAIL] Website :- [PROPERTYWEB]

Booking Info Tab :- Optional

  • Booking info code = LATCHECKOUT,
  • Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Late Checkout

8.2 Booking Info Codes

8.2.1 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

8.2.2 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

8.2.3 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

8.2.4 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

8.2.5 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 (SETTINGS) PROPERTIES -> BOOKING QUESTIONS -> CUSTOM QUESTIONS -> Custom question 1, set with TYPE = Tick Box.

Trigger tab:

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

Booking info tab :

  • Info Code = LATECHECKIN

8.3 Add invoice items to a booking

8.3.1 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.

8.3.2 Add a fee (Penalty) to all bookings with an Outstanding Balance

You want to add a 2.2% fee to all bookings if there is an outstanding balance 2 days prior to checkin.

Trigger tab:

Time :

  • Trigger Event = Checkin
  • Trigger Time = -2 days
  • Trigger Window = 2 days

Booking Conditions:

  • Status = All not Cancelled
  • Invoice Balance = Not Zero

Invoice tab:

  • Type = Amount
  • Description = Payment Fee||[INVOICEBALANCE:2.2%]
  • Amount = 0 (leave as 0 so the value is set from the calculation in Description field)
  • Per = Room
  • Period = one time
  • VAT = 19% (for example - enter the VAT amount if applicable)

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

8.4 Payments/Pending Payments

8.4.1 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

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

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

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

'Create a Payment Rule (Optional)'

Standard payment rules in the system are Auto & Manual, you can create additional rules for the collection of outstanding payments, you can control the collection of payments if the booking status is changed, for example the booking is cancelled before the final payment is due to be collected.

Go to (SETTINGS) PAYMENTS > PAYMENT RULES

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

Click Create New Payment Rule :

Payment Rule:

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

Payment Trigger :

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

Payment Action :

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

Prevent Auto Payment :

  • Prevent payment if booking status = Cancelled
  • Prevent payment after check-out (days) = 7 (default)
  • Prevent payment action = Set Manual


Create Auto Actions

Collect the outstanding balance for bookings created via your booking page.

Go to (SETTINGS) GUEST MANAGEMENT > AUTO ACTIONS and click Create New Action to create them.

Collect outstanding balance for direct bookings

Trigger tab:

  • Time
    • Trigger Event = Checkin
    • Trigger Time = -3 days (set the time you want to collect the payment)
    • Time Window = 3 days (set this to the same number (positive) as Trigger time.
  • Booking Source
    • Booking Source = Direct. You can have different auto actions/rules for direct bookings -v- channel bookings, then select ‘Direct’ this will include manually created bookings and booking page bookings.
  • Booking Conditions
    • Group Booking Trigger = Trigger only Master
    • Status = All not cancelled
    • Invoice Balance= Not Zero (can be used to refine the auto action being triggered)

Booking tab: Optional

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

Booking Info tab: Optional, for information and reporting

  • Booking Info Code = BALANCE (for example enter the value - use one word only)
  • Booking Info Text = Enter the description/text to show in for the Booking Info Code.

Invoice tab:

ONLY use Payment Type =‘ Percent of Group balance due’ if you selected Trigger tab > Booking Conditions > Group Booking Trigger = Trigger Only Master.
  • Add a Pending Payment to the booking
    • Payment Type = Percent of Group Balance due (select on what the payment is calculated)
    • Description = the text you will see in the "Charges and Payments" tab
    • Status = if you use the status function add the status you want to apply to the pending payment (optional)
    • Amount = 100 (this will be 100% of the outstanding group balance)
    • Payment Rule = Not Cancelled - See Step 4 above (if you have set up payment rules in (SETTINGS) PAYMENTS ->PAYMENT RULES they will be available here)
    • Payment Due = Trigger date
    • Payment time = set the time to collect payment
    • Invoicee = If you use the "invoicee" function you can select which invoicee the pending payment will be assigned to.

8.4.3 '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

8.4.4 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.

8.4.5 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

8.4.6 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.

8.5 Booking Flags/Colours

8.5.1 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

8.5.2 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.

8.5.3 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.

8.5.4 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

8.5.5 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.

8.5.6 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

8.5.7 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

8.5.8 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

8.6 Status changes

8.6.1 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

8.6.2 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.


8.6.3 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.

8.7 API/Webhook

8.7.1 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"
}

8.7.2 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": ""
}
]
}

8.8 Testing for Modified bookings

8.8.1 Use Template Variables to test for Modified bookings

You can test if the booking has been modified, adding a booking info code to the booking will then allow you to trigger other auto actions, run reports etc.

Trigger tab

  • Trigger Event = Booking (but not after Check-in) OR Booking
  • Trigger Time = 1 day (this will ensure that NEW bookings do not trigger this auto action)
  • Trigger Window = 365 days
  • Booking Status = All not cancelled
  • Template Variables [MODIFYDATE:{%Y-%m-%d %H:%M:%S}] greater than [CURRENTDATE:-1day{%Y-%m-%d %H:%M:%S}]

Booking tab: (Optional)

  • Flag text = (enter the text you require)
  • Flag Colour = Set as required

Booking Info tab : (optional)

  • Booking Info Code = MODIFIED
  • Booking Info Text = Booking modification
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