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'''Example 1''' - ===Automatically change the status of all "Request" bookings to "Cancelled" after three days:===
'''Example 2''' - ===Automatically change the status of all bookings which have been imported from Ical to "Request" :===
'''Example 3''' - ===Automatically set a flag for a booking coming from a certain channel :===
'''Example 4''' - ===Automatically send an Email to the guest when the status of a booking changes to "Cancelled" :===
'''Example 5''' - ===Automatically add a fee to all bookings from a channel:===
'''Example 6''' - ===Apply a flag when a payment was made:=== Also see Example 14 for payments/deposits prior to Check-in
'''Example 7''' - ===Apply a flag when a booking is cancelled:===
'''Example 8''' - ===Send an email or SMS to Guest when booking made more than 10 days in advance:===
'''Example 9''' - ===Send an email with a key code for a specific unit one day before check-in:===
'''Example 10''' - ===Send an email to guests from Channels:===
'''Example 11''' - ===Automatically set a flag for a bookings from a a channel which have breakfast included :===
'''Example 12''' - ===Automatically send a message (email or sms) to guests that have Checked-out 30 days or more :===
In The list in the "TestMail" tab of the Auto Action booking will tell you can check why an Auto Action was not executed. Common causes are:
The auto actions will appear on the MAIL tab of each booking where the email can be sent manually. If you are using your own mail server for outgoing mail the Booking and Invoice actions will also be applied before sending the mail.
Note: Confirmation message will send automatically to the guest. You can customize them in SETTINGS ->GUEST MANAGEMENT->CONFIRMATION MESSAGES.
Email sending works per account.
'''Auto sending:'''
Auto Action Emails which are sent automatically by the system are sent from the EMail address of the account that created the Auto Action. This is the account set up in in SETTINGS-ACCOUNT-OUTGOING EMAIL.
Automatic actions will trigger every 15 minutes.
'''Manual sending:'''
When sending manual by clicking on the 'Send' button you will need to make sure you are logged into the account which uses the EMail address you want to send from.
__TOC__
== Trigger ==
Sets the criteria which have to be fulfilled to start the Auto Action.
"Booking Source" = "Direct" applies the Auto Actions only to bookings from your own web site, manually added bookings and bookings imported though the API (not the channel manager). If you want to apply and Auto Action only to manually added bookings add your username in the "Referrer" field.
"Trigger Time" defines when the action is allowed to start. Once it has started it is allowed to go for the "Trigger Time Window" period. When the "Trigger Time Window" period has elapsed the auto action stops.
Both "Trigger Time" and "Trigger Time Window" are relative to a "Trigger Event" i.e. check-in, check-out, time of booking.
== Email ==
If this does not work it will pop and send through your desktop. In this case you will see it in your Sent box.
=== Email Attachments===
You can choose to attach an invoice or a booking template as a PDF file to emails sent by Auto Actions.
If you send Emails with pdf attachment (invoice, booking template) to Alias-Email addresses created by channels the channel might block the attachment so it is not delivered to the guest. Ask your channel about their policy regarding this.
Other files can not be attached. We reommend you use a link to a file you uplaod to your web site.
== SMS ==
You can automatically send SMS messages. Please note that a fee per SMS message applies if this function is activated.
NOTE: The SMS will send in the language of the account, not the language of the booking. Read Example 17 for a way to control the language of the SMS.
== Booking ==
Go to Booking to set up an auto action which modifies something in the booking.
== Examples ==
Trigger tab
*Trigger Event = After Booking
*Trigger Time Offset = 3 days
*Booking Status = Request
*Booking Status = Cancelled
Trigger tab:
*Trigger Event = After Booking
*Trigger Time Offset = Immediate
*Booking Source = Ical Import (1, 2, 3)
Booking changes are applied before the mail is sent.
Trigger tab:
*Trigger Event = After Booking
*Trigger Time Offset = Immediate
*Booking Source = Booking.com (for example)
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the email.
Trigger tab:
Trigger tab:
*Trigger Event = After Booking
*Trigger Time Offset = Immediate
*Booking Source = Expedia (for example)
Trigger tab:
*Trigger Event = After Booking
*Trigger Time Offset = Immediate*Time Trigger Window = 365
*Booking Source = All
*Booking Status = All but not cancelled
Trigger tab
*Trigger Event = After Booking
*Trigger Time = 1 Hour
*Trigger Window = 365 days
*Flag Colour = Set as required
Trigger tab:
Trigger tab:
Trigger tab:
*Trigger Event = After Booking
*Trigger Time Offset = Immediate
*Trigger Window = 1 day
*Booking Source = Channel Manager
The template variables will only work if you have entered text in SETTINGS->PROPERTIES->ROOMS->SET UP "Unit Names". The context help for this setting will explain how to do this.
Trigger tab:
*Trigger Event = After Booking
*Trigger Time Offset = 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:
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the email.
Trigger tab:
*Trigger Event = After Check-ourout
*Trigger Time = 30 days
*Trigger Window = 365 days
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
===Automatically send a Request for payment to your guests for all bookings===
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 1 day
Booking Source = ALL (or select the booking source/Channel)
Email tab:
Send email : select the appropriate option
*Edit Email Subject - enter the subject for your Guests
*Edit Email Text :- enter the email text you wish to send to your guests include template variable
[PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options.
Booking tab:
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the email.
===Automatically send a Request for payment to your guests XX days before arrival===
Trigger tab:
*Trigger Event = Check-in
*Trigger Time = -42
*Trigger Window = 1 day
Booking Source = ALL (or select the booking source/Channel)
Email tab:
Send email : select the appropriate option
*Edit Email Subject - enter the subject for your Guests
*Edit Email Text :- enter the email text you wish to send to your guests include template variable
[PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options.
Booking tab:
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the email.
===Apply a flag when deposit is was made prior to Check-in===
Trigger tab:
*Trigger Event = Check-in
*Trigger Time = -365 (for example : must be a negative value and the same as the value in Trigger window)
*Trigger Window = 365
*Booking Source = All
*Booking Status = All but not cancelled
*Invoice Balance = Any Payment made
Email 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.
===Apply a flag when booking is fully paid===
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 365
*Booking Source = All
*Booking Status = All but 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
===Send SMS in a certain language (if it is the language of the booking) or a default language===
This uses a smart template variable. In this example we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text.
Trigger tab: Whatever you want
Booking tab: Whatever you want
SMS tab:
*Phone Number = [GUESTMOBILE]
*SMS Message = [IF=:[GUESTLANGUAGE]:fr:French_text|English_text]
===Automatically assign invoice numbers===
Trigger tab:
*Trigger Event = Check-out
*Trigger Time = Immediate
*Any Booking Info Code = CHECKOUT (optional only if you use the check-out function, if not leave blank)
Invoice tab:
*Assign Invoice Number = yes
===Group check-in ===
This requires the master booking to be checked-in via the check-in function.
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = immediately
*Trigger Window = 365
*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings" = Trigger all on master
*Info Code = CHECKIN
Booking info tab :
*Info Code = CHECKIN
== Troubleshooting ==
'''If Auto Actions do not send:'''
*Is your outgoing Email address working? Go to SETTINGS->ACCOUNT->OUTGOING EMAIL and click on "Send Test Email".
*Is your Auto Action set to send automatically?
*Is the guests Email address valid ("Mails" tab of the booking)?
*Is the booking set to allow automatic Emails Allow Auto Actions ("Mails" tab of the booking)?
*Do all trigger events apply to the booking?
