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Go Template variables provide great flexibility when creating/managing the Auto Actions. Setup one Auto Action to SETTINGS > GUEST MANAGEMENT > AUTO ACTION and click trigger on "Edit" 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 an existing each auto action or on "Create New Action" to set up a new rather than update one auto action.
'''Auto sending:''' == Setup ==
'''Before setting up an auto action please note<span style="color:'''#fe746c;“ >{{#fas:exclamation-triangle}} </span>To use this function you need to set the system to use your own Email address for outgoing emails under {{#fas:cog}} (SETTINGS) ACCOUNT -> OUTGOING EMAIL.
"Booking Source" = "Direct" applies '''Property, Room, Unit''' You can refine the use of the Auto Actions only Action, by specifying if it should trigger on specific properties or all properties/rooms. You can select if it should trigger on All properties, All Owned by, All visible in account or a specific Property. If you select a specific Property then you can also select a specific Room id. It is possible to bookings from your own web site'Exclude' specific Beds24 Room ids, manually added bookings and bookings imported though you can find the API (not Room id from the channel manager)Room Setup. If required, you want to apply and Auto Action only to manually added bookings add your username can also specify specific Offers/Units in Room Types. Send/Exclude Property Groups, this will use the "Referrer" fieldvalues you have entered in {{#fas:cog}} (SETTINGS) BOOKING PAGE > MULTIPLE PROPERTIES > PROPERTY SETTINGS > GROUP KEYWORDS. '''Time'''
== Actions =="Between Booking and Check in" can be used to include/exclude Same day/Near term bookings, set the number of days.
=== Messaging/Email ===Go to Email to create or modify a prepared Email template. Templates can contain [[Template Variables]] to include "Check In From" and "Check In To" use if you have specific information specific relating to the booking in the Emailbookings between these dates, special offers, for example the guests name or the arrival datemajor disruptions etc.
*To send Emails automatically you need to set up your outgoing Email address in SETTINGS -> ACCOUNT -> OUTGOING EMAIL. '''Booking Source'''
*To send Emails "Booking Source" = "Direct" applies the Auto Actions only to bookings from your own web site, manually open a booking added bookings and go to bookings imported though the API (not the MAIL tabchannel manager). Manual Emails will open If you want to trigger only on manually added bookings add your username in a window, you may send it as is or edit it before sendingthe "Referrer" field.
Some systems have a limit of about 2000 characters for this form of email generation. If the email will not open try reducing the amount of text.'''Booking Conditions'''
If Auto Action Emails are send automatically they are send through your Email server"Group Booking Trigger" - use the (?) context help for the options. You should see "Invoice Balance" - use this on your server. Whether you see it in your Sent box or not depends on your Email programto for payments and reminders.
If Auto Action Emails are sent manually via a link in the "Email Templates" list in the booking Beds24 will first try to send through your Email server. You should see this on your server. Whether you see it in your Sent box or not depends on your Email program.'''Info Codes'''
== Troubleshooting == '''If Auto Actions do not send:''' The list When you create a Property/Room in Beds24, the "Mail" tab setup of the booking will tell you whyProperty/Room is held in the database and can be accessed via Template Variables. Common causes areFor example in {{#fas: *Is your outgoing Email address working? Go to cog}} (SETTINGS-) >ACCOUNT-PROPERTIES >OUTGOING EMAIL and click on "Send Test Email"DESCRIPTION, you setup the property specific details. *Is your Auto Action set to send automatically?Property name - can be accessed in template variable [PROPERTYNAME] *Is Property Address - can be accessed in template variable [PROPERTYADDRESS] You will find the guests Email address valid ("Mails" tab full list of the booking)?Property Template Variables when you go to [[Template_Variables#Property_Variables|Property Variables]] *Is There are additional Property Templates that can be used in Messages/Emails/SMS to the booking set to allow Allow guest that can be customised for each Property. Each Property Template can hold customised text that can be used in Auto Actions , Booking Templates, Invoices and Reports. Go to {{#fas:cog}} ("Mails" tab of the bookingSETTINGS)? *Do all trigger events apply to >PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES you will see the booking?list that are available.
'''Auto Action is not editable''' To have write access to an auto action an account needs to have write access to all properties to which the auto action applies. This might not be the case if When you use sub accounts and create each Room/Unit the Auto Action information is set to trigger for "All Properties"held in Room/Unit specific template variables.
'''You don't have permission to access control2.php on this server''' error message, when the save button is clicked It is most likely something in your content triggering the firewall. Try adding the content bit by bit until you will find the item causing the problem. Often it is a script or HTML item that appears to the firewall as a possible hacking attack. It can also be something that looks innocent like a combination full list of numbers and words like "and" or "or" that hackers often use in sql injection attacks. Once Room/Unit Template Variables when you find the item causing the problem, try rewording it.go to [[Template_Variables#Room_Variables|Room Variables]]
== Examples ==You can send a message/email to your guests, confirming their booking date, property details and property contact details. Use the property, room and booking templates to build the message/email in one Auto Action, rather than one auto action per property.
=== Send Emails/MessageThis approach will reduce the ongoing management, update one Auto Action and it will apply to all/SMS selected properties rather than having to guests ===edit multiple auto actions with the same overall message.
<div class="mw-collapsible mw-collapsed"><div class="headline=Example 1 -collapse" > ====Send an Email to the guest when Each property has a different access code for the status of a booking changes to "Cancelled"main building door ====</div><div class="mw-collapsible-content">
Trigger tab:Your properties have security doors with keycodes, each property has a different code.*Trigger Event = Check-in*Trigger Time = -365*Trigger Window = 365*Booking Source = All Go to {{#fas:cog}} (for exampleSETTINGS)>PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES > Property Template 1 enter the Building Access Code, use this same field in each property and set the appropriate code. *Booking Status = CancelledThen in the Auto Action use [PROPERTYTEMPLATE1] in the text rather than the actual value.
Message tab*Please use this code to Access the Main building Door: *Trigger Action = Auto*Send Email = Guest - [PROPERTYTEMPLATE1]
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> If you are using deposit collection make sure you set SETTINGS->PAYMENTS->PAYMENT COLLECTION "Non Payment Booking Status" = RequestThere is no need for a separate auto action due to the front door keycode being different.
<===Example 2 - Housekeeping/div></div>Cleaning Team is different for each Property. ===
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Change the status Each of all upcoming direct bookings your properties has a different housekeeping/cleaning team and you need to "Cancelled" and send them an Email to email with the guest ====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = Check-in*Trigger Time = -14 (booking details for example to cancel the bookings for the next two weeks)*Trigger Window = 14*Booking Source = Direct *Booking Status = All Not Cancelledeach booking.
Booking tabGo to {{#fas: *Booking Status = Cancelledcog}} (SETTINGS) >PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES > Property Template 5 enter the email address for Housekeeping/Cleaning team.
Message tab: In the Auto action, *Trigger Action "Send Message" = AutoInternal Only.*Send "Internal Email Address" = Guest</div></div>[PROPERTYTEMPLATE5]
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an There is no need for a separate auto action as the message or SMS will be sent to Guest when booking made more than 10 days in advance====the appropriate email from property template 5.</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = Check-in*Trigger Time = -365 days*Trigger Window = 355 days*Booking Status = All not cancelledIf you have different teams per room, then use a Room template rather than the Property Template.
Booking tab:*Execution = One time only*Booking Status = No Change=Example 3 - Send email to a Group of Properties (not all) ===
Message tab or SMS tab:*Update details as appropriate<You can setup a "Group" for your Properties, this has a number of benefits, including sending/div><excluding messages/div>emails to a Group of Properties, view a "Group" of properties in your Calendar and in Reports.
<div class=To assign the "mw-collapsible mw-collapsedGroup"to your Properties, go to {{#fas:cog}} (SETTINGS) ><div class="headline-collapse" BOOKING ENGINE > ====Send an message or SMS to Guest when booking made more than 7 days in advance====</divMULTI BOOKING PAGE ><div class="mw-collapsible-content"PROPERTY SETTINGS >Alternatively you an use Between Booking and Check inGROUP KEYWORDS.
Trigger tab:*Trigger Event = Booking (but not after checkEnter a Group name, it needs to be a single word -in)*Trigger Time = Immediate*Trigger Window = 1 dayBetween Booking for example you want to identify all 4 bedroom properties, then you can add 4BEDS and Check in = 7 add this to 999*Booking Status = All not cancelledall 4 Bedroom properties you have.
Booking tabEach property can be in multiple groups, enter multiple keywords separated by a comma, for example :- 4BEDS, OceanView, Dublin. *Execution = One time onlyIn the Trigger tab of the Auto Action, enter the Group keyword in *Booking Status = No Change"Send Only To Property Groups" OR "Exclude Property Groups" you want to include/exclude from the Auto Action.
Message tab or SMS tab<span style="color:*Update details as appropriate</div#f3e504; font-size: 150%;" >{{#fas:lightbulb}} </divspan>This filter will not apply if you are triggering on a single property.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > =Performance and Testing ===Send an message or SMS Auto actions will test up to Guest when booking made 1000 bookings per cycle, if your trigger condition involves more last minute booking - 6 days or than 1000 bookings, the next 1000 will be tested on the next cycle etc.If you require the fastest speed make sure your trigger is designed to test less====</div><div class="mw-collapsible-content">than 1000 bookings.
Trigger tab: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.*Trigger Event = Booking (but not after 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)*Trigger Time = Immediate*Trigger Window = 1 dayBetween Booking will test less bookings and Check in = 0 to 6*Booking Status = All not cancelledperform faster.
Booking The test tab:*Execution = One time only*Booking Status = No Changeof the auto action has a button which will show you how many and which bookings are being tested by the auto action.
Message tab or SMS tab:*Update details as appropriate</div></div>It is also possible to specify a booking number and test if the auto action would trigger on that booking with some diagnostics information shown to help trouble shooting.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an Email with a key code for a specific unit one day before check-in==Troubleshooting ==</div> '''If Auto Actions do not send:'''<div class= The list in the "mw-collapsible-contentMail">Trigger tabof the booking will tell you why. Common causes are: *Trigger Event = CheckIs your outgoing Email address working? Go to {{#fas:cog}} (SETTINGS) ACCOUNT-in>OUTGOING EMAIL and click on "Send Test Email". *Trigger Time = -1 dayIs your Auto Action set to send automatically?*Trigger Window = 1 day *Booking Status = All not cancelledIs the guests Email address valid ("Mails" tab of the booking)? *Unit = Select Is the number of Plain Text box populated with the unit text you want to send this message (required when Message API is being used? *Is the booking set to. Note that allow Allow Auto Actions ("Mails" tab of the number represents booking)? *Do all trigger events apply to the index booking? '''Delayed trigger of the unit not its nameAuto Action:''' See section Performance and testing above.
Booking tab: '''Auto Action is not editable'''*Execution = One time only*Booking Status = No Change To have write access to an auto action an account needs to have write access to all properties to which the auto action applies. This might not be the case if you use sub accounts and the Auto Action is set to trigger for "All Properties".
Message tab: '''You don't have permission to access control2.php on this server''' error message, when the save button is clicked*Enter It is most likely something in your textcontent triggering the firewall. If Try adding the content bit by bit until you are using find the item causing the problem. Often it is a script or HTML item that appears to the firewall as a possible hacking attack. It can also be something that looks innocent like a combination of numbers and words like "Additional Informationand" function SETTINGS->PROPERTIES->ROOMS->SET UP or "Unit Namesor" that hackers often use in sql injection attacks. Once you can use template variables find the item causing the problem, try rewording it.
Example: Your room '''Auto Action is [UNITNAME]. Check-not visible in a sub account''' 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 from: [UNITNAME:1] account' and ensure the Master account has access to the properties. The key code is: [UNITNAME:2]
The template variables will only work if you have entered text in SETTINGS->PROPERTIES->ROOMS->SET UP "Unit Names". The context help for this setting will explain how to do this.</div></div>== Examples ==
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an Email Emails/Message/SMS to the guest when a payment is made====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365 day *Booking Status guests = All not cancelled*Invoice Balance = Any Payment made OR Invoice Balance = Zero (payment in full)
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 1 day
*Booking Source = Channel Manager
Booking '''Trigger tab:''' Time:*Trigger Event = Check-in*Execution Trigger Time = One time only-365*Booking Status Trigger Window = No Change 365
Message tab: Booking Source*Send Email Booking Source = Guest *Enter you text. If you are using the "Additional Information" function SETTINGS->PROPERTIES->ROOMS->SET UP "Unit Names" you can use template variables All (for example)
Example: Your room is [UNITNAME]. Check-in from: [UNITNAME:1] . The key code is: [UNITNAME:2] Booking Conditions*Booking Status = Cancelled
The template variables will only work if you have entered '''Message tab''': For channels using the Message API, then enter the text in SETTINGS->PROPERTIES->ROOMS->SET UP "Unit Names". The context help the Plain text box, for this setting will explain how to do thisemails enter the text in the HTML box.</div></div>
<div class=If the "mw-collapsible mw-collapsedMail & Actions"><div class=tab contains a "headline-collapsereal" > ====Send a Email address the message (Email or sms) is sent to the guests that have Checked-out 30 days or more====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Check-out*Trigger Time = 30 days*Trigger Window = 365 days Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
Message or SMS If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab:Enter of the details you want to sendEmail.
Booking tab: (optional)*Execution = One time only*Flag Text = The text you want to display*Flag Colour Email Subject - choose enter the flag colour</div></div>subject for your Guests
<div class="mw*Plain text box -collapsible mw-collapsed"><div class="headline-collapse" > ====Send a Request for payment will send to your guests for all bookings====</div><div class="mw-collapsible-content">Trigger tab:channels using Message API
*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 1 day Booking Source = ALL (or select Message Text :- enter the booking source/Channel)text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]]
Message tab: *HTML box - Email will be sent
Send Email Text : select - It is possible to use the appropriate optionsame details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
*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.
*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.
Send Email Message Text : select - enter the appropriate optiontext you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]]
Booking tabEmail 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]]
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
You allow your guests to make X number of payments for their booking. Time:*Trigger Event = Check-in*Trigger Time = -365 days*Trigger Window = 355 days
You can Booking Conditions:*Booking Status = All 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. cancelled
You will need to manually add a Booking Info Code to each booking that you have agreed to allow X payments. tab:*Execution = One time only*Booking Status = No Change
Message 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 If no connection to a messaging system is available the message will send to the Email : select address from the "Mail & Actions" tab of the appropriate optionEmail.
Booking tab:*Plain Text Box - will send to channels using Message API
*Execution = One time only*Flag Message Text = The :- enter the text you want wish to display*Flag Colour - choose the flag colourBooking changes are applied before the mail is sent so that the flag template variable send to your guests include URL. Template variables can be reflected in the Email.used [[Template_Variables| see here]]
'''Create additional Auto Actions for each period you want to trigger'''*HTML box - Email will be sent
'''Setup booking info code'''You can use the template variables [GUESTPHONE] or [GUESTMOBILE] but this will only work if the phone number has exactly the required format.
Go to SETTINGS -> ACCOUNT -> PREFERENCES -> BOOKINGS -> Booking Info Code Values and enter MULTIPLE (or the value you want to use to trigger) *SMS Message
'''Update Booking Enter the message to allow Multiple payments'''send, messages will be truncated at 160 characters. Template variables can be used.
*Open the booking
**Go to Booking Info Tab and from the drop down list
**Select the value 'MULTIPLE' (or the value you want to use to trigger)
You want to capture a Security Deposit for bookings on the day before check-in from your guest.'''Trigger tab:'''
Capture of the payment is only held by Stripe for Time:*Trigger Event = Booking (but not after check-in)*Trigger Time = Immediate*Trigger Window = 1 day*Between Booking and Check in = 7 days, if the guest is staying longer you will need to send the request again.999
You will need to create multiple emails to capture the payment multiple times for the same booking.Booking Conditions:*Booking Status = All not cancelled
Message tab: *Email Subject - enter the subject for your Guests
Send Email : select the appropriate option*Plain text box - will send to channels using Message API
*Edit Email Subject - enter the subject for your Guests*Edit Email Message Text :- enter the Email text you wish to send to your guests include URL below, change the pay=100 to the value you require. https://beds24.com/bookpay.php?bookid=Template variables can be used [[BOOKIDTemplate_Variables| see here]]&g=st&capture=0&pay=100.
Booking info tab: (Optional)*HTML box - Email will be sent
*Booking Info Code = SECDEPOSIT Email Text :- It is possible to use the same details (for exampleURL)*Booking Info as in the Plain Text = Security deposit request sentbox above.Template variables can be used [[Template_Variables| see here]]
</div>
</div>
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >'''SMS tab :'''
====Send an Email in the guests language to an internal Email address ====</div><div class="mw-collapsible-content">This uses Please note 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 textcharge applies per SMS message.
Trigger tab*Send SMS Message :Enable*Booking Field Contains - select "Language" in the next field enterPhone Number : This is the short code for phone number that will receive the language this Auto Action is forSMS notification.
Email tab:*Enter This is a global service and the message notifications can be sent to almost phone in the appropriate language under your default languageany country.</div></div>
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >The phone number must contain the international country code and phone number as it would be dialed internationally.
====Send SMS in a certain language (if it is the language of the booking) Do not include any leading zeros or a default language====other characters and use no spaces.</div><div class="mw-collapsible-content">This uses a smart template variable. In this example we check whether The number must start with the guest booked in Frenchcountry code. If yes, then we EXAMPLE to send a French text. If no, we send an English text.to phone number 015625346 in the UK (Country code 44) enter the following number 4415625346
Trigger tab: Whatever you wantYou can use the template variables [GUESTPHONE] or [GUESTMOBILE] but this will only work if the phone number has exactly the required format.
Booking tab: Whatever you want*SMS Message
SMS tab:*Phone Number = [GUESTMOBILE]*SMS Message = [IF=:[GUESTLANGUAGE]:fr:French_text|English_text]</div></div>Enter the message to send, messages will be truncated at 160 characters. Template variables can be used.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Remotelock/Lockstate, Nuki PIN or Chekin Link ====</div><div class="mw-collapsible-content">Trigger '''Booking tab:'''*Trigger Event Execution = Check-in*Trigger Time = -2 (the number of days before check-in you want to sent the code or link) *Trigger Window = 2*Booking Source = AllOne time only*Booking Status = All but not cancelled*Group bookings = Trigger all on master*Info Code = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URLNo Change
Message tab:
*Send Email = Guest and cc
*EMail Subject = Your access code (your text)
*Email Text = Your text which includes the template variable [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN]
Message tab: *Send Email Message = Guest *EMail Subject = Enter the appropriate details *Booking API/Smart Email Text = Your text which includes the details for your current guests.
It is assumed you use If the Checkin/Checkout feature in "Mail & Actions" tab contains a "real" Email address the Dashboard, if not you can either manually add Checkin message is sent to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to guests Email address. If only a masked Email address is available the message sends via the bookingschannels API messaging systems if possible.</div></div>
<div class="mw-collapsible mw-collapsedIf no connection to a messaging system is available the message will send to the Email address from the "><div class=Mail & Actions"headline-collapse" > ====Send tab of the Email with a PDF attachment====</div><div class="mw-collapsible-content">.
You can send Invoice or Booking Template attachments to *Email Subject - enter the subject for your Guests.
Setup your Invoice or Booking Template, go *Plain text box - will send to SETTINGS -> GUEST MANAGEMENT -> INVOICING or SETTINGS -> GUEST MANAGEMENT -> BOOKING TEMPLATESchannels using Message API
Trigger tabMessage Text :*Trigger Event = Checkout*Trigger Time = Immediate*Trigger Window = 1*Booking Source = All (or select - enter the appropriate channel/Direct)*Booking Status = All but not cancelled*Group bookings = Trigger all on master*Any Booking Info Code = CHECKOUTtext you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]]
Message tab: *Send HTML box - Email = Guest API/Smart Email (or one of the other options)*Attachment = Select an option from the drop down list. *EMail Subject = Enter the appropriate details *Email Text = Your text which includes the details for your current guests. will 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.
Other files can not be attached. We recommend you use a link to a file you upload to your web site.</div></div>'''SMS tab :'''
<div class="mw-collapsible mw-collapsed">*Send SMS Message : Enable<div class="headline-collapse" > ====Send Email after *Phone Number : This is the cleaner has cleaned phone number that will receive the room====</div><div class="mw-collapsible-content">SMS notification.
To send an automated Email to This is a global service and the guest then they notifications can check you/the cleaner have be sent to add a unitstatus to the room when it is readyalmost phone in any country. In this example we used the unit status clean
Trigger tab:*Trigger Event = Checkin*Trigger Time = Immediate*Trigger Window = 1*Booking Source = All *Booking Status = All but not cancelled*Group bookings = Trigger all on master*Template Variable = [UNITSTATUS1] Contains = cleanThe phone number must contain the international country code and phone number as it would be dialed internationally.
Message tab: Do not include any leading zeros or other characters and use no spaces. The number must start with the country code. EXAMPLE *Send Email = Guest API/Smart Email to send to phone number 015625346 in the UK (Country code 44) enter the following number 4415625346 You can use the template variables [GUESTPHONE] or one of [GUESTMOBILE] but this will only work if the other options)phone number has exactly the required format. *EMail Subject = SMS Message Enter the appropriate details *Email Text = Your textmessage to send, messages will be truncated at 160 characters. Template variables can be used.
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
===Booking Info Codes===
If Property, Room, Unit:*Unit = Select the number of the unit you need want to send this message to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set . Note that the Booking info code rather than use number represents the Current guest module in index of the dashboardunit not its name.
Trigger tabTime:
Booking Info tab: *Booking Info Code Send Message = CHECKIN*Booking Info Text = Auto Checkin</div><API/div>Smart Email
<div class=If the "mw-collapsible mw-collapsedMail & Actions"><div class=tab contains a "headline-collapsereal" > ====Add CHECKOUT Booking info code Email address the message is sent to bookings ====</div><div class="mw-collapsible-content">the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
Trigger tab*Email Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]] If you are using the "Additional Information" function {{#fas:cog}} (SETTINGS) PROPERTIES->ROOMS->SET UP "Unit Names" you can use template variables *Trigger Event = Example: Your room is [UNITNAME]. Check-outin from: [UNITNAME:1] . The key code is: [UNITNAME:2] The template variables will only work if you have entered text in {{#fas:cog}} (SETTINGS) PROPERTIES->ROOMS->SET UP "Unit Names". The context help for this setting will explain how to do this. *Trigger Time = ImmediateHTML box - Email will be sent If you are using the "Additional Information" function SETTINGS-{{#fas:cog}} (SETTINGS) PROPERTIES->ROOMS->SET UP "Unit Names" you can use template variables [[Template_Variables| see here]] *Trigger Window = Example: Your room is [UNITNAME]. Check-in from: [UNITNAME:1 day] . The key code is: [UNITNAME:2] The template variables will only work if you have entered text in S{{#fas:cog}} (SETTINGS) PROPERTIES->ROOMS->SET UP "Unit Names". The context help for this setting will explain how to do this. '''Booking tab:'''*Booking Source Execution = AllOne time only*Booking Status = All but not cancelled*Group bookings = Trigger all on masterNo Change
Booking Info tab:
*Booking Info Code = CHECKOUT
*Booking Info Text = Auto Checkout
This requires the master booking to be checked-in via the check-in function. '''Trigger tab:'''
*Trigger Event = After BookingConditions: *Trigger Time Booking Status = immediatelyAll not cancelled*Trigger Window Invoice Balance = 365Any Payment made OR Invoice Balance = Zero (payment in full) '''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 Source = AllAPI/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. *Booking Status = All but not cancelledEmail Subject - enter the subject for your Guests *Group bookings" = Trigger all on masterPlain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]] You should consider adding the invoice table to the email so the guest can see the booking details including Charges & Payments. [INVOICETABLE] - invoice table It is also possible to include a customised invoice table using this template variable :- [INVOICE:PRI_QTY_CUA€] will create an invoice table with price and quantity in Euros *Info Code = CHECKINHTML box - Email will be sent Email Text :- It is possible to use the same details as in the Plain text box above. Template variables can be used [[Template_Variables| see here]] You should consider adding the invoice table to the email so the guest can see the booking details including Charges & Payments. [INVOICETABLE] - invoice table It is also possible to include a customised invoice table using this template variable :- [INVOICE:PRI_QTY_CUA€] will create an invoice table with price and quantity in Euros.
Booking info tab :
*Info Code = CHECKIN
This requires you to use the Guest database. '''Trigger tab:'''
*Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365Source*Booking Source = All*Booking Status = All but not cancelled*Group bookings" = Trigger all on master*Template Variable = [GUESTSID1] greater than 0Channel Manager
Booking info '''Message tab : *Info Code = REPEAT</div></div>''' 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*Send Message ="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Identify bookings with Custom Question tickedBooking API/unticked ====</div><div class="mw-collapsible-content">If you have a custom question with a 'Tick box' for example, they want a late checkin. Smart Email
Setup If the custom question in Properties -> Booking Questions -> Custom Questions -> Custom question 1, set with TYPE = Tick Box"Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
Trigger If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tabof the Email. *Email Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests. 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 as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
*Trigger Event = After '''Bookingtab:'''*Trigger Time = immediately*Trigger Window Execution = 365*Booking Source = AllOne time only*Booking Status = All but not cancelled*Group bookings" = Trigger all on master*Template Variable = [GUESTCUSTOMQ1] equals ticked (or) not ticked No Change
Booking info tab :
*Info Code = LATECHECKIN
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add Send a fee message (Email or sms) to all bookings from a channelguests that have Checked-out 30 days or more====
Invoice tab:*Type Send Message = Amount*Description = Cleaning fee (for example)*Amount = 50 (for example - the amount of your cleaning fee)*per = Room*Period = one time*VAT = 19% (for example - enter the VAT amount if applicable)Booking API/Smart Email
The fee will be added If the next time "Mail & Actions" tab contains a "real" Email address the auto actions runmessage is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. </div></div>
===Payments/Pending Payments===If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a pending payment====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking or Before CheckEmail Subject -in*Trigger Time = set the time you want to collect enter the payment*Booking Source =All (for example, you can also set different rules subject for different channels)your Guests
Booking Info tab*Plain text box - will send to channels using Message API Message Text :*Optional, add a booking info tab for information and reporting- enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]]
Booking tab: Optional*Flag Text = Pending payment added (for example)*Flag Colour = select the colour as this HTML box - Email will be visible in the Calendar/Bookings listsent
Invoice tabEmail Text :*Payment Type = select on what the payment - It is calculated (Percent of Balance due)*Description = possible to use the text you will see same details as 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 Plain text box above. Template variables can be available used [[Template_Variables| see here *Payment Due = Set when the payment is due]]
Create Please note a Payment Rule to collect a payments when bookings are not cancelledcharge applies per SMS message.
Go to Settings > Payments > Payment Rules*Send SMS Message : Enable*Phone Number : This is the phone number that will receive the SMS notification.
Payment Rule :This is a global service and the notifications can be sent to almost phone in any country.
Name = Enter your title - Not Cancelled (for example)Action = AutoPayment Trigger :The phone number must contain the international country code and phone number as it would be dialed internationally.
Booking Status = All Do not cancelledAny Booking Info Code = optionalAll Booking Info Codes = optionalExclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking)Payment Action :include any leading zeros or other characters and use no spaces.
Capture = Yes - immediately charged (Capture=Yes)Add info code on success = add a Booking Info item to The number must start with the booking on successAdd info country code on failure = add a Booking Info item to the booking on failure.
</div></div>EXAMPLE
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >to send to phone number 015625346 in the UK (Country code 44) enter the following number
====Collect outstanding booking balance 3 days prior to arrival( Credit card details were collected at time of booking)====</div><div class="mw-collapsible-content">4415625346
Trigger tab:You can use the template variables [GUESTPHONE] or [GUESTMOBILE] but this will only work if the phone number has exactly the required format.*Trigger Event = After Booking *Trigger Time = immediate*Booking Source =All (for example, you can also set different rules for different channels)SMS Message
Invoice tab:*Payment Type = Percent of balance due *Description = Enter the text you message to send, messages will see in the "Charges and Payments" tab (Payment Balance) *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 -3be truncated at 160 characters. Template variables can be used.
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> Automatic collection is only available for customer who use [[Stripe]].
Trigger tabBooking Source:*Trigger Event Booking Source = After Booking ALL (or select the booking source/Channel) '''Message tab:''' Update details as appropriate*Trigger Time Send Message = immediateBooking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address.*Booking Source =All (for example, you can also set different rules for different 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.
Invoice tab:*Payment Type = Fixed amount*Description = Security Deposit (the Plain 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 box (optionalUsing Message API)*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="colorhttps:#fe746c;“ >{{#fas:exclamation-triangle}} </span> Automatic collection is only available for customer who use /beds24.com/bookpay.php?bookid=[[StripeBOOKID]].
Create a Payment Rule You can find extra options to 'Capture' a add to the payment only. Captured payments will only be valid for 7 days, then it will expire, link if the booking is for a longer period, then you can create a second Capture, you will need want to create another auto action for thisrefine the details https://wiki.beds24.com/index.php/Category:Payments#Payment_Request
Go *HTML Message (Send Email) Email Subject - enter the subject for your GuestsEmail Text :- enter the Email text you wish to Settings > Payments > Payment Rulessend 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.
Payment Rule '''Booking tab: '''*Name Execution = Enter your title - Security Deposit (for example)One time only*Action Flag Text = AutoThe text you want to display*Flag Colour - choose the flag colourBooking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
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
Booking Info '''Message tab:*Execution = One time only*Info Code = Enter the preset code for the icon or info code which you have created in SETTINGS->ACCOUNT->PREFERENCES.</div></div>'''
<div class*Send Email =Booking API and Email Smart: If the "Mail & Actions" tab contains a "mw-collapsible mw-collapsedreal">Email address the message is sent to the guests Email address. <div class=If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal"headlineare sent via Email. *Plain text box (Using Message API)Subject - enter the subject for your GuestsPlain Text Message :-collapse" > enter the Message text you wish to send to your guests include the payment link https://beds24.com/bookpay.php?bookid====Assign invoice numbers====[BOOKID] You can find extra options to add to the payment link if you want to refine the details <https://wiki.beds24.com/index.php/div>Category:Payments#Payment_Request *HTML Message (Send Email) <div class="mwEdit Email Subject -collapsibleenter the subject for your GuestsEdit Email Text :-content">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. Trigger '''Booking tab:''' *Trigger Event Execution = Check-outOne time only*Trigger Time Flag Text = ImmediateThe text you want to display*Any Flag Colour - choose the flag colourBooking Info Code = CHECKOUT (optional only if you use changes are applied before the mail is sent so that the flag template variable can be reflected in the check-out function, if not leave blank)Email.
Invoice tab:
*Assign Invoice Number = yes
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when Send a Request for payment to your guests XX days after booking is cancelled====
Trigger tab
*Trigger Event = After Booking
*Trigger Time = 1 Hour
*Trigger Window = 365 days
*Booking Status = Cancelled
Booking tab:You allow your guests to make X number of payments for their booking. *Execution = One time only*Booking Status = No Change*Flag text = (enter You can not trigger the text auto action multiple times, unless you manage this manually, therefore you need to create multiple auto actions, so if you require)*Flag Colour = Set as required</div></div>allow 3 payments for their booking, then you will need 3 auto actions.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply You will need to manually add a flag for a bookings from a channel which Booking Info Code to each booking that you have breakfast included====agreed to allow X payments. </div>'''Create Auto Action one'''<div class="mw-collapsible-content">'''Trigger tab:''' *Trigger Event = After Booking(but not after check-in)*Trigger Time = Immediate+7 days*Trigger Window = 1 day *Booking Source = ALL (or select the booking source/Channel)*Invoice Balance = Not Zero*Any Booking.com Info Code = MULTIPLE (for example)this can be used if you only allow some guests to make multiple payments. '''Message tab:''' *Send Message = Booking Field Contains - select API/Smart EmailIf 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 Messagemessaging 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 next field "Internal" are sent via Email. *Plain text box (Using Message API)Subject - enterthe subject for your GuestsPlain Text Message : meal_plan- enter the Message text you wish to send to your guests include the payment link https://beds24.com/bookpay.php?bookid=Breakfast [BOOKID] You can find extra options to add to the payment link if you want to refine the details https://wiki.beds24.com/index.php/Category:Payments#Payment_Request *HTML Message (or Extra Breakfast Send Email) Edit Email Subject - enter the subject for your GuestsEdit Email Text :- use 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 channel uses)template variables for other options. '''Booking tab:'''
Booking tab:
</div>
</div>
<div class="mw-collapsible mw-collapsed">'''Create additional Auto Actions for each period you want to trigger''' <div class="headline'''Create Auto Action 2 (and 3, 4, 5 -collapse" > how many you need) '''*Trigger Time ====Apply a flag when deposit was made prior +14 days (days you want to Check-in====collect the payments)</div><div class*Trigger Window ="mw-collapsible-content">Trigger tab:1 day
*Trigger Event = Check-The use the settings in*Trigger Time = -365 (for example : must be a negative value and the same as previous auto action to trigger the value in Trigger window)*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Invoice Balance = Any Payment madenext auto action for your booking.
Message tab: </div></div>
*Send Email : select appropriate option<div class="mw-collapsible mw-collapsed">*Enter : Subject and Email content<div class="headline-collapse" >
Booking tab: (optional)====Send a Request to 'Capture' a Security deposit from your guests XX days before check-in - with Stripe====</div><div class="mw-collapsible-content">
*Execution = One time only*Flag Text = The text you You want to display*Flag Colour capture a Security Deposit for bookings on the day before check- choose the flag colourin from your guest.
Booking info tab : (optional)Capture of the payment is only held by Stripe for 7 days, if the guest is staying longer you will need to send the request again.
*Booking Info Code : DEPOSITPAID (You will need to create multiple emails to capture the payment multiple times for example)*Booking Info Text : additional text if requiredthe same booking.
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'''Trigger tab:''' *Trigger Event ="mw-collapsible mwCheck-collapsed">in<div class*Trigger Time ="headline-collapse" > 1 days*Trigger Window =1 day *Booking Source =ALL (or select the booking source/Channel)*Status =All not cancelled '''Message tab''': For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Send Message =Apply 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 flag when booking masked Email address is fully paid====available the message sends via the channels API messaging systems if possible.</div><div class=If no connection to a messaging system is available the message will send to the Email address from the "mw-collapsible-contentMail & Actions">tab of the Email.Trigger tab:*Trigger Event = After BookingEmail Subject - enter the subject for your Guests *Trigger Time 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= Immediate100 to the value you require. *Trigger Window https://beds24.com/bookpay.php?bookid=[BOOKID]&g=st&capture=0&pay= 365100. *HTML box - Email will be sent Email Text :- It is possible to use the same details (URL) as in the Plain text box above. Template variables can be used [[Template_Variables| see here]] '''Booking Source = Allinfo tab: (Optional)''' *Booking Status Info Code = All not cancelledSECDEPOSIT (for example)*Invoice Balance Booking Info Text = ZERO Security deposit request sent.
Booking tab:
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
Booking tab:*Execution = One time only*Flag Email Text = The text you want to display*Flag Colour :- choose Template variables can be used in the flag colourmessage. [[Template_Variables| See here]]
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 This uses a flag when deposit was made prior to Check-smart template variable. In this example the auto action will trigger on Booking and for 1 day, we check whether the guest booked in AND/OR Apply French. If yes, then we send a flag when booking is fully paid"French text. If no, we send an English text. '''Trigger tab:'''
Trigger tabSet the rules to when this Auto Action should trigger. Time:*Trigger Event = After Booking
Booking '''SMS tab:'''*Execution Phone Number = One time only[GUESTMOBILE]*Flag Text SMS Message = The text you want to display*Flag Colour - choose the flag colour[IF=:[GUESTLANGUAGE]:fr:French_text|English_text]
'''Trigger tab:''' Time:-*Trigger Event = After BookingCheck-in*Trigger Time = Immediate -2 (the number of days before check-in you want to sent the code or link) *Trigger Window = 3652 Booking Souce :-
*Booking Info Code = STRIPEFAIL
Go This auto action will be sent only when the Invoice Balance of the booking is zero. This can be used to Settings > Channel Manager > Preferences and set Auto report failed cards = Yesensure that the checkin details are only sent when the guest has completed the payments. '''Trigger tab:''' Time:-*Trigger Event = After BookingCheck-in*Trigger Time = Immediate -2 (the number of days before check-in you want to sent the code or link) *Trigger Window = 3652 Booking Source:-
*Booking Info Code = BOOKINGCOMCARD
===Status changes===If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.<div class="mw*Subject -collapsible mwenter the subject for your Guests -collapsed">Your access code (your text) <div class="headline*Plain text box -collapse" > will send to channels using Message API ==== Change Message Text :- enter the text you wish to send to your guests. This can include any information that is important for the status checkin of all "Request" bookings the guest, for example the Key code for the door, who to "Cancelled" after three days ====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]]</div><div class="mw-collapsible*HTML box -content">Email will be sentTrigger tab*Trigger Event = After Booking*Trigger Time = 3 days*Booking Status = RequestEmail Text :- Enter the text you wish to send to your guests this can include URLs. Include any information that is important for the checkin of the guest, for example the Key code 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]]
Booking tab:
*Execution = One time only
*Booking Status = Cancelled
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Booking Source = Ical Import (1, 2, 3)
Booking changes are applied before the mail is sent.
*Any Booking Info Code = CHECKOUT
===API/Webhook===
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 keyTime:'''*SETTINGS -> ACCOUNT -> ACCOUNT->ACCESS "API Key 1"*API Key Trigger Event = my_very_secret_api_keyCheckout*API Key Access Trigger Time = allow any IPImmediate*IP Whitelist Trigger Window = [leave empty]*Allow Writes = Yes*Property Access = Owned by this account only*'''Property key:'''*Settings > Properties > Access > propKey = secret_key_for_prop_XXXXXX1 day
Set Booking Source:*Booking Source = All (or select the triggers you need, for example:appropriate channel/Direct)
Set the webhook like thisInfo Codes:*Any Booking Info Code = CHECKOUT
* URL = <nowiki>https'''Messaging tab://api.beds24.com/json/setBooking</nowiki>* Custom Header = [leave empty]'''
Body Data:*Send Email = Guest API/Smart Email (or one of the other options):{::If the "Mail & Actions" tab contains a "authenticationreal":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 "apiKeyMail & Actions"tab of the Email. *Attachment = Select the Invoice Template from the drop down list. *Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API Message Text : "my_very_secret_api_key",- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :::- It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]] <span class=""propKeystyle="color: #f3e504; font-size: 150%;"secret_key_for_prop_XXXXXX":>{{#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. ::"bookId": "[BOOKID]"If you send Emails with pdf attachment (invoice,::"message": "[MESSAGE] booking template) to Alias- Append 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 message". :}Other files can not be attached. We recommend you use a link to a file you upload to your web site.
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:
Set Booking Source:*Booking Source = All (or select the triggers you need, for example:appropriate channel/Direct)
Set the webhook like this'''Messaging tab:'''
__TOC__
== General Information and Setup ==
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. Actions can be to send pre-drafted emails /messages or SMS, change booking or invoice information or run webhooks.
Using 'Group Keywords''You you can choose refine the triggers in the Auto Action to send an auto include/exclude properties if the purpose/message in the Auto action automatically or manually:'''needs to be different.
Automatic actions will trigger every 15/20 minutes. Go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> AUTO ACTION You can create a NEW Auto Action, Modify or Delete from this section. *To Create a NEW Auto Action, Click 'Add New Action Button'. *To MODIFY an Auto Action, scroll to the Auto Action and click on "Edit", make the changes and click SAVE. *To create a COPY of an Auto Action, click "Edit" on an existing auto action, scroll to the bottom of the page and click 'Save as copy'. *To DELETE an Auto Action, click "Edit" on an existing auto action, scroll to the bottom of the page and click 'Delete'. '''Trigger Action : ''' You can choose to trigger an auto action automatically or manually. *'''Manual:''' If set to manual actions can be triggered manually from the MAIL/ACTION tab of each booking. *'''Auto:''' Auto action will automatically trigger on a booking based on the rules set in the Trigger tab. Check the details in the MAIL/ACTION tab of each booking. You will see if the auto action has triggered and when, if it has not triggered then you can check if it is due to trigger and when. ===Setup Outgoing Email Service - Required for sending Emails via Auto Actions=== Go to {{#fas:cog}} (SETTINGS) ACCOUNT -> OUTGOING EMAIL and follow the instructions to connect your email address/account to Beds24. '''Auto sending:''' Auto Action Emails which are sent automatically by the system are sent from the EMail address of the account that created the Auto Action. This is the account set up in in {{#fas:cog}} (SETTINGS-) ACCOUNT-> OUTGOING EMAIL. Automatic actions will trigger every 15 minutes.
'''Manual sending:'''
When sending manually by clicking on the 'Send now' button you will need to make sure you are logged into the account which uses the Email address of the user you want to send fromare logged in as will be be used.
<span style="color:#fe746cf3e504;“ font-size: 150%;" >{{#fas:exclamation-trianglelightbulb}} </span>To use this function you need Confirmation emails will send automatically to set the system to use your own Email address for outgoing emails under guest. You can customize them in {{#fas:cog}} (SETTINGS ) GUEST MANAGEMENT -> ACCOUNT -> OUTGOING EMAILCONFIRMATION MESSAGES.
<span style="color: #f3e504; font-size: 200150%;" >{{#fas:lightbulb}} </span> Confirmation The auto actions will appear on the 'Mail & Actions' tab of each booking where you manually trigger the email/messages will send automatically /changes to the guest. You can customize them in SETTINGS -> GUEST MANAGEMENT -> CONFIRMATION MESSAGESbooking.
<span style="color: #f3e504; font-size: 200150%;" >{{#fas:lightbulb}} </span> The auto actions will appear on the 'Mail & Actions' tab of each booking where you manually can send the email trigger the changes to the booking. If you are using your own mail server for outgoing mail email/messages the Booking and Invoice actions will also be applied before sending the mail.
===Auto Actions and Subaccounts===
Auto Actions are account functions, i.e. they apply per account.
'''1. Account A ''' (master account or subaccount) in which the auto action was created.
Auto Actions are available according to the "Property" setting in the "Trigger" tab. I.e. either for
*all properties visible in the account (properties belonging to the account, properties available in the account).
'''2. Ather Another account B ''' (master account or sub-account) in which the Auto Action has not been created.
Auto Actions are only available for properties that belong to Account A and have been made available in Account B.
Sets the criteria which have to be fulfilled to start the Auto Action.
"Trigger Time" defines when the action is allowed to start. Once it has started it is allowed to go for the "Time Window" period. When the "Time Window" period has elapsed the auto action stops.
Both "Trigger Time" and "Time Window" are relative to a "Trigger Event" i.e. check-in, check-out, time of booking.
If this does not work it will pop and send through your desktop. In this case you will see it use Booking Info Codes in your Sent boxbookings, you can enter values to include/exclude bookings.
'''Booking Fields''' Select the appropriate fields from the drop down lists. You can also use an AND/OR option. "Template variables" can be used in the fields to generate dynamic values based on the booking. See the options in this section [[Template_Variables#Smart_Logic_Template_Variables|Smart Template Variables]] == Actions == === Messaging/Email ===Go to "Messaging" to create or modify a prepared Email/Message template. Templates can contain [[Template Variables]] to include information specific to the booking in the Email/Message, for example the guests name or the arrival date. *To send messages via the Message API, then enter the text in the PLAIN text box, for emails, enter the text in the HTLM Box. *To send Emails automatically you need to set up your outgoing Email address in {{#fas:cog}} (SETTINGS) ACCOUNT -> OUTGOING EMAIL. *To send Emails manually open a booking and go to the MAIL/Action tab. Manual Emails will open in a window, you may send it as is or edit it before sending. Some systems have a limit of about 2000 characters for this form of email generation. If the email will not open try reducing the amount of text. If Auto Action Emails are sent automatically they will send through your Email server. You should see this on your server. Whether you see it in your Sent box or not depends on your Email program. If Auto Action Emails are sent manually via a link in the "Email Templates" list in the booking Beds24 will first try to send through your Email server. You should see this on your server. Whether you see it in your Sent box or not depends on your Email program. 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.
You can automatically send SMS messages. Please note that a fee per SMS message applies if this function is activated.
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> The SMS will send in the language of the account, not the language of the booking. Read Example 17 "Send an Email in the guests language to an internal Email address" for a way to control the language of the SMS.
=== Booking ===
Go to the tab 'Booking' to set up an auto action which modifies something in the booking.
"Execution" - default is 'One time only' or 'Allow Repeats' This action can run one time only or repeat within the trigger time period.
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> Emails are always triggered once only regardless of this setting.
=== Booking Info ===
Set up auto actions which automatically add or remove info codes. This is good practice for reporting and also to trigger/exclude bookings from other auto actions.
=== Invoice ===
Automatically Assign Invoice Number. Automatically add /update invoice items or pending payments. Pending payments can use Payment Rules defined in {{#fas:cog}} (SETTINGS)->PAYMENTS->PAYMENT RULES.
Invoice changes are applied before the mail is sent.
Create auto actions which trigger a web hook when the trigger conditions are met.
== Test Multiple Properties ==Test why an auto action did not triggerWith Multiple Properties, the requirement to have Property specific information in the Messages/emails sent to the guest/housekeeping/owner can be achieved using Template Variables.
See the full list of [[Template Variables]].
<span style="color:#019cde; font-size: 150%;“ >{{#fas:info-circle}} </span> Message API messages will be shown in the message tab: *Enter your text. You can use Invoice Template variables showing of the booking charges/paymentsand in the Channel Message centre. Currently this is only available for Booking.com and Airbnb.</div></div>
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====Send an Email to guests from Channelsthe guest when the status of a booking changes to "Cancelled"====
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*Send Message = Booking API/Smart Email
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> If you are using deposit collection make sure you set {{#fas:cog}} (SETTINGS) PAYMENTS->PAYMENT COLLECTION "Non Payment Booking tab:Status" = Request.
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<div class="headline-collapse" > ====Send a Request for payment Change the status of all upcoming direct bookings to your guests XX days before arrival"Cancelled" and send an Email to the guest ====
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'''Trigger tab:'''
Time: *Trigger Event = Check-in *Trigger Time = -4214 (for example to cancel the bookings for the next two weeks)*Trigger Window = 1 day 14 Booking Source:*Booking Source = ALL (or select Direct Booking Conditions:*Booking Status = All Not Cancelled Booking tab: *Booking Status = Cancelled '''Message tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the booking sourceHTML box. *Send Message = Booking API/Channel)Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Email Subject - enter the subject for your Guests
*Plain Text Box - will send to channels using Message tab: API
*Edit Email Subject HTML box - 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. will be sent
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<div class="headline-collapse" > ====Send a Request for payment an message or SMS to your guests XX Guest when booking made more than 10 days after bookingin advance====
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'''Trigger tab:'''
'''Create Auto Action oneMessage tab'''Trigger 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.
*Trigger Event Send Message = Booking (but not after check-in)*Trigger Time = +7 days*Trigger Window = 1 day *Booking Source = ALL (or select the booking sourceAPI/Channel)*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. Smart Email
*Edit Email Subject - enter the subject for your Guests*Edit Email Text :- enter the Email text you wish to send to your guests include template variable [PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options.
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]] '''Create Auto Action 2 (and 3, 4, 5 - how may you need) SMS tab :''' Please note a charge applies per SMS message. *Trigger Time = +14 days (days you want Send SMS Message : Enable*Phone Number : This is the phone number that will receive the SMS notification. This is a global service and the notifications can be sent to almost phone in any country. The phone number must contain the international country code and phone number as it would be dialed internationally. Do not include any leading zeros or other characters and use no spaces. The number must start with the country code. EXAMPLE to send to collect phone number 015625346 in the paymentsUK (Country code 44)enter the following number*Trigger Window = 1 day 4415625346
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====Send a Request an message or SMS to 'Capture' a Security deposit from your guests XX Guest when booking made more than 7 days before check-in - with Stripeadvance====
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Alternatively you an use Between Booking and Check in
'''Create Auto Action oneMessage tab:'''Trigger 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.
*Trigger Event Send Message = Check-inBooking API/Smart Email*Trigger Time = -1 days*Trigger Window = 1 day 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 Source = ALL (or select If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the booking source/Channel)*Status = All not cancelledEmail.
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====Send Email an message or SMS to all current guest Guest for last minute booking - 6 days or less====
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'''Trigger tab:''' Time:*Trigger Event = CheckBooking (but not after check-in)
*Trigger Time = Immediate
*Trigger Window = 14(the max number of days your guests can stay)1 day*Between Booking Source and Check in = All0 to 6 Booking Conditions: *Booking Status = All but not cancelled*Group bookings = Trigger all on master*Any Booking Info Code = CHECKIN*Exclude Booking Info Code = CHECKOUT '''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.
Email Text :- It is assumed you possible to use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkout to your bookings same details (Booking info tabURL) or create an auto action to add as in the Booking Info Codes to the bookingsPlain text box above.Template variables can be used [[Template_Variables| see here]]
Please note a charge applies per SMS message.
'''Booking tab:'''
*Execution = One time only
*Booking Status = No Change
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<div class="headline-collapse" > ====Add CHECKIN Booking info Send an Email with a key code to bookings for a specific unit one day before check-in====
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'''Trigger tab:'''
*Trigger Event = Check-in
*Trigger Time = Immediate -1 day*Trigger Window = 1 day*Booking Source = AllConditions *Booking Status = All but not cancelled*Group bookings = Trigger all on master'''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.
If you need no connection to use a messaging system is available the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set message will send to the Booking info code rather than use Email address from the Current guest module in "Mail & Actions" tab of the dashboardEmail.
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<div class="headline-collapse" > ====Group check-in Send an Email to the guest when a payment is made====
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Time:*Trigger Event = Booking*Trigger Time = Immediate*Trigger tab:Window = 365 day
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<div class="headline-collapse" > ====Identify Repeat Guest Send an Email to guests from Channels====
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Time*Trigger tab:Event = Booking*Trigger Time = Immediate*Trigger Window = 1 day
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<div class="mw-collapsible mw-collapsed"><div class==Add invoice items to a booking ==="headline-collapse" >
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'''Trigger tab:''' Time*Trigger Event = After BookingCheck-out*Trigger Time = Immediate30 days*Booking Source Trigger Window = Expedia (365 days '''Message tab:''' For channels using the Message API, then enter the text in the Plain text box, for example)emails enter the text in the HTML box.
'''SMS tab :'''
'''Booking tab:''' (optional)
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
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===='Capture' Send a Security Deposit when Credit card is collected at time of booking. Request for payment to your guests for all bookings====
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'''Trigger tab:'''
Time
*Trigger Event = Booking
*Trigger Time = Immediate
*Trigger Window = 1 day
Subject - enter the subject for your Guests
Plain Text Message :- enter the Message text you wish to send to your guests include the payment link
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<div class="headline-collapse" > ====Apply an info code and and/or icon when Send a Request for payment was madeto your guests XX days before arrival====
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'''Trigger tab:''' Time:*Trigger Event = After BookingCheck-in *Trigger Time = Immediate-42*Trigger Window = 3651 day *Booking Source = AllSouce: *Booking Status = All but not cancelled*Invoice Balance Source = Any Payment madeALL (or select the booking source/Channel)
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<div class="mw-collapsible mw-collapsed"><div class==Booking Flags/Colours==="headline-collapse" >
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*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.
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====Apply a flag/colour for a booking coming from a certain channelSend an Email in the guests language to an internal Email address ====
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This uses a smart template variable. In this example we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text.
'''Trigger tab:''' Time:*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 1 Booking Source:*Booking Source = Booking.com All (for example) Booking Conditions:*Booking Status = All Not Cancelled Booking Fields:*Booking Field Contains - select "Language" in the next field enter: the short code for the language this Auto Action is for. '''Message tab:'''Enter the message in the appropriate language under your default language. *Send Message = Internal Only *Internal Email Address = enter the email address this message should be sent to. *Email Subject - enter the subject for your Guests *HTML box - Email will be sent
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<div class="headline-collapse" > ====Apply Send SMS in a flag when certain language (if it is the language of the booking) or a payment was madedefault language====
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*Trigger Time = Immediate
*Trigger Window = 3651 Booking Source:*Booking Source = All(for example) Booking Conditions:*Booking Status = All not cancelledNot Cancelled*Invoice Balance = Any Payment made
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<div class="headline-collapse" > ====Apply a flag when a payment FAILS at StripeSend Remotelock/Lockstate, Nuki PIN or Chekin Link 2 days before Check-in ====
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*Booking Source = All
*Booking Status = All but not cancelled
Booking Conditions:- *Group bookings = Trigger all on master Info Codes :-*Info Code = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URL (select the appropriate Booking Info Code for the service you use) '''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Execution Send Message = One time Booking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If onlya masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Subject - enter the subject for your Guests - Your access code (your text) *Flag Plain text box - will send to channels using Message API Message Text = Stripe Payment Failed:- 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]] *Flag Colour HTML box - choose Email will be sent Email Text :- It is possible to use the flag coloursame details (URL) as in the Plain Text box above. 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]]
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<div class="headline-collapse" > ====Apply a flag Send Email to Booking.com bookings and auto report the Credit Card when a payment FAILS at Stripeguests with check-in details 2 days before Check-in, booking paid/no outstanding balance ====
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*Booking Source = All
*Booking Status = All but not cancelled
Booking tabConditions:- *Execution Group bookings = One time only Trigger all on master*Flag Text Invoice Balance = Failed CC reported to BookingZero '''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.com *Flag Colour - choose the flag colourSend Message = Booking API/Smart Email</div></div>If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
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==== Change the status of all bookings which have been imported from Ical Send Email to "Request" guests with check-in details 2 days before Check-in, Security Deposit Authorised at Stripe ====
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This auto action will be sent only when the a payment has been 'authorised' at Stripe. This can be used to ensure that the checkin details are only sent when the guest has completed the Security Deposit Authorisation. '''Trigger tab:''' Time:-*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 tabSource:- *Execution Booking Source = One time onlyAll*Booking Status = RequestAll but not cancelled Booking Conditions:- *Group bookings = Trigger all on master*Invoice Balance = Zero Info codes :-*Any Booking Info Code = STRIPEAUTHORIZE '''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. This can include any information that is important for the checkin of the guest, for example the Key code for the door, who to contact if there are any issues, template variables can be used, see the list of ALL template variables that can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- Enter the text you wish to send to your guests this can include URLs. Include any information that is important for the checkin of the guest, for example the Key code for the door, who to contact if there are any issues, template variables can be used, see the list of ALL template variables that can be used [[Template_Variables| see here]]
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==== Change Room Unit Status when Send Email to all current guest checks out (Check-in) ====
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'''Trigger tab:''' Time:*Trigger Event = Check-outin
*Trigger Time = Immediate
*Trigger Window = 1 day14(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
Info Codes: *Any Booking Info Code = CHECKIN*Exclude Booking Info Code = CHECKOUT '''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Execution Send Message = One time Booking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If onlya masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Subject - enter the subject for your Guests *Change Room Unit Status = Select Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- It is possible to use the same details (URL) as in the optionPlain Text box above. Template variables 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 Checkin to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.
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<div class="headline-collapse" > ====Use API/Webhook to write to the field 'Message'Send Email with Guest Invoice - PDF attachment====
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You can use a webhook in conjunction with the API JSON function send Invoice as an attachment to your Guests. Setup your Invoice go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> INVOICING '''setBookingTrigger tab:''' to write to any field in the booking. First you have to configure access to the API:
Booking Field ContainsConditions: Message *Group bookings = XXX Trigger all on master*Booking Status = All but not cancelled
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<div class="headline-collapse" > ====Use API/Webhook to write the value of the 'commission' field to a new invoice itemSend Email with Booking Registration Form - PDF attachment====
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You need two keys can send Booking Template attachments to use our API JSON functions - one for the API itself and one for the propertyyour Guests. The keys have Setup your Booking Template, go to consist of 16 characters of your choosing.<br{{#fas:cog}} (SETTINGS) GUEST MANAGEMENT ->BOOKING TEMPLATES '''API keyTrigger tab:'''*SETTINGS -> ACCOUNT -> ACCOUNT->ACCESS "API Key 1"*API Key = my_very_secret_api_keyTime:*API Key Access Trigger Event = allow any IPBooking*IP Whitelist Trigger Time = [leave empty]Immediate*Allow Writes Trigger Window = Yes*Property Access = Owned by this account only*'''Property key:'''*Settings > Properties > Access > propKey = secret_key_for_prop_XXXXXX1 day
Booking Source Conditions:*Group bookings = Trigger all on master*Booking.comStatus = All but not cancelled
*URL Send Message = <nowiki>https:Guest API//api.beds24.com/json/setBooking</nowiki>*Custom Header = [leave empty]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. *Body Data Attachment =Select Booking Template from the drop down list. *Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]] <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 after the cleaner has cleaned the room====</div><div class="mw-collapsible-content"> To send an automated Email to the guest then they can check you/the cleaner have to add a unit status to the room when it is ready. In this example we used the unit status clean '''Trigger tab:''' Time:*Trigger Event = Checkin*Trigger Time = Immediate*Trigger Window = 1 Booking Source:*Booking Source = All Booking Conditions*Group bookings = Trigger all on master*Booking Status = All but not cancelled Booking Fields:*Template Variable = [UNITSTATUS1] Contains = clean '''Messaging tab:'''*Send Email = Guest API/Smart Email (or one of the other options) If the "Mail & Actions"authenticationtab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions"tab of the Email. *Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- It is possible to use the same details as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]] *Attachment :- if you want to send a Booking/Invoice template you can select from the drop down list. 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 - 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 extend their stay. This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. '''Trigger Tab :''' Time:*Trigger Event = Checkin (depending on when you want to notify the guest)*Trigger Time = -2 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 2 Booking Source:*Booking Source = All Booking Conditions:*Group bookings = Trigger all on master*Booking Status = All but not cancelled Booking Fields:*Template Variables = [IFBETWEEN:[TURNOVERDAYS]:0:3:yes|no|no] equal yes This template variable tests if there is 3 days between the guest booking and the next booking. '''Message tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Send Message = Booking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Email Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API, enter the text you wish to send to your guests. Template variables can 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)|]. 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 [[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)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. '''Booking Info Tab : Optional '''*Booking info code = EXTRANIGHTS *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to your guest - Upselling additional nights - nights available before checkin ====</div><div class="mw-collapsible-content"apiKey> To send an automated Email to the guest confirming that it is possible to extend their stay. This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. '''Trigger Tab :-''' Time:*Trigger Event = Checkin (depending on when you want to notify the guest)*Trigger Time = -2 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 2 Booking Source:*Booking Source = All Booking Conditions:*Group bookings = Trigger all on master*Booking Status = All but not cancelled Booking Fields:*Template Variables = [IFBETWEEN:[VACANTDAYS]:0:3:yes|no|no] equal yes This template variable tests if there is upto 3 days from previous checkout to check in of current booking. '''Messaging tab :- '''*Send Message = Guest API/Smart Email If the "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 appropriate details *Plain Text Box = Your text, using the template variables to modify the specific text in the booking. [IF<=:[VACANTDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [VACANTDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. *HTML Box [IF<=:[VACANTDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [VACANTDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. '''Booking Info Tab : - Optional'''*Booking info code = EXTRANIGHTS, *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to your guest - Offering Early Checkin ====</div><div class="my_very_secret_api_keymw-collapsible-content"> To send an automated Email to the guest confirming that it is possible to have an Early Checkin as room is available the day of before arrival. This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. Trigger Tab :- *Trigger Event = Checkin (depending on when you want to notify the guest)*Trigger Time = -2 days (depending on when you want to notify the guest,in this example 2 days before arrival)*Trigger Window = 2*Booking Source = All *Booking Status = All but not cancelled*Group bookings = Trigger all on master*Template Variables = [IF>:[VACANTDAYS]:1:yes|no] equal yes This template variable tests if there is 1 day between the guest booking and the next booking. Message tab :- *Send Email = Guest API/Smart Email (or one of the other options)*EMail Subject = Enter the appropriate details *Email Text = Your text, using the template variables to modify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails) Dear, [GUESTNAME], We are very happy to offer you 'Early Check-in' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK]. If you would like checkin early for your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EARLYARRIVAL’ for the special Price.Best regards, [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS],[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY]. Email :-[PROPERTYEMAIL]Website :- [PROPERTYWEB] Booking Info Tab :- Optional*Booking info code = EARLYARRIVAL, *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Early Checkin </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to your guest - Offering Late Checkout ====</div><div class="propKeymw-collapsible-content"> To send an automated Email to the guest confirming that it is possible to have a Late Checkout as room is available the day of departure. This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. Trigger Tab :- *Trigger Event = Checkout*Trigger Time = -1 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 1*Booking Source = All *Booking Status = All but not cancelled*Group bookings = Trigger all on master*Template Variables = [IF>:[TURNOVERDAYS]:1:yes|no] equal yes This template variable tests if there is 1 day between the guest booking and the next booking. Message tab :- *Send Email = Guest API/Smart Email (or one of the other options)*EMail Subject = Enter the appropriate details *Email Text = Your text, using the template variables to modify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails) Dear, [GUESTNAME], We are very happy to offer you 'Late Check-out' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK]. If you would like a late checkout, then please send an email to our Reservations team [PROPERTYEMAIL] confirming you would like the Late Checkout, provide your Booking Reservation Number [BOOKID] and Offer ‘LATECHECKOUT’ for the special Price. Best regards, [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS],[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY]. Email :-[PROPERTYEMAIL]Website :- [PROPERTYWEB] Booking Info Tab : - Optional*Booking info code = LATCHECKOUT, *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Late Checkout </div></div> <div class="mw-collapsible mw-collapsed"secret_key_for_prop_XXXXXX><div class="headline-collapse" > ====Send Email to your guest - Offering Late Checkout Only on a Sunday when there is no new arrival ====</div><div class="mw-collapsible-content"> To send an automated Email to the guest confirming that it is possible to have a Late checkout on Sundays as the room is available on the day of departure. This auto action will create a new booking for the date of departure, closing the calendar to any other bookings. The URL link in the message tab, will send the guest to your guest booking page with set conditions, the leaving date of the existing booking, the room id of the existing booking and the Offer you have created for the LateCheckout. This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. '''Step 1:''' Create a new offer in {{#fas:cog}}(SETTINGS) > PROPERTIES > OFFERS *Name = Latecheckout*Enable = Only if Available*Booking Type = Confirmed with Deposit 2 - via payment gateway '''Step 2:''' Create a Rate or Daily Price, PRICES Guests = Max OccupancyMax Stay = 1Offer = select the offer number as created in the above step. If you are using Rates, select 'Rate allowed' = Sunday, untick all the other days. Channel Tab, untick all channels, leave only 'beds24.com' for your booking page. If using Daily Prices, then go to Calendar, and set the price and date range, then only Sunday, untick all the other days. Enable list, untick all channels, leave only 'beds24.com' for your booking page. '''Step 3: ''' Create the Auto Action Trigger Tab :- *Trigger Event = Checkout*Trigger Time = -1 days (depending on when you want to notify the guest,in this example 2 days before arrival)*Trigger Window = 1*Booking Source = All *Booking Status = All but not cancelled*Between Booking and Check in = 2 and 999 (to stop the auto action triggering on the new booking) *Group bookings = Trigger all on master *Template Variables = [IF=:[LEAVINGDAY:{%a}]:Sun:|[IF>=^[TURNOVERDAYS]^1^yes~no]] equal yes This template variable tests if the departure day is a Sunday and there is at least 1 day between the existing guest booking and the next booking. Message tab :- *Send Email = Guest API/Smart Email (or one of the other options)*EMail Subject = Enter the appropriate details *Email Text = Your text, using the template variables to modify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails) Dear, [GUESTNAME], We are very happy to offer you 'Late Check-out' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK]. If you would like a late checkout, please use this link to make the booking and payment. https://beds24.com/booking2.php?checkin=[LEAVINGDAYYYYY-MM-DD]&br7-[ROOMID] <span class="" style="bookIdcolor: #f3e504; font-size: 150%;">{{#fas:lightbulb}} </span> The details in the URL, will direct the guest to make a new booking in the existing room with the check-in date = leaving date and for Offer 7 &br-7 (offer created in Step 1 above) Enter your Booking Reservation Number [BOOKID] into the Booking id box on the booking page. Best regards, [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME] Email :-[PROPERTYEMAIL] Website :- [PROPERTYWEB] Booking Info Tab : - Optional*Booking info code = LATCHECKOUT, *Booking Info Description = Upsell email sent [CURRENTDATE]: Late Checkout </div></div> ===Send an email to the Owner/Internal email address ===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an email to the Owner/Internal email address when a payment FAILS at Stripe====</div><div class="mw-collapsible-content"> Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = STRIPEFAIL, CARDFAILSTRIPE Messaging tab:*Send Message = Internal*Internal Email Address = enter the email address to receive the notification*Subject = Failed Stripe Payment*HTML Box = Enter the text to be sent, you can use template variables in this message, for example [BOOKID]- booking reference number[GUESTNAMES] - name of all guests in the booking on the "summary" tab of the booking[FIRSTNIGHT][LASTNIGHT] Booking tab: (optional)*Execution = One time only*Flag Text = Stripe Payment Failed*Flag Colour - choose the flag colour</div></div> ===Booking Info Codes===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add CHECKIN Booking info code to bookings ====</div><div class="mw-collapsible-content"> If you need to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions,you can set the Booking info code rather than use the Current guest module in the dashboard. Trigger tab:*Trigger Event = Check-in*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source = All*Booking Status = All but not cancelled*Group bookings = Trigger all on master Booking Info tab:*Booking Info Code = CHECKIN*Booking Info Text = Auto Checkin</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add CHECKOUT Booking info code to bookings ====</div><div class="invoicemw-collapsible-content"> If you need to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set the Booking info code rather than use the Current guest module in the dashboard. Trigger tab:*Trigger Event = Check-out*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source = All*Booking Status = All but not cancelled*Group bookings = Trigger all on master Booking Info tab: *Booking Info Code = CHECKOUT*Booking Info Text = Auto Checkout</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Group check-in ====</div><div class="mw-collapsible-content">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</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Identify Repeat Guest ====</div><div class="mw-collapsible-content">This requires you to use the Guest database. Trigger tab: *Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Group bookings" = Trigger all on master*Template Variable = [GUESTSID1] greater than 0 Booking info tab :*Info Code = REPEAT</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Identify bookings with Custom Question ticked/unticked ====</div><div class="mw-collapsible-content">If you have a custom question with a 'Tick box' for example, they want a late checkin. Setup the custom question in {{#fas:cog}} (SETTINGS) PROPERTIES -> BOOKING QUESTIONS -> CUSTOM QUESTIONS -> Custom question 1, set with TYPE = Tick Box. Trigger tab:{ *Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Group bookings" = Trigger all on master*Template Variable = [GUESTCUSTOMQ1] equals ticked (or) not ticked Booking info tab : *Info Code = LATECHECKIN</div></div> ===Add invoice items to a booking === <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a fee to all bookings from a channel====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Expedia (for example) Invoice tab:*Add Invoice Item = Add new*Type = Amount*Description = Cleaning fee (for example) - Template variables can be used. *Amount = 50 (for example - the amount of your cleaning fee)*per = Room*Period = one time*VAT = 19% (for example - enter the VAT amount if applicable) The fee will be added the next time the auto actions run. </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a fee (Penalty) to all bookings with an Outstanding Balance==== </div><div class="mw-collapsible-content">You want to add a 2.2% fee to all bookings if there is an outstanding balance 2 days prior to checkin. Trigger tab: Time :*Trigger Event = Checkin *Trigger Time = -2 days*Trigger Window = 2 days Booking Conditions:*Status = All not Cancelled *Invoice Balance = Not Zero Invoice tab:*Type = Amount*Description = Payment Fee||[INVOICEBALANCE:2.2%]*Amount = 0 (leave as 0 so the value is set from the calculation in Description field)*Per = Room*Period = one time*VAT = 19% (for example - enter the VAT amount if applicable) The fee will be added the next time the auto actions run. </div></div> ===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 descriptionfield in the invoice item so they all match, using the format (findthisinvoicedescription^replacewiththisdescription) Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Expedia (for example) Invoice tab:*Add Invoice Item = Update Only*Type = Change Description *Description = Cleaning^Cleaning Service Fee*Invoicee = Ignore (otherwise you can add a specific Invoicee to limit the search) </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Update all values of a charge/invoice item==== </div><div class="mw-collapsible-content"> You need to change the charges in bookings due to an update in your prices. Tourist Tax (for example), update the description field and value using the format (findthisinvoicedescription^replacewiththisdescription) Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Time Window = 365*Check In From = Select the first date of the Summer Season*Check In To = Select the last date of the Summer Season *Booking Source = Expedia (for example) Invoice tab: *Add Invoice Item = Update Only*Type = Change All *Description = Tourist Tax^Tourist Tax - Summer season 2022 (for example) *Amount = 0.75*Per = Per Person*Period = One time*Invoicee = Ignore (otherwise you can add a specific Invoicee to limit the search) </div></div> ===Payments/Pending Payments=== <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a pending payment====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Bookingor Before Check-in*Trigger Time = set the time you want to collect the payment*Booking Source =All (for example, you can also set different rules for different channels)*Group Booking Trigger = Trigger only Master (this will trigger on individual bookings and Master booking if a group) Booking Info tab: OptionalAdd a booking info tab for information and reporting*Flag Text = PendingPayment (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Booking tab: Optional*Booking Info Code = PENDPAY*Booking Info Text = Pending payment added Invoice tab:*Payment Type = select on what the payment is calculated (Percent of Balance due)*Description = the text you will see in the "Charges and Payments" tab*Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = enter the amount or percentage you want to collect*Payment Rule = use auto or manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here *Payment Due = Set when the payment is due Create a Payment Rule to collect a payments when bookings are not cancelled.com Commission Go to Settings > Payments > Payment Rules Payment Rule : Name = Enter your title - Not Cancelled (for example)Action = Auto Payment Trigger : *Booking Status = All not cancelled*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action : *Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse"> ====Add a pending payment - Set the Security Deposit value based on the price of the booking,using a calculation ====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking or Before Check-in*Trigger Time = set the time you want to collect the payment*Booking Source =All (for example, you can also set different rules for different channels) Booking tab:Optional*Flag Text = PendingPayment (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Booking Info tab:OptionalAdd a booking info tab for information and reporting*Booking Info Code = PENDPAY*Booking Info Text = Pending payment added Invoice tab:*Payment Type = fixed value*Description = Security Deposit||[IF<=:[INVOICEFIRSTITEMNUM]:800:200|[INVOICEFIRSTITEMNUM][/.0]4] (Security Deposit is the description, then 2 | symbol, then the calculation for the 'Amount' to be set.) This calculation, tests if the first invoice item value (usually the Accommodation value) is greater than or = 800 if so set the Security Deposit Amount = 1 quarter of the first invoice item value, otherwise set = 200. <span class="" style="statuscolor: #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="qtymw-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"1>{{#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 priceso 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 [[COMMISSIONNUMStripe]]. 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:*Execution = One time only*Info Code = Enter the preset code for the icon or info code which you have created in {{#fas:cog}} (SETTINGS) ACCOUNT->PREFERENCES.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Assign invoice numbers====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = Check-out*Trigger Time = Immediate*Any Booking Info Code = CHECKOUT (optional only if you use the check-out function, if not leave blank) 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 = After 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 = 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 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="vatRatemw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All not cancelled*Invoice Balance = ZERO Booking tab: *Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour</div></div> <div class="7mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag/colour for a booking coming from a certain channel====</div><div class="mw-collapsible-content"> Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Booking.com (for example) Booking tab:*Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the email.00</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when 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 = After 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====</div><div class="mw-collapsible-content"> Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = STRIPEFAIL,CARDFAILSTRIPE Booking tab:*Execution = One time only*Flag Text = Stripe Payment Failed*Flag Colour - choose the flag colour</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====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 = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but 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 = After 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="typemw-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"0><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":::{:::"invoiceeIdapiKey": "my_very_secret_api_key",:::"propKey": "secret_key_for_prop_XXXXXX"::},::"bookId": "[BOOKID]",::"message": "[MESSAGE]- Append this message"
:}
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<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Use API/Webhook to write the value of the 'commission' field to a new invoice item====
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<div class="mw-collapsible-content">
You can create a new invoice item that contains the price of the channel's commission as a negative value to subtract it from the room price. You use the API JSON function '''setBooking''' for this. First you need to configure access to the API:
You need two keys to use our API JSON functions - one for the API itself and one for the property. The keys have to consist of 16 characters of your choosing.<br>
'''API key:'''
*{{#fas:cog}} (SETTINGS) ACCOUNT -> ACCOUNT->ACCESS "API Key 1"
*API Key = my_very_secret_api_key
*API Key Access = allow any IP
*IP Whitelist = [leave empty]
*Allow Writes = Yes
*Property Access = Owned by this account only
*'''Property key:'''
*{{#fas:cog}} (SETTINGS) PROPERTIES > ACCESS> propKey = secret_key_for_prop_XXXXXX
Set the triggers you need, for example:
Booking Source = Booking.com
Set the webhook like this:
*URL = <nowiki>https://api.beds24.com/json/setBooking</nowiki>
*Custom Header = [leave empty]
*Body Data =
:{
::"authentication":
::{
:::"apiKey": "my_very_secret_api_key",
:::"propKey": "secret_key_for_prop_XXXXXX"
::},
::"bookId": "[BOOKID]",
::"invoice":
::[
:::{
::::"description": "Booking.com Commission",
::::"status": "",
::::"qty": "1",
::::"price": "-[COMMISSIONNUM]",
::::"vatRate": "7.00",
::::"type": "0",
::::"invoiceeId": ""
:::}
::]
:}
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<div class="headline-collapse" >
====Use Auto Action/Webhook to write to send data to Integromat====
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<div class="mw-collapsible-content">
You can use this option to send data to your Integromat account.
Set the rules in the Trigger tab, when you need to send the data to Integromat.
Go to Webhook tab:
URL = https://hook.integromat.com/ followed by your integromat account key.
Body Data = you can use the template variables allows in the list for Integromat [[https://wiki.beds24.com/index.php/Make#Data_Fields Data fields]]
For example :-
bookingData={
"bookId":"[BOOKID]",
"guestMobileNum":"[GUESTMOBILENUM]",
"guestMobile":"[GUESTMOBILE]",
"guestSMS":"[GUESTSMS:44]",
"guestFirstName":"[REPLACE|&|and|[GUESTFIRSTNAME]]",
"propertyName":"[PROPERTYNAME]",
"propertyId":"[PROPERTYID]",
"firstNight":"[FIRSTNIGHTSHORT]",
"lastNight":"[LEAVINGDAYSHORT]"
}
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===Testing for Modified bookings===
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<div class="headline-collapse" >
====Use Template Variables to test for Modified bookings====
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<div class="mw-collapsible-content">
You can test if the booking has been modified, adding a booking info code to the booking will then allow you to trigger other auto actions, run reports etc.
Trigger tab
*Trigger Event = Booking (but not after Check-in) OR Booking
*Trigger Time = 1 day (this will ensure that NEW bookings do not trigger this auto action)
*Trigger Window = 365 days
*Booking Status = All not cancelled
*Template Variables [MODIFYDATE:{%Y-%m-%d %H:%M:%S}] greater than [CURRENTDATE:-1day{%Y-%m-%d %H:%M:%S}]
Booking tab: (Optional)
*Flag text = (enter the text you require)
*Flag Colour = Set as required
Booking Info tab : (optional)
*Booking Info Code = MODIFIED
*Booking Info Text = Booking modification
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