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An Auto Action is an action which can be programmed to run at a specific time relative to the time of the booking, to the check in date or to the check out date. Auto actions have one or more trigger conditions and one or more actions. They can be triggered on a number of different conditions, like property, time or booking related conditions. Auto Actions can be to *send pre-drafted emails/Emails, messages or SMS, *change booking or information*change invoice information or *run webhooks*trigger HTTP POST notificationsYou can create chains of actions to automate workflows.</div>
Automatic actions will trigger every 15/20 minutes*Click 'Add New Action' button. Go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> AUTO ACTION You can create a NEW choose whether you want to start with an empty Auto Action, Modify or Delete from this section. *To Create whether you want to use a NEW Auto Action, Click 'Add New Action Button'template that you can customise further.
You allow your guests to make X number of payments for their booking.
You can not trigger the auto action multiple times, unless you manage this manually, therefore you need to create multiple auto actions, so if you allow 3 payments for their booking, then you will need 3 auto actions.
You will need to manually add a Booking Info Code to each booking that you have agreed to allow X payments.
'''Create Auto Action one'''
*Invoice Balance = Not Zero
*Any Booking Info Code = MULTIPLE (for example) this can be used if you only allow some guests to make multiple payments.
'''Create additional Auto Actions for each period you want to trigger'''</div></div>
'''Create Auto Action 2 (and 3, 4, 5 <div class="mw-collapsible mw- how many you need) '''collapsed">*Trigger Time <div class= +14 days (days you want to collect the payments)*Trigger Window = 1 day The use the settings in the previous auto action to trigger the next auto action for your booking. "headline-collapse" >
</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send a Request for payment to 'Capture' a Security deposit from your guests XX days before check-in - with Stripeafter booking====
Capture of You can not trigger the payment is only held by Stripe for 7 daysauto action multiple times, unless you manage this manually, if the guest is staying longer therefore you will need to send the request again. You will need to create multiple emails to capture the payment multiple times auto actions, so if you allow 3 payments for the same their booking, then you will need 3 auto actions.
If *Plain text box (Using Message API)Subject - enter the "Mail & Actions" tab contains a "real" Email address subject for your GuestsPlain Text Message :- enter the message is sent Message text you wish to the send to your guests Email address. If only a masked Email address is available include the message sends via the channels API messaging systems if possible.payment link
If no connection https://beds24.com/bookpay.php?bookid=[BOOKID] You can find extra options to add to a messaging system is available the message will send payment link if you want to refine the Email address from the "Mail & Actions" tab of the Emaildetails https://wiki.beds24.com/index.php/Category:Payments#Payment_Request
*Plain text box - will send to channels using Message API
Message Text '''Booking tab:- 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. https://beds24.com/bookpay.php?bookid=[BOOKID]&g=st&capture=0&pay=100. '''
Email Text :- It is possible '''Create additional Auto Actions for each period you want to use the same details (URL) as in the Plain text box above. Template variables can be used [[Template_Variables| see here]]trigger'''
*Booking Info Code = SECDEPOSIT (The use the settings in the previous auto action to trigger the next auto action for example)*Booking Info Text = Security deposit request sentyour booking.
This uses a smart template variable. In this example we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text.
'''Trigger tab:'''*Booking Field Contains You want to capture a Security Deposit for bookings on the day before check- select "Language" in the next field enter: the short code for the language this Auto Action is forfrom your guest.
'''Message tab:'''Enter Capture of the message in payment is only held by Stripe for 7 days, if the appropriate language under your default languageguest is staying longer you will need to send the request again.
*Send Message = Internal OnlyYou will need to create multiple emails to capture the payment multiple times for the same booking.
*Internal Email Address = enter the email address this message should be sent to.
*Email Subject - enter the subject for your Guests'''Trigger tab:'''
*Email Text '''Message tab''':- Template variables can be used For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the messageHTML box. [[Template_Variables| See here]]
<*Send Message = Booking API/div></div>Smart Email
<div class=If the "mw-collapsible mw-collapsedMail & Actions"><div class=tab contains a "headline-collapsereal" >Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
====Send SMS in If no connection to a certain language (if it messaging system is available the message will send to the language of Email address from the booking) or a default language====</div><div class="mw-collapsible-contentMail & Actions">This uses a smart template variable. In this example we check whether tab of the guest booked in French. If yes, then we send a French text. If no, we send an English textEmail.
'''SMS tab:'''
*Phone Number = [GUESTMOBILE]
*SMS Message = [IF=:[GUESTLANGUAGE]:fr:French_text|English_text]
''' Trigger tab:'''*Trigger Event = Check-inAfter Booking*Trigger Time = -2 (the number of days before check-in you want to sent the code or link) Immediate*Trigger Window = 2365
If Subject - enter the "Mail & Actions" tab contains a "real" Email address subject for your GuestsPlain Text Message :- enter the message is sent Message text you wish to the send to your guests Email address. If only a masked Email address is available the message sends via including the channels API messaging systems if possible.payment link
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Emailhttps://beds24.com/bookpay.php?bookid=[BOOKID]
*Email Subject - enter You can find extra options to add to the subject for your Guests - Your access code (your text)payment link if you want to refine the details https://wiki.beds24.com/index.php/Category:Payments#Payment_Request
Message '''Booking tab:'''*Execution = One time only*Flag Text :- enter the = The text you wish to send want to your guests include URL. Include these template variables - [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN] see the list of ALL template variables that can be used [[Template_Variables| see here]]display*HTML box Flag Colour - Email will be sentchoose the flag colour Email Text :- It Booking changes are applied before the mail is possible to use sent so that the same details (URL) as flag template variable can be reflected in the Plain Text box aboveEmail. Include these template variables - [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN] see the list of ALL template variables that can be used [[Template_Variables| see here]]
'''Message tabBooking Conditions:''' 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 Status = All Not Cancelled
If no connection to a messaging system is available '''Message tab:'''Enter the message will send to the Email address from the "Mail & Actions" tab of in the Emailappropriate language under your default language.
Message Text :*Email Subject - enter the text you wish to send to subject for your guests include URL. Template variables can be used [[Template_Variables| see here]]Guests
It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkin to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.
You can send Invoice or Booking Template attachments to your Guests. '''Trigger tab:'''
Setup your Invoice or Booking Template, go Set the rules to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> INVOICING or {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> BOOKING TEMPLATESwhen this Auto Action should trigger.
'''Trigger tabTime:'''*Trigger Event = CheckoutBooking
'''Message tabBooking Source:''' *Booking Source = All (for example)
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" '''SMS tab of the Email.:'''*Attachment Phone Number = Select an option from the drop down list. [GUESTMOBILE]*Email Subject - enter the subject for your Guests *Plain text box - will send to channels using SMS Message API Message Text = [IF=:- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see hereGUESTLANGUAGE]] *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_Variablesfr:French_text| see here]English_text] It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkout to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings. If you send Emails with pdf attachment (invoice, booking template) to Alias-Email addresses created by channels the channel might block the attachment so it is not delivered to the guest. Ask your channel about their policy regarding this. Other files can not be attached. We recommend you use a link to a file you upload to your web site.
To send an automated Email to Time:-*Trigger Event = Check-in*Trigger Time = -2 (the guest then they can number of days before check -in you/the cleaner have to add a unit status want to sent the room when it is ready. In this example we used the unit status cleancode or link) *Trigger Window = 2 Booking Souce :- *Booking Source = All*Booking Status = Confirmed
'''Trigger tabBooking Conditions:'''*Trigger Event = Checkin*Trigger Time = Immediate*Trigger Window = 1*Booking Source = All *Booking Status = All but not cancelled-
*Template Variable = [UNITSTATUS1] Contains = clean
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
This example uses fixed values that you have entered into {{#fasIn "Unit name" enter:cog}} (SETTINGSUse (?) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Propertyroom setup for more details/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. options)
*Template Variables = [IFBETWEEN:[TURNOVERDAYS]:0:3:yes|no|no] equal yes
This template variable tests if there is 3 days between the guest booking and the next booking.
[IF<=Message Text :[TURNOVERDAYS]:3:Your apartment ([ROOMNAME]), which - enter the text you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] wish to send to your guests include URL. Include these template variables - [LEAVINGDAYSHORTUNITNAME] is currently available for up to and [TURNOVERDAYS] extra night(s)|UNITNAME:1]. We are very happy to offer you to extend your stay a or [PROPERTYNAMEBOOKIDLAST5] at - Last 5 digits of booking number. See the exceptional rate list of ALL template variables that can be used [ROOMTEMPLATE3][PROPERTYCURRENCYBACKTemplate_Variables| see here] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price.
*HTML box Email Text :- Email will be sent, enter It is possible to use the same details (URL) as in the text you wish to send to your guestsPlain Text box above. Template Include these template variables can be used - [[Template_Variables| see hereUNITNAME]] [IF<=:and [TURNOVERDAYS]UNITNAME:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT1] is currently available for up to [TURNOVERDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a or [PROPERTYNAMEBOOKIDLAST5] at the exceptional rate - Last 5 digits of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra nightbooking number. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming see the number list 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 ALL template variables that can be used [CURRENTDATE] :[ROOMTEMPLATE3Template_Variables| see here][PROPERTYCURRENCYBACK] per extra night
To send an automated Email 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 confirming that it is possible to extend their stayhas completed the payments.
This example uses fixed values that you have entered into {{#fas'''Trigger tab:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. '''
Trigger Tab Time:- *Trigger Event = Checkin (depending on when you want to notify the guest)Check-in*Trigger Time = -2 (the number of days (depending on when before check-in you want to notify sent the guest, in this example 2 days before arrivalcode or link)
This template variable tests if there is upto 3 days from previous checkout *Plain text box - will send to check in of current booking. channels using Message API
[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 - Email will be sent
Booking Info Tab Email Text :- Optional*Booking info Enter the text you wish to send to your guests this can include URLs. Include any information that is important for the checkin of the guest, for example the Key code = EXTRANIGHTSfor the door, who to contact if there are any issues, template variables can be used, *Booking Info Description = Upsell email sent see the list of ALL template variables that can be used [CURRENTDATE] :[ROOMTEMPLATE3Template_Variables| see here][PROPERTYCURRENCYBACK] per extra night
To send an automated Email 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 confirming that it is possible to have an Early Checkin as room is available has completed the day of before arrivalSecurity Deposit Authorisation.
This example uses fixed values that you have entered into {{#fas'''Trigger tab:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. '''
Trigger Tab Time:- *Trigger Event = Checkin (depending on when you want to notify the guest)Check-in*Trigger Time = -2 (the number of days (depending on when before check-in you want to notify sent the guest, in this example 2 days before arrivalcode or link)
This template variable tests if there 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 1 day between available the guest booking and message sends via the next bookingchannels API messaging systems if possible.
Message tab :- *Send Email = Guest API/Smart Email (or one of If no connection to a messaging system is available the other options)*EMail Subject = Enter message will send to the appropriate details *Email Text = Your text, using address from the template variables to modify "Mail & Actions" tab of the specific text in the bookingEmail. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails)
Dear, [GUESTNAME],*Subject - enter the subject for your Guests - Your access code (your text)
We are very happy *Plain text box - will send to offer you 'Early Check-in' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK].channels using Message API
If Message Text :- enter the text you would like wish to send to your guests. This can include any information that is important for the checkin early of the guest, for your stay then please send an email example the Key code for the door, who to our Reservations team [PROPERTYEMAIL] confirming contact if there are any issues, template variables can be used, see the number list of nights you would like to stay and provide your Booking Reservation Number ALL template variables that can be used [[BOOKIDTemplate_Variables| see here]] and Offer ‘EARLYARRIVAL’ for the special Price.Best regards,
[PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS],[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY]. *HTML box - Email :-[PROPERTYEMAIL]Website :- [PROPERTYWEB]will be sent
Booking Info Tab Email Text :- Optional*Booking info Enter the text you wish to send to your guests this can include URLs. Include any information that is important for the checkin of the guest, for example the Key code = EARLYARRIVALfor the door, who to contact if there are any issues, template variables can be used, *Booking Info Description = Upsell email sent see the list of ALL template variables that can be used [CURRENTDATE] :[ROOMTEMPLATE3Template_Variables| see here][PROPERTYCURRENCYBACK] Early Checkin
To send an automated Email to Time:*Trigger Event = Check-in*Trigger Time = Immediate*Trigger Window = 14(the guest confirming that it is possible to have an Early Checkin as room is available the day max number of before arrival.days your guests can stay)
This example uses fixed values that you have entered into {{#fasBooking Source: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. *Booking Source = All
Trigger Tab Booking Conditions:- *Trigger Event Group bookings = Checkout* Trigger Time = -1 days (depending all on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 1*Booking Source = All master
*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 Info Codes: *Any Booking Info Code = CHECKIN*Exclude Booking Info Code = CHECKOUT '''Messaging tab:''' For channels using the guest booking and Message API, then enter the next bookingtext in the Plain text box, for emails enter the text in the HTML box.
Message tab :- *Send Email Message = Guest Booking API/Smart Email (or one of the other options)*EMail Subject = Enter If the appropriate details *"Mail & Actions" tab contains a "real" Email Text = Your text, using address the template variables message is sent to modify the specific text in guests Email address. If only a masked Email address is available the message sends via the bookingchannels API messaging systems if possible. Enter If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the text in both Plain text Box (Messaging API) and HTML Box (Emails)Email.
Dear, [GUESTNAME],*Subject - enter the subject for your Guests
We are very happy *Plain text box - will send to offer you 'Late Check-out' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK].channels using Message API
If Message Text :- enter the text you would like a late checkout, then please wish to send an email to our Reservations team your guests include URL. Template variables can be used [PROPERTYEMAIL[Template_Variables| see here] confirming you would like the Late Checkout, provide your Booking Reservation Number [BOOKID] and Offer ‘LATECHECKOUT’ for the special Price.
Best regards,*HTML box - Email will be sent
[PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS],[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY]. Email Text :-It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [PROPERTYEMAIL[Template_Variables| see here]Website :- [PROPERTYWEB]
Booking Info Tab :- Optional
*Booking info code = LATCHECKOUT,
*Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Late Checkout
===Booking Info Codes===
If you need You can send Invoice as an attachment 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 dashboardyour Guests. Setup your Invoice go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> INVOICING '''Trigger tab:'''
Trigger tabTime:*Trigger Event = Check-inCheckout*Trigger Time = Immediate+8hrs
Booking Info tabCodes: *Any Booking Info Code = CHECKINCHECKOUT '''Messaging tab:''' *Booking Info Text Send Email = Auto Checkin</div></div>Guest email - (or one of the other options)
<div class*Attachment ="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add CHECKOUT Booking info code to bookings ====</div><div class="mw-collapsible-content">Invoice Template 1
If you need to use *Subject - enter the Booking info code CHECKIN/CHECKOUT subject for reporting/other auto actions, you can set the Booking info code rather than use the Current guest module in the dashboard. your Guests
Trigger tab*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]] *Trigger Event = CheckHTML box -outEmail 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 = 1 day*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 cancelledyou can either manually add Checkout to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings. *Group bookings = Trigger all on masterIf 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 Info tab: *Booking Info Code = CHECKOUT*Booking Info Text = Auto CheckoutOther files can not be attached. We recommend you use a link to a file you upload to your web site.
This requires the master booking to be checked-in via the check-in function.
Trigger tab:You can send Booking Template attachments to your Guests.
*Trigger Event = After Setup your Booking*Trigger Time = Template, go to {{#fas:cog}} (SETTINGS) immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Group bookings" = Trigger all on master*Info Code = CHECKINGUEST MANAGEMENT -> BOOKING TEMPLATES
Booking info '''Trigger tab : *Info Code = CHECKIN</div></div>'''
<div class="mw-collapsible mw-collapsed">Time:<div class*Trigger Event ="headline-collapse" > Booking*Trigger Time ====Identify Repeat Guest ====Immediate</div><div class*Trigger Window ="mw-collapsible-content">This requires you to use the Guest database. 1 day
Trigger tabBooking Source:*Booking Source = All (or select the appropriate channel/Direct)
*Trigger Event = After BookingConditions:*Trigger Time Group bookings = immediately*Trigger Window = 365*Booking Source = Allall on master
*Group bookings" = Trigger all on master
*Template Variable = [GUESTSID1] greater than 0
Booking info '''Messaging tab : *Info Code = REPEAT</div></div>'''
<div class*Send Message ="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Identify bookings with Custom Question tickedGuest API/unticked ====</div><div class="mw-collapsible-content">If you have a custom question with a 'Tick box' for example, they want a late checkin. Smart Email (or one of the other options)
Setup If the custom question in {{#fas"Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Attachment = Select Booking Template from the drop down list. *Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API Message Text :cog}} (SETTINGS) PROPERTIES -> BOOKING QUESTIONS enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]] *HTML box -> CUSTOM QUESTIONS Email will be sent Email Text :-> Custom question 1, set with TYPE = Tick BoxIt 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 <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkout to your bookings (Booking info tab:) or create an auto action to add the Booking Info Codes to the bookings.
*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 If you send Emails with pdf attachment (orinvoice, booking template) to Alias-Email addresses created by channels the channel might block the attachment so it is not ticked delivered to the guest. Ask your channel about their policy regarding this.
Booking info tab : *Info Code = LATECHECKINOther 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" > ====Add a fee to all bookings from a channelSend Email after the cleaner has cleaned the room====
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Booking Source = Expedia (for example)
Invoice tab:*Type = Amount*Description = Cleaning fee (for example)*Amount = 50 (for 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 amount of your cleaning fee)unit status clean*per = Room*Period = one time*VAT = 19% (for example - enter the VAT amount if applicable)'''Trigger tab:'''
The fee will be added the next time the auto actions run. Time:</div>*Trigger Event = Checkin</div>*Trigger Time = Immediate*Trigger Window = 1
<div class="mw-collapsible mw-collapsed">Booking Source:<div class="headline-collapse" > ====Add a fee (Penalty) to all bookings with an Outstanding Balance===*Booking Source =All
</div>Booking Conditions<div class*Group bookings ="mw-collapsible-content"> Trigger all on masterYou want to add a 2.2% fee to all bookings if there is an outstanding balance 2 days prior to checkin. *Booking Status = All but not cancelled
Trigger tabBooking Fields:*Template Variable = [UNITSTATUS1] Contains = clean
Time '''Messaging tab:'''*Trigger Event Send Email = Checkin Guest API/Smart Email (or one of the other options) If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Trigger Time = Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API Message Text :-2 daysenter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]] *Trigger Window = 2 days HTML box - Email will be sent
Booking ConditionsEmail Text :*Status = All not Cancelled *Invoice Balance = Not Zero- It is possible to use the same details as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
Invoice tab:*Type = Amount*Description = Payment Fee||[INVOICEBALANCEAttachment :2.2%]*Amount = 0 (leave as 0 so the value is set - if you want to send a Booking/Invoice template you can select from the calculation in Description field)*Per = Room*Period = one time*VAT = 19% (for example - enter the VAT amount if applicable)drop down list.
The fee will Other files can not be added the next time the auto actions runattached. We recommend you use a link to a file you upload to your web site.
===Payments/Pending Payments===
Trigger tab:
*Trigger Event = After Booking or Before Check-in
*Trigger Time = set the time you want to collect the payment
*Booking Source =All (for example, you can also set different rules for different channels)
Booking Info tab: OptionalAdd a booking info tab for information and reporting*Flag Text = PendingPayment (for example)*Flag Colour = select To send an automated Email to the colour as this will be visible in the Calendar/Bookings listguest confirming that it is possible to extend their stay.
Booking tabThis example uses fixed values that you have entered into {{#fas: Optional*Flag Text = Pending payment added cog}} (for exampleSETTINGS)*Flag Colour = select the colour as this will be visible > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the CalendarProperty/Bookings listRooms, useful way to utilise the template variables and different values rather than duplicating auto actions.
Invoice tab'''Trigger Tab :*Payment Type = select on what the payment is calculated (Percent of Balance due)*Description = the text you will see in the "Charges and Payments" tab*Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = enter the amount or percentage you want to collect*Payment Rule = use auto or manual - if you have set up payment rules in {{#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. Booking Source:*Booking Source = All
Go to Settings > Payments > Payment RulesBooking Conditions:*Group bookings = Trigger all on master*Booking Status = All but not cancelled
Payment Rule Booking Fields:*Template Variables = [IFBETWEEN:[TURNOVERDAYS]:0:3:yes|no|no] equal yes
Name = Enter your title - Not Cancelled (for example)Action = AutoThis template variable tests if there is 3 days between the guest booking and the next booking.
Payment Trigger '''Message tab:'''
*Booking Status = All not cancelled*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional (can exclude Virtual Credit cardsFor channels using the Message API, then enter the text in the Plain text box, find for emails enter the Booking info code text in the booking)HTML box.
Payment Action :*Send Message = Booking API/Smart Email
*Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add If the "Mail & Actions" tab contains a Booking Info item "real" Email address the message is sent to the booking on success*Add info code on failure = add guests Email address. If only a Booking Info item to masked Email address is available the message sends via the booking on failurechannels API messaging systems if possible.
</div></div>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.
<div class="mw*Email Subject -collapsible mw-collapsed"><div class="headline-collapse" >enter the subject for your Guests
====Collect outstanding booking balance 3 days prior *Plain text box - will send to arrival( Credit card details were collected at time of booking)====</div><div class="mw-collapsible-content">channels using Message API, enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]]
''''Create a Payment Rule [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(Optionals)''''|]. 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.
Standard payment rules in the system are Auto & Manual, you can create additional rules for the collection of outstanding payments, you can control the collection of payments if the booking status is changed, for example the booking is cancelled before the final payment is due to be collected.
Go *HTML box - Email will be sent, enter the text you wish to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULESsend to your guests. Template variables can be used [[Template_Variables| see here]]
Create [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 Payment Rule [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 collect payments if bookings are not cancelledstay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price.
Click '''Create New Payment RuleBooking Info Tab : Optional ''' *Booking info code = EXTRANIGHTS *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night
Payment Rule:</div>*Name = Enter your title - Not Cancelled (for example) *Action = Auto</div>
Payment Trigger :*Booking Status <div class= All not cancelled*Any Booking Info Code (optional)*All Booking Info Codes (optional)"mw-collapsible mw-collapsed">*Exclude Booking Info Code <div class= optional (can exclude Virtual Credit cards, find the Booking info code in the booking)"headline-collapse" >
Payment Action :*Funding Source = Guest card only*Payment value adjustment = Limit ==Send Email to group booking balance*Capture your guest - Upselling additional nights - nights available before checkin === Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the booking on success</div>*Add info code on failure <div class= add a Booking Info item to the booking on failure"mw-collapsible-content">
Prevent Auto Payment :*Prevent payment if booking status = Cancelled*Prevent payment after check-out (days) = 7 (default)*Prevent payment action = Set ManualTo send an automated Email to the guest confirming that it is possible to extend their stay.
Collect Time:*Trigger Event = Checkin (depending on when you want to notify the outstanding balance for bookings created via your booking page. guest)*Trigger Time = -2 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 2
Go to {{#fasBooking Source:cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTIONS and click '''Create New Action''' to create them.*Booking Source = All
'''Collect outstanding balance for direct Booking Conditions:*Group bookings'''= Trigger all on master*Booking Status = All but not cancelled
Trigger tabBooking Fields:*Time**Trigger Event Template Variables = Checkin**Trigger Time = -[IFBETWEEN:[VACANTDAYS]:0:3 days (set the time you want to collect the payment)**Time Window = 3 days (set this to the same number (positive) as Trigger time.:yes|no|no] equal yes
*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 This template variable tests if there is upto 3 days from previous checkout to check in of current booking page bookings.
*Booking Conditions**Group Booking Trigger = Trigger only Master'''Messaging tab :- '''**Status = All not cancelled**Invoice BalanceSend Message = Not Zero (can be used to refine the auto action being triggered)Guest API/Smart Email
Booking If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab: Optionalof the Email. *Flag Text Subject = Pending payment added (for example)Enter the appropriate details *Flag Colour Plain Text Box = select Your text, using the colour as this will be visible template variables to modify the specific text in the Calendar/Bookings listbooking.
Booking Info tab[IF<=:[VACANTDAYS]:3: OptionalYour apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for information and reporting*Booking Info Code = BALANCE up to [VACANTDAYS] extra night(for example enter the value - use one word onlys)|]. *Booking Info Text = Enter 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 description/text number of nights you would like to show in stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the Booking Info Codespecial Price.
Invoice tab:*HTML Box
*Add a Pending Payment to the booking'''Booking Info Tab :- Optional'''**Payment Type Booking info code = Percent of Group Balance due (select on what the payment is calculated) EXTRANIGHTS, **Booking Info 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 {{#fasUpsell email sent [CURRENTDATE] :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.[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night
Trigger tab:*Trigger Event = After Booking *Trigger Time = immediate*Booking Source =All (for example, you can also set different rules for different channels)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.
Invoice tabThis example uses fixed values that you have entered into {{#fas:*Payment Type = Fixed amount*Description = Security Deposit cog}} (the text you will see SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the "Charges and Payments" tab)*Status = if you use the status function add the status you want to apply Property/Rooms, useful way to utilise 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 intemplate variables and different values rather than duplicating auto actions.
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> Automatic collection This template variable tests if there is only available for customer who use [[Stripe]]1 day between the guest booking and the next booking.
Create a Payment Rule 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 'Capture' a payment only. Captured payments will only be valid for 7 days, then it will expire, if modify the specific text in the booking is for a longer period, then you can create a second Capture, you will need to create another auto action for this.Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails)
Go to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULESDear, [GUESTNAME],
Payment Rule : *Name = Enter your title We are very happy to offer you 'Early Check- Security Deposit (for example)*Action = Autoin' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK].
Payment Trigger 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 Status = select from the drop down list*Any Booking Info Code = optionalTab :- Optional*All Booking Info Codes info code = optionalEARLYARRIVAL, *Exclude Booking Info Code Description = optional (can exclude Virtual Credit cards, find the Booking info code in the booking)Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Early Checkin
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
Booking Info tab:*Execution = One time only*Info Code = Enter This template variable tests if there is 1 day between the preset code for guest booking and the icon or info code which you have created in {{#fas:cog}} (SETTINGS) ACCOUNT->PREFERENCESnext booking.</div></div>
<div classMessage tab :- *Send Email = Guest API/Smart Email (or one of the other options)*EMail Subject ="mw-collapsible mw-collapsed">Enter the appropriate details <div class*Email Text ="headline-collapse" >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)
====Assign invoice numbers====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = Check-out*Trigger Time = Immediate*Any Booking Info Code = CHECKOUT (optional only if you use the check-out functionDear, [GUESTNAME], if not leave blank)
Invoice tabWe 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*Assign Invoice Number Booking info code = LATCHECKOUT, *Booking Info Description = yesUpsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Late Checkout </div></div>
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: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. *Optional, add This auto action will create a new booking info tab for information and reportingthe date of departure, closing the calendar to any other bookings.
Booking 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: Optional*Flag Text = PaymentDue1 cog}} (for exampleSETTINGS), > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set multiple if multiple payments are required. *Flag Colour = select the colour as this will be visible in the CalendarProperty/Bookings listRooms, useful way to utilise the template variables and different values rather than duplicating auto actions.
Invoice tab'''Step 1:*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 ''' Create a new offer in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here *Payment Due = Set when the payment is duePROPERTIES > OFFERS
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 *Name = Latecheckout*Enable = Only if Available*Booking Type = Confirmed with Deposit 2 - via payment gateways other than Stripe are used, the Pending Payments report can be used to see outstanding payments and a checklist for bank transfers. gateway
</div></div>'''Step 2:''' Create a Rate or Daily Price, PRICES
<div classIf you are using Rates, select 'Rate allowed' ="mw-collapsible mw-collapsed"><div class="headline-collapse" > Sunday, untick all the other days. ====Apply a flag when a Channel Tab, untick all channels, leave only 'beds24.com' for your booking is cancelled====</div><div class="mw-collapsible-content">Trigger tab*Trigger Event = After Booking*Trigger Time = 1 Hour*Trigger Window = 365 days*Booking Status = Cancelledpage.
Booking tab:*Execution = One time If using Daily Prices, then go to Calendar, and set the price and date range, then only*Booking Status = No Change*Flag text = (enter Sunday, untick all the text you require)other days. *Flag Colour = Set as required</div></div>Enable list, untick all channels, leave only 'beds24.com' for your booking page.
<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'''Step 3:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Booking.com (''' Create the custom question for example)*Booking Field Contains - select "API Message" in the next field enter: meal_plan=Breakfast (or Extra Breakfast - use the text the channel uses)booking id
Booking tabGo to {{#fas:cog}} (SETTINGS) > PROPERTIES > BOOKING QUESTIONS > CUSTOM QUESTIONS and create a question*Execution Question = One time onlyBooking Id*Flag Text = The text you want to displaySingle Line field*Flag Colour - choose the flag colourOptional
Booking changes are applied before '''Step 4: ''' Create the mail is sent so that the flag template variable can be reflected in the Email.</div></div>Auto Action
<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 tabTab :- *Trigger Event = Check-inCheckout*Trigger Time = -365 1 days (for example : must be a negative value and the same as depending on when you want to notify the value guest, in Trigger windowthis example 2 days before arrival)*Trigger Window = 3651*Booking Source = All
*Send Email https: select appropriate option*Enter : Subject and Email content//beds24.com/booking2.php?propid=[PROPERTYID]&checkin_hide=[LEAVINGDAYYYYY-MM-DD]&br5-[ROOMID]=Book
Booking tab<span class="" style="color: #f3e504; font-size: 150%;" >{{#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 (optionaloffer created in Step 1 above)
*Execution = One time only*Flag Text = The text you want to displayEnter your Booking Reservation Number [BOOKID] into the Booking id box on the booking page. *Flag Colour - choose the flag colourBest regards,
Booking info tab [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME] Email : (optional)-[PROPERTYEMAIL] Website :- [PROPERTYWEB]
*Booking Info Code Tab : DEPOSITPAID (for example)- Optional*Booking info code = LATCHECKOUT, *Booking Info Text Description = Upsell email sent [CURRENTDATE]: additional text if required. Late Checkout
Setting details with the Booking tab and Booking info tab allows you to trigger additional (follow on) Auto Actions and Reports.
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: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. *Execution = One time only*Flag Text = The text You will need to check for the day of the week. If the booking is for more than 1 week, you want will need multiple auto actions as an email will only be sent once, it is not possible to display*Flag Colour - choose the flag colour</div></div>trigger multiple times.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >'''Step 1: ''' Create the Auto Action
Trigger tab:*Trigger Event Template Variables = After Booking*Trigger Time [IF= Immediate*Booking Source = Booking.com (for example):[CURRENTDATE:{%u}]:3:yes|no] equal yes
Booking tab:*Execution = One time only*Flag Text = The text you want to display*Flag Colour %u ISO- choose 8601 numeric representation of the flag colourday of the week 1 (for Monday) through 7 (for Sunday)
Booking changes are applied before the mail is sent so that the flag This template variable can be reflected in tests if the emailcurrent day is a Wednesday.</div></div>
<div class="mw-collapsible mwMessage tab :-collapsed"><div class*Send Email ="headline-collapse" > Guest API/Smart Email (or one of the other options)*EMail Subject =Enter the appropriate details *Email Text ===Apply a flag when a payment was made====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] </div> <div class="mwEmail :-collapsible-content">[PROPERTYEMAIL] <span style="colorWebsite : #f3e504; font-size: 250%;" >{{#fas[PROPERTYWEB] Booking Info Tab :lightbulb}} </span> Also see Example : " Apply a flag when deposit was made prior to Check-in AND/OR Apply a flag when booking Optional*Booking Info code = CLEANWED1*Booking Info text = Reminder that cleaning is fully paid"due on the first Thursday of their stay.
Booking tab:
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
Go to Settings > Channel Manager > Preferences and set Auto report failed cards = Yes
===Status changes===
Booking tab:
*Execution = One time only
*Booking Status = Cancelled
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 You can use this optionto send data to your Integromat account.
It is assumed you use Set the Checkin/Checkout feature rules in the DashboardTrigger tab, if not when you can either manually add Checkin need to your bookings (Booking info tab) or create an auto action to add send the Booking Info Codes data to the bookingsIntegromat.</div></div>
===API/Webhook===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Use API/Go to Webhook to write to the field 'Message'====</div><div class="mw-collapsible-content">tab:
You can use a webhook in conjunction with the API JSON function '''setBooking''' to write to any field in the bookingURL = https://hook.integromat.com/ followed by your integromat account key. First you have to configure access to the API:
You need two keys to Body Data = you can use our API JSON functions - one for the API itself and one template variables allows in the list for the propertyIntegromat [[https://wiki.beds24. The keys have to consist of 16 characters of your choosingcom/index.<br> '''API key:'''*{{php/Make#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 emptyData_Fields Data fields]]*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 For example:-
Booking Field Contains: Message bookingData= XXX{
Set the webhook like this"bookId":"[BOOKID]",
* URL = <nowiki>https"guestMobileNum"://api.beds24.com/json/setBooking</nowiki>* Custom Header = "[leave emptyGUESTMOBILENUM]",
Body Data::{::"authentication":::{:::"apiKey": "my_very_secret_api_key",:::"propKey": "secret_key_for_prop_XXXXXX"::},::"bookIdguestMobile": "[BOOKIDGUESTMOBILE]",::"message": "[MESSAGE] - Append this message":}</div></div>
<div class="mw-collapsible mw-collapsedguestSMS"><div class=:"headline-collapse[GUESTSMS:44]" >,
====Use API/Webhook to write the value of the 'commission' field to a new invoice item====</div><div class="mw-collapsible-contentguestFirstName">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:"[REPLACE|&|and|[GUESTFIRSTNAME]]",
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"propertyName":cog}} (SETTINGS) ACCOUNT -> ACCOUNT->ACCESS "API Key 1"*API Key = my_very_secret_api_key*API Key Access = allow any IP*IP Whitelist = [leave emptyPROPERTYNAME]*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"propertyId":"[PROPERTYID]", for example:
Booking Source = Booking.com"firstNight":"[FIRSTNIGHTSHORT]",
Set the webhook like this"lastNight":"[LEAVINGDAYSHORT]"
*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": ""
:::}
::]
:}
no edit summary
__TOC__
== General Information 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.
== General Information ==
Template variables provide great flexibility when creating/managing the Auto Actions. Setup one Auto Action to trigger on multiple/all properties/rooms with the property specific details, using the [[Template Variables]]. This removes the need to duplicate your auto actions for each Property. Reducing the ongoing management, multiple copies of the same auto action will require you to edit/modify each auto action rather than update one auto action.
Using 'Group Keywords' you can refine the triggers in the Auto Action to include/exclude properties if the purpose/message in the Auto action needs to be different.
<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
*To MODIFY an Auto Action, scroll to the Auto Action and click on "Edit", make the changes and click SAVE.
===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.
*To send Emails automatically you need to set up your outgoing Email address in {{#fas:cog}} (SETTINGS) ACCOUNT -> OUTGOING EMAIL.
*To send Emails manually open a booking and go to the MAIL /Action tab. Manual Emails will open in a window, you may send it as is or edit it before sending.
Some systems have a limit of about 2000 characters for this form of email generation. If the email will not open try reducing the amount of text.
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
===HTML and Templates===
If you use HTML you will need to make sure your code is correct and clean otherwise it might trigger our firewall.
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 templates have tested to work well in Beds24.
=== SMS ===
You can automatically send SMS messages. Please note that a fee per SMS message applies if this function is activated.
<span style="color:#019cde; font-size: 150%;“ >{{#fas:info-circle}} </span> SMS can only be used to communicate Information about a current booking. For legal reasons you can not use SMS for marketing purposes including discounts or vouchers.
<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 "Send an Email in the guests language to an internal Email address" for a way to control the language of the SMS.
<span style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> This filter will not apply if you are triggering on a single property.
== Using Smart Logic Template Variables ==
You can use smart logic template variables to trigger auto actions for specific conditions.
If you want to send a message on a specific day of the week :-
1) You need to send a message to remind the guests 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
2) Remind the guest that the cleaning lady will be at the apartment on Friday morning.
* [IF=:[CURRENTDATE:{%u}]:4:yes|no] will test if the current date is a Thursday
%u ISO-8601 numeric representation of the day of the week 1 (for Monday) through 7 (for Sunday)
== Performance and Testing ==
Auto actions will test up to 1000 bookings per cycle, if your trigger condition involves more than 1000 bookings, the next 1000 will be tested on the next cycle etc.
If you require the fastest speed make sure , ensure your trigger is designed to test less than 1000 bookings.
The easiest way to do this is usually by reducing the testing window to the smallest necessary and adjusting the trigger condition to the most suitable.
For example a trigger that tests all bookings from booking time for 1 year will test many bookings while a trigger that tests only the 7 days before check-in will test less bookings and perform faster.
The test tab of the auto action has a button which that will show you how many and which bookings are being tested by the auto action.
It is also possible to specify a booking number and test if the auto action would trigger on that booking with some diagnostics information shown to help trouble shooting.
'''Optimising your auto actions''' You can trigger multiple actions in one auto action,
*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.
There is no requirement to set an individual auto action for each item if they can all apply at the same time.
<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 time 'Immediate' + 14 hrs (for example) will not trigger the auto action at 2pm local time, this will be the first time the booking could be checked to see if all other conditions are met, and added to the batch for processing.
== Troubleshooting ==
=== Send Emails/Message/SMS to guests ===
<span style="color:#019cde; font-size: 150%;“ >{{#fas:info-circle}} </span> Message API messages will be shown in the message tab of the booking and in the Channel Message centre. Currently this is only available for Booking.com and Airbnb.
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'''Trigger tab:'''
Time:
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====Send an message or SMS to Guest when booking made more for last minute booking - 6 days or less====
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====Send an Email with a key code for a specific unit one day before check-in(Self Checkin)====
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Time:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 365 day
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====Send an Email Apply a flag/colour to guests a booking when a payment is made - ''Select from Channelsthe predefined template ''====
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'''Trigger tab:'''
Time:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 1 999 day
Booking Conditions: *Booking Status = All not cancelled*Invoice Balance = Any Payment made '''Booking tab:''' *Flag Text = Paid *Flag Colour = d4e4b0 </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Email confirmation for channel bookings - ''Select from the predefined template''====</div><div class="mw-collapsible-content">'''Trigger tab:''' Time*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1 day Booking Source
*Booking Source = Channel Manager
Time
*Trigger Event = After Check-out
*Trigger Time = 30 days
*Trigger Window = 365 days
Time
*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 1 day
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====Send a Request for payment to your guests XX days update the guest's credit card as it will expire before arrivalcheckin====
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Time:
*Trigger Event = CheckBooking (not after check-in ) *Trigger Time = -42Immediate*Trigger Window = 1 day
Booking Souce:
*Plain text box (Using Message API)
Subject - enter the subject for your Guests
Plain Text Message :- enter the Message text you wish to send to your guests include including the payment link
https://beds24.com/bookpay.php?bookid=[BOOKID]&g=cc
You can find extra options to add to the payment link if you want to refine the details
*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 including the payment link https://beds24.com/bookpay.php?bookid=[PAYLINKBOOKID] &g=cc this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise so the outstanding balanceguest can enter their credit card details. Check the template variables for other options.
'''Booking tab:'''
*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.
'''Booking Info tab:'''
*Booking Info Code = NEWCARDREQ
*Booking Info Text = New credit card requested
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====Send a Request for payment to your guests XX days after bookingbefore check-in====
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'''Trigger tab:'''
Time:*Trigger Event = Booking (but not after checkCheck-in)*Trigger Time = +7 days-42*Trigger Window = 1 42 day
Booking Souce:
*Booking Source = ALL (or select the booking source/Channel)
'''Message tab:'''
*Send Message Email = Booking API/and Email Smart Email: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.
*Plain text box (Using Message API)
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:'''
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
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You want allow your guests to capture a Security Deposit make X number of payments for bookings on the day before check-in from your guesttheir booking.
You will need to manually add a Booking Info Code to each booking that you have agreed to allow X payments.
'''Create Auto Action one'''
'''Trigger tab:'''
*Trigger Event = CheckBooking (but not after check-in)*Trigger Time = -1 +7 days
*Trigger Window = 1 day
*Booking Source = ALL (or select the booking source/Channel)
*Status Invoice Balance = All not cancelledNot Zero*Any Booking Info Code = MULTIPLE (for example) this can be used if you only allow some guests to make multiple 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.
*Send Message = Booking API/Smart Email
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.
*HTML Message (Send Email) Edit Email Subject - enter the subject for your GuestsEdit Email Text :- enter the Email text you wish to send to your guests include template variable [PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options.
*HTML box 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 will be sent.
'''Booking info tab: Create Auto Action 2 (Optionaland 3, 4, 5 - how many you need)'''*Trigger Time = +14 days (days you want to collect the payments)*Trigger Window = 1 day
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====Send an Email a Request to 'Capture' a Security deposit from your guests XX days before check-in the guests language to an internal Email address - with Stripe====
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*HTML box Trigger Event = Check- Email will be sentin*Trigger Time = -1 days*Trigger Window = 1 day *Booking Source = ALL (or select the booking source/Channel)*Status = All not cancelled
*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. https://beds24.com/bookpay.php?bookid=[BOOKID]&g=st&capture=0&pay=100. *HTML box - Email will be sent Email Text :- It is possible to use the same details (URL) as in the Plain text box above. Template variables can be used [[Template_Variables| see here]] '''Trigger Booking info tab:(Optional)''' Set the rules to when this Auto Action should trigger*Booking Info Code = SECDEPOSIT (for example)*Booking Info Text = Security deposit request sent.
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====Send Remotelock/Lockstate, Nuki PIN or Chekin Link an email to the guest email address when a payment FAILS at Stripe====
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*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings = Trigger all on master*Booking Info Code = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URL (select the appropriate Booking Info Code for the service you use)STRIPEFAIL, CARDFAILSTRIPE
'''Message tab:''' For 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 using API messaging systems if possible. If no connection to a messaging system is available the message will send to the Message API, then enter Email address from the text in "Mail & Actions" tab of the Plain text box, for emails enter Email. Messages to the text Email address entered in the HTML boxfield "Internal" are sent via Email.
*Send Plain text box (Using Message = Booking API/Smart Email)
*Plain HTML Message (Send Email) Email Subject - enter the subject for your GuestsEmail Text :- enter the Email text box - will you wish to send to channels using Message APIyour 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.
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====Send an Email in the guests language to all current guest an internal Email address ====
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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 = Check-inBooking
*Trigger Time = Immediate
*Trigger Window = 14(the max number of days your guests can stay)1 *Booking Source = All:*Booking Status Source = All but not cancelled*Group bookings = Trigger all on master*Any Booking Info Code = CHECKIN*Exclude Booking Info Code = CHECKOUT (for example)
Booking Fields:*Send Message = Booking API/Smart Email If the Field Contains - select "Mail & ActionsLanguage" tab contains a "real" Email address in the next field enter: the message is sent to short code for the guests Email address. If only a masked Email address language this Auto Action is available the message sends via the channels API messaging systems if possiblefor.
*Email Subject - enter the subject for your GuestsSend Message = Internal Only
*Plain text box - will send Internal Email Address = enter the email address this message should be sent to channels using Message API.
*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 in the message. [[Template_Variables| see See here]]
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====Send Email with SMS in a PDF attachmentcertain language (if it is the language of the booking) or a default language====
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This uses a smart template variable. In this example the auto action will trigger on Booking and for 1 day, we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text.
*Trigger Time = Immediate
*Trigger Window = 1 day*Booking Source = All (or select the appropriate channel/Direct)*Booking Status = All but not cancelled*Group bookings = Trigger all on master*Any Booking Info Code = CHECKOUT
Booking Conditions:*Send Email Booking Status = Guest API/Smart Email (or one of the other options)All Not Cancelled
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====Send Email after Remotelock/Lockstate, Nuki PIN or Chekin Link 2 days before Check-in (Self Checkin) - ''Select from the cleaner has cleaned the roompredefined template'' ====
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'''Trigger tab:'''
*Group bookings = Trigger all on master
Info Codes :-*Info Code = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URL (select the appropriate Booking Info Code for the service you use) '''Message 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 Email Message = Guest Booking API/Smart Email (or one of the other options)
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
*Email Subject - enter the subject for your Guests- 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 guestsinclude URL. Template Include these template variables - [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN] or [BOOKINGINFOCODETEXT:CHEKIN_PIN] see the list of ALL template variables that can be used [[Template_Variables| see here]]
*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 Include these template variables - [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN] or [BOOKINGINFOCODETEXT:CHEKIN_PIN] see the list of ALL template variables that can be used [[Template_Variables| see here]] *Attachment :- if you want to send a Booking/Invoice template you can select from the drop down list.
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====Send Email Pin code to your guest , 2 days before Check- Upselling additional nights - nights available after checkout in (Self Checkin) ====
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This auto action can be used if you have set a fixed PIN code in the Room Setup or using digits from the Booking id. To send an automated Email setup the PIN code for each Room/Unit then go to {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > UNIT NAMES, then in the guest confirming that it is possible to extend their stayunit names, you can add additional information including a pin code. Example: You have 2 units (100 and 101).Access Pin Code for 100 = 12345, for 101 - 34567
*100|12345*101|34567 '''Trigger Tab tab:''' Time:-*Trigger Event = Checkin (depending on when you want to notify the guest)Check-in*Trigger Time = -2 (the number of days (depending on when before check-in you want to notify sent the guest, in this example 2 days before arrivalcode or link)
*Trigger Window = 2
Booking Souce :- *Booking Source = All
*Booking Status = All but not cancelled
Booking Conditions:-
*Group bookings = Trigger all on master
'''Message tab :''''''Message 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 no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
*Email Subject - enter the subject for your Guests- Your access code (your text)
*Plain text box - will send to channels using Message API, 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
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====Send Email to your guest guests with check- Upselling additional nights in details 2 days before Check- nights available before checkin in, booking paid/no outstanding balance ====
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*Trigger Window = 2
Booking Source:- *Booking Source = All
*Booking Status = All but not cancelled
Booking Conditions:-
*Group bookings = Trigger all on master
*Template Variables Invoice Balance = [IFBETWEENZero '''Messaging tab:[VACANTDAYS]:0:3:yes|no|''' 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] equal yesconnection 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)
Message tab Text :- *Send Email = Guest API/Smart Email (or one enter the text you wish to send to your guests. This can include any information that is important for the checkin of the other options)*EMail Subject = Enter guest, for example the appropriate details *Email Text = Your textKey code for the door, who to contact if there are any issues, template variables can be used, using see the list of ALL template variables to modify the specific text in the booking. that can be used [[Template_Variables| see here]]
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====Send Email to your guest guests with check- Offering Early Checkin in details 2 days before Check-in, Security Deposit Authorised at Stripe ====
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*Trigger Window = 2
Booking Source:- *Booking Source = All
*Booking Status = All but not cancelled
Booking Conditions:-
*Group bookings = Trigger all on master
*Template Variables Invoice Balance = [IF>Zero Info codes :[VACANTDAYS]-*Any Booking Info Code = STRIPEAUTHORIZE '''Messaging tab:1:yes|no] equal yes''' 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
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====Send Email to your all current guest (Check- Offering Late Checkout in) ====
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'''Trigger tab:'''
*Booking Status = All but not cancelled
<span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkin to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.
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<div class="headline-collapse" > ====Add CHECKIN Booking info code to bookings Send invoice after check-out - PDF attachment - ''Select from the predefined template'' ====
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*Trigger Window = 1 day
Booking Source:*Booking Source = All(or select the appropriate channel/Direct) *Booking Status = All but not cancelledConditions:
*Group bookings = Trigger all on master
*Booking Status = Confirmed
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<div class="headline-collapse" > ====Group checkSend Email with Booking Registration Form -in PDF attachment====
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*Booking Status = All but not cancelled
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<div class="mw-collapsible mw-collapsed"><div class==Add invoice items to a booking ==="headline-collapse" >
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<div class="headline-collapse" > ====Add a pending paymentSend Email to 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
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.
'''Create Auto Actions Trigger Tab :-'''
[IF<div class="warning">{{#fas:exclamation-triangle}} ONLY use Payment Type =‘ Percent [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 Group balance due’ if nights you selected Trigger tab > would like to stay and provide your Booking Conditions > Group Booking Trigger = Trigger Only MasterReservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price.</div>
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===='Capture' a Security Deposit when Credit card is collected at time of booking. Send Email to your guest - Offering Early Checkin ====
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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
</div>
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====Apply an info code and and/or icon when a payment was madeSend Email to your guest - Offering Late Checkout ====
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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 tabTab :- *Trigger Event = After BookingCheckout*Trigger Time = Immediate-1 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 3651*Booking Source = All
*Booking Status = All but not cancelled
*Invoice Balance Group bookings = Any Payment made Trigger all on master*Template Variables = [IF>:[TURNOVERDAYS]:1:yes|no] equal yes
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<div class="headline-collapse" > ====Using Pending Payments as Send Email to your guest - Offering Late Checkout Only on a Payment ReminderSunday when there is no new arrival ====
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*Guests =Max Occupancy*Max Stay =1*Offer =Booking Flags/Colours===select the offer number as created in the above step.
*Booking Status = All but not cancelled
*Invoice Balance Between Booking and Check in = Any Payment made2 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.
</div>
</div>
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<div class="headline-collapse" > ====Apply Send Email to your guest - On a flag when booking Wednesday (Cleaner is fully paiddue/Rubbish Collection is due) ====
</div>
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Trigger Tab :- *Trigger Event =Checkin*Trigger Time =Immediate *Trigger Window =8 days*Booking Source =Apply a flag/colour for a booking coming from a certain channel====</div>All <div class*Booking Status ="mw-collapsible-content">All but not cancelled
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:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All not cancelled*Invoice Balance = Any Payment madeof the next auto action.
</div>
</div>
===Send an email to the Owner/Internal email address ===
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====Apply a flag Send an email to the Owner/Internal email address when a payment FAILS at Stripe====
</div>
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*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
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply a flag Send an email to Booking.com bookings and auto report the Credit Card Owner/Internal email address when a payment FAILS guest completes a Payment Authorisation at Stripe====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Booking Source = All
*Booking Status = All but not cancelled
*Booking Info Code = BOOKINGCOMCARDSTRIPEAUTHORIZE Messaging tab:*Send Message = Internal*Internal Email Address = enter the email address to receive the notification*Subject = Stripe Payment Authorisation*HTML Box = Enter the text to be sent, you can use template variables in this message, for example [BOOKID] - booking reference number[GUESTNAMES] - name of all guests in the booking on the "summary" tab of the booking[FIRSTNIGHT][LASTNIGHT]
Booking tab:(optional)
*Execution = One time only
*Flag Text = Failed CC reported to Booking.com Stripe Authorised
*Flag Colour - choose the flag colour
</div>
</div>
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<div class="headline-collapse" > ==== Change Send an email to the status of all "Request" bookings to "Cancelled" after three days Owner/Internal email address for a new booking====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = 3 daysImmediate*Trigger Window = 1 day*Booking Source = All*Booking Status = RequestAll 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" > ==== Change the status of all Add CHECKOUT Booking info code to bookings which have been imported from Ical to "Request" ====
</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">
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====Group check-in - ''Select from predefined templates'' ====
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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
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====Identify Repeat Guest ====
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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 invoice items 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 description field and value using the format (findthisinvoicedescription^replacewiththisdescription) Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Time Window = 365*Check In From = Select the first date of the Summer Season*Check In To = Select the last date of the Summer Season *Booking Source = Expedia (for example) Invoice tab:*Add Invoice Item = Update Only*Type = Change All *Description = Tourist Tax^Tourist Tax - Summer season 2022 (for example) *Amount = 0.75*Per = Per Person*Period = One time*Invoicee = Ignore (otherwise you can add a specific Invoicee to limit the search) </div></div> ===Payments/Pending Payments=== <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a pending payment====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking or Before Check-in*Trigger Time = set the time you want to collect the payment*Booking Source =All (for example, you can also set different rules for different channels)*Group Booking Trigger = Trigger only Master (this will trigger on individual bookings and Master booking if a group) Booking Info tab: OptionalAdd a booking info tab for information and reporting*Flag Text = PendingPayment (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Booking tab: Optional*Booking Info Code = PENDPAY*Booking Info Text = Pending payment added Invoice tab:*Payment Type = select on what the payment is calculated (Percent of Balance due OR Group balance if you receive Group bookings)*Description = the text you will see in the "Charges and Payments" tab*Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = enter the amount or percentage you want to collect*Payment Rule = use auto or manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here *Payment Due = Set when the payment is due Create a Payment Rule to collect a payments when bookings are not cancelled. Go to Settings > Payments > Payment Rules Payment Rule : Name = Enter your title - Not Cancelled (for example)Action = Auto Payment Trigger : *Booking Status = All not cancelled*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action : *Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a pending payment - Set the Security Deposit value based on the price of the booking, using a calculation ====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking or Before Check-in*Trigger Time = set the time you want to collect the payment*Booking Source =All (for example, you can also set different rules for different channels) Booking tab: Optional*Flag Text = PendingPayment (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list 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.) 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 status is changed, for example the booking is cancelled before the final payment is due to be collected. Go to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES Create a Payment Rule to collect payments if bookings are not cancelled. Click '''Create New Payment Rule''' : Payment Rule:*Name = Enter your title - Not Cancelled (for example) *Action = Auto Payment Trigger :*Booking Status = All not cancelled*Any Booking Info Code (optional)*All Booking Info Codes (optional)*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action :*Funding Source = Guest card only*Payment value adjustment = Limit to group booking balance*Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure Prevent Auto Payment :*Prevent payment if booking status = Cancelled*Prevent payment after check-out (days) = 7 (default)*Prevent payment action = Set Manual '''Create Auto Actions ''' Collect the outstanding balance for bookings created via your booking page. Go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTIONS and click '''Create New Action''' to create them. '''Collect outstanding balance for direct bookings''' Trigger tab:*Time**Trigger Event = Checkin**Trigger Time = -3 days (set the time you want to collect the payment)**Time Window = 3 days (set this to the same number (positive) as Trigger time. *Booking Source**Booking Source = Direct. You can have different auto actions/rules for direct bookings -v- channel bookings, then select ‘Direct’ this will include manually created bookings and booking page bookings. *Booking Conditions**Group Booking Trigger = Trigger only Master**Status = All not cancelled**Invoice Balance= Not Zero (can be used to refine the auto action being triggered) Booking tab: Optional*Flag Text = Pending payment added (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Booking Info tab: Optional, for information and reporting*Booking Info Code = BALANCE (for example enter the value - use one word only)*Booking Info Text = Enter the description/text to show in for the Booking Info Code. Invoice tab: <div class="warning">{{#fas:exclamation-triangle}} ONLY use Payment Type =‘ Percent of Group balance due’ if you selected Trigger tab > Booking Conditions > Group Booking Trigger = Trigger Only Master.</div> *Add a Pending Payment to the booking**Payment Type = Percent of Group Balance due (select on what the payment is calculated) **Description = the text you will see in the "Charges and Payments" tab**Status = if you use the 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="mw-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 = 1 day 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 "API Message" in the next field enter: meal_plan=Breakfast (or Extra Breakfast - use the text the channel uses) Booking tab:*Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag for a bookings which has BREAKFAST as a charge item====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Booking.com (for example)*Template Variable = [IF>:[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"><div class="headline-collapse" > ====Apply a flag when booking is fully paid====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All not cancelled*Invoice Balance = ZERO Booking tab:*Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag/colour for a booking coming from a certain channel - ''Select from the predefined template'' ====</div><div class="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.</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="mw-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 "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 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":::{:::"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 API/Webhook to write the value of the 'commission' field to a new invoice item====</div><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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==== Change Room Unit Status when guest checks out Use Auto Action/Webhook to write to send data to Integromat====
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*Trigger Event = Booking (but not after Check-in) OR Booking
*Trigger Time = 1 day (this will ensure that NEW bookings do not trigger this auto action)
*Trigger Time Window = 365 days
*Booking Status = All not cancelled
*Template Variables [IF>^[MODIFYDATE:{%Y-%m-%d %H:%M:%S}] greater than ^[CURRENTDATE:-1day{%Y-%m-%d %H:%M:%S}]^yes~no] equal yes
Booking tab: (Optional)
