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Click on == Booking Info==Set up auto actions which automatically add or remove info codes. == Invoice to automatically ==Automatically add invoice itemsor pending payments.
Email Message tab:
Email Message tab: or SMS tab:
Email Message tab:
Email Message tab: *Send Email = Guest and CC: Email Address
===Automatically send a message (email or sms) to guests that have Checked-out 30 days or more===
Email Message or SMS tab:
Email Message tab:
Email Message tab:
Email Message tab:
Email Message tab :
''This page is about the menu SETTINGS -> GUEST MANAGEMENT -> AUTO ACTIONS''
An Auto Action is an action which can be programmed to occur at a time relative to the time the booking being was made, to the check in date or to the check out date.
The action can be a pre-canned email sent to the guest or to a fixed email address or a change , and it can also make changes to the booking information. Click on "Edit" to modify an existing auto action or on "Create New Action" to set up a new auto action:
The auto actions will appear on the MAIL 'Mail & Actions' tab of each booking where you manually can send the email can be sent manuallytrigger the changes to the booking. 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 messages will send automatically to the guest. You can customize them in SETTINGS ->GUEST MANAGEMENT->CONFIRMATION MESSAGES.
Email sending works per account.
Note: If you have sub accounts and need an auto action to be used across multiple accounts/properties, then create the auto action at the Master Account Level and set Property = 'All visible in account' and ensure the Master account has access to the properties.
'''Auto sending:'''
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 recommend you use a link to a file you uplaod upload to your web site.
== SMS ==
== Booking ==
Go to the tab 'Booking ' to set up an auto action which modifies something in the booking.
Invoice changes are applied before the mail is sent.
== API ==
Create auto actions which trigger HTTP POST notifications.
== Test ==
Test why an auto action did not trigger.
== Examples ==
===Automatically change the status of all "Request" bookings to "Cancelled" after three days ===
Trigger tab
*Trigger Event = After Booking
*Execution = One time only
*Booking Status = Cancelled
===Automatically change the status of all bookings which have been imported from Ical to "Request"===
Trigger tab:
*Trigger Event = After Booking
===Automatically set a flag/colour for a booking coming from a certain channel===
Trigger tab:
*Trigger Event = After Booking
===Automatically send an Email to the guest when the status of a booking changes to "Cancelled"===
Trigger tab:
*Trigger Event = Check-in
*Trigger Window = 365
*Booking Source = All (for example)
*Booking Status = Cancelled
*Trigger Action = Auto
*Send Email = Guest and cc: Email address Note: If you are using deposit collection make sure you set SETTINGS->PROPERTIES->PAYMENT COLLECTION "Non Payment Booking Status" = Request.
Note: If you are using deposit collection make sure you set SETTINGS->PAYMENTS->PAYMENT COLLECTION "Non Payment Booking Status" = Request.
===Automatically add a fee to all bookings from a channel===
The fee will be added the next time the auto actions run.
===Add a pending payment===
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)
Invoice tab:
*Payment Type = 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 = enter the amount or percentage you want to collect
*Payment Rule = use auto or manual - if you have set up payment rules in SETTINGS->GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here
*Payment Due = Set when the payment is due
====Example: Credit card is collected at time of booking and full payment is due 3 days prior to arrival.====
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = immediate
*Booking Source =All (for example, you can also set different rules for different channels)
Invoice tab:
*Payment Type = 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 = 100 (balance is full price so 100% of the balance)
*Payment Rule = Auto
*Payment Due = check in -3
Note: Automatic collection is only available for customer who use [[Stripe]].
===Apply a flag when a payment was made===
Also see Example 14 for payments/deposits prior to Check-in
===Apply an info code and and/or icon when a payment was made===
Trigger tab:
*Trigger Event = After Booking
===Apply a flag when a booking is cancelled===
Trigger tab
*Trigger Event = After Booking
*Flag Colour = Set as required
===Send an email message or SMS to Guest when booking made more than 10 days in advance===
Trigger tab:
*Trigger Event = Check-in
*Booking Status = No Change
*Update details as appropriate
===Send an email Email with a key code for a specific unit one day before check-in===
Trigger tab:
*Trigger Event = Check-in
*Booking Status = No Change
*Enter your text. If you are using the "Additional Information" function SETTINGS->PROPERTIES->ROOMS->SET UP "Unit Names" you can use template variables
===Send an email Email to guests from Channels===
Trigger tab:
*Trigger Event = After Booking
*Booking Status = No Change
*Enter you text. If you are using the "Additional Information" function SETTINGS->PROPERTIES->ROOMS->SET UP "Unit Names" you can use template variables
===Automatically set a flag for a bookings from a a channel which have breakfast included===
Trigger tab:
*Trigger Event = After Booking
*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 emailEmail.
===Automatically send a message (Email or sms) to guests that have Checked-out 30 days or more===
Trigger tab:
*Trigger Event = After Check-out
*Trigger Window = 365 days
Enter the details you want to send.
===Automatically send a Request for payment to your guests for all bookings===
Trigger tab:
Booking Source = ALL (or select the booking source/Channel)
Send email Email : select the appropriate option
*Edit Email Subject - enter the subject for your Guests
*Edit Email Text :- enter the email 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.
*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 emailEmail.
===Automatically send a Request for payment to your guests XX days before arrival===
Trigger tab:
Booking Source = ALL (or select the booking source/Channel)
Send email Email : select the appropriate option
*Edit Email Subject - enter the subject for your Guests
*Edit Email Text :- enter the email 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.
*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 emailEmail.
===Apply a flag when deposit was made prior to Check-in===
Trigger tab:
*Invoice Balance = Any Payment made
*Send email Email : select appropriate option*Enter : Subject and email Email content
Booking tab: (optional)
===Apply a flag when booking is fully paid===
Trigger tab:
*Trigger Event = After Booking
===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.
*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings" = Trigger all on master
*Info Code = LOCKSTATE_PIN
*Send Email = Guest and cc
*EMail Subject = Your access code (your text)
*Email Text = Your text which includes the template variable [BOOKINGINFOCODETEXT:LOCKSTATE_PIN]
===Send Email to all current guest ===
Trigger tab:
*Trigger Event = Check-in
*Trigger Time = Immediate
*Trigger Window = 14(the max number of days your guests can stay)
*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings = Trigger all on master
*Any Booking Info Code = CHECKIN
*Exclude Booking Info Code = CHECKOUT
Message tab:
*Send Email = Guest
*EMail Subject = Enter the appropriate details
*Email Text = Your text which includes the details for your current guests.
It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkin to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.
===Add CHECKIN Booking info code to bookings ===
If you need to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set the Booking info code rather than use the Current guest module in the dashboard.
Trigger tab:
*Trigger Event = Check-in
*Trigger Time = Immediate
*Trigger Window = 1 day
*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings = Trigger all on master
Booking Info tab:
*Booking Info Code = CHECKIN
*Booking Info Text = Auto Checkin
===Add CHECKOUT Booking info code to bookings ===
If you need to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set the Booking info code rather than use the Current guest module in the dashboard.
Trigger tab:
*Trigger Event = Check-out
*Trigger Time = Immediate
*Trigger Window = 1 day
*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings = Trigger all on master
Booking Info tab:
*Booking Info Code = CHECKOUT
*Booking Info Text = Auto Checkout
== Troubleshooting ==
