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An Auto Action is an action which actions have one or more trigger conditions and one or more actions. They can be programmed 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 to run at a trigger on multiple/all properties/rooms with the property specific time relative details, using the [[Template Variables]]. This removes the need to duplicate your auto actions for each Property. Reducing the time ongoing management, multiple copies of the booking, same auto action will require you to edit/modify each auto action rather than update one auto action. Using 'Group Keywords' you can refine the triggers in the Auto Action to include/exclude properties if the check purpose/message in date the Auto action needs to be different. <span style="color:#019cde; font-size: 150%;“ >{{#fas:info-circle}} </span> Auto Actions are not designed as real-time actions. They are sent in batches at times so we recommend you set your triggers to allow for this. == Setup ==Go to {{#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 check out dateAuto Action and click on "Edit", make the changes and click SAVE.
Auto actions have one or more trigger conditions and one or more actions. They can be triggered on *To create a number COPY of different conditionsan Auto Action, like propertyclick "Edit" on an existing auto action, time or booking related conditions. Actions can be scroll to send pre-drafted emails or SMS, change booking or invoice information or run webhooksthe bottom of the page and click 'Save as copy'.
Go to SETTINGS > GUEST MANAGEMENT > AUTO ACTION and *To DELETE an Auto Action, click on "Edit" to modify on an existing auto action or on "Create New Action" , scroll to set up a new auto actionthe bottom of the page and click 'Delete'.
'''Auto sending:''' You can choose to trigger an auto action automatically or manually.
'''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 the Auto Actions only to bookings from your own web site'''Property, manually added bookings and bookings imported though the API (not the channel manager). If you want to apply and Auto Action only to manually added bookings add your username in the "Referrer" field. Room, Unit'''
"Trigger Time" defines when You can refine the action is allowed to start. Once use of the Auto Action, by specifying if it has started it is allowed to go for the "Time Window" period. When the "Time Window" period has elapsed the auto action stopsshould trigger on specific properties or all properties/rooms.
Both "Trigger Time" and "Time Window" are relative to You can select if it should trigger on All properties, All Owned by, All visible in account or a "Trigger Event" ispecific Property.e. check-in, check-out, time of bookingIf you select a specific Property then you can also select a specific Room id.
== Actions ==It is possible to 'Exclude' specific Beds24 Room ids, you can find the Room id from the Room Setup.
=== Messaging/Email ===Go to Email to create or modify a prepared Email template. Templates If required, you can contain [[Template Variables]] to include information also specify specific to the booking Offers/Units in the Email, for example the guests name or the arrival dateRoom Types.
*To send Emails automatically Send/Exclude Property Groups, this will use the values you need to set up your outgoing Email address have entered in {{#fas:cog}} (SETTINGS -) BOOKING PAGE > ACCOUNT -MULTIPLE PROPERTIES > OUTGOING EMAILPROPERTY SETTINGS > GROUP KEYWORDS.
*To send Emails manually open a booking and go to the MAIL tab. Manual Emails will open in a window, you may send it as is or edit it before sending.'''Time'''
Some systems have a limit of about 2000 characters "Trigger Time" defines when the action is allowed to start. Once it has started it is allowed to go for this form of email generationthe "Time Window" period. If When the email will not open try reducing "Time Window" period has elapsed the amount of textauto action stops.
If Auto Action Emails Both "Trigger Time" and "Time Window" are send automatically they are send through your Email serverrelative to a "Trigger Event" i. You should see this on your servere. Whether you see it check-in your Sent box or not depends on your Email program, check-out, time of booking.
If Auto Action Emails are sent manually via a link "Between Booking and Check in the "Email Templates" list in can be used to include/exclude Same day/Near term bookings, set 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 programnumber of days.
If this does not work it will pop "Check In From" and send through your desktop. "Check In this case To" use if you will see it in your Sent boxhave specific information relating to bookings between these dates, special offers, major disruptions etc.
==== Email Attachments ====You can choose to attach an invoice or a booking template as a PDF file to emails sent by Auto Actions. '''Booking Source'''
If you send Emails with pdf attachment (invoice"Booking Source" = "Direct" applies the Auto Actions only to bookings from your own web site, booking template) to Alias-Email addresses created by channels manually added bookings and bookings imported though the channel might block the attachment so it is API (not delivered to the guestchannel manager). Ask If you want to trigger only on manually added bookings add your channel about their policy regarding thisusername in the "Referrer" field.
Other files can not be attached. We recommend you use a link to a file you upload to your web site.'''Booking Conditions'''
=== SMS ==="Group Booking Trigger" - use the (?) context help for the options.You can automatically send SMS messages. Please note that a fee per SMS message applies if "Invoice Balance" - use this function is activatedto for payments and reminders.
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> The SMS will send in the language of the account, not the language of the booking. Read Example 17 for a way to control the language of the SMS.'''Info Codes'''
=== If you use Booking ===Go to the tab 'Booking' Info Codes in your bookings, you can enter values to set up an auto action which modifies something in the bookinginclude/exclude bookings.
=== '''Booking Info ===Set up auto actions which automatically add or remove info codes. Fields'''
=== Invoice ===Automatically add invoice items or pending paymentsSelect the appropriate fields from the drop down lists. You can also use an AND/OR option.
Invoice changes are applied before "Template variables" can be used in the mail is sentfields to generate dynamic values based on the booking.See the options in this section [[Template_Variables#Smart_Logic_Template_Variables|Smart Template Variables]]
== Performance and Testing ==Auto actions will test up to 1000 bookings per cycle*To send messages via the Message API, if your trigger condition involves more than 1000 bookingsthen enter the text in the PLAIN text box, for emails, enter the next 1000 will be tested on the next cycle etc.If you require text in the fastest speed make sure your trigger is designed to test less than 1000 bookingsHTLM Box.
The easiest way *To send Emails automatically you need to do this is usually by reducing the testing window to the smallest necessary and adjusting the trigger condition to the most suitable.For example a trigger that tests all bookings from booking time for 1 year will test many bookings while a trigger that tests only the 7 days before checkset up your outgoing Email address in {{#fas:cog}} (SETTINGS) ACCOUNT -in will test less bookings and perform faster> OUTGOING EMAIL.
The test *To send Emails manually open a booking and go to the MAIL/Action tab of the auto action has . Manual Emails will open in a button which will show window, you how many and which bookings are being tested by the auto actionmay send it as is or edit it before sending.
It is also possible to specify Some systems have a booking number and test if limit of about 2000 characters for this form of email generation. If the auto action would trigger on that booking with some diagnostics information shown to help trouble shootingemail will not open try reducing the amount of text.
== Troubleshooting == '''If Auto Actions do not Action Emails are sent automatically they will send:''' The list in the "Mail" tab of the booking will tell you why. Common causes are: *Is through your outgoing Email address working? Go to SETTINGS->ACCOUNT->OUTGOING EMAIL and click server. You should see this on "Send Test Email"your server. *Is Whether you see it in your Sent box or not depends on 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?program.
'''Delayed trigger of If Auto Action:''' See section Performance and testing aboveEmails 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.
'''Auto Action is If this does 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 applieswork it will pop and send through your desktop. This might not be the In this case if you use sub accounts and the Auto Action is set to trigger for "All Properties"will see it in your Sent box.
'''==== Email Attachments ====You don't have permission can choose 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 attach an invoice or a script or HTML item that appears to the firewall booking template 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 itPDF file to emails sent by Auto Actions.
== Examples ==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.
=== Send Emails/Message/SMS Other files can not be attached. We recommend you use a link to guests ===a file you upload to your web site.
Message API messages ===HTML and Templates===If you use HTML you will be shown in the message tab of the booking and in the Channel Message centre. Currently this need to make sure your code is only available for Booking.com correct and Airbnbclean otherwise it might trigger our firewall.
<div class="mw-collapsible mw-collapsed"><div HTML messages created by third party services is often convoluted and might contain critical content. Some tools like https://stripo.email/ or https://www.designedwithbee.com/ that allow you to create your own templates and also provide many class="headline-collapse" > ====Send an Email to the guest when the status of a booking changes templates have tested to "Cancelled"====</div><div class="mw-collapsible-content">work well in Beds24.
Trigger tab:*Trigger Event = Check-in*Trigger Time = -365*Trigger Window = 365*Booking Source SMS === All (for example)*Booking Status = CancelledYou can automatically send SMS messages. Please note that a fee per SMS message applies if this function is activated.
Message tab<span style="color: #019cde; font-size: 150%;“ >{{#fas:info-circle}} </span> SMS can only be used to communicate Information about a current booking. For channels using the Message API, then enter the text in the Plain text box, legal reasons you can not use SMS for emails enter the text in the HTML boxmarketing purposes including discounts or vouchers.
*'''Send Message''' <span style= Booking API"color:#fe746c;“ >{{#fas:exclamation-triangle}} </Smart span> The SMS will send in the language of the account, not the language of the booking. Read Example "Send an Email in the guests language to an internal Emailaddress" for a way to control the language of the SMS.
If === Booking ===Go to the "Mail & Actions" tab contains a "real" Email address the message is sent 'Booking' to set up an auto action which modifies something in the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possiblebooking.
If no connection to a messaging system is available the message will send to the Email address from the "Mail & ActionsExecution" tab of - default is 'One time only' or 'Allow Repeats' This action can run one time only or repeat within the Emailtrigger time period.
*'''Email Subject''' <span style="color:#fe746c;“ >{{#fas:exclamation- enter the subject for your Gueststriangle}} </span> Emails are always triggered once only regardless of this setting.
*'''Plain Text Box''' - will send === Booking Info ===Set up auto actions which automatically add or remove info codes. This is good practice for reporting and also to channels using Message APItrigger/exclude bookings from other auto actions.
Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]]=== Invoice ===
*'''HTML box''' - Email will be sentAutomatically Assign Invoice Number. Automatically add/update invoice items or pending payments.
Email Text Pending payments can use Payment Rules defined in {{#fas:- It is possible to use the same details cog}} (URLSETTINGS) as in the Plain Text box above->PAYMENTS->PAYMENT RULES. 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 SETTINGS->PAYMENTS->PAYMENT COLLECTION "Non Payment Booking Status" = Request= API ===Create auto actions which trigger HTTP POST notifications.
</div>=== Webhook ===</div>Create auto actions which trigger a web hook when the trigger conditions are met. == Multiple Properties ==
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >With Multiple Properties, the requirement to have Property specific information in the Messages/emails sent to the guest/housekeeping/owner can be achieved using Template Variables.
====Change When you create a Property/Room in Beds24, the status setup of all upcoming direct bookings to "Cancelled" and send an Email to the guest ====<Property/divRoom is held in the database and can be accessed via Template Variables. For example in {{#fas:cog}} (SETTINGS) ><div class="mw-collapsible-content"PROPERTIES >Trigger tab:*Trigger Event = Check-in*Trigger Time = -14 (for example to cancel the bookings for DESCRIPTION, you setup the next two weeks)*Trigger Window = 14*Booking Source = Direct *Booking Status = All Not Cancelledproperty specific details.
Booking tab: *Property name - can be accessed in template variable [PROPERTYNAME] *Booking Status = CancelledProperty Address - can be accessed in template variable [PROPERTYADDRESS]
Message tab: For channels using You will find the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. full list of Property Template Variables when you go to [[Template_Variables#Property_Variables|Property Variables]]
*'''Send Message''' = There are additional Property Templates that can be used in Messages/Emails/SMS to the guest that can be customised for each Property. Each Property Template can hold customised text that can be used in Auto Actions, Booking API/Smart EmailTemplates, Invoices and Reports.
If the "Mail & Actions" tab contains a "real" Email address the message is sent Go to {{#fas:cog}} (SETTINGS) >PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES you will see the guests Email address. If only a masked Email address is list that are available the message sends via the channels API messaging systems if possible.
If no connection to a messaging system When you create each Room/Unit the information is available the message will send to the Email address from the "Mail & Actions" tab of the Emailheld in Room/Unit specific template variables.
*'''Email Subject''' - enter You will find the subject for your Guestsfull list of Room/Unit Template Variables when you go to [[Template_Variables#Room_Variables|Room Variables]]
*'''Plain Text Box''' - will send to channels using Message APISee the full list of [[Template Variables]].
Message Text :- enter the text you wish to You can send a message/email to your guests include URL, confirming their booking date, property details and property contact details. Use the property, room and booking templates to build the message/email in one Auto Action, rather than one auto action per property. Template variables can be used [[Template_Variables| see here]]
*'''HTML box''' - Email This approach will be sentreduce 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.
Email Text :===Example 1 - It is possible to use Each property has a different access code for the same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]main building door ===
</div></div>Your properties have security doors with keycodes, each property has a different code.
<div class="mw-collapsible mw-collapsed"Go to {{#fas:cog}} (SETTINGS) ><div class="headline-collapse" PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES > Property Template 1 enter the Building Access Code, use this same field in each property and set the appropriate code.
====Send an message or SMS to Guest when booking made more than 10 days Then in advance====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = Check-the Auto Action use [PROPERTYTEMPLATE1] in*Trigger Time = -365 days*Trigger Window = 355 days*Booking Status = All not cancelledthe text rather than the actual value.
Booking tab*Please use this code to Access the Main building Door:*Execution = One time only*Booking Status = No Change- [PROPERTYTEMPLATE1]
Message tab: For channels using the Message API, then enter the text in the Plain text box, There is no need for emails enter the text in a separate auto action due to the HTML boxfront door keycode being different.
*'''Send Message''' = Booking API==Example 2 - Housekeeping/Smart EmailCleaning Team is different for each Property. ===
If the "Mail & Actions" tab contains Each of your properties has a "real" Email address the message is sent different housekeeping/cleaning team and you need to send them an email with the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possiblebooking details for each booking.
If no connection Go to a messaging system is available {{#fas:cog}} (SETTINGS) >PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES > Property Template 5 enter the message will send to the Email email address from the "Mail & Actions" tab of the Emailfor Housekeeping/Cleaning team.
*'''Plain Text Box''' - There is no need for a separate auto action as the message will send be sent to channels using Message APIthe appropriate email from property template 5.
Message Text :- enter If you have different teams per room, then use a Room template rather than the text you wish to send to your guests include URLProperty Template. Template variables can be used [[Template_Variables| see here]]
*'''HTML box''' ===Example 3 - Email will be sentSend email to a Group of Properties (not all) ===
Email Text :- It is possible You can setup a "Group" for your Properties, this has a number of benefits, including sending/excluding messages/emails to use the same details (URL) as a Group of Properties, view a "Group" of properties in the Plain Text box aboveyour Calendar and in Reports. Template variables can be used [[Template_Variables| see here]]
SMS tab :Enter a Group name, it needs to be a single word - for example you want to identify all 4 bedroom properties, then you can add 4BEDS and add this to all 4 Bedroom properties you have.
Please note Each property can be in multiple groups, enter multiple keywords separated by a charge applies per SMS messagecomma, for example :- 4BEDS, OceanView, Dublin.
The phone number must contain the international country code and phone number as it would be dialed internationally== Using Smart Logic Template Variables ==You can use smart logic template variables to trigger auto actions for specific conditions.
Do not include any leading zeros or other characters and use no spaces.If you want to send a message on a specific day of the week :-
The number must start with 1) You need to send a message to remind the country codeguests to put the rubbish bin out for collection on a Wednesday night.* [IF=:[CURRENTDATE:{%u}]:3:yes|no] will test if the current date is a Wednesday
EXAMPLE2) Remind the guest that the cleaning lady will be at the apartment on Friday morning.
to send to phone number 015625346 in * [IF=:[CURRENTDATE:{%u}]:4:yes|no] will test if the UK (Country code 44) enter the following numbercurrent date is a Thursday
4415625346 %u ISO-8601 numeric representation of the day of the week 1 (for Monday) through 7 (for Sunday)
You can use == Performance and Testing ==Auto actions will test up to 1000 bookings per cycle, if your trigger condition involves more than 1000 bookings, the template variables [GUESTPHONE] or [GUESTMOBILE] but this next 1000 will only work if be tested on the phone number has exactly next cycle etc.If you require the required formatfastest speed, ensure your trigger is designed to test less than 1000 bookings.
*SMS MessageThe easiest way to do this is usually by reducing the testing window to the smallest necessary and adjusting the trigger condition to the most suitable.For example a trigger that tests all bookings from booking time for 1 year will test many bookings while a trigger that tests only the 7 days before check-in will test less bookings and perform faster.
Enter The test tab of the message to send, messages auto action has a button that will be truncated at 160 characters. Template variables can be usedshow you how many and which bookings are being tested by the auto action.
</div></div>It is also possible to specify a booking number and test if the auto action would trigger on that booking with some diagnostics information shown to help trouble shooting.
<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 an SMS, update booking settings, *add/delete a booking info code, *trigger a webook, *add a pending payment, *update/add/delete a Charge/Payment item,*assign an invoice number.
====Send an message or SMS There is no requirement to Guest when booking made more than 7 days in advance====</div><div class="mw-collapsible-content">Alternatively you set an use Between Booking and Check inindividual auto action for each item if they can all apply at the same time.
Trigger tab<span style="color: #f3e504; font-size: 150%;" >{{#fas:*lightbulb}} </span> '''It is not possible to specify a specific time for the auto action to trigger.''' The use of the Trigger Event = Booking time 'Immediate' + 14 hrs (but for example) will not after check-in)*Trigger Time = Immediate*Trigger Window = 1 dayBetween Booking 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 Check in = 7 added to 999*Booking Status = All not cancelledthe batch for processing.
Booking == Troubleshooting == '''If Auto Actions do not send:''' The list in the "Mail" tabof the booking will tell you why. Common causes are: *Execution = One time onlyIs your outgoing Email address working? Go to {{#fas:cog}} (SETTINGS) ACCOUNT->OUTGOING EMAIL and click on "Send Test Email". *Booking Status = No ChangeIs your Auto Action set to send automatically? Message *Is the guests Email address valid ("Mails" tab: For channels using of the Message API, then enter the text in booking)? *Is the Plain text Text box, for emails enter populated with the text in you want to send (required when Message API is being used? *Is the booking set to allow Allow Auto Actions ("Mails" tab of the booking)? *Do all trigger events apply to the HTML box. booking?
* '''Send MessageDelayed trigger of Auto Action:''' = Booking API/Smart Email See section Performance and testing above.
If the "Mail & Actions" tab contains a "real" Email address the message '''Auto Action is sent not editable''' To have write access to an auto action an account needs to have write access to all properties to which the guests Email addressauto action applies. If only a masked Email address is available This might not be the message sends via case if you use sub accounts and the channels API messaging systems if possibleAuto Action is set to trigger for "All Properties".
If no connection '''You don't have permission to a messaging system access control2.php on this server''' error message, when the save button is clicked It is available most likely something in your content triggering the message will send 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 Email address from 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 "Mail & Actionsor" tab of that hackers often use in sql injection attacks. Once you find the item causing the Emailproblem, try rewording it.
* '''Email SubjectAuto Action is not visible in a sub account''' - enter If you have sub accounts and need an auto action to be used across multiple accounts/properties, then create the subject for your Guestsauto action at the Master Account Level and set Property = 'All visible in account' and ensure the Master account has access to the properties.
*'''Plain Text Box''' - will send to channels using Message API== Examples ==
*'''HTML box''' <span style="color:#019cde; font- Email size: 150%;“ >{{#fas:info-circle}} </span> Message API messages will be sentshown in the message tab of the booking and in the Channel Message centre. Currently this is only available for Booking.com and Airbnb.
SMS tab Time:*Trigger Event = Check-in*Trigger Time = -365*Trigger Window = 365
Please note a charge applies per SMS message. Booking Source*Booking Source = All (for example)
This is If the "Mail & Actions" tab contains a global service and "real" Email address the notifications can be message is sent to almost phone in any countrythe guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
The phone number must contain If no connection to a messaging system is available the international country code and phone number as it would be dialed internationallymessage will send to the Email address from the "Mail & Actions" tab of the Email.
Do not include any leading zeros or other characters and use no spaces.*Email Subject - enter the subject for your Guests
The number must start with the country code.*Plain text box - will send to channels using Message API
EXAMPLEMessage Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]]
to send to phone number 015625346 in the UK (Country code 44) enter the following number*HTML box - Email will be sent
4415625346Email 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]]
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<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 Status" = Request.
Enter the message to send, messages will be truncated at 160 characters. Template variables can be used.
Trigger tabTime:*Trigger Event = Booking (but not after checkCheck-in)*Trigger Time = Immediate-14 (for example to cancel the bookings for the next two weeks)*Trigger Window = 1 dayBetween Booking and Check in = 0 to 6*Booking Status = All not cancelled14
SMS tab :<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >
Please note a charge applies per ====Send an message or SMS message. to Guest when booking made more than 10 days in advance====</div><div class="mw-collapsible-content">'''Trigger tab:'''
This is a global service and the notifications can be sent to almost phone in any country.Booking Conditions:*Booking Status = All not cancelled
*Unit = Select the number of the unit you want to send this message to. Note that the number represents the index of the unit not its name.
Booking tab:
*Execution = One time only
*Booking Status = No Change
If you are using the "Additional Information" function SETTINGS*HTML box ->PROPERTIES->ROOMS->SET UP "Unit Names" you can use template variables Email will be sent
ExampleEmail Text : Your room - It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [UNITNAME]. Check-in from: [UNITNAME:1Template_Variables| see here] . The key code is: [UNITNAME:2]
The template variables will only work if you have entered text in SETTINGS->PROPERTIES->ROOMS->SET UP "Unit Names". The context help for this setting will explain how to do this.
*'''HTML box''' - Email will be sent Please note a charge applies per SMS message.
If you are using *Send SMS Message : Enable*Phone Number : This is the "Additional Information" function SETTINGS->PROPERTIES->ROOMS->SET UP "Unit Names" you can use template variables [[Template_Variables| see here]]phone number that will receive the SMS notification.
Example: Your room This is [UNITNAME]. Check-a global service and the notifications can be sent to almost phone in from: [UNITNAME:1] any country. The key code is: [UNITNAME:2]
</div></div>Do not include any leading zeros or other characters and use no spaces.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >The number must start with the country code.
====Send an Email to the guest when a payment is made====</div><div class="mw-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)EXAMPLE
Message tab: For channels using the Message API, then enter the text to send to phone number 015625346 in the Plain text box, for emails UK (Country code 44) enter the text in the HTML box. following number
*'''Send Message''' = Booking API/Smart Email4415625346
If You can use the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If template variables [GUESTPHONE] or [GUESTMOBILE] but this will only a masked Email address is available work if the message sends via phone number has exactly the channels API messaging systems if possiblerequired format.
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.*SMS Message
*'''Email Subject''' - enter Enter the subject for your Guestsmessage to send, messages will be truncated at 160 characters. Template variables can be used.
*'''Plain Text BoxBooking tab:''' - will send to channels using Message API*Execution = One time only*Booking Status = No Change
Message Text :- enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]]</div></div>
You should consider adding the invoice table to the email so the guest can see the booking details including Charges & Payments. <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >
[INVOICETABLE] ====Send an message or SMS to Guest for last minute booking - invoice table6 days or less====</div><div class="mw-collapsible-content">
It is also possible to include a customised invoice table using this template variable '''Trigger tab:- [INVOICE:PRI_QTY_CUA€] will create an invoice table with price and quantity in Euros.'''
Email Text Booking Conditions:- 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 not cancelled
You should consider adding the invoice table to the email so the guest can see the booking details including Charges & Payments.
[INVOICETABLE] - invoice table'''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.
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.*Send Message = Booking API/Smart Email
</div></div>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 class=If no connection to a messaging system is available the message will send to the Email address from the "mw-collapsible mw-collapsedMail & Actions"><div class="headline-collapse" >tab of the Email.
====Send an *Email to guests from Channels====</div><div class="mwSubject -collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source = Channel Managerenter the subject for your Guests
Booking tab:*Execution = One time only*Booking Status = No Change Plain text box - will send to channels using Message API
If the "Mail & Actions" tab contains a "real" Email address the message Text :- It is sent possible to use the guests Email address. If only a masked Email address is available the message sends via same details (URL) as in the channels API messaging systems if possiblePlain text box above.Template variables can be used [[Template_Variables| see here]]
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 SubjectSMS tab :''' - Please note a charge applies per SMS message. *Send SMS Message : Enable*Phone Number : This is the phone number that will receive the SMS notification. This is a global service and the notifications can be sent to almost phone in any country. The phone number must contain the international country code and phone number as it would be dialed internationally. Do not include any leading zeros or other characters and use no spaces. The number must start with the country code. EXAMPLE to send to phone number 015625346 in the UK (Country code 44) enter the subject for your Guestsfollowing number
*'''Plain Text Box''' - will send to channels using Message API4415625346
Message Text :- enter You can use the text you wish to send to your guests. Template template variables can be used [GUESTPHONE] or [Template_Variables| see here]GUESTMOBILE]but this will only work if the phone number has exactly the required format.
*'''HTML box''' - Email Enter the message to send, messages will be senttruncated at 160 characters. Template variables can be used.
Email Text '''Booking tab:- It is possible to use the same details as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]'''*Execution = One time only*Booking Status = No Change
*'''HTML box''' Example: Your room is [UNITNAME]. Check- Email will be sentin from: [UNITNAME:1] . The key code is: [UNITNAME:2]
Email Text The template variables will only work if you have entered text in {{#fas:cog}} (SETTINGS) PROPERTIES->ROOMS- It is possible >SET UP "Unit Names". The context help for this setting will explain how to use the same details as in the Plain Text box abovedo this. Template variables can be used [[Template_Variables| see here]]
SMS tab :
Please note a charge applies per SMS message. *HTML box - Email will be sent
*Send SMS Message : Enable*Phone Number If you are using the "Additional Information" function SETTINGS-{{#fas: This is the phone number that will receive the SMS notification.cog}} (SETTINGS) PROPERTIES->ROOMS->SET UP "Unit Names" you can use template variables [[Template_Variables| see here]]
This Example: Your room is a global service and the notifications can be sent to almost phone [UNITNAME]. Check-in any countryfrom: [UNITNAME:1] .The key code is: [UNITNAME:2]
Do not include any leading zeros or other characters and use no spaces.'''Booking tab:'''*Execution = One time only*Booking Status = No Change
The number must start with the country code.</div></div>
EXAMPLE<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >
4415625346Booking Conditions: *Booking Status = All not cancelled*Invoice Balance = Any Payment made OR Invoice Balance = Zero (payment in full)
You can use '''Message tab:''' For channels using the template variables [GUESTPHONE] or [GUESTMOBILE] but this will only work if Message API, then enter the phone number has exactly text in the required formatPlain text box, for emails enter the text in the HTML box.
Enter If the "Mail & Actions" tab contains a "real" Email address the message is sent to send, messages will be truncated at 160 charactersthe guests Email address. Template variables can be usedIf only a masked Email address is available the message sends via the channels API messaging systems if possible.
Booking If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab: (optional)*Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose of the flag colourEmail.
</div></div>*Email Subject - enter the subject for your Guests
<div class="mw*Plain text box -collapsible mw-collapsed"><div class="headline-collapse" >will send to channels using Message API
====Send a Request for payment Message Text :- enter the text you wish to send to your guests for all bookings====</div><div class="mw-collapsible-content">Trigger tab:. Template variables can be used [[Template_Variables| see here]]
*Trigger Event = After Booking*Trigger Time = ImmediateYou should consider adding the invoice table to the email so the guest can see the booking details including Charges & Payments. *Trigger Window = 1 day Booking Source = ALL (or select the booking source/Channel)[INVOICETABLE] - invoice table
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 It 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 also possible. If no connection to include a messaging system is available the message customised invoice table using this template variable :- [INVOICE:PRI_QTY_CUA€] will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered create an invoice table with price and quantity in the field "Internal" are sent via Email.Euros
Plain Text (Using Message API)*Subject HTML box - enter the subject for your Guests*Plain Text Message :- enter the Message text you wish to send to your guests include the payment link Email will be sent
httpsEmail Text ://beds24- It is possible to use the same details as in the Plain text box above.com/bookpay.php?bookid=Template variables can be used [[BOOKIDTemplate_Variables| see here]]
HTML Message (Send Email) *Email Subject - enter the subject for your Guests*Email Text :- enter the Email text you wish to send to your guests include template variable [PAYLINKINVOICETABLE] 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 table
Booking tabIt 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.
*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 tabBooking Conditions: *Booking Status = All not cancelled*Invoice Balance = Any Payment made
*Send Email : **'''Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.**Booking API and Email: Messages are sent via channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.'''
Plain *Flag Text (Using Message API)*Subject - enter the subject for your Guests= Paid *Plain Text Message :- enter the Message text you wish to send to your guests include the payment link Flag Colour = d4e4b0
https://beds24.com/bookpay.php?bookid=[BOOKID]
You can find extra options to add to the payment link if you want to refine the details
https://wiki.beds24.com/index.php/Category:Payments#Payment_Request
HTML Message (Send Email)
*Edit Email Subject - enter the subject for your Guests
*Edit Email Text :- enter the Email text you wish to send to your guests include template variable
[PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options.
Booking tab:
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
You allow your guests to make X number of payments for their booking. Time*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1 day
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 Source*Booking Source = Channel Manager
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'''*Send Message = Booking API/Smart Email
Trigger 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.
*Trigger Event = Booking (but not after check-in)*Trigger Time = +7 days*Trigger Window = 1 day 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 Message''' = Booking API/Smart Email**Booking API and Email SmartText : If - enter 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 text you wish 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 Emailyour guests.Template variables can be used [[Template_Variables| see here]]
Plain Text (Using Message API)*Subject HTML box - enter the subject for your Guests*Plain Text Message :- enter the Message text you wish to send to your guests include the payment link Email will be sent
httpsEmail Text ://beds24- It is possible to use the same details as in the Plain Text box above.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'''Booking tab:''' *Execution = One time onlyhttps://wiki.beds24.com/index.php/Category:Payments#Payment_Request*Booking Status = No Change
HTML Message (Send Email) </div>*Edit Email Subject - enter the subject for your Guests*Edit Email Text :- enter the Email text you wish to send to your guests include template variable [PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options. </div>
Booking ====Send a message (Email or sms) to guests that have Checked-out 30 days or more====</div><div class="mw-collapsible-content">'''Trigger tab:'''
'''Create additional Auto Actions for each period you want to trigger'''*Send Message = Booking API/Smart Email
'''Create Auto Action 2 (and 3, 4, 5 - how many you need) '''*Trigger Time = +14 days (days you want If the "Mail & Actions" tab contains a "real" Email address the message is sent to collect the payments)*Trigger Window = 1 day guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
The use If no connection to a messaging system is available the message will send to the settings in Email address from the previous auto action to trigger "Mail & Actions" tab of the next auto action for your bookingEmail.
</div></div>*Email Subject - enter the subject for your Guests
<div class="mwMessage Text :-collapsible mw-collapsed"><div class="headline-collapse" >enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]]
====Send a Request to 'Capture' a Security deposit from your guests XX days before check*HTML box -in - with Stripe====</div><div class="mw-collapsible-content">Email will be sent
You want Email Text :- It is possible to capture a Security Deposit for bookings on use the day before check-same details as in from your guestthe Plain text box above.Template variables can be used [[Template_Variables| see here]]
Capture of the payment is only held by Stripe for 7 days, if the guest is staying longer you will need to send the request again.'''SMS tab :'''
You will need to create multiple emails to capture the payment multiple times for the same booking Please note a charge applies per SMS message.
'''Create Auto Action one'''Trigger tab:This is a global service and the notifications can be sent to almost phone in any country.
*Trigger Event = Check-inThe 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. *Trigger Time = -1 daysEXAMPLE*Trigger Window = 1 day *Booking Source = ALL to send to phone number 015625346 in the UK (or select Country code 44) enter the booking source/Channel)*Status = All not cancelledfollowing number
Message tab: 4415625346
Send Email : select You can use the appropriate optiontemplate variables [GUESTPHONE] or [GUESTMOBILE] but this will only work if the phone number has exactly the required format.
Booking info tab: (Optional)Enter the message to send, messages will be truncated at 160 characters. Template variables can be used.
*'''Booking Info Code = SECDEPOSIT tab:''' (for exampleoptional)*Booking Info Execution = One time only*Flag Text = Security deposit request sent.The text you want to display*Flag Colour - choose the flag colour
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:'''
Email tab:
*Enter the message in the appropriate language under your default language.
This uses a smart template variable. In this example we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text.'''Trigger tab:'''
SMS '''Message tab:*Phone Number = [GUESTMOBILE]*SMS Message = [IF=:[GUESTLANGUAGE]:fr:French_text|English_text]</div></div>'''
<div class*Send Email =Booking API and Email Smart: If the "Mail & Actions"mw-collapsible mw-collapsedtab contains a "real">Email address the message is sent to the guests Email address. <div class=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"headlineare sent via Email. *Plain text box (Using Message API)Subject - enter the subject for your GuestsPlain Text Message :-collapse" > enter the Message text you wish to send to your guests including the payment link ====Send Remotelockhttps://beds24.com/Lockstate, Nuki PIN or Chekin Link ==bookpay.php?bookid=[BOOKID]&g=cc </div>You can find extra options to add to the payment link if you want to refine the details<div class="mw-collapsible-content"> Trigger tabhttps://wiki.beds24.com/index.php/Category:Payments#Payment_Request *Trigger Event = CheckHTML Message (Send Email) Edit Email Subject -inenter the subject for your Guests*Trigger Time = Edit Email Text :-2 (enter the number of days before check-in Email text you want wish to send to sent your guests including the code or 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 tab:''' *Trigger Window Execution = 2One time only*Booking Source Flag Text = AllThe 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. '''Booking Status = All but not cancelledInfo tab:''' *Group bookings Booking Info Code = Trigger all on masterNEWCARDREQ*Booking Info Code Text = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URLNew credit card requested
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]
It *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 assumed you use available the Checkin/Checkout feature in message sends via the Dashboard, channels API messaging systems if not you can either manually add Checkin possible. If no connection to a messaging system is available the message will send to your bookings (Booking info the Email address from the "Mail & Actions" tab) or create an auto action of the Email. Messages to add the Booking Info Codes to Email address entered in the bookingsfield "Internal" are sent via Email.</div></div>
<div class="mw-collapsible mw-collapsed">*Plain text box (Using Message API)<div class="headlineSubject -collapse" > enter the subject for your Guests====Send Email with a PDF attachment====</div><div class="mw-collapsiblePlain Text Message :-content">enter the Message text you wish to send to your guests include the payment link
You can send Invoice or Booking Template attachments to your Guestshttps://beds24. com/bookpay.php?bookid=[BOOKID]
Setup your Invoice or Booking Template, go You can find extra options to SETTINGS -> GUEST MANAGEMENT -> INVOICING or SETTINGS -> GUEST MANAGEMENT -> BOOKING TEMPLATESadd to the payment link if you want to refine the details https://wiki.beds24.com/index.php/Category:Payments#Payment_Request
Trigger tab:*Trigger Event = CheckoutHTML Message (Send Email) *Trigger Time = ImmediateEdit Email Subject - enter the subject for your Guests*Trigger Window = 1Edit Email Text :- enter the Email text you wish to send to your guests include template variable *Booking Source = All [PAYLINK] this creates a payment link (or select HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the appropriate channel/Direct)*Booking Status = All but not cancelled*Group bookings = Trigger all on master*Any Booking Info Code = CHECKOUTtemplate variables for other options.
Message '''Booking tab: *Send Email = Guest API/Smart Email (or one of the other options)*Attachment = Select an option from the drop down list. *EMail Subject = Enter the appropriate details *Email Text = Your text which includes the details for your current guests. '''
It is assumed *Execution = One time only*Flag Text = The text you use want to display*Flag Colour - choose the flag colourBooking changes are applied before the Checkin/Checkout feature in mail is sent so that the Dashboard, if not you flag template variable can either manually add Checkout to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to be reflected in the bookingsEmail.
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 class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email a Request for payment to your guests XX days after the cleaner has cleaned the roombooking====
To send an automated Email You allow your guests to make X number of payments for their booking. You can not trigger the guest 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 they can check you/the cleaner have to add a unitstatus to the room when it is readywill need 3 auto actions. In this example we used the unit status clean
Trigger tab:*Trigger Event = Checkin*Trigger Time = Immediate*Trigger Window = 1*Booking Source = All *You will need to manually add a Booking Status = All but not cancelledInfo Code to each booking that you have agreed to allow X payments. *Group bookings = Trigger all on master*Template Variable = [UNITSTATUS1] Contains = clean'''Create Auto Action one'''
Message '''Trigger tab: *Send Email = Guest API/Smart Email (or one of the other options)*EMail Subject = Enter the appropriate details *Email Text = Your text.'''
Other files *Booking Source = ALL (or select the booking source/Channel)*Invoice Balance = Not Zero*Any Booking Info Code = MULTIPLE (for example) this can not be attached. We recommend you use a link to a file used if you upload only allow some guests to your web sitemake multiple payments.</div></div>'''Message tab:'''
==*Send Message =Booking Info Codes===API/Smart Email<div class=If the "Mail & Actions" tab contains a "mw-collapsible mw-collapsedreal"><div class=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 "headline-collapseMail & Actions" > ====Add CHECKIN Booking info code tab of the Email. Messages to bookings ====</div><div class=the Email address entered in the field "mw-collapsible-contentInternal">are sent via Email.
If you need to use *Plain text box (Using Message API)Subject - enter the Booking info code CHECKIN/CHECKOUT subject for reporting/other auto actions, your GuestsPlain Text Message :- enter the Message text you can set the Booking info code rather than use the Current guest module in wish to send to your guests include the dashboard. payment link
Trigger tabhttps:*Trigger Event //beds24.com/bookpay.php?bookid= Check-in*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source = All*Booking Status = All but not cancelled*Group bookings = Trigger all on master[BOOKID]
Booking Info tab: You can find extra options to add to the payment link if you want to refine the details*Booking Info Code = CHECKIN *Booking Info Text = Auto Checkin<https://wiki.beds24.com/div><index.php/div>Category:Payments#Payment_Request
<div class="mw-collapsible mw*HTML Message (Send Email) Edit Email Subject -collapsed">enter the subject for your Guests<div class="headlineEdit Email Text :-collapse" > ====Add CHECKOUT Booking info code enter the Email text you wish to send to bookings ====your guests include template variable </div><div class="mw-collapsible-content">[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.
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 '''Booking tab:''' *Trigger Event Execution = One time only*Flag Text = CheckThe 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. '''Create additional Auto Actions for each period you want to trigger''' '''Create Auto Action 2 (and 3, 4, 5 -outhow many you need) '''*Trigger Time = Immediate+14 days (days you want to collect the payments)*Trigger Window = 1 day*Booking Source = All*Booking Status = All but not cancelled*Group bookings = Trigger all on masterThe use the settings in the previous auto action to trigger the next auto action for your booking.
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:You want to capture a Security Deposit for bookings on the day before check-in from your guest. Capture of the payment is only held by Stripe for 7 days, if the guest is staying longer you will need to send the request again. You will need to create multiple emails to capture the payment multiple times for the same booking.
*Trigger Event = After Booking
*Trigger Time = immediately
*Trigger Window = 365
*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings" = Trigger all on master
*Info Code = CHECKIN
Booking info '''Trigger tab : *Info Code = CHECKIN</div></div>'''
<div class*Trigger Event ="mwCheck-collapsible mw-collapsed">in<div class*Trigger Time ="headline-collapse" > 1 days*Trigger Window =1 day *Booking Source ===Identify Repeat Guest ====<ALL (or select the booking source/div>Channel)<div class*Status ="mw-collapsible-content">This requires you to use the Guest database. All not cancelled
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 = REPEAT
If you have a custom question with a 'Tick box' for example, they want a late checkin. Setup the custom question in Properties -> Booking Questions -> Custom Questions -> Custom question 1, set with TYPE = Tick Box.
Booking info tab :
*Info Code = LATECHECKIN
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a fee Send an Email in the guests language to all bookings from a channelan internal Email address ====
Invoice tab*Email Text :*Type = Amount*Description = Cleaning fee (for example)*Amount = 50 (for example - the amount of your cleaning fee)*per = Room*Period = one time*VAT = 19% (for example - enter Template variables can be used in the VAT amount if applicable)message. [[Template_Variables| See here]]
The fee will be added the next time the auto actions run.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add Send SMS in a certain language (if it is the language of the booking) or a pending paymentdefault language====
Trigger tab:*Trigger Event = After This uses a smart template variable. In this example the auto action will trigger on Booking or Before Check-and for 1 day, we check whether the guest booked inFrench. If yes, then we send a French text. If no, we send an English text.*'''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)tab:'''
Booking Info tab:*Optional, add a booking info tab for information and reportingSet the rules to when this Auto Action should trigger.
Invoice tabBooking Source:*Payment Type Booking Source = select on what the payment is calculated All (Percent of Balance duefor example)*Description = the text you will see in the "Charges and Payments" tab*Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = enter the amount or percentage you want to collect*Payment Rule = use auto or manual - if you have set up payment rules in SETTINGS->GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here *Payment Due = Set when the payment is due
Create a Payment Rule to collect a payments when bookings are not cancelled.
Go to Settings '''SMS tab:'''*Phone Number = [GUESTMOBILE]*SMS Message = [IF=:[GUESTLANGUAGE]:fr:French_text|English_text]</div> Payments </div> Payment Rules
Payment Rule :<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >
Name = Enter your title ===Send Remotelock/Lockstate, Nuki PIN or Chekin Link 2 days before Check-in (Self Checkin) - ''Select from the predefined template'' ====</div><div class="mw-collapsible-content">'''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 Souce :- *Booking Source = All*Booking Status = Confirmed Booking Conditions:- *Group bookings = Trigger all on master Info Codes :- Not Cancelled *Info Code = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URL (select the appropriate Booking Info Code for examplethe service you use)Action '''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 = AutoBooking 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)
Payment Trigger :*Plain text box - will send to channels using Message API
*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 Message Text :- enter the Booking info code in text you wish to send to your guests include URL. Include these template variables - [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN] or [BOOKINGINFOCODETEXT:CHEKIN_PIN] see the booking)list of ALL template variables that can be used [[Template_Variables| see here]]
Payment Action :*HTML box - Email will be sent
*Capture = Yes Email Text :- immediately charged It is possible to use the same details (Capture=YesURL)*Add info code on success = add a Booking Info item to as in the booking on success*Add info code on failure = add a Booking Info item to Plain Text box above. Include these template variables - [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN] or [BOOKINGINFOCODETEXT:CHEKIN_PIN] see the booking on failurelist of ALL template variables that can be used [[Template_Variables| see here]]
Trigger tab:*Trigger Event = After Booking *Trigger Time = immediate*Booking Source =All (for example, This auto action can be used if you can also have set different rules for different channels)a fixed PIN code in the Room Setup or using digits from the Booking id.
Invoice tabTo setup the PIN code for each Room/Unit then go to {{#fas:*Payment Type = Percent of balance due *Description = the text you will see cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > UNIT NAMES, then in the "Charges and Payments" tab (Payment Balance) *Status = if unit names, you use the status function can 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 -3additional information including a pin code.
<span styleYou have 2 units (100 and 101). Access Pin Code for 100 ="color:#fe746c;“ >{{#fas:exclamation12345, for 101 -triangle}} </span> Automatic collection is only available for customer who use [[Stripe]].</div></div>34567
<div class=In "mw-collapsible mw-collapsedUnit name"><div class="headline-collapse" >enter: (Use (?) in the room setup for more details/options)
===='Capture' a Security Deposit when Credit card is collected at time of booking. ====*100|12345</div><div class="mw-collapsible-content">*101|34567
Invoice tabTime:-*Payment Type Trigger Event = Fixed amountCheck-in*Description Trigger Time = Security Deposit -2 (the text you will see number of days before check-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 sent the balancecode or link)*Payment Rule Trigger Window = Security Deposit (Create a Payment Rule, see below) *Payment Due = check in2
<span style=If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions"color:#fe746c;“ >{{#fas:exclamationtab of the Email. *Subject -triangle}} </span> Automatic collection is only available enter the subject for customer who use [[Stripe]].your Guests - Your access code (your text)
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 *Plain text box - will need send to create another auto action for this.channels using Message API
Go Message Text :- enter the text you wish to Settings > Payments send to your guests include URL. Include these template variables - [UNITNAME] and [UNITNAME:1] > Payment Rulesor [BOOKIDLAST5] - Last 5 digits of booking number. See the list of ALL template variables that can be used [[Template_Variables| see here]]
Payment Rule : *Name = Enter your title HTML box - Security Deposit (for example)*Action = AutoEmail will be sent
Payment Trigger Email Text :*Booking Status = select from - It is possible to use the drop down list*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional same details (can exclude Virtual Credit cards, find the Booking info code URL) as in the Plain Text box above. Include these template variables - [UNITNAME] and [UNITNAME:1] or [BOOKIDLAST5] - Last 5 digits of booking)number. see the list of ALL template variables that can be used [[Template_Variables| see here]]
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
*Invoice Balance = Any Payment made
Trigger tab:
*Trigger Event = Check-out
*Trigger Time = Immediate
*Any Booking Info Code = CHECKOUT (optional only if you use the check-out function, if not leave blank)
Invoice 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:-*Assign Invoice Number Trigger Event = yesCheck-in</div>*Trigger Time = -2 (the number of days before check-in you want to sent the code or link) </div>*Trigger Window = 2
<div class="mw-collapsible mw-collapsed"><div class="headlineBooking Source:-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 Source = set the time you want to add the pending payment to the bookingAll*Booking Source Status =All (for example, you can also set different rules for different channels)but not cancelled
Booking tabInfo codes : Optional-*Flag Text = PaymentDue1 (for example), set multiple if multiple payments are required. *Flag Colour Any Booking Info Code = select the colour as this will be visible in the Calendar/Bookings listSTRIPEAUTHORIZE
Invoice '''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. *Payment Type Send Message = select on what Booking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the payment guests Email address. If only a masked Email address is calculated (Percent of Balance due)available the message sends via the channels API messaging systems if possible. *Description = If no connection to a messaging system is available the text you message will see in send to the Email address from the "Charges and PaymentsMail & Actions" tabof the Email. *Status = if you use Subject - enter the status function add the status you want to apply to the pending payment subject for your Guests - Your access code (optionalyour text) *Amount = Plain text box - will send to channels using Message API Message Text :- enter the amount or percentage text you want wish to send to collectyour 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]] *Payment Rule = Manual - if you have set up payment rules in SETTINGSHTML box ->GUEST MANAGEMENT->PAYMENT COLLECTION they Email will be available here *Payment Due = Set when the payment is duesent
The Pending Payment Report Email Text :- Enter the text you wish to send to your guests this can include URLs. Include any information that is available in Bookings > Pending Payments. This report can be used important for the checkin of the guest, for example the Key code for the door, who to see outstanding pending paymentscontact if there are any issues, this template variables can be used to , see all outstanding payments, when payment gateways other than Stripe are used, the Pending Payments report list of ALL template variables that can be used to [[Template_Variables| see outstanding payments and a checklist for bank transfers. here]]
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when a booking is cancelledSend Email to all current guest (Check-in) ====
Booking tab:*Execution = One time only*Booking Status = No Change*Flag text = (enter the text you require)*Flag 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 tabTime:*Trigger Event = After BookingCheck-in
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > Info Codes: *Any Booking Info Code ====Apply a flag when deposit was made prior to Check-in====CHECKIN</div><div class*Exclude Booking Info Code ="mw-collapsible-content">Trigger tab:CHECKOUT
*Trigger Event = Check-'''Messaging tab:''' For channels using the Message API, then enter the text in*Trigger Time = -365 (the Plain text box, for example : must be a negative value and emails enter the same as text in the value in Trigger window)*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Invoice Balance = Any Payment madeHTML box.
*Send If no connection to a messaging system is available the message will send to the Email : select appropriate option*Enter : Subject and address from the "Mail & Actions" tab of the Email content.
Booking tab: (optional)*Subject - enter the subject for your Guests
Booking info tab Message Text : (optional)- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]]
Setting Email Text :- It is possible to use the same details with the Booking tab and Booking info tab allows you to trigger additional (follow onURL) Auto Actions and Reportsas in the Plain Text box above.</div></div>Template variables can be used [[Template_Variables| see here]]
<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 <span class= One time only*Flag Text "" style= The text "color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you want 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 display*Flag Colour - choose the flag colourbookings.
Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = BookingYou can send Invoice as an attachment to your Guests.com (for example)
Booking tabSetup your Invoice go to {{#fas:*Execution = One time only*Flag Text = The text you want to display*Flag Colour cog}} (SETTINGS) GUEST MANAGEMENT - choose the flag colour> INVOICING
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the email.</div></div>'''Trigger tab:'''
<div classTime:*Trigger Event ="mw-collapsible mw-collapsed">Checkout<div class*Trigger Time ="headline-collapse" > Immediate +8hrs*Trigger Window =1 day Booking Source:*Booking Source ===Apply a flag when a payment was made====All (or select the appropriate channel/Direct) </div>Booking Conditions:<div class*Group bookings ="mw-collapsible-content"> Trigger all on master<span style*Booking Status ="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".Confirmed
Trigger tabInfo Codes:*Trigger Event = After Any Booking*Trigger Time = Immediate*Trigger Window Info Code = 365*Booking Source = All*Booking Status = All not cancelled*Invoice Balance = Any Payment madeCHECKOUT
Booking '''Messaging tab:*Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour</div></div>'''
<div class*Send Email ="mw-collapsible mwGuest email -collapsed">(or one of the other options)<div class="headline-collapse" > *Attachment ====Apply a flag when a payment FAILS at Stripe====Invoice Template 1</div><div class="mw*Subject -collapsibleenter the subject for your Guests *Plain text box -content">will send to 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]] *Trigger Event = After BookingHTML box - Email will be sent *Trigger Time = ImmediateEmail 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]]*Trigger Window = 365*Booking Source <span class= All*Booking Status "" style= All but "color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not cancelled*you can either manually add Checkout to your bookings (Booking info tab) or create an auto action to add the Booking Info Code = STRIPEFAILCodes 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.
Booking tab:*Execution = One time only*Flag Text = Stripe Payment Failed*Flag Colour - choose the flag colourOther files can not be attached. We recommend you use a link to a file you upload to your web site.
Go You can send Booking Template attachments to Settings your Guests. Setup your Booking Template, go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> Channel Manager > Preferences and set Auto report failed cards = YesBOOKING TEMPLATES '''Trigger tab:''' Time:*Trigger Event = After Booking
*Booking Info Code = BOOKINGCOMCARD
Booking '''Messaging tab:''' *Execution Send Message = One time onlyGuest API/Smart Email (or one of the other options) *Flag Text = Failed CC reported If the "Mail & Actions" tab contains a "real" Email address the message is sent to Bookingthe guests Email address.com *Flag Colour - choose If only a masked Email address is available the message sends via the flag colour</div></div>channels API messaging systems if possible.
Booking tab:*Execution = One time only*Booking Status = CancelledOther files can not be attached. We recommend you use a link to a file you upload to your web site.
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Booking Source = Ical Import (1, 2, 3)
Booking 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:*Execution = One time only*Booking Status = Request'''
Booking changes are applied before the mail is sent.Time:</div>*Trigger Event = Checkin</div>*Trigger Time = Immediate*Trigger Window = 1
<div classBooking Conditions*Group bookings ="mw-collapsible mw-collapsed"> Trigger all on master<div class*Booking Status ="headline-collapse" >All but not cancelled
==== Change Room Unit Status when guest checks out ====</div><div class="mw-collapsible-content">Trigger tab*Trigger Event = Check-outBooking Fields:*Trigger Time Template Variable = Immediate*Trigger Window = 1 day*Booking Status = All but not cancelled*Any Booking Info Code [UNITSTATUS1] Contains = CHECKOUTclean
Booking '''Messaging tab:'''*Execution Send Email = One time only*Change Room Unit Status = Select Guest API/Smart Email (or one of the optionother options)
===API/Webhook===
You can use a webhook in conjunction with To send an automated Email to the API JSON function '''setBooking''' guest confirming that it is possible to write to any field in the bookingextend their stay. 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 This example uses fixed values that you have to consist of 16 characters of your choosing.<br> '''API keyentered into {{#fas:'''*cog}} (SETTINGS -) > ACCOUNT -PROPERTIES > ACCOUNT-ROOMS >ACCESS "API Key 1"*API Key = my_very_secret_api_key*API Key Access = allow any IP*IP Whitelist = [leave empty]*Allow Writes = Yes*SETUP > ROOM TEMPLATES and standard Template Variables set in the Property Access = Owned by this account only*'''Property key:'''*Settings > Properties > Access > propKey = secret_key_for_prop_XXXXXX/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions.
Set the triggers you need, for example'''Trigger Tab :'''
Set the webhook like thisBooking Fields:*Template Variables = [IFBETWEEN:[TURNOVERDAYS]:0:3:yes|no|no] equal yes
* URL = <nowiki>https://apiThis template variable tests if there is 3 days between the guest booking and the next booking.beds24.com/json/setBooking</nowiki>* Custom Header = [leave empty]
Body Data'''Message tab::{::"authentication":::{:::"apiKey": "my_very_secret_api_key",:::"propKey": "secret_key_for_prop_XXXXXX"::},::"bookId": "[BOOKID]",::"message": "[MESSAGE] - Append this message":}</div></div>'''
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Use For channels using the Message API/Webhook to write , then enter the value of text in the 'commission' field to a new invoice item====</div><div class="mw-collapsible-content">You can create a new invoice item that contains Plain text box, for emails enter the price of text in the channel's commission as a negative value to subtract it from the room priceHTML box. You use the API JSON function '''setBooking''' for this. First you need to configure access to the API:
You need two keys *Send Message = Booking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to use our API JSON functions - one for the guests Email address. If only a masked Email address is available the message sends via the channels API itself and one for messaging systems if possible. If no connection to a messaging system is available the property. The keys have message will send to consist the Email address from the "Mail & Actions" tab of 16 characters of your choosingthe Email.<br>'''API key:'''*SETTINGS Email Subject -> ACCOUNT -> ACCOUNT->ACCESS "API Key 1"enter the subject for your Guests*API Key = my_very_secret_api_key*Plain text box - will send to channels using Message API Key Access = allow any IP*IP Whitelist = , enter the text you wish to send to your guests. Template variables can be used [[leave emptyTemplate_Variables| see here]]*Allow Writes = Yes*Property Access [IF<= Owned by this account only*'''Property key:'''[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)|].*Settings > Properties > Access > propKey = secret_key_for_prop_XXXXXXWe 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.
Set the triggers you need, for example:
Booking Source = Booking*HTML box - Email will be sent, enter the text you wish to send to your guests.comTemplate variables can be used [[Template_Variables| see here]]
Set [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 webhook exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like this: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.
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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 manuallyTrigger Action :'''
*'''Manual:''' If set to manual actions can be triggered manually from the MAIL/ACTION tab of each booking. *'''Auto:''' Auto action will automatically trigger on a booking based on the rules set in the Trigger tab. Check the details in the MAIL/ACTION tab of each booking. You will see if the auto action has triggered and when, if it has not triggered then you can check if it is due to trigger and when. ===Setup Outgoing Email Service - Required for sending Emails via Auto Actions===Go to {{#fas:cog}} (SETTINGS) ACCOUNT -> OUTGOING EMAIL and follow the instructions to connect your email address/account to Beds24. '''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.
==Actions = API ===Create auto actions which trigger HTTP POST notifications.
=== Webhook Messaging/Email ===Create auto actions which trigger Go to "Messaging" to create or modify a web hook when prepared Email/Message template. Templates can contain [[Template Variables]] to include information specific to the trigger conditions are metbooking in the Email/Message, for example the guests name or the arrival date.
Invoice changes are applied before the mail is sent.
In the Auto action, *'''"Send Message" = Internal Only.*"Internal Email Subject''' - enter the subject for your GuestsAddress" = [PROPERTYTEMPLATE5]
To assign the "Group" to your Properties, go to {{#fas:cog}} (SETTINGS) > BOOKING ENGINE > MULTI BOOKING PAGE > PROPERTY SETTINGS > GROUP KEYWORDS.
In the Trigger tab of the Auto Action, enter the Group keyword in *"Send SMS Message : Enable*Phone Number : This is the phone number that will receive Only To Property Groups" OR "Exclude Property Groups" you want to include/exclude from the SMS notificationAuto Action.
<span style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> This is filter will not apply if you are triggering on a global service and the notifications can be sent to almost phone in any countrysingle property.
=== Send Emails/Message Text :- enter the text you wish /SMS to send to your guests include URL. Template variables can be used [[Template_Variables| see here]]===
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an Email Text :- It is possible to use the same details (URL) as in guest when the Plain Text box above. Template variables can be used [[Template_Variables| see here]]status of a booking changes to "Cancelled"====</div><div class="mw-collapsible-content">
'''Trigger tab:'''
Booking Conditions*Send SMS Booking Status = Cancelled '''Message tab''': Enable*Phone Number : This is For channels using the Message API, then enter the text in the Plain text box, for emails enter the phone number that will receive text in the SMS notificationHTML box. *Send Message = Booking API/Smart Email
</div>
</div>
<div class="headline-collapse" >
====Send Change the status of all upcoming direct bookings to "Cancelled" and send an message or SMS Email to Guest when booking made more last minute booking - 6 days or lessthe guest ====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Booking tabSource:*Booking Source = Direct Booking Conditions:*Execution Booking Status = One time onlyAll Not Cancelled Booking tab: *Booking Status = No ChangeCancelled
'''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
*'''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]]
</div>
</div>
Time:*Trigger Event = Check-in*Send SMS Message : EnableTrigger Time = -365 days*Phone Number : This is the phone number that will receive the SMS notification.Trigger Window = 355 days
Booking tab:*Execution = One time only*Booking Status = No Change '''Message tab''': For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Send Message = Booking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Email Subject - enter the subject for your Guests *Plain Text Box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[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.
<div class="headline-collapse" >
====Send an Email with a key code for a specific unit one day before check-message or SMS to Guest when booking made more than 7 days inadvance====
</div>
<div class="mw-collapsible-content">
Alternatively you an use Between Booking and Check in '''Trigger tab:''' Time:*Trigger Event = CheckBooking (but not after check-in)*Trigger Time = -1 dayImmediate*Trigger Window = 1 day *Between Booking and Check in = 7 to 999 Booking Conditions:
*Booking Status = All not cancelled
'''Message tab: ''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
*'''Send Message''' = Booking API/Smart Email
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
*'''Email Subject''' - enter the subject for your Guests
*'''Plain Text Box''' text box - will send to channels using Message API
Message Text :- enter the text you wish to send to your guestsinclude URL. Template variables can be used [[Template_Variables| see here]]
'''SMS tab :'''
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 thisphone number must contain the international country code and phone number as it would be dialed internationally.
Time:*'''HTML box''' Trigger Event = Booking (but not after check- Email will be sentin)*Trigger Time = Immediate*Trigger Window = 1 day*Between Booking and Check in = 0 to 6
Message tabText : For channels using the Message API, then - enter the text in the Plain text box, for emails enter the text in the HTML boxyou wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]]
*'''Send Message''' = Booking API/Smart HTML box - Emailwill be sent
*SMS Message
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Send an Email with a message key code for a specific unit one day before check-in (Email or smsSelf Checkin) to guests that have Checked-out 30 days or more====
</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 = After Check-outin*Trigger Time = 30 days -1 day*Trigger Window = 365 days 1 day Booking Conditions *Booking Status = All not cancelled
'''Message tab: ''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
*'''Send Message''' = Booking API/Smart Email
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
*'''Email Subject''' - enter the subject for your Guests
*'''Plain Text Box''' 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]]
If you are using the "Additional Information" function {{#fas:cog}} (SETTINGS) PROPERTIES->ROOMS->SET UP "Unit Names" you can use template variables
The phone number must contain the international country code and phone number as it would be dialed internationallytemplate variables will only work if you have entered text in S{{#fas:cog}} (SETTINGS) PROPERTIES->ROOMS->SET UP "Unit Names". The context help for this setting will explain how to do this.
====Send an Email to send to phone number 015625346 in the UK (Country code 44) enter the following numberguest when a payment is made====</div><div class="mw-collapsible-content">'''Trigger tab:''' Time:*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 365 day
*SMS Send Message= Booking API/Smart Email
You can find extra options to add should consider adding the invoice table to the payment link if you want to refine email so the guest can see the booking details https://wikiincluding Charges & Payments.beds24.com/index.php/Category:Payments#Payment_Request
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====Send Apply a flag/colour to a booking when a Request for payment to your guests XX days before arrivalis made - ''Select from the predefined template ''====
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'''Trigger tab:'''
Time:*Trigger Event = Check-in Booking*Trigger Time = -42 Immediate*Trigger Window = 1 999 day Booking Source = ALL (or select the booking source/Channel)
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====Send a Request Email confirmation for payment to your guests XX days after bookingchannel bookings - ''Select from the predefined template''====
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'''Trigger tab:'''
*Booking Source = ALL (or select Email Subject - enter the booking source/Channel)*Invoice Balance = Not Zero*Any Booking Info Code = MULTIPLE (subject for example) this can be used if you only allow some guests to make multiple payments. your Guests
*Plain text box - will send to channels using Message tab: API
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Time*Execution Trigger Event = One time onlyCheck-out*Flag Text Trigger Time = The text you want to display30 days*Flag Colour - choose Trigger Window = 365 days '''Message tab:''' For channels using the Message API, then enter the flag colourBooking changes are applied before text in the mail is sent so that Plain text box, for emails enter the flag template variable can be reflected text in the EmailHTML box.
*Plain text box - will send to channels using Message API
*Send SMS Message : Enable
*Phone Number : This is the phone number that will receive the SMS notification.
*Email Subject - enter the subject for your Guests*Email Text :- enter the Email text you wish to send to your guests include URL below, change the pay=100 to the value you require. https://beds24.com/bookpay.php?bookid=[BOOKID]&g=st&capture=0&pay=100. SMS Message
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====Send an Email in the a Request for payment to your guests language to an internal Email address for all bookings====
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Time*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1 day Booking Source:*Booking Source = ALL (or select the booking source/Channel) '''Message tab:''' Update details as appropriate*Send Message = Booking Field Contains - select 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 "LanguageMail & Actions" tab of the Email. Messages to the Email address entered in the next field "Internal" are sent via Email. *Plain text box (Using Message API) Subject - enter the subject for your GuestsPlain Text Message :- enterthe Message text you wish to send to your guests include the payment link https://beds24.com/bookpay.php?bookid=[BOOKID] You can find extra options to add to the payment link if you want to refine the details https://wiki.beds24.com/index.php/Category: Payments#Payment_Request *HTML Message (Send Email) Email Subject - enter the short code subject for your GuestsEmail Text :- enter the language Email text you wish to send to your guests include template variable [PAYLINK] this Auto Action creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options. '''Booking tab:'''*Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colourBooking changes are applied before the mail is forsent so that the flag template variable can be reflected in the Email.
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====Send SMS in a certain language (if Request to update the guest's credit card as it is the language of the booking) or a default languagewill expire before checkin====
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Time:*Trigger Event = Booking (not after check-in) *Trigger Time = Immediate*Trigger tab: Whatever you wantWindow = 1 day
Booking tabSouce: Whatever you want*Booking Source = ALL (or select the booking source/Channel)
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====Send Email a Request for payment to all current guest your guests XX days before check-in====
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'''Trigger tab:''' Time:*Trigger Event = Check-in*Trigger Time = Immediate-42*Trigger Window = 14(the max number of days your guests can stay)42 day *Booking Source = All*Booking Status = All but not cancelledSouce: *Group bookings = Trigger all on master*Any Booking Info Code Source = CHECKIN*Exclude Booking Info Code = CHECKOUT ALL (or select the booking source/Channel)
'''Message tab: *Send Email = Guest *EMail Subject = Enter the appropriate details *Email Text = Your text which includes the details for your current guests. '''
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*Trigger Event = Booking (but not after check-in)
*Trigger Time = +7 days
*Trigger Window = 1 day
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<div class="headline-collapse" > ====Group Send a Request to 'Capture' a Security deposit from your guests XX days before check-in - with Stripe====
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*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 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]], change the pay= 100 to the value you require. immediately*Trigger Window https://beds24.com/bookpay.php?bookid=[BOOKID]&g=st&capture=0&pay= 365100. *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]] '''Booking Source = Allinfo tab: (Optional)''' *Booking Status Info Code = All but not cancelledSECDEPOSIT (for example)*Group bookings" Booking Info Text = Trigger all on master*Template Variable = [GUESTSID1] greater than 0Security deposit request sent.
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<div class="headline-collapse" > ====Identify bookings with Custom Question ticked/unticked Send an email to the guest email address when a payment FAILS at Stripe====
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Trigger tab:
*Trigger Event = After Booking
*Trigger Time = immediatelyImmediate
*Trigger Window = 365
*Booking Source = All
*Booking Status = All but not cancelled
*Group bookingsBooking 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 Trigger all on masterhttps://wiki.beds24.com/index.php/Category:Payments#Payment_Request *Template Variable = 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 [GUESTCUSTOMQ1PAYLINK] equals ticked this creates a payment link (orHTML A tag) not ticked for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options. '''Booking tab:'''*Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colourBooking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
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<div class="mw-collapsible mw-collapsed"><div class==Add invoice items to a booking ==="headline-collapse" >
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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 = Expedia All (for example) Booking Conditions:*Booking Status = All Not Cancelled Booking Fields:*Booking Field Contains - select "Language" in the next field enter: the short code for the language this Auto Action is for. '''Message tab:'''Enter the message in the appropriate language under your default language. *Send Message = Internal Only *Internal Email Address = enter the email address this message should be sent to. *Email Subject - enter the subject for your Guests *HTML box - Email will be sent
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Time:*Trigger Event = Booking tab: Optional*Flag Text Trigger Time = Pending payment added (for example)Immediate*Flag Colour Trigger Window = select the colour as this will be visible in the Calendar/Bookings list1
Booking Conditions:
*Booking Status = All Not Cancelled
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====Collect outstanding booking balance 3 Send Pin code to guest, 2 days prior to arrivalbefore Check-in ( Credit card details were collected at time of bookingSelf Checkin)====
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Example:
'''Trigger tab:*Trigger Event = After Booking *Trigger Time = immediate*Booking Source =All (for example, you can also set different rules for different channels)'''
Booking Souce :-
*Booking Source = All
*Booking Status = All but not cancelled
Booking Conditions:-
*Group bookings = Trigger all on master
'''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.
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<div class="headline-collapse" > ====Apply an info code and andSend Email to guests with check-in details 2 days before Check-in, booking paid/or icon when a payment was madeno outstanding balance ====
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This auto action will be sent only 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. '''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 Source:-
*Booking Source = All
*Booking Status = All but not cancelled
Booking Info 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. *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. *Info Code = Enter Subject - enter the preset 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 icon or info Key code which you have created in SETTINGSfor 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 ->ACCOUNTEmail will be sent Email Text :->PREFERENCESEnter 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" > ====Assign invoice numbersSend Email to guests with check-in details 2 days before Check-in, Security Deposit Authorised at Stripe ====
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Booking Info tabConditions:- *Optional, add a booking info tab for information and reportingGroup bookings = Trigger all on master*Invoice Balance = Zero
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<div class="mw-collapsible mw-collapsed"><div class==Booking Flags/Colours==="headline-collapse" >
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'''Trigger tab*Trigger Event = After Booking*Trigger Time = 1 Hour*Trigger Window = 365 days*Booking Status = Cancelled:'''
*Trigger Time = Immediate
*Booking Source Trigger Window = Booking.com 14(for example)*Booking Field Contains - select "API Message" in the next field enter: meal_plan=Breakfast (or Extra Breakfast - use the text the channel usesmax number of days your guests can stay)
Booking tabSource:*Execution Booking Source = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colourAll
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.Conditions: </div>*Group bookings = Trigger all on master</div>*Booking Status = All but not cancelled
*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.
*Execution = One time only*Flag Text = The Plain text you want box - will send to display*Flag Colour - choose the flag colourchannels using Message API
*Booking Info Code : DEPOSITPAID (for example)*Booking Info Text : additional text if required. HTML box - Email will be sent
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====Apply a flag/colour for a booking coming Send invoice after check-out - PDF attachment - ''Select from a certain channelthe predefined template'' ====
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<div class="headline-collapse" > ====Apply a flag to Send Email with Booking.com bookings and auto report the Credit Card when a payment FAILS at StripeRegistration Form - PDF attachment====
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*Trigger Time = Immediate
*Trigger Window = 3651 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
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 ===Status changes===Select Booking Template from the drop down list. *Subject - enter the subject for your Guests <div class="mw*Plain text box -collapsible mwwill send to channels using Message API Message Text :-collapsed">enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]] <div class="headline*HTML box -collapse" > Email will be sent ==== Change Email Text :- It is possible to use the same details (URL) as in the status of all "Request" bookings to "Cancelled" after three days ====Plain Text box above. Template variables can be used [[Template_Variables| see here]]</div><div span class="mw" style="color: #f3e504; font-collapsible-contentsize: 150%;">Trigger {{#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*Trigger Event = After ) or create an auto action to add the BookingInfo Codes to the bookings.*Trigger Time = 3 days*Booking Status = RequestIf 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.
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==== Change Send Email after the status of all bookings which have been imported from Ical to "Request" cleaner has cleaned the room====
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Booking Source:
*Booking Source = All
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 *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 assumed you possible to use the Checkin/Checkout feature same details as in the Dashboard, Plain Text box above. Template variables can be used [[Template_Variables| see here]] *Attachment :- if not you can either manually add Checkin want to your bookings (send a Booking info tab) or create an auto action /Invoice template you can select from the drop down list. Other files can not be attached. We recommend you use a link to add the Booking Info Codes a file you upload to the bookingsyour web site.
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<div class="headline-collapse" > ====Use API/Webhook Send Email to write to the field 'Message'your guest - Upselling additional nights - nights available after checkout ====
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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 Field ContainsSource = All Booking Conditions: Message *Group bookings = Trigger all on master*Booking Status = XXXAll but not cancelled
'''Booking Info Tab : Optional '''*URL Booking info code = <nowiki>https://api.beds24.com/json/setBooking</nowiki>EXTRANIGHTS *Custom Header Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][leave emptyPROPERTYCURRENCYBACK]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:*Body Data 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 "authenticationMail & 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" > ====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="apiKeymw-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="my_very_secret_api_keymw-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=""propKeystyle="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 "summary" 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 "bookIdsummary"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 Bookingor 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 Booking Info 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.com Commission) 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. 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 statusis 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 status function add the status you want to apply to the pending payment (optional)**Amount = 100 (this will be 100% of the outstanding group balance) **Payment Rule = Not Cancelled - See Step 4 above (if you have set up payment rules in {{#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="mw-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 "priceAPI 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 = [COMMISSIONNUMIF>:[INVOICEITEMBYDESC: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"vatRate><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="7mw-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="mw-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.00</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". 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="typemw-collapsible mw-collapsed"><div class="headline-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::{::"authentication":::{:::"invoiceeIdapiKey": "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="headline-collapse" >
====Use Auto Action/Webhook to write to send data to Integromat====
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<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===
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<div class="headline-collapse" >
====Use Template Variables to test for Modified bookings====
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<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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