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An Auto actions have one or more trigger conditions and one or more actions. They can be triggered on a number of different conditions, like property, time or booking related conditions. Auto Actions can *send pre-drafted Emails, messages or SMS*change booking information*change invoice information *run webhooks*trigger HTTP POST notificationsYou can create chains of actions to automate workflows.</div> == General Information ==Template variables provide great flexibility when creating/managing the Auto Actions. Setup one Auto Action is an 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 which . 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 programmed different. <span style="color:#019cde; font-size: 150%;“ >{{#fas:info-circle}} </span> Auto Actions are not designed as real-time actions. They are sent in batches at times so we recommend you set your triggers to allow for this. == Setup ==Go to run at {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTION *Click 'Add New Action' button. You can choose whether you want to start with an empty Auto Action or whether you want to use a template that you can customise further. *To MODIFY an Auto Action, scroll to the Auto Action and click on "Edit", make the changes and click SAVE. *To create a specific time relative COPY of an Auto Action, click "Edit" on an existing auto action, scroll to the time bottom of the bookingpage and click 'Save as copy'. *To DELETE an Auto Action, click "Edit" on an existing auto action, scroll to the check in date or to bottom of the check out datepage and click 'Delete'. '''Trigger Action : '''
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 You can be choose to send pre-drafted emails or SMS, change booking or invoice information trigger an auto action automatically or run webhooksmanually.
Go *'''Manual:''' If set to SETTINGS > GUEST MANAGEMENT > AUTO manual actions can be triggered manually from the MAIL/ACTION and click on "Edit" to modify an existing auto action or on "Create New Action" to set up a new auto actiontab of each booking.
'''===Setup Outgoing Email Service - Required for sending Emails via Auto sendingActions===Go to {{#fas:''' cog}} (SETTINGS) ACCOUNT -> OUTGOING EMAIL and follow the instructions to connect your email address/account to Beds24.
'''Before setting up an auto action please note<span style="color:'''#fe746c;“ >{{#fas:exclamation-triangle}} </span>To use this function you need to set the system to use your own Email address for outgoing emails under {{#fas:cog}} (SETTINGS) ACCOUNT -> OUTGOING EMAIL.
"Booking Source" = "Direct" applies '''Property, Room, Unit''' You can refine the use of the Auto Actions only 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 bookings from your own web site'Exclude' specific Beds24 Room ids, manually added bookings and bookings imported though you can find the API (not Room id from the channel manager)Room Setup. If required, you want to apply and Auto Action only to manually added bookings add your username can also specify specific Offers/Units in Room Types. Send/Exclude Property Groups, this will use the "Referrer" fieldvalues you have entered in {{#fas:cog}} (SETTINGS) BOOKING PAGE > MULTIPLE PROPERTIES > PROPERTY SETTINGS > GROUP KEYWORDS. '''Time'''
== Actions =="Between Booking and Check in" can be used to include/exclude Same day/Near term bookings, set the number of days.
=== Messaging/Email ===Go to Email to create or modify a prepared Email template. Templates can contain [[Template Variables]] to include "Check In From" and "Check In To" use if you have specific information specific relating to the booking in the Emailbookings between these dates, special offers, for example the guests name or the arrival datemajor disruptions etc.
*To send Emails automatically you need to set up your outgoing Email address in SETTINGS -> ACCOUNT -> OUTGOING EMAIL. '''Booking Source'''
*To send Emails "Booking Source" = "Direct" applies the Auto Actions only to bookings from your own web site, manually open a booking added bookings and go to bookings imported though the API (not the MAIL tabchannel manager). Manual Emails will open If you want to trigger only on manually added bookings add your username in a window, you may send it as is or edit it before sendingthe "Referrer" field.
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.'''Booking Conditions'''
If Auto Action Emails are send automatically they are send through your Email server"Group Booking Trigger" - use the (?) context help for the options. You should see "Invoice Balance" - use this on your server. Whether you see it in your Sent box or not depends on your Email programto for payments and reminders.
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.'''Info Codes'''
==== Email Attachments ====You can choose to attach an invoice or a booking template as a PDF file to emails sent by Auto Actions. '''Booking Fields'''
If you send Emails with pdf attachment (invoice, booking template) to Alias-Email addresses created by channels Select the channel might block appropriate fields from the attachment so it is not delivered to the guestdrop down lists. Ask your channel about their policy regarding thisYou can also use an AND/OR option.
Other files "Template variables" can not be attached. We recommend you use a link to a file you upload used in the fields to your web sitegenerate dynamic values based on the booking.See the options in this section [[Template_Variables#Smart_Logic_Template_Variables|Smart Template Variables]]
<span style="color:#fe746c;“ >*To send Emails automatically you need to set up your outgoing Email address in {{#fas:exclamation-trianglecog}} </span(SETTINGS) ACCOUNT -> 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 SMSOUTGOING EMAIL.
=== Booking ===Go *To send Emails manually open a booking and go to the MAIL/Action tab 'Booking' to set up an auto action which modifies something . Manual Emails will open in the bookinga window, you may send it as is or edit it before sending.
=== Booking Info ===Set up auto actions which automatically add or remove info codesSome 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.
=== Invoice ===Automatically add invoice items 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 pending paymentsnot depends on your Email program.
Invoice changes If Auto Action Emails are applied before sent manually via a link in the mail is sent"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.
=== API ===Create auto actions which trigger HTTP POST notificationsIf this does not work it will pop and send through your desktop. In this case you will see it in your Sent box.
== Performance and Testing ==Auto actions will test up If you send Emails with pdf attachment (invoice, booking template) to 1000 bookings per cycle, if your trigger condition involves more than 1000 bookings, Alias-Email addresses created by channels the channel might block the next 1000 will be tested on attachment so it is not delivered to the next cycle etcguest.If you require the fastest speed make sure Ask your trigger is designed to test less than 1000 bookingschannel about their policy regarding this.
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 suitableOther files can not be attached.For example We recommend you use a trigger that tests all bookings from booking time for 1 year will test many bookings while link to a trigger that tests only the 7 days before check-in will test less bookings and perform fasterfile you upload to your web site.
The test tab of the auto action has a button which ===HTML and Templates===If you use HTML you will show you how many need to make sure your code is correct and which bookings are being tested by the auto actionclean otherwise it might trigger our firewall.
It HTML messages created by third party services is also possible often convoluted and might contain critical content. Some tools like https://stripo.email/ or https://www.designedwithbee.com/ that allow you to specify a booking number create your own templates and test if the auto action would trigger on that booking with some diagnostics information shown also provide many templates have tested to help trouble shootingwork well in Beds24.
'''Delayed trigger of Auto Action<span style="color:#019cde; font-size: 150%;“ >{{#fas:'''info-circle}} See section Performance and testing above</span> SMS can only be used to communicate Information about a current booking. For legal reasons you can not use SMS for marketing purposes including discounts or vouchers.
'''You don't have permission === Booking ===Go to access control2.php on this serverthe tab 'Booking'' 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 set up an auto action which modifies 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 itbooking.
== Examples =="Execution" - default is 'One time only' or 'Allow Repeats' This action can run one time only or repeat within the trigger time period.
Message API messages will be shown in the message tab of the booking and in the Channel Message centre=== Booking Info ===Set up auto actions which automatically add or remove info codes. Currently this This is only available good practice for Booking.com reporting and Airbnbalso to trigger/exclude bookings from other auto actions.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > =Invoice ===Send an Email to the guest when the status of a booking changes to "Cancelled"====</div><div class="mw-collapsible-content">
Trigger tabAutomatically Assign Invoice Number. Automatically add/update invoice items or pending payments. Pending payments can use Payment Rules defined in {{#fas:cog}} (SETTINGS)->PAYMENTS->PAYMENT RULES. Invoice changes are applied before the mail is sent.*Trigger Event === API === Check-in*Trigger Time Create auto actions which trigger HTTP POST notifications. === Webhook = -365*Trigger Window = 365*Booking Source = All (for example)*Booking Status = CancelledCreate auto actions which trigger a web hook when the trigger conditions are met.
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. == Multiple Properties ==
*'''Send Message''' = Booking APIWith Multiple Properties, the requirement to have Property specific information in the Messages/Smart Emailemails sent to the guest/housekeeping/owner can be achieved using Template Variables.
If the "Mail & Actions" tab contains When you create a "real" Email address Property/Room in Beds24, the message is sent to setup of the guests Email address. If only a masked Email address Property/Room is available held in the message sends database and can be accessed via Template Variables. For example in {{#fas:cog}} (SETTINGS) >PROPERTIES >DESCRIPTION, you setup the channels API messaging systems if possibleproperty specific details.
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.*Property name - can be accessed in template variable [PROPERTYNAME] *Property Address - can be accessed in template variable [PROPERTYADDRESS]
*'''Email Subject''' - enter You will find the subject for your Guestsfull list of Property Template Variables when you go to [[Template_Variables#Property_Variables|Property Variables]]
*'''Plain Text Box''' - will send There are additional Property Templates that can be used in Messages/Emails/SMS to channels using Message APIthe 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.
Message Text Go to {{#fas:- enter cog}} (SETTINGS) >PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES you will see the text you wish to send to your guests include URLlist that are available. Template variables can be used [[Template_Variables| see here]]
*'''HTML box''' - Email will be sentWhen you create each Room/Unit the information is held in Room/Unit specific template variables.
Email Text :- It is possible to use You will find the same details (URL) as in the Plain Text box above. full list of Room/Unit Template variables can be used Variables when you go to [[Template_Variables#Room_Variables| see hereRoom Variables]]
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> If you are using deposit collection make sure you set SETTINGS->PAYMENTS->PAYMENT COLLECTION "Non Payment Booking Status" = RequestSee the full list of [[Template Variables]].
<You can send a message/div><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/div>email in one Auto Action, rather than one auto action per property.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >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.
Booking tabGo to {{#fas: *Booking Status = Cancelledcog}} (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.
Message tab: *Trigger Then in the Auto Action = Auto*Send Email = Guest</div></div>use [PROPERTYTEMPLATE1] in the text rather than the actual value.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an message or SMS *Please use this code to Guest when booking made more than 10 days in advance====</div><div class="mw-collapsible-content">Trigger tabAccess the Main building Door:*Trigger Event = Check-in*Trigger Time = -365 days*Trigger Window = 355 days*Booking Status = All not cancelled[PROPERTYTEMPLATE1]
Booking tab:*Execution = One time only*Booking Status = No ChangeThere is no need for a separate auto action due to the front door keycode being different.
Message tab 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 ===Example 2 - Housekeeping/Cleaning Team 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 Emaildifferent for each Property.</div></div>===
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >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.
====Send an message or SMS Go to Guest when booking made more than 7 days in advance====</div{{#fas:cog}} (SETTINGS) >PROPERTIES >DESCRIPTION ><div class="mw-collapsible-content"PROPERTY TEMPLATES >Alternatively you an use Between Booking and Check inProperty Template 5 enter the email address for Housekeeping/Cleaning team.
Trigger tab:In the Auto action, *Trigger Event "Send Message" = Booking (but not after check-in)Internal Only.*Trigger Time "Internal Email Address" = Immediate*Trigger Window = 1 dayBetween Booking and Check in = 7 to 999*Booking Status = All not cancelled[PROPERTYTEMPLATE5]
Booking tab:*Execution = One time only*Booking Status = No ChangeThere is no need for a separate auto action as the message will be sent to the appropriate email from property template 5.
Message tab 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 you have different teams per room, then use 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 Room template rather than the field "Internal" are sent via EmailProperty Template.</div></div>
<div class="mw==Example 3 -collapsible mw-collapsed"><div classSend email to a Group of Properties (not all) ==="headline-collapse" >
====Send an message or SMS You can setup a "Group" for your Properties, this has a number of benefits, including sending/excluding messages/emails to Guest when booking made more last minute booking - 6 days or less====</div><div class=a Group of Properties, view a "mw-collapsible-contentGroup">of properties in your Calendar and in Reports.
Trigger tabTo assign the "Group" to your Properties, go to {{#fas:*Trigger Event = Booking cog}} (but not after check-inSETTINGS)*Trigger Time = Immediate*Trigger Window = 1 dayBetween Booking and Check in = 0 to 6*Booking Status = All not cancelled> BOOKING ENGINE > MULTI BOOKING PAGE > PROPERTY SETTINGS > GROUP KEYWORDS.
Booking tab:*Execution = One time only*Booking Status = No ChangeEnter 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.
Message tab 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 Each property can be in multiple groups, enter multiple keywords separated by 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 Emailcomma, for example : 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- 4BEDS, OceanView, Dublin.</div></div>
<div class=In the Trigger tab of the Auto Action, enter the Group keyword in *"Send Only To Property Groups" OR "mw-collapsible mw-collapsedExclude Property Groups">you want to include/exclude from the Auto Action. <div classspan style="headlinecolor: #f3e504; font-collapsesize: 150%;" >{{#fas:lightbulb}} </span> This filter will not apply if you are triggering on a single property.
Booking tabIf you want to send a message on a specific day of the week :*Execution = One time only*Booking Status = No Change-
Message tab: *Update details as appropriate**Booking API and Email Smart: If the "Mail & Actions" tab contains 1) You need to send a "real" Email address the message is sent to remind the guests Email address. If only a masked Email address is available the message sends via to put the channels API messaging systems if possible. If no connection to rubbish bin out for collection on 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 EmailWednesday night.**Booking API and Email[IF=:[CURRENTDATE:{%u}]:3: Messages are sent via channels API messaging systems if possible. If yes|no connection to a messaging system is available the message ] will send to test if 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.current date is a Wednesday
*Enter your text2) Remind the guest that the cleaning lady will be at the apartment on Friday morning. 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 fromIF=: [UNITNAMECURRENTDATE:1{%u}] . The key code is: [UNITNAME4:2yes|no] will test if the current date is a Thursday
The template variables will only work if you have entered text in SETTINGS %u ISO->PROPERTIES->ROOMS->SET UP "Unit Names". The context help 8601 numeric representation of the day of the week 1 (for Monday) through 7 (for this setting will explain how to do this.</div></div>Sunday)
<div class="mw-collapsible mw-collapsed">= Performance and Testing ==<div class="headline-collapse" >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, ensure your trigger is designed to test less than 1000 bookings.
====Send an Email The easiest way to do this is usually by reducing the testing window to the smallest necessary and adjusting the trigger condition to the guest when most suitable.For example a payment is made====</div><div class="mwtrigger 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-collapsible-content">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)will test less bookings and perform faster.
Message The test 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 of the channels API messaging systems if possible. If no connection to auto action has a messaging system is available the message button that 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 show you how many and Email: Messages which bookings 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 being tested by the Email. Messages to the Email address entered in the field "Internal" are sent via Emailauto action.
You can use Invoice Template variables showing It is also possible to specify a booking number and test if the auto action would trigger on that booking charges/paymentswith some diagnostics information shown to help trouble shooting.</div></div>
<div class="mw-collapsible mw-collapsed">'''Optimising your auto actions''' You can trigger multiple actions in one auto action, <div class="headline-collapse" >*send an email/api message to the guest, ====Send *send an Email to guests from Channels====SMS, update booking settings, <*add/div><div class="mw-collapsible-content">Trigger tab:delete a booking info code, *Trigger Event = After Bookingtrigger a webook, *Trigger Time = Immediateadd a pending payment, *Trigger Window = 1 dayupdate/add/delete a Charge/Payment item,*Booking Source = Channel Managerassign an invoice number.
Booking tab:*Execution = One There is no requirement to set an individual auto action for each item if they can all apply at the same time only*Booking Status = No Change .
Message tab: *Send Email <span style= Guest *Enter you text. If you are using the "Additional Informationcolor: #f3e504; font-size: 150%;" function SETTINGS->PROPERTIES-{{#fas:lightbulb}} </span>ROOMS->SET UP "Unit Names" you can '''It is not possible to specify a specific time for the auto action to trigger.''' The use template variables of the Trigger time 'Immediate' + 14 hrs (for example) will not trigger the auto action at 2pm local time, this will be the first time the booking could be checked to see if all other conditions are met, and added to the batch for processing.
Example== Troubleshooting == '''If Auto Actions do not send: Your room is [UNITNAME]''' The list in the "Mail" tab of the booking will tell you why. Check-in fromCommon causes are: [UNITNAME *Is your outgoing Email address working? Go to {{#fas:1] cog}} (SETTINGS) ACCOUNT->OUTGOING EMAIL and click on "Send Test Email". The key code *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 isbeing 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: [UNITNAME:2] ''' 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.
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.== Examples == <=== Send Emails/div><Message/div>SMS to guests ===
Trigger tab:
*Trigger Event = After Check-out
*Trigger Time = 30 days
*Trigger Window = 365 days
Message or SMS '''Trigger 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 tabTime: (optional)*Execution Trigger Event = One time onlyCheck-in*Flag Text Trigger Time = The text you want to display-365*Flag Colour - choose the flag colour</div></div>Trigger Window = 365
<div class="mw-collapsible mw-collapsed">Booking Source<div class*Booking Source ="headline-collapse" >All (for example)
====Send a Request for payment to your guests for all bookings====Booking Conditions</div><div class*Booking Status ="mw-collapsible-content">Trigger tab:Cancelled
*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 1 day Booking Source = ALL (or select '''Message tab''': For channels using the booking source/Channel)Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
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 If the subject for your Guests*Plain Text Message :- enter "Mail & Actions" tab contains a "real" Email address the Message text you wish message is sent to send to your the guests include Email address. If only a masked Email address is available the payment link message sends via the channels API messaging systems if possible.
https://beds24If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.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 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.
*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.
*Trigger Event = Check-in Booking Source:*Trigger Time = -42*Trigger Window = 1 day Booking Source = ALL (or select the booking source/Channel)Direct
Message tabBooking Conditions: *Booking Status = All Not Cancelled
*Send Email : **Booking API and Email Smarttab: 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.Status = Cancelled
Plain Text (Using '''Message tab:''' For channels using the Message API)*Subject - , then enter the subject text in the Plain text box, for your Guests*Plain Text Message :- emails enter the Message text you wish to send to your guests include in the payment link HTML box.
https://beds24.com*Send Message = Booking API/bookpay.php?bookid=[BOOKID]Smart Email
You can find extra options If the "Mail & Actions" tab contains a "real" Email address the message is sent to add 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 payment link if you want message will send to refine the detailsEmail address from the "Mail & Actions" tab of the Email.
https://wiki.beds24.com/index.php/Category:Payments#Payment_Request*Email Subject - enter the subject for your Guests *Plain Text Box - will send to channels using Message API
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 URL. Template variables can be used [[PAYLINKTemplate_Variables| see here]] 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 tabEmail Text :- It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
*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.
You allow your guests to make X number of payments for their booking. Booking Conditions:*Booking Status = All not cancelled
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. Booking tab:*Execution = One time only*Booking Status = No Change
You will need to manually add a Booking Info Code to each booking that you have agreed to allow X payments'''Message tab''': For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
'''Create Auto Action one'''Trigger tab:*Send Message = Booking API/Smart Email
*Trigger Event = Booking (but not after check-in)*Trigger Time = +7 days*Trigger Window = 1 day *Booking Source = ALL (or select If the booking source/Channel)*Invoice Balance = Not Zero*Any Booking Info Code = MULTIPLE (for example) this can be used "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 you only allow some guests to make multiple paymentspossible.
Message 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.
Send *Email : select Subject - enter the appropriate optionsubject for your Guests
Plain Text (Using Message API)*Subject - enter the subject for your Guests*Plain Text Message :Box - enter the Message text you wish to will send to your guests include the payment link channels using Message API
httpsMessage Text ://beds24- enter the text you wish to send to your guests include URL.com/bookpay.php?bookid=Template variables can be used [[BOOKIDTemplate_Variables| see here]]
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 box - Email will be sent
HTML Message (Send Email) *Edit Email Subject - enter the subject for your Guests*Edit Email Text :- enter It is possible to use the Email text you wish to send to your guests include template variable [PAYLINK] this creates a payment link same details (HTML A tagURL) for the payment request for the amount as in the booking deposit field if non zero, otherwise the outstanding balancePlain Text box above. Check the template Template variables for other options. can be used [[Template_Variables| see here]]
Booking '''SMS tab:'''
*Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colourBooking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email Please note a charge applies per SMS message.
'''Create additional Auto Actions for each period you want to trigger'''*Send SMS Message : Enable*Phone Number : This is the phone number that will receive the SMS notification.
'''Create Auto Action 2 (This is a global service and 3, 4, 5 - how may you need) '''*Trigger Time = +14 days (days you want the notifications can be sent to collect the payments)*Trigger Window = 1 day almost phone in any country.
'''Setup booking info The phone number must contain the international country code'''and phone number as it would be dialed internationally.
Go to SETTINGS -> ACCOUNT -> PREFERENCES -> BOOKINGS -> Booking Info Code Values Do not include any leading zeros or other characters and enter MULTIPLE (or the value you want to use to trigger) no spaces.
'''Update Booking The number must start with the country code. EXAMPLE to allow Multiple payments'''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.
*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)
You want to capture a Security Deposit for bookings on the day before check-in from your guest.'''Trigger tab:'''
Capture of the payment is only held by Stripe for Time:*Trigger Event = Booking (but not after check-in)*Trigger Time = Immediate*Trigger Window = 1 day*Between Booking and Check in = 7 days, if the guest is staying longer you will need to send the request again.999
You will need to create multiple emails to capture the payment multiple times for the same booking.Booking Conditions:*Booking Status = All not cancelled
Message 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.
Send If no connection to a messaging system is available the message will send to the Email : select address from the "Mail & Actions" tab of the appropriate optionEmail.
*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 *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]] '''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 (OptionalCountry 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.
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.
Email tabTime:*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:*Enter 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 message text in the appropriate language under your default languageHTML box.</div></div>
<div class*Send Message ="mw-collapsible mw-collapsed"><div class="headline-collapse" >Booking API/Smart Email
====Send SMS in a certain language (if it is If the language of the booking) or "Mail & Actions" tab contains a default language====</div><div class="mw-collapsible-contentreal">This uses a smart template variable. In this example we check whether Email address the message is sent to the guest booked in Frenchguests Email address. If yes, then we send only a French text. If no, we send an English textmasked Email address is available the message sends via the channels API messaging systems if possible.
Trigger If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab: Whatever you wantof the Email.
Booking tab: Whatever you want*Email Subject - enter the subject for your Guests
SMS tab:*Phone Number = [GUESTMOBILE]*SMS Plain text box - will send to channels using Message = [IF=:[GUESTLANGUAGE]:fr:French_text|English_text]</div></div>API
<div class="mwMessage Text :-collapsible mwenter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]] *HTML box -collapsed">Email will be sent <div class="headlineEmail Text :-collapse" > It is possible to use the same details (URL) as in the Plain text box above. Template variables can be used [[Template_Variables| see here]]====Send Remotelock/Lockstate, Nuki PIN or Chekin Link ====</div><div class="mw-collapsible-content">Trigger '''SMS tab:''' Please note a charge applies per SMS message. *Trigger Event = Check-inSend SMS Message : Enable*Trigger Time = -2 (Phone Number : This is the phone number of days before check-that will receive the SMS notification. This is a global service and the notifications can be sent to almost phone in you want 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 sent phone number 015625346 in the UK (Country code 44) enter the following number 4415625346 You can use the template variables [GUESTPHONE] or link) [GUESTMOBILE] but this will only work if the phone number has exactly the required format. *Trigger Window = 2SMS Message Enter the message to send, messages will be truncated at 160 characters. Template variables can be used.*Booking Source = All*'''Booking Status = All but not cancelledtab:'''*Group bookings Execution = Trigger all on masterOne time only*Info Code Booking Status = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URLNo Change
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]
Message tab: *Send Email Message = Guest *EMail Subject = Enter the appropriate details *Booking API/Smart Email Text = Your text which includes the details for your current guests.
It is assumed you use If the Checkin/Checkout feature in "Mail & Actions" tab contains a "real" Email address the Dashboard, if not you can either manually add Checkin message is sent to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to guests Email address. If only a masked Email address is available the message sends via the bookingschannels API messaging systems if possible.</div></div>
<div class="mw-collapsible mw-collapsedIf no connection to a messaging system is available the message will send to the Email address from the "><div class=Mail & Actions"headline-collapse" > ====Send tab of the Email with a PDF attachment====</div><div class="mw-collapsible-content">.
You can send Invoice or Booking Template attachments to *Email Subject - enter the subject for your Guests.
Setup your Invoice or Booking Template, go *Plain text box - will send to SETTINGS -> GUEST MANAGEMENT -> INVOICING or SETTINGS -> GUEST MANAGEMENT -> BOOKING TEMPLATESchannels using Message API
Trigger tabMessage Text :- enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]] *Trigger Event = CheckoutIf you are using the "Additional Information" function {{#fas:cog}} (SETTINGS) PROPERTIES->ROOMS->SET UP "Unit Names" you can use template variables *Trigger Time = Immediate*Trigger Window = Example: Your room is [UNITNAME]. Check-in from: [UNITNAME:1] . The key code is: [UNITNAME:2] *Booking Source = All The template variables will only work if you have entered text in {{#fas:cog}} (or select the appropriate channel/DirectSETTINGS) PROPERTIES->ROOMS->SET UP "Unit Names". The context help for this setting will explain how to do this. *Booking Status = All but not cancelledHTML box - Email will be sent*Group bookings = Trigger all on master*Any Booking Info Code = CHECKOUTIf you are using the "Additional Information" function SETTINGS-{{#fas:cog}} (SETTINGS) PROPERTIES->ROOMS->SET UP "Unit Names" you can use template variables [[Template_Variables| see here]]
Message tabExample: *Send Email = Guest API/Smart Email (or one of the other options)*Attachment = Select an option Your room is [UNITNAME]. Check-in from the drop down list. *EMail Subject = Enter the appropriate details *Email Text = Your text which includes the details for your current guests: [UNITNAME:1] . The key code is: [UNITNAME:2]
It is assumed The template variables will only work if you use the Checkin/Checkout feature have entered text in the Dashboard, if not you can either manually add Checkout to your bookings S{{#fas:cog}} (Booking info tabSETTINGS) or create an auto action to add the Booking Info Codes PROPERTIES->ROOMS->SET UP "Unit Names". The context help for this setting will explain how to the bookingsdo this.
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.'''Booking tab:'''*Execution = One time only*Booking Status = No Change
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an Email after the cleaner has cleaned to the roomguest when a payment is made====
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. Time:*Trigger Event = Booking*Trigger Time = In this example we used the unit status cleanImmediate*Trigger Window = 365 day Booking Conditions: *Booking Status = All not cancelled*Invoice Balance = Any Payment made OR Invoice Balance = Zero (payment in full)
Trigger '''Message 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''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
Message tab: *Send Email Message = Guest Booking 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 If no connection to a file you upload messaging system is available the message will send to your web sitethe Email address from the "Mail & Actions" tab of the Email.</div></div>
===Booking Info Codes===<div class="mw*Email Subject -collapsible mw-collapsed"><div class="headline-collapse" > ====Add CHECKIN Booking info code to bookings ====</div><div class="mw-collapsible-content">enter the subject for your Guests
If you need *Plain text box - will send 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. channels using Message API
Trigger tabMessage Text :- enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| 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 *Trigger Event = CheckHTML box - Email will be sent Email Text :-It is possible to use the same details as inthe Plain text box above. Template variables can be used [[Template_Variables| see here]]*Trigger Time = Immediate*Trigger Window = 1 dayYou should consider adding the invoice table to the email so the guest can see the booking details including Charges & Payments. *Booking Source = All[INVOICETABLE] - invoice table*Booking Status = All but not cancelled*Group bookings = Trigger all on masterIt 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.
Booking Info tab:
*Booking Info Code = CHECKIN
*Booking Info Text = Auto Checkin
If you need to use the Time:*Trigger Event = 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 Time = Immediate*Trigger Window = 999 day
Trigger tabBooking Conditions:*Trigger Event Booking Status = Check-outAll not cancelled*Trigger Time Invoice Balance = ImmediateAny Payment made*Trigger Window = 1 day*'''Booking Source = Alltab:''' *Booking Status Flag Text = All but not cancelledPaid *Group bookings Flag Colour = Trigger all on masterd4e4b0
Booking Info tab:
*Booking Info Code = CHECKOUT
*Booking Info Text = Auto Checkout
This requires the master booking to be checked-in via the check-in function. '''Trigger tab:''' Time*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1 day Booking Source*Booking Source = Channel Manager
Trigger '''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.
Booking info tab :
*Info Code = CHECKIN
This requires you to use '''Trigger tab:''' Time*Trigger Event = Check-out*Trigger Time = 30 days*Trigger Window = 365 days '''Message tab:''' For channels using the Guest databaseMessage API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
Trigger tab:*Send Message = Booking API/Smart Email
*Trigger Event = After BookingIf 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.*Trigger Time = immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Group bookingsIf no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" = Trigger all on master*Template Variable = [GUESTSID1] greater than 0tab of the Email.
Booking info tab : *Info Code = REPEAT</div></div>Email Subject - enter the subject for your Guests
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Identify bookings with Custom Question ticked/unticked ====</div><div class="mw*Plain text box -collapsible-content">If you have a custom question with a 'Tick box' for example, they want a late checkin. will send to channels using Message API
Setup Message Text :- enter the custom question in Properties -> Booking Questions -> Custom Questions -> Custom question 1, set with TYPE = Tick Boxtext you wish to send to your guests. Template variables can be used [[Template_Variables| see here]]
Trigger tab:*HTML box - Email will be sent
Booking info tab :
*Info Code = LATECHECKIN
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add Send a fee Request for payment to your guests for all bookings from a channel====
Invoice tabBooking Source:*Type Booking Source = Amount*Description = Cleaning fee (for example)*Amount = 50 (for example - the amount of your cleaning fee)*per = Room*Period = one time*VAT = 19% ALL (for example - enter or select the VAT amount if applicablebooking source/Channel)
The fee '''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 be added send to the Email address from the "Mail & Actions" tab of the Email. Messages to the next time Email address entered in the auto actions runfield "Internal" are sent via Email. </div></div>
===Payments/Pending Payments===*Plain text box (Using Message API)
<div class="mwSubject -collapsible mw-collapsed"><div class="headline-collapse" > ====Add a pending payment====</div><div class="mw-collapsible-content">enter the subject for your GuestsTrigger tabPlain Text Message :*Trigger Event = After Booking or Before Check-in*Trigger Time = set enter the time Message text you want wish to collect send to your guests include the payment*Booking Source =All (for example, you can also set different rules for different channels)link
Booking Info tabhttps:*Optional, add a booking info tab for information and reporting//beds24.com/bookpay.php?bookid=[BOOKID]
Booking tab: OptionalYou can find extra options to add to the payment link if you want to refine the details*Flag Text = Pending payment added (for example) *Flag Colour = select the colour as this will be visible in the Calendarhttps://wiki.beds24.com/index.php/Bookings listCategory:Payments#Payment_Request
Invoice tab:*Payment Type = select on what the payment is calculated HTML Message (Percent of Balance dueSend Email)*Description = Email Subject - enter the text you will see in the "Charges and Payments" tabsubject for your Guests*Status = if you use Email Text :- enter the status function add the status Email text you want wish to apply send to the pending your guests include template variable [PAYLINK] this creates a payment link (optionalHTML A tag)*Amount = enter for the payment request for the amount or percentage you want to collect*Payment Rule = use auto or manual - in the booking deposit field if you have set up payment rules in SETTINGS->GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here *Payment Due = Set when non zero, otherwise the outstanding balance. Check the payment is duetemplate variables for other options.
Create a Payment Rule to collect a payments when bookings are not cancelled. </div></div>
Go to Settings <div class="mw-collapsible mw-collapsed"> Payments <div class="headline-collapse" > Payment Rules
Payment Rule ====Send a Request to update the guest's credit card as it will expire before checkin====</div><div class="mw-collapsible-content">'''Trigger tab:'''
Name Time:*Trigger Event = Enter your title Booking (not after check- Not Cancelled (for examplein)Action *Trigger Time = Immediate*Trigger Window = Auto1 day
Payment Trigger Booking Souce:*Booking Source = ALL (or select the booking source/Channel)
Payment Action '''Booking Info tab:'''
Trigger tabTime:*Trigger Event = After Booking Check-in *Trigger Time = immediate-42*Trigger Window = 42 day Booking Souce: *Booking Source =All 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 example, your GuestsPlain 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 also set different rules 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 different channelsyour GuestsEdit 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.
Invoice '''Booking 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'''
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> Automatic collection is only available for customer who use [[Stripe]].
Trigger tab:You allow your guests to make X number of payments for their booking. *Trigger Event = After Booking *Trigger Time = immediateYou 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 Source =All (for example, Info Code to each booking that you can also set different rules for different channels)have agreed to allow X payments. '''Create Auto Action one'''
Invoice '''Trigger 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'''
<span style*Booking Source ="color:#fe746c;“ >{{#fas:exclamation-triangle}} <ALL (or select the booking source/span> Automatic collection is Channel)*Invoice Balance = Not Zero*Any Booking Info Code = MULTIPLE (for example) this can be used if you only available for customer who use [[Stripe]]allow some guests to make multiple payments.
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.'Message tab:'''
Go *Send Message = Booking API/Smart EmailIf the "Mail & Actions" tab contains a "real" Email address the message is sent to Settings > Payments > Payment Rulesthe 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.
Payment Rule : *Plain text box (Using Message API)*Name = Enter your title Subject - Security Deposit (enter the subject for example)your Guests*Action = AutoPlain Text Message :- enter the Message text you wish to send to your guests include the payment link
Payment Trigger 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 GuestsEdit 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 Status tab:''' *Execution = select from the drop down listOne time only*Any Booking Info Code Flag Text = optionalThe text you want to display*All Flag Colour - choose the flag colourBooking Info Codes 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 = optional+14 days (days you want to collect the payments)*Exclude Booking Info Code Trigger Window = optional (can exclude Virtual Credit cards, find 1 day The use the Booking info code settings in the previous auto action to trigger the next auto action for your 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
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 You want to capture a Security Deposit for bookings on the icon or info code which you have created day before check-in SETTINGS->ACCOUNT->PREFERENCESfrom your guest.</div></div>
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Assign invoice numbers====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = Check-out*Trigger Time = Immediate*Any Booking Info Code = CHECKOUT (optional Capture of the payment is only held by Stripe for 7 days, if the guest is staying longer you use will need to send the check-out function, if not leave blank)request again.
Invoice tab:*Assign Invoice Number = yes</div></div>You will need to create multiple emails to capture the payment multiple times for the same booking.
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Using Pending Payments as a Payment Reminder====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = After Booking 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 '''Trigger tab:*Optional, add a booking info tab for information and reporting'''
Booking tab: Optional*Trigger Event = Check-in*Flag Text Trigger Time = PaymentDue1 (for example), set multiple if multiple payments are required. -1 days*Flag Colour Trigger Window = 1 day *Booking Source = ALL (or select the colour as this will be visible in the Calendarbooking source/Bookings listChannel)*Status = All not cancelled
Invoice '''Message tab''':*Payment Type = select on what For channels using the payment is calculated (Percent of Balance due)*Description = Message API, then enter 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 = Plain text box, for emails enter the amount or percentage you want to collect*Payment Rule = Manual - if you have set up payment rules text in SETTINGS->GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here *Payment Due = Set when the payment is dueHTML box.
The Pending Payment Report *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 in Bookings > Pending Paymentsthe 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. This report Template variables can be used to [[Template_Variables| see outstanding pending paymentshere]], this can 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 used sent Email Text :- It is possible to see all outstanding payments, when payment gateways other than Stripe are used, use the same details (URL) as in the Pending Payments report Plain text box above. Template variables can be used to [[Template_Variables| see outstanding payments and a checklist here]] '''Booking info tab: (Optional)''' *Booking Info Code = SECDEPOSIT (for bank transfersexample)*Booking Info Text = Security deposit request sent.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag Send an email to the guest email address when a booking is cancelledpayment FAILS at Stripe====
*Booking Status = No Change*Flag text Text = (enter the The text you require)want to display*Flag Colour = Set as required- choose the flag colourBooking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
Booking tab:*Execution = One time only*Flag Email Text = The text you want to display*Flag Colour :- choose Template variables can be used in the flag colourmessage. [[Template_Variables| See here]]
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
Trigger tab:This uses a smart template variable. In this example the auto action will trigger on Booking and for 1 day, we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text.
*'''Trigger Event = Check-in*Trigger Time = -365 (for example tab: 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: Set the rules to when this Auto Action should trigger.
*Execution = One time onlyBooking Conditions:*Flag Text Booking Status = The text you want to display*Flag Colour - choose the flag colourAll Not Cancelled
Booking info tab : (optional)
<div class="mwInfo Codes :-collapsible mw-collapsed"><div class*Info Code ="headline-collapse" >LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URL (select the appropriate Booking Info Code for the service you use)
====Apply a flag/colour '''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for a booking coming from a certain channel====</div><div class="mw-collapsible-content">emails enter the text in the HTML box.
Trigger tab:*Trigger Event Send Message = After Booking*Trigger Time = Immediate*Booking Source = Booking.com (for example)API/Smart Email
Booking 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. *Execution = One time onlySubject - enter the subject for your Guests - Your access code (your text) *Flag Plain text box - will send to channels using Message API Message Text = The :- enter the text you want wish to displaysend to your guests include URL. Include these template variables - [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN] or [BOOKINGINFOCODETEXT:CHEKIN_PIN] see the list of ALL template variables that can be used [[Template_Variables| see here]] *Flag Colour HTML box - choose Email will be sent Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Include these template variables - [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN] or [BOOKINGINFOCODETEXT:CHEKIN_PIN] see the flag colourlist of ALL template variables that can be used [[Template_Variables| see here]]
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the email.
<span style="color: #f3e504; font-size: 250%;" >{{#fas:lightbulb}} </span> Also see Example : " Apply a flag when deposit was made prior to Check-in AND/OR Apply a flag when booking is fully paid".
Trigger tab:*Trigger Event = After This auto action can be used if you have set a fixed PIN code in the Room Setup or using digits from the Bookingid.*Trigger Time = Immediate*Trigger Window = 365To setup the PIN code for each Room/Unit then go to {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > UNIT NAMES, then in the unit names, you can add additional information including a pin code. *Booking Source = All*Booking Status = All not cancelled*Invoice Balance = Any Payment madeExample:
Booking You have 2 units (100 and 101). Access Pin Code for 100 = 12345, for 101 - 34567 In "Unit name" enter: (Use (?) in the room setup for more details/options) *100|12345*101|34567 '''Trigger tab:''' Time:-*Execution Trigger Event = One time onlyCheck-in*Flag Text Trigger Time = The text -2 (the number of days before check-in you want to displaysent the code or link) *Flag Colour - choose the flag colour</div></div>Trigger Window = 2
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when a payment FAILS at Stripe====</div><div class="mw-collapsibleBooking Souce :-content"> Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365
*Booking Info Code = STRIPEFAIL
<div class*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"mwtab of the Email. *Subject -collapsible mwenter the subject for your Guests -collapsed">Your access code (your text) <div class="headline*Plain text box -collapse" > will send to channels using Message API ====Apply a flag Message Text :- enter the text you wish to send to Bookingyour guests include URL.com bookings Include these template variables - [UNITNAME] and auto report [UNITNAME:1] or [BOOKIDLAST5] - Last 5 digits of booking number. See the Credit Card when a payment FAILS at Stripe====list of ALL template variables that can be used [[Template_Variables| see here]]</div><div class="mw*HTML box -collapsible-content">Email will be sent
Go Email Text :- It is possible to Settings > Channel Manager > Preferences use the same details (URL) as in the Plain Text box above. Include these template variables - [UNITNAME] and set Auto report failed cards = Yes[UNITNAME:1] Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = BOOKINGCOMCARDor [BOOKIDLAST5] - Last 5 digits of booking number. see the list of ALL template variables that can be used [[Template_Variables| see here]]
Booking tab:
*Execution = One time only
*Flag Text = Failed CC reported to Booking.com
*Flag Colour - choose the flag colour
===Status changes===
Trigger tab
*Trigger Event = After Booking
*Trigger Time = 3 days
*Booking Status = Request
Booking tab:*Execution = One time This auto action will be sent only*Booking Status = Cancelled</div></div>when the Invoice Balance of the booking is zero. This can be used to ensure that the checkin details are only sent when the guest has completed the payments.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >'''Trigger tab:'''
==== Change the status of all bookings which have been imported from Ical to "Request" ====</div><div class="mwTime:-collapsible-content">Trigger tab:*Trigger Event = After BookingCheck-in*Trigger Time = Immediate -2 (the number of days before check-in you want to sent the code or link) *Booking Source Trigger Window = Ical Import (1, 2, 3)
Booking changes are applied before the mail is sent.
Trigger tab
*Trigger Event = Check-out
*Trigger Time = Immediate
*Trigger Window = 1 day
*Booking Status = All but not cancelled
*Any Booking Info Code = CHECKOUT
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.
===API/Webhook===
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 APITime: You need two keys to use our API JSON functions - one for the API itself and one for the property. The keys have to consist of 16 characters of your choosing.<br> '''API key:'''*SETTINGS Trigger Event = Check-> ACCOUNT -> ACCOUNT->ACCESS "API Key 1"in*API Key Trigger Time = my_very_secret_api_keyImmediate*API Key Access Trigger Window = allow any IP*IP Whitelist = [leave empty]*Allow Writes = Yes14(the max number of days your guests can stay)*Property Access = Owned by this account only*'''Property keyBooking Source:'''*Settings > Properties > Access > propKey Booking Source = secret_key_for_prop_XXXXXXAll
Set the triggers you need, for exampleBooking Conditions:*Group bookings = Trigger all on master*Booking Status = All but not cancelled
Set '''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the webhook like this:text in the HTML box.
Body Data:If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Subject - enter the subject for your Guests :{*Plain text box - will send to channels using Message API::"authentication":Message Text ::{- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]]:::"apiKey": "my_very_secret_api_key",:::"propKey": "secret_key_for_prop_XXXXXX"*HTML box - Email will be sent::},Email Text ::"bookId": "- It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [[BOOKIDTemplate_Variables| see here]] <span class=",::"messagestyle="color: "[MESSAGE] #f3e504; font- Append this messagesize: 150%;">{{#fas:lightbulb}}</span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkin to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.
You can 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:
Set *Subject - enter the triggers you need, subject for example:your Guests
Booking Source = Booking.com*Plain text box - will send to channels using Message API
Set Message Text :- enter the webhook like this:text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]]
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__TOC__
== General Information and Setup Summary==<div class="summarybox">An Auto Action is an action which can be used '''manually or programmed to run automatically''' at a specific time relative to the time of the '''booking''', to the '''check-in''' date or to the '''check-out''' date.
*'''You can choose to send an auto action automatically or manuallyAuto:'''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.
'''Auto sending:''' The auto action batch process runs multiple times per hour. Auto Action Emails which are sent automatically by the system are sent from the EMail address of the account that created the Auto Action. This is the account set up in in {{#fas:cog}} (SETTINGS-) ACCOUNT-> OUTGOING EMAIL. 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 of the user you want to send fromare logged in as will be be used.
<span style="color:#fe746cf3e504;“ font-size: 150%;" >{{#fas:exclamation-trianglelightbulb}} </span>To use this function you need Confirmation emails will send automatically to set the system to use your own Email address for outgoing emails under guest. You can customize them in {{#fas:cog}} (SETTINGS ) GUEST MANAGEMENT -> ACCOUNT -> OUTGOING EMAILCONFIRMATION MESSAGES.
<span style="color: #f3e504; font-size: 200150%;" >{{#fas:lightbulb}} </span> Confirmation The auto actions will appear on the 'Mail & Actions' tab of each booking where you manually trigger the email/messages will send automatically /changes to the guest. You can customize them in SETTINGS -> GUEST MANAGEMENT -> CONFIRMATION MESSAGESbooking.
<span style="color: #f3e504; font-size: 200150%;" >{{#fas:lightbulb}} </span> The auto actions will appear on the 'Mail & Actions' tab of each booking where you manually can send the email trigger the changes to the booking. If you are using your own mail server for outgoing mail email/messages the Booking and Invoice actions will also be applied before sending the mail.
===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
*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.
Sets the criteria which have to be fulfilled to start the Auto Action.
"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.
If this does not work it will pop and send through your desktop. In this case you will see it use Booking Info Codes in your Sent boxbookings, you can enter values to include/exclude bookings.
==Actions = SMS = === Messaging/Email ===You Go to "Messaging" to create or modify a prepared Email/Message template. Templates can automatically 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 SMS messages. Please note that a fee per SMS message applies if this function is activatedvia the Message API, then enter the text in the PLAIN text box, for emails, enter the text in the HTLM Box.
=== Webhook = Email Attachments ====Create auto actions which trigger You can choose to attach an invoice or a booking template as a web hook when the trigger conditions are metPDF file to emails sent by Auto Actions.
== Troubleshooting = SMS === '''If Auto Actions do not You can automatically send:''' The list in the "Mail" tab of the booking will tell you whySMS messages. Common causes are: *Is your outgoing Email address working? Go to SETTINGS->ACCOUNT->OUTGOING EMAIL and click on "Send Test Email"Please note that a fee per SMS message applies if this function is activated. *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?
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} '''Auto Action is </span> The SMS will send in the language of the account, not editable''' To have write access the language of the booking. Read Example "Send an Email in the guests language to an auto action an account needs to have write access internal Email address" for a way to all properties to which the auto action applies. This might not be control the case if you use sub accounts and language of the Auto Action is set to trigger for "All Properties"SMS.
<span style=== Send "color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> Emails/Message/SMS to guests ===are always triggered once only regardless of this setting.
====Change Example 1 - Each property has a different access code for the status of all upcoming direct bookings to "Cancelled" and send an Email to the guest =main building door ===</div><div class="mw-collapsible-content">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 CancelledYour properties have security doors with keycodes, each property has a different code.
==Using Smart Logic Template Variables ==Send an Email with a key code You can use smart logic template variables to trigger auto actions for a specific unit one day before check-in====</div><div class="mw-collapsible-content">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 nameconditions.
<span style="color:#019cde; font-size: 150%;“ >{{#fas:info-circle}} </span> Message API messages will be shown in the message tab of the booking and in the Channel Message centre. Currently this is only available for Booking.com and Airbnb.
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Send an Email to the guest when the status of a message (Email or sms) booking changes to guests that have Checked-out 30 days or more "Cancelled"====
</div>
<div class="mw-collapsible-content">
*Email Subject - enter the subject for your Guests
*Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]] <span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> If you are using deposit collection make sure you set {{#fas:cog}} (SETTINGS) PAYMENTS->PAYMENT COLLECTION "Non Payment Booking tab:Status" = Request.
</div>
</div>
<div class="headline-collapse" >
====Send a Request for payment Change the status of all upcoming direct bookings to your guests XX days before arrival"Cancelled" and send an Email to the guest ====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time: *Trigger Event = Check-in*Trigger Time = -14 (for example to cancel the bookings for the next two weeks)*Trigger Window = 14
*HTML box - Email will be sent
</div>
</div>
<div class="headline-collapse" >
====Send a Request for payment an message or SMS to your guests XX Guest when booking made more than 10 days after bookingin advance====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Time:
*Trigger Event = Check-in
*Trigger Time = -365 days
*Trigger Window = 355 days
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Send a Request an message or SMS to 'Capture' a Security deposit from your guests XX Guest when booking made more than 7 days before check-in - with Stripeadvance====
</div>
<div class="mw-collapsible-content">
Alternatively you an use Between Booking and Check in
'''Create Auto Action oneMessage tab:'''Trigger 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.
*Trigger Event Send Message = Check-in*Trigger Time = -1 days*Trigger Window = 1 day *Booking Source = ALL (or select the booking sourceAPI/Channel)*Status = All not cancelledSmart Email
*Email Subject - enter the subject for your Guests
'''Booking tab:'''*Booking Info Code Execution = SECDEPOSIT (for example)One time only*Booking Info Text Status = Security deposit request sent.No Change
</div>
<div class="headline-collapse" >
====Send an Email in the guests language message or SMS to an internal Email address Guest for last minute booking - 6 days or less====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:*Booking Field Contains - select "Language" in the next field enter: the short code for the language this Auto Action is for.'''
</div>
</div>
<div class="headline-collapse" >
====Send an Email to all current guest with a key code for a specific unit one day before check-in (Self Checkin)====
</div>
<div class="mw-collapsible-content">
'''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 = Immediate -1 day*Trigger Window = 14(the max number of days your guests can stay) 1 day *Booking Source = AllConditions *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.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Add CHECKOUT Booking info code Apply a flag/colour to bookings a booking when a payment is made - ''Select from the predefined template ''====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Group checkEmail confirmation for channel bookings -in ''Select from the predefined template''====
</div>
<div class="mw-collapsible-content">
*Trigger Event Send Message = After BookingAPI/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. *Trigger Time = immediatelyEmail Subject - enter the subject for your Guests *Trigger Window = 365Plain 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 [[Template_Variables| see here]] *Booking Source = AllHTML 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 [[Template_Variables| see here]] *'''Booking Status = All but not cancelledtab:'''*Group bookings" Execution = Trigger all on masterOne time only*Info Code Booking Status = CHECKINNo Change
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Identify Repeat Guest Send a message (Email or sms) to guests that have Checked-out 30 days or more====
</div>
<div class="mw-collapsible-content">
Email Text :- It is possible to use the same details as in the Plain text box above. Template variables can be used [[Template_Variables| see here]] '''SMS tab :''' Please note a charge applies per SMS message. *Trigger Event = After BookingSend SMS Message : Enable*Trigger Time = immediatelyPhone 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. *Trigger Window = 365SMS Message Enter the message to send, messages will be truncated at 160 characters. Template variables can be used. *'''Booking Source = Alltab:''' (optional)*Booking Status Execution = All but not cancelledOne time only*Group bookings" Flag Text = Trigger all on masterThe text you want to display*Template Variable = [GUESTCUSTOMQ1] equals ticked (or) not ticked Flag Colour - choose the flag colour
</div>
</div>
<div class="mw-collapsible mw-collapsed"><div class==Add invoice items to a booking ==="headline-collapse" >
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time*Trigger Event = After Booking
*Trigger Time = Immediate
*Booking Source Trigger Window = Expedia (for example)1 day
'''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.
'''Message tab:''' *Send Email = Booking Status 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 GuestsPlain Text Message :- enter the Message text you wish to send to your guests including the payment link https://beds24.com/bookpay.php?bookid=[BOOKID]&g= All not cancelledcc 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 *Any HTML Message (Send Email) Edit Email Subject - enter the subject for your GuestsEdit Email Text :- enter the Email text you wish to send to your guests including the payment link https://beds24.com/bookpay.php?bookid=[BOOKID]&g=cc this creates a link (HTML A tag) so the guest can enter their credit card details. Check the template variables for other options. '''Booking Info Code tab:''' *Execution = optionalOne time only*All Booking Info Codes Flag Text = optionalThe text you want to display*Exclude Flag Colour - choose the flag colourBooking Info Code = optional (changes are applied before the mail is sent so that the flag template variable can exclude Virtual Credit cards, find the Booking info code be reflected in the booking)Email.
*Capture = Yes - immediately charged (CaptureBooking Info Code =Yes)NEWCARDREQ*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure Text = add a Booking Info item to the booking on failureNew credit card requested
</div>
<div class="headline-collapse" >
====Collect outstanding booking balance 3 Send a Request for payment to your guests XX days prior to arrival( Credit card details were collected at time of booking)before check-in====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
</div>
</div>
<div class="headline-collapse" >
===='Capture' Send a Security Deposit when Credit card is collected at time of Request for payment to your guests XX days after booking. ====
</div>
<div class="mw-collapsible-content">
*Trigger Event = Booking (but not after check-in)
*Trigger Time = +7 days
*Trigger Window = 1 day
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply an info code and and/or icon when Send a payment was madeRequest to 'Capture' a Security deposit from your guests XX days before check-in - with Stripe====
</div>
<div class="mw-collapsible-content">
</div>
</div>
<div class="mw-collapsible mw-collapsed"><div class==Booking Flags/Colours==="headline-collapse" >
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = 1 HourImmediate*Trigger Window = 365 days*Booking Source = All*Booking Status = CancelledAll but not cancelled*Booking Info Code = STRIPEFAIL, CARDFAILSTRIPE '''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 GuestsPlain Text Message :- enter the Message text you wish to send to your guests including 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 GuestsEmail 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
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply a flag for a bookings from a channel which have breakfast includedSend an Email in the guests language to an internal Email address ====
</div>
<div class="mw-collapsible-content">
This uses a smart template variable. In this example we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text. '''Trigger tab:''' Time:*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 1 Booking Source:*Booking Source = Booking.com All (for example) Booking Conditions:*Booking Status = All Not Cancelled Booking Fields:*Booking Field Contains - select "API MessageLanguage" in the next field enter: meal_planthe 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 =Breakfast (or Extra Breakfast enter the email address this message should be sent to. *Email Subject - use enter the text the channel uses)subject for your Guests *HTML box - Email will be sent
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply Send SMS in a flag when deposit was made prior to Check-incertain language (if it is the language of the booking) or a default language====
</div>
<div class="mw-collapsible-content">
Time:*Trigger Event = Booking*Send Email : select appropriate optionTrigger Time = Immediate*Enter : Subject and Email contentTrigger Window = 1
Booking tabSource: *Booking Source = All (optionalfor example)
'''SMS tab:'''*Booking Info Code : DEPOSITPAID (for example)Phone Number = [GUESTMOBILE]*Booking Info Text SMS Message = [IF=:[GUESTLANGUAGE]:fr: 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.French_text|English_text]
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<div class="headline-collapse" > ====Apply a flag when booking is fully paidSend Remotelock/Lockstate, Nuki PIN or Chekin Link 2 days before Check-in (Self Checkin) - ''Select from the predefined template'' ====
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'''Trigger tab:''' Time:-*Trigger Event = After BookingCheck-in*Trigger Time = Immediate -2 (the number of days before check-in you want to sent the code or link) *Trigger Window = 3652 Booking Souce :-
*Booking Source = All
*Booking Status = All not cancelled*Invoice Balance = ZEROConfirmed
Booking tabConditions:- *Execution Group bookings = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour</div></div> Trigger all on master
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<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply a flag when a payment was madeSend Pin code to guest, 2 days before Check-in (Self Checkin) ====
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*Booking Source = All
*Booking Status = All but not cancelled
Booking tabConditions:- *Execution Group bookings = One time only Trigger all on master*Flag Text = Stripe Payment Failed*Flag Colour - choose '''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the flag colour</div></div>HTML box.
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<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ==== Change the status of all "Request" bookings Send Email to "Cancelled" after three guests with check-in details 2 days before Check-in, booking paid/no outstanding balance ====
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Booking tabSource:- *Execution Booking Source = One time onlyAll*Booking Status = RequestAll but not cancelled Booking Conditions:- *Group bookings = Trigger all on master*Invoice Balance = Zero '''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Send Message = Booking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Subject - enter the subject for your Guests - Your access code (your text) *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests. This can include any information that is important for the checkin of the guest, for example the Key code for the door, who to contact if there are any issues, template variables can be used, see the list of ALL template variables that can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- Enter the text you wish to send to your guests this can include URLs. Include any information that is important for the checkin of the guest, for example the Key code for the door, who to contact if there are any issues, template variables can be used, see the list of ALL template variables that can be used [[Template_Variables| see here]]
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<div class="headline-collapse" >
==== Change Room Unit Status when guest checks out Send Email to guests with check-in details 2 days before Check-in, Security Deposit Authorised at Stripe ====
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This auto action will be sent only when the a payment has been 'authorised' at Stripe. This can be used to ensure that the checkin details are only sent when the guest has completed the Security Deposit Authorisation. '''Trigger tab:''' Time:-*Trigger Event = Check-in*Trigger Time = -2 (the number of days before check-in you want to sent the code or link) *Trigger Window = 2 Booking Source:- *Booking Source = All*Booking Status = All but not cancelled Booking Conditions:- *Group bookings = Trigger all on master*Invoice Balance = Zero Info codes :-*Any Booking Info Code = STRIPEAUTHORIZE '''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Execution Send Message = One time Booking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If onlya masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Subject - enter the subject for your Guests - Your access code (your text) *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests. This can include any information that is important for the checkin of the guest, for example the Key code for the door, who to contact if there are any issues, template variables can be used, see the list of ALL template variables that can be used [[Template_Variables| see here]] *Change Room Unit Status = Select HTML box - Email will be sent Email Text :- Enter the text you wish to send to your guests this can include URLs. Include any information that is important for the checkin of the guest, for example the Key code for the door, who to contact if there are any issues, template variables can be used, see the optionlist of ALL template variables that can be used [[Template_Variables| see here]]
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<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Use API/Webhook Send Email to write to the field 'Message'all current guest (Check-in) ====
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'''Trigger tab:'''
Info Codes: *Any Booking Info Code = CHECKIN*Exclude Booking Field Contains: Message Info Code = XXXCHECKOUT
* URL Send Message = <nowiki>https:Booking API//apiSmart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address.beds24If only a masked Email address is available the message sends via the channels API messaging systems if possible.com/json/setBooking</nowiki>* Custom Header = [leave empty]
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<div class="headline-collapse" > ====Use API/Webhook to write the value of Send invoice after check-out - PDF attachment - ''Select from the predefined template'commission' field to a new invoice item====
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You need two keys can send Invoice as an attachment to use our API JSON functions - one for the API itself and one for the propertyyour Guests. The keys have Setup your Invoice go to consist of 16 characters of your choosing.<br{{#fas:cog}} (SETTINGS) GUEST MANAGEMENT ->INVOICING '''API keyTrigger tab:''' Time:*SETTINGS -> ACCOUNT -> ACCOUNT->ACCESS "API Key 1"Trigger Event = Checkout*API Key Trigger Time = my_very_secret_api_keyImmediate +8hrs*API Key Access Trigger Window = allow any IP1 day Booking Source:*IP Whitelist Booking Source = [leave empty]All (or select the appropriate channel/Direct) Booking Conditions:*Allow Writes Group bookings = Yes Trigger all on master*Property Access Booking Status = Owned by this account onlyConfirmed Info Codes:*Any Booking Info Code = CHECKOUT '''Property keyMessaging tab:''' *Settings > Properties > Access > propKey Send Email = Guest email - (or one of the other options) *Attachment = secret_key_for_prop_XXXXXXInvoice Template 1
*URL = <nowiki>https://api.beds24.com/json/setBooking</nowiki>*Custom Header = [leave empty]HTML box - Email will be sent
Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]] <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkout to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings. 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.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email with Booking Registration Form - PDF attachment====</div><div class="mw-collapsible-content"> You can send Booking Template attachments to your Guests. Setup your Booking Template, go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> BOOKING TEMPLATES '''Trigger tab:''' Time:*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1 day Booking Source:*Booking Source = All (or select the appropriate channel/Direct) Booking Conditions:*Group bookings = Trigger all on master*Booking Status = All but not cancelled '''Messaging tab:''' *Body Data Send Message = 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 Booking Template from the drop down list. *Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]] <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkout to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings. 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.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email after the cleaner has cleaned the room====</div><div class="mw-collapsible-content"> 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:''' Time:*Trigger Event = Checkin*Trigger Time = Immediate*Trigger Window = 1 Booking Source:*Booking Source = All Booking Conditions*Group bookings = Trigger all on master*Booking Status = All but not cancelled Booking Fields:*Template Variable = [UNITSTATUS1] Contains = clean '''Messaging 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 "authenticationMail & Actions" tab of the 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 [[Template_Variables| 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 [[Template_Variables| 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.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to your guest - Upselling additional nights - nights available after checkout ====</div><div class="mw-collapsible-content"> 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 {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. '''Trigger Tab :''' Time:*Trigger Event = Checkin (depending on when you want to notify the guest)*Trigger Time = -2 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 2 Booking Source:*Booking Source = All Booking Conditions:*Group bookings = Trigger all on master*Booking Status = All but not cancelled Booking Fields:*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 [[Template_Variables| 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 [[Template_Variables| 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 </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to your guest - Upselling additional nights - nights available before checkin ====</div><div class="mw-collapsible-content"> To send an automated Email to the guest confirming that it is possible to extend their stay. This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. '''Trigger Tab :-''' Time:*Trigger Event = Checkin (depending on when you want to notify the guest)*Trigger Time = -2 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 2 Booking Source:*Booking Source = All Booking Conditions:*Group bookings = Trigger all on master*Booking Status = All but not cancelled Booking Fields:*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. '''Messaging tab :- '''*Send Message = Guest API/Smart Email If the "apiKeyMail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions"tab of the Email. *Subject = Enter the appropriate details *Plain Text Box = 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. *HTML Box [IF<=: [VACANTDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [VACANTDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. '''Booking Info Tab :- Optional'''*Booking info code = EXTRANIGHTS, *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse"my_very_secret_api_key> ====Send Email to your guest - Offering Early Checkin ====</div><div class="mw-collapsible-content"> To send an automated Email to the guest confirming that it is possible to have an Early Checkin as room is available the day of before arrival. This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. Trigger Tab :- *Trigger Event = 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 </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to your guest - Offering Late Checkout ====</div><div class="mw-collapsible-content"> To send an automated Email to the guest confirming that it is possible to have a Late Checkout as room is available the day of departure. This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. Trigger Tab :- *Trigger Event = 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 </div></div> <div class="propKeymw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to your guest - Offering Late Checkout Only on a Sunday when there is no new arrival ====</div><div class="mw-collapsible-content"> To send an automated Email to the guest confirming that it is possible to have a Late checkout on Sundays as the room is available on the day of departure. This auto action will create a new booking for the date of departure, closing the calendar to any other bookings. The URL link in the message tab, will send the guest to your guest booking page with set conditions, the leaving date of the existing booking, the room id of the existing booking and the Offer you have created for the LateCheckout. This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. '''Step 1: ''' Create a new offer in {{#fas:cog}} (SETTINGS) > PROPERTIES > OFFERS *Name = Latecheckout*Enable = Only if Available*Booking Type = Confirmed with Deposit 2 - via payment gateway '''Step 2:''' Create a Rate or Daily Price, PRICES *Guests = Max Occupancy*Max Stay = 1*Offer = select the offer number as created in the above step. If you are using Rates, select 'Rate allowed' = Sunday, untick all the other days. Channel Tab, untick all channels, leave only 'beds24.com' for your booking page. If using Daily Prices, then go to Calendar, and set the price and date range, then only Sunday, untick all the other days. Enable list, untick all channels, leave only 'beds24.com' for your booking page. '''Step 3: ''' Create the custom question for the booking id Go to {{#fas:cog}} (SETTINGS) > PROPERTIES > BOOKING QUESTIONS > CUSTOM QUESTIONS and create a question*Question = Booking Id*Single Line field*Optional '''Step 4: ''' Create the Auto Action 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*Between Booking and Check in = 2 and 999 (to stop the auto action triggering on the new booking) *Group bookings = Trigger all on master *Template Variables = [IF=:[LEAVINGDAY:{%a}]:Sun:|[IF>=^[TURNOVERDAYS]^1^yes~no]] equal yes This template variable tests if the departure day is a Sunday and there is at least 1 day between the existing guest booking and the next booking. Message tab :- *Send Email = Guest API/Smart Email (or one of the other options)*EMail Subject = Enter the appropriate details *Email Text = Your text, using the template variables to modify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails) Dear, [GUESTNAME], We are very happy to offer you 'Late Check-out' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK]. If you would like a late checkout, please use this link to make the booking and payment. https://beds24.com/booking2.php?propid=[PROPERTYID]&checkin_hide=[LEAVINGDAYYYYY-MM-DD]&br5-[ROOMID]=Book <span class="" style="color: #f3e504; font-size: 150%;"secret_key_for_prop_XXXXXX>{{#fas:lightbulb}} </span> The details in the URL, will direct the guest to make a new booking in the existing room with the check-in date = leaving date and for Offer 7 &br-7 (offer created in Step 1 above) Enter your Booking Reservation Number [BOOKID] into the Booking id box on the booking page. Best regards, [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME] Email :-[PROPERTYEMAIL] Website :- [PROPERTYWEB] Booking Info Tab :- Optional*Booking info code = LATCHECKOUT, *Booking Info Description = Upsell email sent [CURRENTDATE]: Late Checkout </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to your guest - On a Wednesday (Cleaner is due/Rubbish Collection is due) ====</div><div class="mw-collapsible-content"> To send an automated Email to the guest reminding them that there is an event on a specific day of the week, for instance, the cleaner is due on Wednesday mornings, or the bin collection is due on Thursday mornings. You will need to check for the day of the week. If the booking is for more than 1 week, you will need multiple auto actions as an email will only be sent once, it is not possible to trigger multiple times. '''Step 1:''' Create the Auto Action Trigger Tab :- *Trigger Event = Checkin*Trigger Time = Immediate *Trigger Window = 8 days*Booking Source = All *Booking Status = All but not cancelled *Template Variables = [IF=:[CURRENTDATE:{%u}]:3:yes|no] equal yes %u ISO-8601 numeric representation of the day of the week 1 (for Monday) through 7 (for Sunday) This template variable tests if the current day is a Wednesday. Message tab :- *Send Email = Guest API/Smart Email (or one of the other options)*EMail Subject = Enter the appropriate details *Email Text = Your text, using the template variables to modify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails) Dear, [GUESTNAME], Hope you are enjoying your holiday at [PROPERTYNAME]. We would like to remind you that the cleaner is due to visit you on Thursday morning between 10am and 12am. Best regards, [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME] Email :-[PROPERTYEMAIL] Website :- [PROPERTYWEB] Booking Info Tab :- Optional*Booking Info code = CLEANWED1*Booking Info text = Reminder that cleaning is due on the first Thursday of their stay. This can be used to trigger the next auto action if the duration of their holiday is more than 1 week. Include the Booking Info code in the Trigger tab of the next auto action. </div></div> ===Send an email to the Owner/Internal email address ===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an email to the Owner/Internal email address when a payment FAILS at Stripe====</div><div class="mw-collapsible-content"> Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = STRIPEFAIL, CARDFAILSTRIPE Messaging tab:*Send Message = Internal*Internal Email Address = enter the email address to receive the notification*Subject = Failed Stripe Payment*HTML Box = Enter the text to be sent, you can use template variables in this message, for example [BOOKID] - booking reference number[GUESTNAMES] - name of all guests in the booking on the "bookIdsummary"tab of the booking[FIRSTNIGHT][LASTNIGHT] Booking tab: (optional)*Execution = One time only*Flag Text = Stripe Payment Failed*Flag Colour - choose the flag colour</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an email to the Owner/Internal email address when a guest completes a Payment Authorisation at Stripe====</div><div class="mw-collapsible-content"> Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = STRIPEAUTHORIZE Messaging tab:*Send Message = Internal*Internal Email Address = enter the email address to receive the notification*Subject = Stripe Payment Authorisation*HTML Box = Enter the text to be sent, you can use template variables in this message, for example [BOOKID]- booking reference number[GUESTNAMES] - name of all guests in the booking on the "summary"tab of the booking[FIRSTNIGHT][LASTNIGHT] Booking tab: (optional)*Execution = One time only*Flag Text = Stripe Authorised*Flag Colour - choose the flag colour</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an email to the Owner/Internal email address for a new booking====</div><div class="mw-collapsible-content"> Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source = All*Booking Status = All but not cancelled Messaging tab:*Send Message = Internal*Internal Email Address = enter the email address to receive the notification*Subject = New Booking*HTML Box = Enter the text to be sent, you can use template variables in this message, for example [BOOKID] - booking reference number[GUESTNAMES] - name of all guests in the booking on the "summary" tab of the booking[FIRSTNIGHT][LASTNIGHT] </div></div> ===Booking Info Codes===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add CHECKIN Booking info code to bookings ====</div><div class="mw-collapsible-content"> 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</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add CHECKOUT Booking info code to bookings ====</div><div class="mw-collapsible-content"> If you need to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set the Booking info code rather than use the Current guest module in the dashboard. Trigger tab:*Trigger Event = 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</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Group check-in - ''Select from predefined templates'' ====</div><div class="mw-collapsible-content">This requires the master booking to be checked-in via the check-in function. '''Trigger tab:''' *Trigger Event = Checkin*Trigger Time = immediate*Time Window = 1 day Booking conditions:*Booking Source = All*Booking Status = All but not cancelled *Group bookings" = Trigger all on master if group*Info Code = CHECKIN '''Booking info tab : ''' *Booking Info Code = CHECKIN*Booking Info Text = Group checked in</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Identify Repeat Guest ====</div><div class="mw-collapsible-content">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</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Identify bookings with Custom Question ticked/unticked ====</div><div class="mw-collapsible-content">If you have a custom question with a 'Tick box' for example,they want a late checkin. Setup the custom question in {{#fas:cog}} (SETTINGS) PROPERTIES -> BOOKING QUESTIONS -> CUSTOM QUESTIONS -> Custom question 1, set with TYPE = Tick Box. 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</div></div> ===Add invoiceitems to a booking === <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a fee to all bookings from a channel====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Expedia (for example) Invoice tab:*Add Invoice Item = Add new*Type = Amount*Description = Cleaning fee (for example) - Template variables can be used. *Amount = 50 (for example - the amount of your cleaning fee)*per = Room*Period = one time*VAT = 19% (for example - enter the VAT amount if applicable) The fee will be added the next time the auto actions run. </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a fee (Penalty) to all bookings with an Outstanding Balance==== </div><div class="mw-collapsible-content">You want to add a 2.2% fee to all bookings if there is an outstanding balance 2 days prior to checkin. 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. </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a negative value to Direct bookings for Stripe Charges==== </div><div class="mw-collapsible-content">You want to add the Stripe fee to all Direct bookings to show total value of booking, i.e. if you want to show the booking value. In this example the Stripe charge will be added as a negative figure. Trigger tab: Time :*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1 day Booking Conditions:{*Status = All not Cancelled Booking Source:*Booking Source = Direct Invoice tab:*Type = Amount*Description = Stripe Fee||[INVOICECHARGESNUM:-3%]*Amount = 0 (leave as 0 so the value is set from the calculation in the Description field)*Per = Room*Period = one time*VAT = 19% (for example - enter the VAT amount if applicable) The fee/charge will be added the next time the auto actions run. </div></div> ===Modify description/values of an existing invoice item in a booking === <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Update the Description field of a charge/invoice item==== </div><div class="mw-collapsible-content"> In some cases Channel bookings have different descriptions for the same charge item - i.e. Cleaning, update the description field in the invoice item so they all match, using the format (findthisinvoicedescription^replacewiththisdescription) Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Expedia (for example) Invoice tab:*Add Invoice Item = Update Only*Type = Change Description *Description = Cleaning^Cleaning Service Fee*Invoicee = Ignore (otherwise you can add a specific Invoicee to limit the search) </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Update all values of a charge/invoice item==== </div><div class="mw-collapsible-content"> You need to change the charges in bookings due to an update in your prices. Tourist Tax (for example), update the descriptionfield and value using the format (findthisinvoicedescription^replacewiththisdescription) Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Time Window = 365*Check In From = Select the first date of the Summer Season*Check In To = Select the last date of the Summer Season *Booking Source = Expedia (for example) Invoice tab:*Add Invoice Item = Update Only*Type = Change All *Description = Tourist Tax^Tourist Tax - Summer season 2022 (for example) *Amount = 0.75*Per = Per Person*Period = One time*Invoicee = Ignore (otherwise you can add a specific Invoicee to limit the search) </div></div> ===Payments/Pending Payments=== <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a pending payment====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking or Before Check-in*Trigger Time = set the time you want to collect the payment*Booking Source =All (for example, you can also set different rules for different channels)*Group Booking Trigger = Trigger only Master (this will trigger on individual bookings and Master booking if a group) Booking Info tab: OptionalAdd a booking info tab for information and reporting*Flag Text = PendingPayment (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Booking tab: Optional*Booking Info Code = PENDPAY*Booking Info Text = Pending payment added Invoice tab:*Payment Type = select on what the payment is calculated (Percent of Balance due OR Group balance if you receive Group bookings)*Description = the text you will see in the "Charges and Payments" tab*Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = enter the amount or percentage you want to collect*Payment Rule = use auto or manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) 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 </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse"> ====Add a pending payment - Set the Security Deposit value based on the price of the booking, using a calculation ====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking or Before Check-in*Trigger Time = set the time you want to collect the payment*Booking Source =All (for example, you can also set different rules for different channels) Booking tab: Optional*Flag Text = PendingPayment (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list BookingInfo tab: OptionalAdd a booking info tab for information and reporting*Booking Info Code = PENDPAY*Booking Info Text = Pending payment added Invoice tab:*Payment Type = fixed value*Description = Security Deposit||[IF<=:[INVOICEFIRSTITEMNUM]:800:200|[INVOICEFIRSTITEMNUM][/.0]4] (Security Deposit is the description, then 2 | symbol, then the calculation for the 'Amount' to be set.) This calculation, tests if the first invoice item value (usually the Accommodation value) is greater than or = 800 if so set the Security Deposit Amount = 1 quarter of the first invoice item value, otherwise set = 200. <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> <span style="font-weight: bold;" >Tip</span> A price value for the invoice item can be specified after a second pipe (|) symbol, this can be used to calculate a price using template variables. If the price value in the description field is zero or absent, the numeric value from the amount field will be used. *Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = 0*Payment Rule = use auto or manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) Payments > Payment Rules 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.com Commission 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 </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Collect outstanding booking balance 3 days prior to arrival( Credit card details were collected at time of booking)====</div><div class="mw-collapsible-content"> ''''Create a Payment Rule (Optional)'''' Standard payment rules in the system are Auto & Manual,you can create additional rules for the collection of outstanding payments, you can control the collection of payments if the booking status is changed, for example the booking is cancelled before the final payment is due to be collected. Go to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES Create a Payment Rule to collect payments if bookings are not cancelled. Click '''Create New Payment Rule''' : Payment Rule:*Name = Enter your title - Not Cancelled (for example) *Action = Auto Payment Trigger :*Booking Status = All not cancelled*Any Booking Info Code (optional)*All Booking Info Codes (optional)*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action :*Funding Source = Guest card only*Payment value adjustment = Limit to group booking balance*Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure Prevent Auto Payment :*Prevent payment if booking status = Cancelled*Prevent payment after check-out (days) = 7 (default)*Prevent payment action = Set Manual '''Create Auto Actions ''' Collect the outstanding balance for bookings created via your booking page. Go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTIONS and click '''Create New Action''' to create them. '''Collect outstanding balance for direct bookings''' Trigger tab:*Time**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: <div class="warning">{{#fas:exclamation-triangle}} ONLY use Payment Type =‘ Percent of Group balance due’ if you selected Trigger tab > Booking Conditions > Group Booking Trigger = Trigger Only Master.</div> *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 statusfunction 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 {{#fas:cog}} (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. </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ===='Capture' a Security Deposit when Credit card is collected at time of booking. ====</div><div class="mw-collapsible-content"> Trigger tab: *Trigger Event = After Booking *Trigger Time = immediate*Booking Source =All (for example, you can also set different rules for different channels) Info Codes:Any Booking Info Code = CARDTOSTRIPE 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 <span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> 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 {{#fas:cog}} (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</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply an info code and and/or icon when a payment was made====</div><div class="qtymw-collapsible-content">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:*Booking Info Code : Enter the preset code for the icon or info code which you have created in {{#fas:cog}} (SETTINGS) ACCOUNT->PREFERENCES.*Booking Info Text : Enter the text you wish to show Process Template Variables : When created </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Automatically apply invoice number at check-out - ''Select from predefined templates'' ====</div><div class="mw-collapsible-content">'''Trigger tab:''' *Trigger Event = Check-out*Trigger Time = Immediate*Time window = 1day Booking Conditions:*Status = Confirmed Info Codes:*Any Booking Info Code = CHECKOUT (optional only if you use the check-out function) '''Invoice tab:''' *Assign Invoice Number = yes</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Using Pending Payments as a Payment Reminder====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking 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 {{#fas:cog}} (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. </div></div> ===Booking Flags/Colours=== <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when a booking is cancelled====</div><div class="pricemw-collapsible-content">Trigger tab*Trigger Event = 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 = 999999 default cancel colour - (Set as required) </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag for a bookings from a channel which have breakfast included====</div><div class="mw-collapsible-content">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.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag for a bookings which has BREAKFAST as a charge item====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Booking.com (for example)*Template Variable = [IF>:[COMMISSIONNUMINVOICEITEMBYDESC:Breakfast]:0:yes|no](Text for Breakfast has to match EXACTLY what is in the booking item Uppercase/Lowercase/Proper)*Select 'equal' from the selection box*yes (needs to be exactly the same text/upper/lowercase, as in the equation) Booking tab:*Execution = One time only*Flag Text = Breakfast*Flag Colour - choose the flag colour Booking Info tab:*Booking Info Code = BREAKFAST*Booking Info Description = Breakfast included</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when deposit was made prior to Check-in====</div><div class=",mw-collapsible-content">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.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when booking is fully paid====</div><div class="mw-collapsible-content">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</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag/colour for a booking coming from a certain channel - ''Select from the predefined template'' ====</div><div class="vatRatemw-collapsible-content"> '''Trigger tab: ''' *Trigger Event = 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.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when NO payment is made - ''Select from the predefined template''====</div><div class="mw-collapsible-content"> '''Trigger tab:''' *Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1 day Booking Source:*Booking Source = All Booking Conditions: *Booking Status = All not cancelled*Invoice Balance = No payment made '''Booking tab:''' *Execution = One time only*Flag Text = Not Paid*Flag Colour = fee0dd</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when a payment was made====</div><div class="mw-collapsible-content"><span style="color: #f3e504; font-size: 250%;" >{{#fas:lightbulb}} </span> Also see Example : " Apply a flag when deposit was made prior to Check-in AND/OR Apply a flag when booking is fully paid"7.00 Trigger tab:*Trigger Event = 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</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when a payment FAILS at Stripe - ''Select from predefined template'' ====</div><div class="mw-collapsible-content"> '''Trigger tab:''' *Trigger Event = Booking (but not after check-in)*Trigger Time = Immediate*Trigger Window = 999 Booking Source:*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = STRIPEFAIL,CARDFAILSTRIPE '''Booking tab:''' *Execution = One time only*Flag Text = Stripe Payment Failed*Flag Colour - fee0dd</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag to Booking.com bookings and auto report the Credit Card when a payment FAILS at Stripe====</div><div class="mw-collapsible-content"> Go to Settings > Channel Manager > Preferences and set Auto report failed cards = Yes '''Trigger tab:''' *Trigger Event = Booking (but not after checkout)*Trigger Time = Immediate*Trigger Window = 999 Booking Source:*Booking Source = Booking.com Booking Conditions:*Booking Status = All 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</div></div> ===Status changes===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ==== Change the status of all "Request" bookings to "Cancelled" after three days ====</div><div class="mw-collapsible-content">Trigger tab*Trigger Event = Booking*Trigger Time = 3 days*Booking Status = Request Booking tab:*Execution = One time only*Booking Status = Cancelled</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ==== Change the status of all bookings which have been imported from Ical to "Request" ====</div><div class="mw-collapsible-content">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.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ==== Change Room Unit Status when guest checks out ====</div><div class="mw-collapsible-content">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.</div></div> ===API/Webhook===<div class="mw-collapsible mw-collapsed"><div class="typeheadline-collapse"> ====Use API/Webhook to write to the field 'Message'====</div><div class="mw-collapsible-content"> 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.<br> '''API key:'''*{{#fas: cog}} (SETTINGS) ACCOUNT -> ACCOUNT->ACCESS "0API 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:'''*{{#fas:cog}} (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 = <nowiki>https://api.beds24.com/json/setBooking</nowiki>* Custom Header = [leave empty] Body Data::{::"invoiceeIdauthentication":::{:::"apiKey": "my_very_secret_api_key",:::"propKey": "secret_key_for_prop_XXXXXX"::},::"bookId": "[BOOKID]",::"message": "[MESSAGE]- Append this message"
:}
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<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Use API/Webhook to write the value of the 'commission' field to a new invoice item====
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<div class="mw-collapsible-content">
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.<br>
'''API key:'''
*{{#fas:cog}} (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:'''
*{{#fas:cog}} (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 = <nowiki>https://api.beds24.com/json/setBooking</nowiki>
*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": ""
:::}
::]
:}
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<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Use Auto Action/Webhook to write to send data to Integromat====
</div>
<div class="mw-collapsible-content">
You can use this option to send data to your Integromat account.
Set the rules in the Trigger tab, when you need to send the data to Integromat.
Go to Webhook tab:
URL = https://hook.integromat.com/ followed by your integromat account key.
Body Data = you can use the template variables allows in the list for Integromat [[https://wiki.beds24.com/index.php/Make#Data_Fields Data fields]]
For example :-
bookingData={
"bookId":"[BOOKID]",
"guestMobileNum":"[GUESTMOBILENUM]",
"guestMobile":"[GUESTMOBILE]",
"guestSMS":"[GUESTSMS:44]",
"guestFirstName":"[REPLACE|&|and|[GUESTFIRSTNAME]]",
"propertyName":"[PROPERTYNAME]",
"propertyId":"[PROPERTYID]",
"firstNight":"[FIRSTNIGHTSHORT]",
"lastNight":"[LEAVINGDAYSHORT]"
}
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===Testing for Modified bookings===
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Use Template Variables to test for Modified bookings====
</div>
<div class="mw-collapsible-content">
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)
*Time Window = 365 days
*Booking Status = All not cancelled
*Template Variables [IF>^[MODIFYDATE:{%Y-%m-%d %H:%M:%S}]^[CURRENTDATE:-1day{%Y-%m-%d %H:%M:%S}]^yes~no] equal yes
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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