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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''' '''Trigger tabTime:''' *Trigger Event = Booking (but not after checkCheck-in)*Trigger Time = +7 days-42*Trigger Window = 1 42 day
*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'''
'''Create Auto Action 2 (and 3, 4, 5 - how many you need) '''
*Trigger Time = +14 days (days you want to collect the payments)
*Trigger Window = 1 day
The use the settings in the previous auto action to trigger the next auto action for your booking.
Capture of You can not trigger the payment is only held by Stripe auto action multiple times, unless you manage this manually, therefore you need to create multiple auto actions, so if you allow 3 payments for 7 daystheir booking, if the guest is staying longer then you will need to send the request again3 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 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 the subject for your Guests *Plain text box - will send You can find extra options to add to channels using Message API Message Text :- enter the text payment link if you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]], change the pay=100 want to refine the value you require. details
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:'''You want to capture a Security Deposit for bookings on the day before check-in from your guest.
Time:*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1Capture of the payment is only held by Stripe for 7 days, if the guest is staying longer you will need to send the request again.
Booking Source:*Booking Source = All (You will need to create multiple emails to capture the payment multiple times for example)the same booking.
Booking Conditions:
*Booking Status = All Not Cancelled
Booking Fields'''Trigger tab:''' *Trigger Event = Check-in*Trigger Time = -1 days*Trigger Window = 1 day *Booking Field Contains - Source = ALL (or select "Language" the booking source/Channel)*Status = All not cancelled '''Message tab''': For channels using the Message API, then enter the text in the next field Plain text box, for emails enter: the short code for text in the language this Auto Action is forHTML box.
'''*Send Message tab:'''Enter the message in the appropriate language under your default language.= Booking API/Smart Email
*Send Message = Internal OnlyIf 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.
*Internal Email Address = enter If no connection to a messaging system is available the email address this message should be sent will send tothe Email address from the "Mail & Actions" tab of the Email.
*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]] '''Booking info tab: (Optional)''' *Booking Info Code = SECDEPOSIT (for example)*Booking Info Text = Security deposit request sent.
This uses a smart template variable. In this example the auto action will trigger on Trigger tab:*Trigger Event = After Booking and for 1 day, we check whether the guest booked in French. If yes, then we send a French text. If no*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = STRIPEFAIL, we send an English text.CARDFAILSTRIPE
Set the rules to when this Auto Action should trigger.*Plain text box (Using Message API)
TimeSubject - enter the subject for your GuestsPlain Text Message :*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1- enter the Message text you wish to send to your guests including the payment link
Booking Sourcehttps:*Booking Source //beds24.com/bookpay.php?bookid= All (for example)[BOOKID]
Booking ConditionsYou can find extra options to add to the payment link if you want to refine the details https://wiki.beds24.com/index.php/Category:*Booking Status = All Not CancelledPayments#Payment_Request
'''SMS tab:'''
*Phone Number = [GUESTMOBILE]
*SMS Message = [IF=:[GUESTLANGUAGE]:fr:French_text|English_text]
'''Messaging tabBooking Fields:''' For channels using *Booking Field Contains - select "Language" in the Message API, then next field enter : the text in short code for the Plain text box, language this Auto Action is for emails enter the text in the HTML box.
*Send '''Message = Booking API/Smart Emailtab:'''Enter the message in the appropriate language under your default language.
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.*Send Message = Internal Only
If no connection to a messaging system is available *Internal Email Address = enter the email address this message will send should be sent to the Email address from the "Mail & Actions" tab of the 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 has completed the payments. '''Trigger tab:'''
'''Trigger tab:'''Set the rules to when this Auto Action should trigger.
'''Trigger tab:'''
*Booking Status = All but not cancelled
Info Codes:
*Any Booking Info Code = CHECKIN
*Exclude Booking Info Code = CHECKOUT
<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.
You This auto action will be sent only when the Invoice Balance of the booking is zero. This can send Invoice as an attachment be used to your Guestsensure that the checkin details are only sent when the guest has completed the payments. Setup your Invoice go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> INVOICING
Info Codes'''Messaging tab:*Any Booking Info Code = CHECKOUT''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
'''Messaging tab:''' *Send Email Message = Guest Booking API/Smart Email (or one of the other options)
*Attachment = Select the Invoice Template from the drop down list. *Subject - enter the subject for your Guests- Your access code (your text)
<span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkout to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.
If you send Emails with pdf attachment (invoice, booking template) to Alias-Email addresses created by channels the channel might block the attachment so it is not delivered to the guest. Ask your channel about their policy regarding this.
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
You This auto action will be sent only when the a payment has been 'authorised' at Stripe. This can send Booking Template attachments be used to your Guestsensure that the checkin details are only sent when the guest has completed the Security Deposit Authorisation. Setup your Booking Template, go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> BOOKING TEMPLATES
*Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests . This can include URL. Template any information that is important for the checkin of the guest, for example the Key code for the door, who to contact if there are any issues, template variables can be used, see the list of ALL template variables that can be used [[Template_Variables| see here]]
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 the guest then they can check you/the cleaner have to add a unit status to the room when it is ready. In this example we used the unit status clean
Booking FieldsInfo Codes:*Template Variable Any Booking Info Code = [UNITSTATUS1] Contains CHECKIN*Exclude Booking Info Code = cleanCHECKOUT
*Attachment :- if you want to send a Booking/Invoice template you can select from the drop down list.
Other files can not be attached. We recommend <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you use a link to a file the Checkin/Checkout feature in the Dashboard, if not you upload can either manually add Checkin to your web sitebookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.
To You can send Invoice as an automated Email attachment to the guest confirming that it is possible to extend their stayyour Guests.
This example uses fixed values that you have entered into Setup your Invoice go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> 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. INVOICING
Booking FieldsInfo Codes:*Template Variables Any Booking Info Code = [IFBETWEEN:[TURNOVERDAYS]:0:3:yes|no|no] equal yesCHECKOUT
This template variable tests if there is 3 days between the guest booking and the next booking. '''Messaging tab:'''
'''Message tab:''' *Send Email = Guest email - (or one of the other options)
For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Attachment = Invoice Template 1
If the "Mail & Actions" tab contains a "real" Email address the message is sent *Plain text box - will send to the guests Email address. If only a masked Email address is available the message sends via the channels using Message API messaging systems if possible.
If no connection Message Text :- enter the text you wish to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Emailyour guests.Template variables can be used [[Template_Variables| see here]]
*Plain text box Email Text :- will send It is possible to channels using Message API, enter use the same details (URL) as in the text you wish to send to your guestsPlain Text box above. Template variables can be used [[Template_Variables| see here]]
[IF<span class="" style="color:[TURNOVERDAYS]#f3e504; font-size:3150%;" >{{#fas:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] lightbulb}} </span> It is currently available for up to [TURNOVERDAYS] extra night(s)|]. We are very happy to offer assumed you to extend your stay a [PROPERTYNAME] at use the Checkin/Checkout feature in the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If Dashboard, if not you would like can either manually add Checkout to extend your stay then please send bookings (Booking info tab) or create an email auto action to our Reservations team [PROPERTYEMAIL] confirming add the number of nights you would like Booking Info Codes to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Pricebookings.
*HTML box - Email will be sent, enter the text you wish to send to your guests. Template variables Other files can not be used [[Template_Variables| see here]] [IF<=:[TURNOVERDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [TURNOVERDAYS] extra night(s)|]attached. We are very happy to offer recommend you use a link 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 file you would like upload to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Priceweb site. '''Booking Info Tab : Optional '''*Booking info code = EXTRANIGHTS *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night
To You can send an automated Email Booking Template attachments to the guest confirming that it is possible to extend their stayyour Guests.
This example uses fixed values that you have entered into Setup your Booking Template, go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> PROPERTIES > ROOMS > SETUP > ROOM BOOKING 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 Fields'''Messaging tab:*Template Variables = [IFBETWEEN:[VACANTDAYS]:0:3:yes|no|no] equal yes'''
This template variable tests if there is upto 3 days from previous checkout to check in of current booking. '''Messaging tab :- '''*Send Message = Guest API/Smart Email(or one of the other options)
[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 *Plain text box - will 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. channels using Message API
*HTML Box Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]]
[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 code = EXTRANIGHTS, *Booking Info Description = Upsell email sent It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [CURRENTDATE] :[ROOMTEMPLATE3Template_Variables| see here][PROPERTYCURRENCYBACK] per extra night
This example uses fixed values that you have entered into {{#fasTime: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 Event = Checkin*Trigger Time = Immediate*Trigger Window = 1
Trigger Tab Booking Source:- *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
*Group bookings = Trigger all on master
*Template Variables = [IF>:[VACANTDAYS]:1:yes|no] equal yes
This template variable tests if there is 1 day between the guest booking and the next booking. Booking Fields:*Template Variable = [UNITSTATUS1] Contains = clean
Message '''Messaging tab :- '''
*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],If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API
We are very happy Message Text :- enter the text you wish to send to offer you 'Early Check-in' at your guests. Template variables can be used [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3Template_Variables| see here][PROPERTYCURRENCYBACK].
If you would like checkin early for your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EARLYARRIVAL’ for the special Price.Best regards,*HTML box - Email will be sent
[PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS],[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY]. Email Text :-It is possible to use the same details as in the Plain Text box above. Template variables can be used [PROPERTYEMAIL[Template_Variables| see here]Website :- [PROPERTYWEB]
Booking Info Tab *Attachment :- Optional*Booking info code = EARLYARRIVAL, *if you want to send a Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Early Checkin/Invoice template you can select from the drop down list.
*Group bookings = Trigger all on master
*Template Variables = [IF>:[TURNOVERDAYS]:1:yes|no] equal yes
This template variable tests if there is 1 day between the guest booking and the next booking. Booking Fields:*Template Variables = [IFBETWEEN:[TURNOVERDAYS]:0:3:yes|no|no] equal yes
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 This template variables to modify variable tests if there is 3 days between the specific text in guest booking and the next booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails)
Dear, [GUESTNAME],'''Message tab:'''
We are very happy to offer you 'Late Check-out' at [PROPERTYNAME] at For channels using the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK]Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
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 *Send Message = Booking Reservation Number [BOOKID] and Offer ‘LATECHECKOUT’ for the special Price.API/Smart Email
Best regards,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.
===Booking Info Codes===
If you need To send an automated Email 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 dashboardconfirming that it is possible to extend their stay.
Trigger tabThis example uses fixed values that you have entered into {{#fas:*Trigger Event = Check-cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source = All*Booking Status = All but not cancelled*Group bookings = Trigger all on masterthe Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions.
Booking Info tab'''Trigger Tab : *Booking Info Code = CHECKIN*Booking Info Text = Auto Checkin</div></div>-'''
<div classTime:*Trigger Event ="mw-collapsible mw-collapsed">Checkin (depending on when you want to notify the guest)<div class*Trigger Time ="headline-collapse" > ====Add CHECKOUT Booking info code 2 days (depending on when you want to bookings ====</div>notify the guest, in this example 2 days before arrival)<div class*Trigger Window ="mw-collapsible-content">2
If you need to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set the Source:*Booking info code rather than use the Current guest module in the dashboard. Source = All
Trigger tabBooking Conditions:*Trigger Event = Check-out*Trigger Time Group bookings = Immediate* Trigger Window = 1 day*Booking Source = Allall on master
*Group bookings = Trigger all on master
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Group check-in ====</div><div class="mw-collapsible-content">This requires the master booking template variable tests if there is upto 3 days from previous checkout to be checked-in via the check-in functionof current booking.
Trigger '''Messaging tab:- '''*Send Message = Guest API/Smart Email
*Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Group bookingsIf the " = Trigger all on master*Info Code = CHECKINMail & 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.
Booking info If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab : *Info Code = CHECKIN</div></div>of the Email.
<div class*Subject ="mw-collapsible mw-collapsed">Enter the appropriate details <div class="headline-collapse" > *Plain Text Box ====Identify Repeat Guest ====Your text, using the template variables to modify the specific text in the booking. </div>[IF<div class="mw-collapsible-content">:[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)|].This requires We are very happy to offer you to use extend your stay a [PROPERTYNAME] at the Guest databaseexceptional 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
Trigger tab[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.
*Trigger Event = After '''Booking*Trigger Time = immediately*Trigger Window = 365Info Tab :- Optional'''*Booking Source info code = AllEXTRANIGHTS, *Booking Status = All but not cancelled*Group bookings" = Trigger all on master*Template Variable Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][GUESTSID1PROPERTYCURRENCYBACK] greater than 0per extra night
Booking info tab :
*Info Code = REPEAT
If you have a custom question with a 'Tick box' for example, they want a late checkin.
Setup To send an automated Email to the custom question in {{#fas:cog}} (SETTINGS) PROPERTIES -> BOOKING QUESTIONS -> CUSTOM QUESTIONS -> Custom question 1, set with TYPE = Tick Boxguest confirming that it is possible to have an Early Checkin as room is available the day of before arrival.
Trigger tabThis 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.
Booking info Message tab : - *Info Code Send Email = LATECHECKINGuest API/Smart Email (or one of the other options)</div>*EMail Subject = Enter the appropriate details </div>*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)
===Add invoice items to a booking ===Dear, [GUESTNAME],
<div class="mwWe are very happy to offer you 'Early Check-collapsible mw-collapsed">in' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK].<div class="headline-collapse" > ====Add a fee If you would like checkin early for your stay then please send an email to all bookings from a channel====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]</div>[PROPERTYNAME] <div class="mw-collapsible-content">[PROPERTYADDRESS],[PROPERTYCITY],[PROPERTYPOSTCODE],Trigger tab:[PROPERTYSTATE],*Trigger Event = After Booking[PROPERTYCOUNTRY].*Trigger Time = Immediate *Booking Source = Expedia (for example)Email :-[PROPERTYEMAIL]Website :- [PROPERTYWEB]
Invoice tabBooking Info Tab :- Optional*Type Booking info code = AmountEARLYARRIVAL, *Booking Info Description = Cleaning fee (for example)*Amount = 50 (for example - the amount of your cleaning fee)*per = Room*Period = one time*VAT = 19% (for example - enter the VAT amount if applicable)Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Early Checkin
The fee will be added the next time the auto actions run.
You want to add a 2.2% fee to all bookings if there is an outstanding balance 2 days prior to checkin.
Trigger tab: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.
Time This example uses fixed values that you have entered into {{#fas:*Trigger Event = Checkin *Trigger Time = -2 days*Trigger Window = 2 days 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.
Invoice tab:*Type = Amount*Description = Payment Fee||[INVOICEBALANCE:2.2%]*Amount = 0 (leave as 0 so the value This template variable tests if there is set from 1 day between the calculation in Description field)*Per = Room*Period = one time*VAT = 19% (for example - enter guest booking and the VAT amount if applicable)next booking.
The fee will be added 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 next time specific text in the auto actions runbooking. </div></div>Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails)
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 To send an automated Email to the guest confirming that it is possible to have a booking info tab for information and reporting*Flag Text = PendingPayment (for example)*Flag Colour = select Late checkout on Sundays as the colour as this will be visible in room is available on the Calendar/Bookings listday of departure.
Booking tab: Optional*Booking Info Code = PENDPAY*Booking Info Text = Pending payment addedThis auto action will create a new booking for the date of departure, closing the calendar to any other bookings.
Invoice The URL link in the message tab:*Payment Type = select on what , will send the guest to your guest booking page with set conditions, the payment is calculated (Percent leaving date of Balance due)*Description = the text you will see in existing booking, the room id of the "Charges existing booking 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 Offer you have set up payment rules in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here *Payment Due = Set when created for the payment is dueLateCheckout.
Go to Settings > Payments > Payment Rules*Name = Latecheckout*Enable = Only if Available*Booking Type = Confirmed with Deposit 2 - via payment gateway
Payment Rule '''Step 2:''' Create a Rate or Daily Price, PRICES
Name *Guests = Enter your title - Not Cancelled (for example)Max OccupancyAction *Max Stay = Auto1*Offer = select the offer number as created in the above step.
Payment Trigger :If you are using Rates, select 'Rate allowed' = Sunday, untick all the other days. Channel Tab, untick all channels, leave only 'beds24.com' for your booking page.
*Booking Status = All not cancelled*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional (can exclude Virtual Credit cardsIf using Daily Prices, then go to Calendar, find and set the Booking info code in price and date range, then only Sunday, untick all the other days. Enable list, untick all channels, leave only 'beds24.com' for your booking)page.
Payment Action '''Step 3:''' Create the custom question for the booking id
*Capture = Yes - immediately charged Go to {{#fas:cog}} (Capture=YesSETTINGS)> PROPERTIES > BOOKING QUESTIONS > CUSTOM QUESTIONS and create a question*Add info code on success Question = add a Booking Info item to the booking on successId*Single Line field*Add info code on failure = add a Booking Info item to the booking on failureOptional
</div></div>'''Step 4: ''' Create the Auto Action
<div classTrigger Tab :- *Trigger Event = Checkout*Trigger Time ="mw-collapsible mw-collapsed">1 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 1*Booking Source = All *Booking Status = All but not cancelled<div class*Between Booking and Check in ="headline-collapse" >2 and 999 (to stop the auto action triggering on the new booking)
====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 Group bookings = 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)all on master
Booking Info tab*Template Variables = [IF=: OptionalAdd [LEAVINGDAY:{%a booking info tab for information and reporting*Flag Text = PendingPayment (for example)*Flag Colour }]:Sun:[IF>= select the colour as this will be visible in the Calendar/Bookings list^[TURNOVERDAYS]^1^yes~no]|] equal yes
Booking tab: Optional*Flag Text = Pending payment added (for example)*Flag Colour = select This template variable tests if the colour as this will be visible in departure day is a Sunday and there is at least 1 day between the Calendar/Bookings listexisting guest booking and the next booking.
Invoice Message tab:- *Payment Type Send Email = fixed valueGuest API/Smart Email (or one of the other options)*Description EMail Subject = Security Deposit||[IF<Enter the appropriate details *Email Text =:[INVOICEFIRSTITEMNUM]:800:200|[INVOICEFIRSTITEMNUM][/.0]4] (Security Deposit is Your text, using the description, then 2 | symbol, then template variables to modify the calculation for specific text in the 'Amount' to be setbooking.Enter the text in both Plain text Box (Messaging API) This calculation, tests if the first invoice item value and HTML Box (usually the Accommodation valueEmails) 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 (|) symbolDear, this can be used to calculate a price using template variables. If the price value in the description field is zero or absent[GUESTNAME], the numeric value from the amount field will be used.
*Status = if you use the status function add the status you want We are very happy to apply to the pending payment (optional)*Amount = 0*Payment Rule = use auto or manual - if offer you have set up payment rules in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT'Late Check->PAYMENT COLLECTION they will be available here *Payment Due = Set when out' at [PROPERTYNAME] at the payment is dueexceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK].
Create a Payment Rule to collect a payments when bookings are not cancelledhttps://beds24. com/booking2.php?propid=[PROPERTYID]&checkin_hide=[LEAVINGDAYYYYY-MM-DD]&br5-[ROOMID]=Book
Go to Settings <span class="" style="color: #f3e504; font-size: 150%;" > Payments {{#fas:lightbulb}} </span> Payment RulesThe details in the URL, will direct the guest to make a new booking in the existing room with the check-in date = leaving date and for Offer 7 &br-7 (offer created in Step 1 above)
Payment Rule :Enter your Booking Reservation Number [BOOKID] into the Booking id box on the booking page. Best regards,
Name = Enter your title [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME] Email :- Not Cancelled (for example)[PROPERTYEMAIL] Action = AutoWebsite :- [PROPERTYWEB]
Payment Trigger : *Booking Status = All not cancelled*Any Booking Info Code = optional*All Booking Info Codes = optionalTab :- 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)LATCHECKOUT, *Add info code on success = add a Booking Info item to the booking on success*Add info code on failure Description = add a Booking Info item to the booking on failureUpsell email sent [CURRENTDATE]: Late Checkout
''''Create To send an automated Email to the guest reminding them that there is an event on a Payment Rule (Optional)''''specific day of the week, for instance, the cleaner is due on Wednesday mornings, or the bin collection is due on Thursday mornings.
Standard payment rules in the system are Auto & Manual, you can create additional rules You will need to check for the collection day of outstanding payments, you can control the collection of payments if week. If the booking status is changedfor more than 1 week, for example the booking is cancelled before the final payment you will need multiple auto actions as an email will only be sent once, it is due not possible to be collectedtrigger multiple times.
Go to {{#fas'''Step 1:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES''' Create the Auto Action
Create a Payment Rule to collect payments if bookings are Trigger Tab :- *Trigger Event = Checkin*Trigger Time = Immediate *Trigger Window = 8 days*Booking Source = All *Booking Status = All but not cancelled.
Click '''Create New Payment Rule''' *Template Variables = [IF=:[CURRENTDATE:{%u}]:3:yes|no] equal yes %u ISO-8601 numeric representation of the day of the week 1 (for Monday) through 7 (for Sunday)
Payment Rule:*Name = Enter your title - Not Cancelled (for example) *Action = AutoThis template variable tests if the current day is a Wednesday.
Payment Trigger Message tab :- *Booking Status Send Email = All not cancelled*Any Booking Info Code Guest API/Smart Email (optionalor one of the other options)*All Booking Info Codes (optional)EMail Subject = Enter the appropriate details *Exclude Booking Info Code Email Text = optional (can exclude Virtual Credit cardsYour text, find using the template variables to modify the Booking info code specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails)
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 failureDear, [GUESTNAME],
Prevent Auto Payment :*Prevent payment if booking status = Cancelled*Prevent payment after check-out (days) = 7 (default)*Prevent payment action = Set ManualHope you are enjoying your holiday at [PROPERTYNAME].
'''Create Auto Actions '''Best regards,
Collect the outstanding balance for bookings created via your booking page. [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME] Email :-[PROPERTYEMAIL] Website :- [PROPERTYWEB]
Go to {{#fasBooking Info Tab :cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTIONS and click '''Create New Action''' to create them- Optional*Booking Info code = CLEANWED1*Booking Info text = Reminder that cleaning is due on the first Thursday of their stay.
'''Collect outstanding balance for direct bookings''' This can be used to trigger the next auto action if the duration of their holiday is more than 1 week. Include the Booking Info code in the Trigger tab of the next auto action.
Trigger tab:</div>*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.</div>
Booking [BOOKID] - booking reference number[GUESTNAMES] - name of all guests in the booking on the "summary" tab: Optionalof the booking*Flag Text = Pending payment added (for example)[FIRSTNIGHT]*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list[LASTNIGHT]
<div classMessaging tab:*Send Message ="warning">{{#fas:exclamation-triangle}} ONLY use Internal*Internal Email Address = enter the email address to receive the notification*Subject = Stripe Payment Type Authorisation*HTML Box =‘ Percent of Group balance due’ if Enter the text to be sent, you selected Trigger tab > Booking Conditions > Group Booking Trigger = Trigger Only Master.</div> can use template variables in this message, for example
*Add a Pending Payment to the [BOOKID] - bookingreference number**Payment Type = Percent [GUESTNAMES] - name of Group Balance due (select all guests in the booking on what the payment is calculated) **Description = the text you will see in the "Charges and Paymentssummary" 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) booking**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) [FIRSTNIGHT]**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.[LASTNIGHT]
Info CodesMessaging tab:Any *Send Message = Internal*Internal Email Address = enter the email address to receive the notification*Subject = New Booking Info Code *HTML Box = CARDTOSTRIPEEnter the text to be sent, you can use template variables in this message, for example
Invoice tab:[BOOKID] - booking reference number*Payment Type = Fixed amount*Description = Security Deposit ([GUESTNAMES] - name of all guests in the text you will see in booking on the "Charges and Paymentssummary" 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)booking*Payment Rule = Security Deposit (Create a Payment Rule, see below) [FIRSTNIGHT]*Payment Due = check in[LASTNIGHT]
Create a Payment Rule If you need to 'Capture' a payment only. Captured payments will only be valid for 7 days, then it will expire, if use the booking is Booking info code CHECKIN/CHECKOUT for a longer periodreporting/other auto actions, then you can create a second Capture, you will need to create another auto action for thisset the Booking info code rather than use the Current guest module in the dashboard.
Go to {{#fasTrigger tab:cog}} (SETTINGS) *Trigger Event = Check-in*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source = All*Booking Status = All but not cancelled*Group bookings = PAYMENTS > PAYMENT RULESTrigger all on master
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 = optionaltab: *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) CHECKIN*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure Text = add a Booking Info item to the booking on failureAuto Checkin
Invoice tab:*Booking Info Code = CHECKIN*Assign Invoice Number Booking Info Text = yesGroup checked in
*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 Trigger Event = After Booking tab: Optional*Flag Text Trigger Time = PaymentDue1 (for example), set multiple if multiple payments are required. immediately*Flag Colour Trigger Window = select the colour as this will be visible in the Calendar/Bookings list Invoice tab:365*Payment Type Booking Source = select on what the payment is calculated (Percent of Balance due)*Description = the text you will see in the "Charges and Payments" tabAll*Booking Status = if you use the status function add the status you want to apply to the pending payment (optional)All but not cancelled*Amount = enter the amount or percentage you want to collect*Payment Rule Group bookings" = Manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here Trigger all on master*Payment Due Template Variable = 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 [GUESTSID1] greater than Stripe are used, the Pending Payments report can be used to see outstanding payments and a checklist for bank transfers. 0
===Booking Flags/Colours===
Trigger tab*Trigger Event = After Booking*Trigger Time = 1 Hour*Trigger Window = 365 days*Booking Status = CancelledIf you have a custom question with a 'Tick box' for example, they want a late checkin.
Booking Setup the custom question in {{#fas:cog}} (SETTINGS) PROPERTIES -> BOOKING QUESTIONS -> CUSTOM QUESTIONS -> Custom question 1, set with TYPE = Tick Box. Trigger tab: *Execution Trigger Event = One time onlyAfter Booking*Trigger Time = immediately*Trigger Window = 365*Booking Source = All*Booking Status = No ChangeAll but not cancelled*Group bookings" = Trigger all on master*Flag text Template Variable = [GUESTCUSTOMQ1] equals ticked (enter the text you requireor)not ticked Booking info tab : *Flag Colour Info Code = Set as requiredLATECHECKIN
Booking Invoice tab:*Execution Add Invoice Item = One time onlyAdd 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*Flag Text Period = The text you want to displayone time*Flag Colour VAT = 19% (for example - choose enter the flag colourVAT amount if applicable)
Booking changes are applied before The fee will be added the mail is sent so that the flag template variable can be reflected in next time the Emailauto actions run.
Message tabBooking Conditions: *Status = All not Cancelled *Invoice Balance = Not Zero
*Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose fee will be added the flag colour Booking info tab : (optional) *Booking Info Code : DEPOSITPAID (for example)*Booking Info Text : additional text if required. Setting details with next time the Booking tab and Booking info tab allows you to trigger additional (follow on) Auto Actions and Reportsauto actions run.
====Apply a flag/colour for a booking coming from a certain channel====
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.
<span style="color: #f3e504; font-size: 250%;" >{{#fas:lightbulb}} </span> Also see Example : " Apply a flag when deposit was made prior You need to change the charges in bookings due to Check-an update in AND/OR Apply a flag when booking is fully paid"your prices.Tourist Tax (for example), update the description field and value using the format (findthisinvoicedescription^replacewiththisdescription)
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Apply a flag when a payment FAILS at Stripe====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 365
*Booking Source = All
*Booking Status = All but not cancelled
*Booking Info Code = STRIPEFAIL
Booking tab:
*Execution = One time only
*Flag Text = Stripe Payment Failed
*Flag Colour - choose the flag colour
Go to Settings > Channel Manager > Preferences and set Auto report failed cards = YesBooking Info tab: Optional Trigger Add a booking info tab:for information and reporting*Trigger Event Flag Text = After BookingPendingPayment (for example)*Trigger Time Flag Colour = Immediateselect the colour as this will be visible in the Calendar/Bookings list*Trigger Window = 365*Booking Source = Alltab: Optional*Booking Status Info Code = All but not cancelledPENDPAY*Booking Info Code Text = BOOKINGCOMCARDPending payment added
Booking Invoice tab:*Execution Payment Type = One time onlyselect 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*Flag Text Status = Failed CC reported if you use the status function add the status you want to apply to Booking.com the pending payment (optional)*Flag Colour - choose Amount = enter the flag colouramount or percentage you want to collect</div*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 </div>*Payment Due = Set when the payment is due
===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 = After Booking
*Trigger Time = 3 days
*Booking Status = Request
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": ""
:::}
::]
:}
__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.
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 ==
<div class="mw-collapsible-content">
'''Trigger tab:'''
Time:
<div class="headline-collapse" >
====Send an Email with a key code for a specific unit one day before check-in(Self Checkin)====
</div>
<div class="mw-collapsible-content">
<div class="headline-collapse" >
====Send an Email Apply a flag/colour to guests a booking when a payment is made - ''Select from Channelsthe predefined template ''====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Time:
*Trigger Event = 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
'''Message tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
<div class="headline-collapse" >
====Send a Request for payment to your guests XX days update the guest's credit card as it will expire before arrivalcheckin====
</div>
<div class="mw-collapsible-content">
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
</div>
<div class="headline-collapse" >
====Send a Request for payment to your guests XX days after bookingbefore check-in====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
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:'''
*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 class="headline-collapse" >
====Send a Request for payment to 'Capture' a Security deposit from your guests XX days before check-in - with Stripeafter booking====
</div>
<div class="mw-collapsible-content">
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 create multiple emails manually add a Booking Info Code to capture the payment multiple times for the same each bookingthat 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.
https://wiki.beds24.com/bookpayindex.php?bookid=[BOOKID]&g=st&capture=0&pay=100. /Category:Payments#Payment_Request
*HTML box Message (Send Email) Edit Email Subject - enter the subject for your GuestsEdit Email Text :- enter the Email will text you wish to send to your guests include template variable [PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options. '''Booking tab:''' *Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colourBooking changes are applied before the mail is sent so that the flag template variable can be sentreflected in the Email.
'''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
</div>
<div class="headline-collapse" >
====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====
</div>
<div class="mw-collapsible-content">
*Email Subject - enter the subject for your Guests
*Plain text box - will send to channels using Message API
Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]], 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
</div>
<div class="headline-collapse" >
====Send SMS in a certain language (if it is the language of an email to the booking) or guest email address when a default languagepayment FAILS at Stripe====
</div>
<div class="mw-collapsible-content">
'''Trigger Message tab:''' Update details as appropriate*Send Message = Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address.If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.
*HTML Message (Send Email)
Email Subject - enter the subject for your Guests
Email Text :- enter the Email text you wish to send to your guests include template variable
[PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options.
'''Booking tab:'''
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Send Remotelock/Lockstate, Nuki PIN or Chekin Link 2 days before Check-an Email in the guests language to an internal Email address ====
</div>
<div class="mw-collapsible-content">
This uses a smart template variable. In this example we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text.
'''Trigger tab:'''
Time:-*Trigger Event = Check-inBooking*Trigger Time = -2 (the number of days before check-in you want to sent the code or link) Immediate*Trigger Window = 21
Booking Souce Source:- *Booking Source = All*Booking Status = All but not cancelled(for example)
Booking Conditions:- *Group bookings Booking Status = Trigger all on master*Info Code = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URL (select the appropriate Booking Info Code for the service you use)All Not Cancelled
*Email Subject - enter the subject for your Guests - Your access code (your text) *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests include URL. Include these template variables - [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN] 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. Include these template Template variables - [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN] or [BOOKINGINFOCODETEXT:CHEKIN_PIN] see the list of ALL template variables that can be used in the message. [[Template_Variables| see See here]]
</div>
<div class="headline-collapse" >
====Send Email to guests with check-SMS in details 2 days before Check-in, a certain language (if it is the language of the booking paid/no outstanding balance ) or a default language====
</div>
<div class="mw-collapsible-content">
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.
Time:-*Trigger Event = Check-inBooking*Trigger Time = -2 (the number of days before check-in you want to sent the code or link) Immediate*Trigger Window = 21
Booking Source:- *Booking Source = All*Booking Status = All but not cancelled(for example)
Booking Conditions:*Booking Status = All Not Cancelled '''SMS tab:'''*Phone Number = [GUESTMOBILE]*SMS Message = [IF=:[GUESTLANGUAGE]:fr:French_text|English_text]</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Remotelock/Lockstate, Nuki PIN or Chekin Link 2 days before Check-in (Self Checkin) - ''Select from the predefined template'' ====</div><div class="mw-collapsible-content">'''Trigger tab:''' Time:-*Trigger Event = Check-in*Trigger Time = -2 (the number of days before check-in you want to sent the code or link) *Trigger Window = 2 Booking Souce :- *Booking Source = All*Booking Status = Confirmed Booking Conditions:-
*Group bookings = Trigger all on master
Info Codes :-*Invoice Balance Info Code = ZeroLOCKSTATE_PIN or NUKI_PIN or CHEKIN_URL (select the appropriate Booking Info Code for the service you use)
'''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.
*Plain text box - will send to channels using Message API
Message Text :- enter the text you wish to send to your guestsinclude URL. This can include any information that is important for the checkin of the guest, for example the Key code for the door, who to contact if there are any issues, Include these template variables can be used, - [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 :- Enter It is possible to use the same details (URL) as in the text you wish to send to your guests this can include URLsPlain Text box above. Include any information that is important for the checkin of the guest, for example the Key code for the door, who to contact if there are any issues, these template variables can be used, - [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]]
</div>
<div class="headline-collapse" >
====Send Email Pin code to all current guest (, 2 days before Check-in(Self Checkin) ====
</div>
<div class="mw-collapsible-content">
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 setup the PIN code for each Room/Unit then go to {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > UNIT NAMES, then in the unit names, you can add additional information including a pin code. Example: You have 2 units (100 and 101). Access Pin Code for 100 = 12345, for 101 - 34567 In "Unit name" enter: (Use (?) in the room setup for more details/options) *100|12345*101|34567 '''Trigger tab:''' Time:-
*Trigger Event = Check-in
*Trigger Time = Immediate*Trigger Window = 14 -2 (the max number of days your guests can staybefore check-in you want to sent the code or link)*Trigger Window = 2
Booking SourceSouce :-
*Booking Source = All
*Booking Status = All but not cancelled
Booking Conditions: -
*Group bookings = Trigger all on master
'''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
*Send Message = Booking API/Smart Email
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
*Subject - enter the subject for your Guests- Your access code (your text)
*Plain text box - will send to channels using Message API
Message Text :- enter the text you wish to send to your guests include URL. Template Include these template variables - [UNITNAME] and [UNITNAME:1] or [BOOKIDLAST5] - Last 5 digits of booking number. See the list of ALL template variables that can be used [[Template_Variables| see here]]
*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 - [UNITNAME] and [UNITNAME:1] or [BOOKIDLAST5] - Last 5 digits of booking number. see the list of ALL template variables that can be used [[Template_Variables| see here]]
</div>
</div>
<div class="headline-collapse" >
====Send Email to guests with Guest Invoice check- PDF attachmentin details 2 days before Check-in, booking paid/no outstanding balance ====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Time:-*Trigger Event = CheckoutCheck-in*Trigger Time = Immediate -2 (the number of days before check-in you want to sent the code or link) *Trigger Window = 1 day2
Booking Source:- *Booking Source = All (or select the appropriate channel/Direct)*Booking Status = All but not cancelled
Booking Conditions:-
*Group bookings = Trigger all on master
*Booking Status Invoice Balance = All but not cancelledZero
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.
*Plain text box - will send to channels using Message API
Message Text :- enter the text you wish to send to your guests . This can include URL. Template any information that is important for the checkin of the guest, for example the Key code for the door, who to contact if there are any issues, template variables can be used, see the list of ALL template variables that can be used [[Template_Variables| see here]]
*HTML box - Email will be sent
Email Text :- It Enter the text you wish to send to your guests this can include URLs. Include any information that is possible important for the checkin of the guest, for example the Key code for the door, who to use contact if there are any issues, template variables can be used, see the same details (URL) as in the Plain Text box above. Template list of ALL template variables that can be used [[Template_Variables| see here]]
</div>
</div>
<div class="headline-collapse" >
====Send Email to guests with Booking Registration Form check- PDF attachmentin details 2 days before Check-in, Security Deposit Authorised at Stripe ====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Time:-*Trigger Event = BookingCheck-in*Trigger Time = Immediate -2 (the number of days before check-in you want to sent the code or link) *Trigger Window = 1 day2
Booking Source:- *Booking Source = All (or select the appropriate channel/Direct)*Booking Status = All but not cancelled
Booking Conditions:-
*Group bookings = Trigger all on master
*Invoice Balance = Zero Info codes :-*Any Booking Status Info Code = All but not cancelledSTRIPEAUTHORIZE
'''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 = 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.
*Attachment = Select Booking Template from Subject - enter the drop down list. subject for your Guests - Your access code (your text)
*Subject Plain text box - enter the subject for your Guestswill send to channels using Message API
*HTML box - Email will be sent
Email Text :- It Enter the text you wish to send to your guests this can include URLs. Include any information that is possible important for the checkin of the guest, for example the Key code for the door, who to use contact if there are any issues, template variables can be used, see the same details (URL) as in the Plain Text box above. Template list of ALL template variables that can be used [[Template_Variables| see here]] <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkout to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.
</div>
</div>
<div class="headline-collapse" >
====Send Email after the cleaner has cleaned the roomto all current guest (Check-in) ====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Time:
*Trigger Event = CheckinCheck-in
*Trigger Time = Immediate
*Trigger Window = 114(the max number of days your guests can stay)
Booking Source:
*Booking Source = All
Booking Conditions:
*Group bookings = Trigger all on master
*Booking Status = All but not cancelled
'''Messaging tab: '''*Send Email = Guest For channels using the Message API/Smart Email (or one of , then enter the text in the Plain text box, for emails enter the text in the other options)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.
*Plain text box - will send to channels using Message API
Message Text :- enter the text you wish to send to your guestsinclude URL. Template variables can be used [[Template_Variables| see here]]
*HTML box - Email will be sent
Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
</div>
</div>
<div class="headline-collapse" >
====Send Email to your guest invoice after check- Upselling additional nights out - nights available after checkout PDF attachment - ''Select from the predefined template'' ====
</div>
<div class="mw-collapsible-content">
'''Trigger Tab tab:'''
Time:
*Trigger Event = Checkin (depending on when you want to notify the guest)Checkout*Trigger Time = -2 days (depending on when you want to notify the guest, in this example 2 days before arrival)Immediate +8hrs*Trigger Window = 21 day
Booking Source:
*Booking Source = All (or select the appropriate channel/Direct)
Booking Conditions:
*Group bookings = Trigger all on master
*Booking Status = All but not cancelledConfirmed
*Send Message = Booking API/Smart EmailSubject - enter the subject for your Guests
*HTML box - Email Subject - enter the subject for your Guestswill be sent
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.
</div>
</div>
<div class="headline-collapse" >
====Send Email to your guest with Booking Registration Form - Upselling additional nights - nights available before checkin PDF attachment====
</div>
<div class="mw-collapsible-content">
'''Trigger Tab tab:-'''
Time:
*Trigger Event = Checkin (depending on when you want to notify the guest)Booking*Trigger Time = -2 days (depending on when you want to notify the guest, in this example 2 days before arrival)Immediate*Trigger Window = 21 day
Booking Source:
*Booking Source = All (or select the appropriate channel/Direct)
Booking Conditions:
*Booking Status = All but not cancelled
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
*Subject Attachment = Enter Select Booking Template from the appropriate details drop down list.
*Plain Text Box = Your text, using Subject - enter the template variables to modify the specific text in the booking. subject for your Guests
<span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkout to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings. If you send Emails with pdf attachment (invoice, booking template) to Alias-Email addresses created by channels the channel might block the attachment so it is not delivered to the guest. Ask your channel about their policy regarding this. Other files can not be attached. We recommend you use a link to a file you upload to your web site.</div></div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Send Email to your guest - Offering Early Checkin after the cleaner has cleaned the room====
</div>
<div class="mw-collapsible-content">
To send an automated Email to the guest confirming that it is possible then they can check you/the cleaner have to add a unit status to have an Early Checkin as the room when it is available ready. In this example we used the day of before arrival.unit status clean '''Trigger tab:'''
*Booking Source = All
Booking Conditions
*Group bookings = Trigger all on master
*Booking Status = All but not cancelled
*Send Email = Guest API/Smart Email (or one of the other options)
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
</div>
</div>
<div class="headline-collapse" >
====Send Email to your guest - Offering Late Checkout Upselling additional nights - nights available after checkout ====
</div>
<div class="mw-collapsible-content">
To send an automated Email to the guest confirming that it is possible to have an Early Checkin as room is available the day of before arrivalextend their stay.
This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions.
'''Trigger Tab :- ''' Time:*Trigger Event = CheckoutCheckin (depending on when you want to notify the guest)*Trigger Time = -1 2 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 12 Booking Source:
*Booking Source = All
Booking Conditions:
*Group bookings = Trigger all on master
*Booking Status = All but not cancelled
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Email Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API, enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]] [IF<=:[TURNOVERDAYS]:3:Your apartment ([PROPERTYCONTACTFIRSTNAMEROOMNAME] ), which you booked for [PROPERTYCONTACTLASTNAMENUMNIGHT]nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [TURNOVERDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. *HTML box - Email will be sent, enter the text you wish to send to your guests. Template variables can be used [PROPERTYADDRESS[Template_Variables| see here],] [PROPERTYCITYIF<=:[TURNOVERDAYS]:3:Your apartment ([ROOMNAME]),which you booked for [NUMNIGHT] nights from [PROPERTYPOSTCODEFIRSTNIGHTSHORT],to [PROPERTYSTATELEAVINGDAYSHORT],is currently available for up to [PROPERTYCOUNTRYTURNOVERDAYS] extra night(s)|]. Email :-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]Website :- confirming the number of nights you would like to stay and provide your Booking Reservation Number [PROPERTYWEBBOOKID]and Offer ‘EXTRANIGHTS’ for the special Price.
'''Booking Info Tab :- Optional'''*Booking info code = LATCHECKOUT, EXTRANIGHTS *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Late Checkoutper extra night
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Add CHECKIN Booking info code Send Email to bookings your guest - Upselling additional nights - nights available before checkin ====
</div>
<div class="mw-collapsible-content">
*Booking Status = All but not cancelled
Booking Info tabFields: *Booking Info Code Template Variables = CHECKOUT*Booking Info Text = Auto Checkout</div></div>[IFBETWEEN:[VACANTDAYS]:0:3:yes|no|no] equal yes
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Identify bookings with Custom Question ticked/unticked Send Email to your guest - Offering Early Checkin ====
</div>
<div class="mw-collapsible-content">
Trigger Tab :- *Trigger Event = After BookingCheckin (depending on when you want to notify the guest)*Trigger Time = immediately-2 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 3652*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings" = Trigger all on master*Template Variable Variables = [GUESTCUSTOMQ1IF>:[VACANTDAYS]:1:yes|no] equals ticked (or) not ticked equal yes This template variable tests if there is 1 day between the guest booking and the next booking.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Add a fee (Penalty) to all bookings with an Outstanding Balance====
====Send Email to your guest - Offering Late Checkout ====
</div>
<div class="mw-collapsible-content">
Trigger Tab :- *Trigger Event = Checkout*Trigger Time = -1 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 1*Booking Conditions:Source = All *Booking Status = All but not Cancelled cancelled*Invoice Balance Group bookings = Not Zero Trigger all on master*Template Variables = [IF>:[TURNOVERDAYS]:1:yes|no] equal yes
Dear, [GUESTNAME], We are very happy to offer you 'Late Check-out' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK]. If you would like a late checkout, then please send an email to our Reservations team [PROPERTYEMAIL] confirming you would like the Late Checkout, provide your Booking Reservation Number [BOOKID] and Offer ‘LATECHECKOUT’ for the special Price. Best regards, [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS],[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY]. Email :-[PROPERTYEMAIL]Website :- [PROPERTYWEB] Booking Info Tab :- Optional*Booking info code =LATCHECKOUT, *Booking Info Description ==PaymentsUpsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Late Checkout </div></Pending Payments===div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Add Send Email to your guest - Offering Late Checkout Only on a pending paymentSunday when there is no new arrival ====
</div>
<div class="mw-collapsible-content">
This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions.
'''Step 1: ''' Create a Payment Rule to collect a payments when bookings are not cancelled. new offer in {{#fas:cog}} (SETTINGS) > PROPERTIES > OFFERS
If you would like a late checkout, please use this link to make the booking and payment.
</div>
<div class="headline-collapse" >
====Collect outstanding booking balance 3 days prior Send Email to arrivalyour guest - On a Wednesday ( Credit card details were collected at time of bookingCleaner is due/Rubbish Collection is due)====
</div>
<div class="mw-collapsible-content">
We would like to remind you that the cleaner is due to visit you on Thursday morning between 10am and 12am.
===Send an email to the Owner/Internal email address ===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an email to the Owner/Internal email address when a payment FAILS at Stripe====</div><div class="mw-collapsible-content"> Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source= All*Booking Status = All but not cancelled*Booking Source Info Code = Direct. You can have different auto actions/rules for direct bookings -v- channel bookingsSTRIPEFAIL, then select ‘Direct’ this will include manually created bookings and booking page bookings. CARDFAILSTRIPE
Messaging tab:*Booking ConditionsSend Message = Internal**Group Booking Trigger Internal Email Address = Trigger only Masterenter the email address to receive the notification**Status Subject = All not cancelledFailed Stripe Payment**Invoice BalanceHTML Box = Not Zero (Enter the text to be sent, you can be used to refine the auto action being triggered)use template variables in this message, for example
Booking Info tab: Optional, for information and reporting(optional)*Booking Info Code Execution = BALANCE (for example enter the value - use one word One time only)*Booking Info Flag Text = Enter Stripe Payment Failed*Flag Colour - choose the descriptionflag colour</div></text div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an email to show in for the Booking Info Code. Owner/Internal email address when a guest completes a Payment Authorisation at Stripe====</div><div class="mw-collapsible-content"> Invoice Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = STRIPEAUTHORIZE
Booking tab: (optional)
*Execution = One time only
*Flag Text = Stripe Authorised
*Flag Colour - choose the flag colour
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
===='Capture' Send an email to the Owner/Internal email address for a Security Deposit when Credit card is collected at time of new booking. ====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = After Booking *Trigger Time = immediateImmediate*Trigger Window = 1 day*Booking Source =All (for example, you can also set different rules for different channels)*Booking Status = All but not cancelled
</div>
</div>
===Booking Info Codes===<span stylediv class="color:#fe746c;“ mw-collapsible mw-collapsed">{{#fas:exclamation<div class="headline-triangle}} collapse" > ====Add CHECKIN Booking info code to bookings ====</spandiv><div class="mw-collapsible-content"> Automatic collection is only available for customer who use [[Stripe]].
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply an Add CHECKOUT Booking info code and and/or icon when a payment was madeto 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 = After BookingCheck-out
*Trigger Time = Immediate
*Trigger Window = 3651 day
*Booking Source = All
*Booking Status = All but not cancelled
*Invoice Balance Group bookings = Any Payment made Trigger all on master
Booking Info tab:*Execution Booking Info Code = One time onlyCHECKOUT*Booking Info Code Text = Enter the preset code for the icon or info code which you have created in {{#fas:cog}} (SETTINGS) ACCOUNT->PREFERENCES.Auto Checkout
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Assign invoice numbersGroup check-in - ''Select from predefined templates'' ====
</div>
<div class="mw-collapsible-content">
This requires the master booking to be checked-in via the check-in function. '''Trigger tab:''' *Trigger Event = Check-outCheckin*Trigger Time = Immediate immediate*Time Window = 1 day Booking conditions:*Booking Source = All*Any Booking Status = All but not cancelled *Group bookings" = Trigger all on master if group*Info Code = CHECKOUT (optional only if you use the check-out function, if not leave blank)CHECKIN '''Booking info tab : '''
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Using Pending Payments as a Payment ReminderIdentify Repeat Guest ====
</div>
<div class="mw-collapsible-content">
This requires you to use the Guest database.
Trigger tab:
Booking info tab :
*Info Code = REPEAT
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Apply a flag when a booking is cancelledIdentify bookings with Custom Question ticked/unticked ====
</div>
<div class="mw-collapsible-content">
</div>
</div>
===Add invoice items to a booking ===
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Apply a flag for Add a fee to all bookings from a channel which have breakfast included====
</div>
<div class="mw-collapsible-content">
*Trigger Event = After Booking
*Trigger Time = Immediate
*Booking Source = Booking.com Expedia (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)
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply Add a flag when deposit was made prior fee (Penalty) to Check-inall 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 = Check-inCheckin *Trigger Time = -365 (for example : must be a negative value and the same as the value in Trigger window)2 days*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Invoice Balance = Any Payment made2 days
Invoice tab:*Send Email Type = Amount*Description = Payment Fee||[INVOICEBALANCE: select appropriate option2.2%]*Enter : Subject and Email contentAmount = 0 (leave as 0 so the value is set from the calculation in Description field)*Per = Room*Period = one timeBooking tab: *VAT = 19% (optionalfor example - enter the VAT amount if applicable)
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply Add a flag when booking is fully paidnegative 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 = After Booking
*Trigger Time = Immediate
*Trigger Window = 3651 day *Booking Source = AllConditions:*Booking Status = All not cancelled*Invoice Balance = ZEROCancelled
Booking Source:*Booking Source = Direct Invoice tab:*Execution 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 = One time onlyRoom*Flag Text Period = The text you want to displayone time*Flag Colour VAT = 19% (for example - choose enter the VAT amount if applicable) The fee/charge will be added the next time the flag colourauto 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 = Booking.com 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" > ====Apply Update all values of a flag when a payment was madecharge/invoice item====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Time Window = 365*Booking Source Check In From = AllSelect the first date of the Summer Season*Booking Status Check In To = All not cancelled*Invoice Balance = Any Payment madeSelect the last date of the Summer Season
*Booking Source = Expedia (for example) Invoice tab:*Execution 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 only*Flag Text Invoicee = The text Ignore (otherwise you want can add a specific Invoicee to display*Flag Colour - choose limit the flag colour</div></div>search)
</div>
</div>
===Payments/Pending Payments===
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Apply a flag to Booking.com bookings and auto report the Credit Card when Add a pending payment FAILS at Stripe====
</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)
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 tabStatus = 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 : *Execution Capture = One time onlyYes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Status Info item to the booking on success*Add info code on failure = Cancelledadd a Booking Info item to the booking on failure
</div>
</div>
<div class="headline-collapse" >
==== Change Add a pending payment - Set the status Security Deposit value based on the price of all bookings which have been imported from Ical to "Request" 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)
