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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'''
The easiest way With Multiple Properties, the requirement to do this is usually by reducing have Property specific information in the testing window Messages/emails sent to the smallest necessary and adjusting guest/housekeeping/owner can be achieved using Template Variables. When you create a Property/Room in Beds24, the setup of the trigger condition to Property/Room is held in the most suitabledatabase and can be accessed via Template Variables.For example a trigger that tests all bookings from booking time for 1 year will test many bookings while a trigger that tests only in {{#fas:cog}} (SETTINGS) >PROPERTIES >DESCRIPTION, you setup the 7 days before checkproperty specific details. *Property name - can be accessed in template variable [PROPERTYNAME] *Property Address -can be accessed in will test less bookings and perform faster.template variable [PROPERTYADDRESS]
The test tab You will find the full list of the auto action has a button which will show Property Template Variables when you how many and which bookings are being tested by the auto action.go to [[Template_Variables#Property_Variables|Property Variables]]
It is also possible There are additional Property Templates that can be used in Messages/Emails/SMS to specify a booking number and test if the auto action would trigger on guest that booking with some diagnostics information shown to help trouble shootingcan be customised for each Property. Each Property Template can hold customised text that can be used in Auto Actions, Booking Templates, Invoices and Reports.
== Troubleshooting == '''If Auto Actions do not send:''' The list in the "Mail" tab of the booking will tell you why. Common causes are: *Is your outgoing Email address working? Go to {{#fas:cog}} (SETTINGS-) >ACCOUNT-PROPERTIES >OUTGOING EMAIL and click on "Send Test Email"DESCRIPTION >PROPERTY TEMPLATES you will see the list that are available. *Is your Auto Action set to send automatically? *Is the guests Email address valid ("Mails" tab of the booking)? *Is the booking set to allow Allow Auto Actions ("Mails" tab of the booking)? *Do all trigger events apply to the booking?
'''Delayed trigger of Auto Action:''' See section Performance and testing aboveWhen you create each Room/Unit the information is held in Room/Unit specific template variables.
'''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 You will find the auto action applies. This might not be the case if full list of Room/Unit Template Variables when you use sub accounts and the Auto Action is set go to trigger for "All Properties". [[Template_Variables#Room_Variables|Room Variables]]
'''You don't have permission to access control2.php on this server''' error message, when See 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 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 you find the item causing the problem, try rewording it[[Template 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.
Message API messages will be shown in the message tab of the booking and in ===Example 1 - Each property has a different access code for the Channel Message centre. Currently this is only available for Booking.com and Airbnb. main building door ===
<div class="mw-collapsible mw-collapsed">Your properties have security doors with keycodes, each property has a different code.<div class="headline-collapse" > ====Send an Email Go to {{#fas:cog}} (SETTINGS) >PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES > Property Template 1 enter the guest when Building Access Code, use this same field in each property and set the status of a booking changes to "Cancelled"====</div><div class="mw-collapsible-content">appropriate code.
Trigger tab:*Trigger Event = Check-Then in*Trigger Time = -365*Trigger Window = 365*Booking Source = All (for example)*Booking Status = Cancelledthe Auto Action use [PROPERTYTEMPLATE1] in the text rather than the actual value.
Message tab*Please use this code to Access the Main building Door: For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. - [PROPERTYTEMPLATE1]
*'''Send Message''' = Booking API/Smart EmailThere is no need for a separate auto action due to the front door keycode being different.
If the "Mail & Actions" tab contains a "real" Email address the message ===Example 2 - Housekeeping/Cleaning Team 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 possibledifferent for each Property.===
If no connection Each of your properties has a different housekeeping/cleaning team and you need to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of them an email with the Emailbooking details for each booking.
*'''Email Subject''' - Go to {{#fas:cog}} (SETTINGS) >PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES > Property Template 5 enter the subject email address for your GuestsHousekeeping/Cleaning team.
Message Text :- enter There is no need for a separate auto action as the text you wish message will be sent to send to your guests include URL, you can set a value/percentage or full amountthe appropriate email from property template 5. [[Template_Variables| see here]]
*'''HTML box''' - Email will be sentIf you have different teams per room, then use a Room template rather than the Property Template.
Email Text :===Example 3 - It is possible Send email to use the same details a Group of Properties (URLnot all) as in the Plain Text box above, alternatively you can use the template variable details below [[Template_Variables| see here]]===
<span style=You can setup a "color:#fe746c;“ >{{#fas:exclamation-triangle}} <Group" for your Properties, this has a number of benefits, including sending/excluding messages/span> If you are using deposit collection make sure you set SETTINGS->PAYMENTS->PAYMENT COLLECTION emails to a Group of Properties, view a "Non Payment Booking StatusGroup" = Requestof properties in your Calendar and in Reports.
</divTo assign the "Group" to your Properties, go to {{#fas:cog}} (SETTINGS) ></divBOOKING ENGINE >MULTI BOOKING PAGE > PROPERTY SETTINGS > GROUP KEYWORDS.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Change the status of all upcoming direct bookings Enter a Group name, it needs to "Cancelled" and send an Email to the guest ====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = Check-in*Trigger Time = be a single word -14 (for example you want to cancel the bookings for the next two weeks)*Trigger Window = 14*Booking Source = Direct *Booking Status = All Not Cancelledidentify all 4 bedroom properties, then you can add 4BEDS and add this to all 4 Bedroom properties you have.
Booking tabEach property can be in multiple groups, enter multiple keywords separated by a comma, for example : *Booking Status = Cancelled- 4BEDS, OceanView, Dublin.
Message In the Trigger tab: *Trigger of the Auto Action = Auto, enter the Group keyword in *"Send Email = Guest<Only To Property Groups" OR "Exclude Property Groups" you want to include/div></div>exclude from the Auto Action.
Booking tab:== Performance and Testing ==*Execution = One time onlyAuto actions will test up to 1000 bookings per cycle, if your trigger condition involves more than 1000 bookings, the next 1000 will be tested on the next cycle etc.*Booking Status = No ChangeIf you require the fastest speed make sure your trigger is designed to test less than 1000 bookings.
Message tab or SMS tab:*Update details as appropriate**Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection The easiest way to a messaging system do this is available usually by reducing the message will send testing window to the Email address from smallest necessary and adjusting the "Mail & Actions" tab of the Email. Messages trigger condition to the Email address entered in the field "Internal" are sent via Emailmost suitable.**Booking API and Email: Messages are sent via channels API messaging systems if possible. If no connection to For example a messaging system is available the message trigger that tests all bookings from booking time for 1 year will send to the Email address from the "Mail & Actions" tab of test many bookings while a trigger that tests only the Email. Messages to the Email address entered 7 days before check-in the field "Internal" are sent via Emailwill test less bookings and perform faster.</div></div>
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >The test tab of the auto action has a button which will show you how many and which bookings are being tested by the auto action.
====Send an message or SMS It is also possible to Guest when specify a booking made more than 7 days in advance====</div><div class="mw-collapsible-content">Alternatively you an use Between Booking number and Check intest if the auto action would trigger on that booking with some diagnostics information shown to help trouble shooting.
Trigger == Troubleshooting == '''If Auto Actions do not send:''' The list in the "Mail" tabof the booking will tell you why. Common causes are: *Trigger Event = Booking Is your outgoing Email address working? Go to {{#fas:cog}} (but not after checkSETTINGS) ACCOUNT-in>OUTGOING EMAIL and click on "Send Test Email". *Is your Auto Action set to send automatically? *Is the guests Email address valid ("Mails" tab of the booking)? *Trigger Time = ImmediateIs the Plain Text box populated with the text you want to send (required when Message API is being used? *Trigger Window = 1 dayBetween Booking and Check in = 7 Is the booking set to 999allow Allow Auto Actions ("Mails" tab of the booking)? *Booking Status = All not cancelledDo all trigger events apply to the booking?
Booking tab '''Delayed trigger of Auto Action:'''*Execution = One time only*Booking Status = No Change See section Performance and testing above.
Message tab or SMS tab: '''Auto Action is not editable'''*Update details as appropriate**Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent To have write access to an auto action an account needs 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 have write access to a messaging system is available the message will send all properties to which the Email address from the "Mail & Actions" tab of the Emailauto action applies. Messages to This might not be the Email address entered in case if you use sub accounts and the field "Internal" are sent via Email.**Booking API and Email: Messages are sent via channels API messaging systems if possible. If no connection to a messaging system Auto Action is available the message will send set to the Email address from the trigger for "Mail & ActionsAll Properties" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.</div></div>
<div class= '''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 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 "and" or "mw-collapsible mw-collapsedor">that hackers often use in sql injection attacks.<div class="headline-collapse" >Once you find the item causing the problem, try rewording it.
====Send '''Auto Action is not visible in a sub account''' If you have sub accounts and need an message or SMS auto action to Guest when booking made more last minute booking - 6 days or less====<be used across multiple accounts/div><div classproperties, then create the auto action at the Master Account Level and set Property ="mw-collapsible-content">'All visible in account' and ensure the Master account has access to the properties.
Trigger tab:*Trigger Event = Booking (but not after check-in)*Trigger Time = Immediate*Trigger Window Examples = 1 dayBetween Booking and Check in = 0 to 6*Booking Status = All not cancelled
Booking tab:*Execution = One time only*Booking Status = No Change= Send Emails/Message/SMS to guests ===
Message tab or SMS tab<span style="color:#019cde; font-size:*Update details as appropriate**Booking API and Email Smart150%;“ >{{#fas: 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 info-circle}} </span> Message API messaging systems if possible. If no connection to a messaging system is available messages will be shown in the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered booking and in the field "Internal" are sent via EmailChannel Message centre.**Booking API and Email: Messages are sent via channels API messaging systems if possible. If no connection to a messaging system Currently this is only available the message will send to the Email address from the "Mail & Actions" tab of the Emailfor Booking. Messages to the Email address entered in the field "Internal" are sent via Emailcom and Airbnb.</div></div>
Booking tab:*Execution = One time only*Booking Status = No ChangeHTML box - Email will be sent
Message tab: *Update details as appropriate**Booking API and Email SmartText : If the "Mail & Actions" tab contains a "real" Email address the message - It 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 use the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered same details (URL) as in the field "Internal" are sent via Email.**Booking API and Email: Messages are sent via 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 EmailPlain Text box above.Template variables can be used [[Template_Variables| see here]]
*Enter your text. If you are using the "Additional Information" function SETTINGS->PROPERTIES->ROOMS->SET UP "Unit Names" you can use template variables
Example<span style="color: Your room is [UNITNAME]. Check#fe746c;“ >{{#fas:exclamation-in fromtriangle}} </span> If you are using deposit collection make sure you set {{#fas: [UNITNAME:1] cog}} (SETTINGS) PAYMENTS->PAYMENT COLLECTION "Non Payment Booking Status" = Request. 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.
Message tabTime: *Update details as appropriateTrigger Event = Check-in**Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages Trigger Time = -14 (for example to cancel the Email address entered in bookings for the field "Internal" are sent via Email.next two weeks)**Booking API and Email: Messages are sent via 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.Trigger Window = 14
You can use Invoice Template variables showing the booking charges/payments.Booking Source:</div></div>*Booking Source = Direct
<div class="mw-collapsible mw-collapsed">Booking Conditions:<div class*Booking Status ="headline-collapse" >All Not Cancelled
====Send an Email to guests from Channels====</div><div class="mw-collapsible-content">Trigger Booking tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source Status = Channel ManagerCancelled
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. *Execution Send Message = One time only*Booking Status = No Change API/Smart Email
Message tab: *Send Email = Guest *Enter you text. If you are using the "Additional InformationMail & Actions" function SETTINGS->PROPERTIES->ROOMS->SET UP tab contains a "Unit Namesreal" you can use template variables 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.
Example: Your room If no connection to a messaging system is [UNITNAME]available the message will send to the Email address from the "Mail & Actions" tab of the Email. Check *Email Subject -in from: [UNITNAME:1] . The key code is: [UNITNAME:2] enter the subject for your Guests
The template variables will only work if you have entered text in SETTINGS->PROPERTIES->ROOMS*Plain Text Box ->SET UP "Unit Names". The context help for this setting will explain how send to do this.</div></div>channels using Message API
<div class="mw*HTML box -collapsible mw-collapsed"><div class="headline-collapse" > ====Send a message (Email or sms) to 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 will be sent
Message or SMS tab:*Update details as appropriate**Booking API and Email SmartText : If the "Mail & Actions" tab contains a "real" Email address the message - It 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 use the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered same details (URL) as in the field "Internal" are sent via Email.**Booking API and Email: Messages are sent via 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 EmailPlain Text box above.Template variables can be used [[Template_Variables| see here]]
Booking tab: (optional)
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
Plain Text (Using *Send Message = Booking API)*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 /Smart Email
https://beds24If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address.com/bookpayIf only a masked Email address is available the message sends via the channels API messaging systems if possible.php?bookid=[BOOKID]
You can find extra options If no connection to add a messaging system is available the message will send to the payment link if you want to refine Email address from the "Mail & Actions" tab of the details https://wiki.beds24.com/indexEmail.php/Category:Payments#Payment_Request
HTML Message (Send Email)
*Email Text :- enter the Email text you wish to send to your guests include template variable
[PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options.
Booking tab:*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.</div></div>used [[Template_Variables| see here]]
<div class="mw*HTML box -collapsible mwEmail will be sent Email Text :-collapsed">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]] '''SMS tab :''' <div class="headline-collapse" >Please note a charge applies per SMS message. *Send SMS Message : Enable*Phone Number : This is the phone number that will receive the SMS notification.
====Send This is a Request for payment global service and the notifications can be sent to your guests XX days before arrival====</div><div class="mw-collapsible-content">Trigger tab:almost phone in any country.
*Trigger Event = Check-in *Trigger Time = -42*Trigger Window = 1 day Booking Source = ALL (or select The phone number must contain the booking source/Channel)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.
*Send Email : **Booking API and Email Smart: If The number must start with the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.**Booking API and Email: Messages are sent via 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 Emailcountry code.
Plain Text (Using Message API)*Subject - enter the subject for your Guests*Plain Text Message :- enter the Message text you wish to send to your guests include the payment link EXAMPLE
https://beds24.com/bookpay.php?bookid=[BOOKID]to send to phone number 015625346 in the UK (Country code 44) enter the following number
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_Request4415625346
HTML Message (Send Email) *Edit Email Subject - enter You can use the subject for your Guests*Edit Email Text :- enter the Email text you wish to send to your guests include template variable variables [PAYLINKGUESTPHONE] or [GUESTMOBILE] but this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field will only work if non zero, otherwise the outstanding balance. Check phone number has exactly the template variables for other optionsrequired format.
Booking tab:Enter the message to send, messages will be truncated at 160 characters. Template variables can be used.
*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. '''Trigger tab:'''
You can Time:*Trigger Event = Booking (but not trigger the auto action multiple times, unless you manage this manually, therefore you need after check-in)*Trigger Time = Immediate*Trigger Window = 1 day*Between Booking and Check in = 7 to create multiple auto actions, so if you allow 3 payments for their booking, then you will need 3 auto actions. 999
You will need to manually add a Booking Info Code to each booking that you have agreed to allow X payments. Conditions:*Booking Status = All not cancelled
'''Create Auto Action one'''
Trigger tab:
*Trigger Event = Booking (but not after check-'''Message tab:''' For channels using the Message API, then enter the text in)*Trigger Time = +7 days*Trigger Window = 1 day *Booking Source = ALL (or select the booking source/Channel)*Invoice Balance = Not Zero*Any Booking Info Code = MULTIPLE (Plain text box, for example) this can be used if you only allow some guests to make multiple paymentsemails enter the text in the HTML box.
Send If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email : select address. If only a masked Email address is available the message sends via the appropriate optionchannels API messaging systems if possible.
Plain Text (Using Message API)*Subject - enter If no connection to a messaging system is available the subject for your Guests*Plain Text Message :- enter the Message text you wish to message will send to your guests include the payment link Email address from the "Mail & Actions" tab of the Email.
https://beds24.com/bookpay.php?bookid=[BOOKID]*Email Subject - enter the subject for your Guests
You can find extra options *Plain text box - will send to add to the payment link if you want to refine the details https://wiki.beds24.com/index.php/Category:Payments#Payment_Requestchannels using Message API
HTML Message (Send Email) *Edit Email Subject - enter the subject for your Guests*Edit Email Text :- enter the Email text you wish to send to your guests include template variable URL. Template variables can be used [[PAYLINKTemplate_Variables| see here]] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options.
Booking 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]] '''SMS tab:''' Please note a charge applies per SMS message. *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
*Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose send to phone number 015625346 in the flag colourBooking changes are applied before the mail is sent so that the flag template variable can be reflected in UK (Country code 44) enter the Email.following number
'''Create additional Auto Actions for each period you want to trigger'''4415625346
'''Create Auto Action 2 (and 3, 4, 5 - how may you need) '''*Trigger Time = +14 days (days you want to collect You can use the payments)*Trigger Window = 1 day template variables [GUESTPHONE] or [GUESTMOBILE] but this will only work if the phone number has exactly the required format.
'''Setup booking info code'''*SMS Message
Go to SETTINGS -> ACCOUNT -> PREFERENCES -> BOOKINGS -> Booking Info Code Values and enter MULTIPLE (or Enter the value you want to use message to trigger) 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 7 days, if the guest is staying longer you will need Time:*Trigger Event = Booking (but not after check-in)*Trigger Time = Immediate*Trigger Window = 1 day*Between Booking and Check in = 0 to send the request again.6
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 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.
*Email 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=[BOOKID]&g=st&capture=0&pay=100.
Booking info tab: (Optional)*Plain text box - will send to channels using Message API
*Booking Info Code = SECDEPOSIT (for example)*Booking Info Message Text = Security deposit request sent:- enter the text you wish to send to your guests include URL.Template variables can be used [[Template_Variables| see here]]
</div></div>*HTML box - Email will be sent
<div class="mwEmail Text :-collapsible mw-collapsed"><div class="headline-collapse" >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]]
====Send an Email in the guests language to an internal Email address ====
</div>
<div class="mw-collapsible-content">
This uses a smart template variable. In this example we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text.
Trigger '''SMS tab:*Booking Field Contains - select "Language" in the next field enter: the short code for the language this Auto Action is for.'''
Email tab:*Enter the Please note a charge applies per SMS message in the appropriate language under your default language.</div></div>
<div class="mw-collapsible mw-collapsed">*Send SMS Message : Enable<div class="headline-collapse" >*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 phone number 015625346 in the UK (Country code 44) enter the following number 4415625346
====Send SMS in a certain language (if it is You can use the language of the booking) template variables [GUESTPHONE] or a default language====</div><div class="mw-collapsible-content">This uses a smart template variable. In [GUESTMOBILE] but this example we check whether will only work if the phone number has exactly the guest booked in French. If yes, then we send a French text. If no, we send an English textrequired format.
Trigger tab: Whatever you want*SMS Message
SMS tab:
*Phone Number = [GUESTMOBILE]
*SMS Message = [IF=:[GUESTLANGUAGE]:fr:French_text|English_text]
Message tab: Booking Conditions *Send Email = Booking API/Email Smart *EMail Subject Status = Your access code (your text)*Email Text = Your text which includes the template variable [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN]</div></div>All not cancelled
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >'''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 Email to all current guest Message ====<Booking API/div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = Check-in*Trigger Time = Immediate*Trigger Window = 14(the max number of days your guests can stay)*Booking Source = All*Booking Status = All but not cancelled*Group bookings = Trigger all on master*Any Booking Info Code = CHECKIN*Exclude Booking Info Code = CHECKOUT Smart Email
Message If the "Mail & Actions" tab: *Send contains a "real" Email = Guest *EMail Subject = Enter address the appropriate details *message is sent to the guests Email address. If only a masked Email Text = Your text which includes address is available the details for your current guestsmessage sends via the channels API messaging systems if possible.
It If no connection to a messaging system is assumed you use available the Checkin/Checkout feature in message will send to the Dashboard, if not you can either manually add Checkin to your bookings (Booking info Email address from the "Mail & Actions" tab) or create an auto action to add of the Booking Info Codes to the bookingsEmail.</div></div>*Email Subject - enter the subject for your Guests
<div class="mw*Plain text box -collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email with a PDF attachment====</div><div class="mw-collapsible-content">will send to channels using Message API
You can Message Text :- enter the text you wish to send Invoice or Booking Template attachments to your Guestsguests. Template variables can be used [[Template_Variables| see here]]
Setup your Invoice or Booking Template, go to If you are using the "Additional Information" function {{#fas:cog}} (SETTINGS ) PROPERTIES-> GUEST MANAGEMENT ROOMS-> INVOICING or SETTINGS -> GUEST MANAGEMENT -> BOOKING TEMPLATESSET UP "Unit Names" you can use template variables
Trigger tabExample: Your room is [UNITNAME]. Check-in from: [UNITNAME:*Trigger Event = Checkout*Trigger Time = Immediate*Trigger Window = 1*Booking Source = All (or select the appropriate channel/Direct)*Booking Status = All but not cancelled*Group bookings = Trigger all on master*Any Booking Info Code = CHECKOUT] . The key code is: [UNITNAME:2]
Message tabThe template variables will only work if you have entered text in {{#fas: *Send Email = Guest API/Smart Email cog}} (or one of the other optionsSETTINGS)*Attachment = Select an option from the drop down list PROPERTIES->ROOMS->SET UP "Unit Names". *EMail Subject = Enter the appropriate details *Email Text = Your text which includes the details The context help for your current gueststhis setting will explain how to do this.
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*HTML box -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.will be sent
Other files can not be attached. We recommend you use a link to a file If you upload to your web site.</divare using the "Additional Information" function SETTINGS-{{#fas:cog}} (SETTINGS) PROPERTIES-></divROOMS->SET UP "Unit Names" you can use template variables [[Template_Variables| see here]]
<div class="mwThe template variables will only work if you have entered text in S{{#fas:cog}} (SETTINGS) PROPERTIES-collapsible mw-collapsed"><div class="headlineROOMS-collapse" > ====Send Email after the cleaner has cleaned the room====</div><div class=SET UP "mw-collapsible-contentUnit Names">. The context help for this setting will explain how to do this.
To send an automated Email to the guest then they can check you/the cleaner have to add a unitstatus to the room when it is ready. In this example we used the unit status clean'''Booking tab:'''*Execution = One time only*Booking Status = No Change
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 = clean
Message tab:
*Send Email = Guest API/Smart Email (or one of the other options)
*EMail Subject = Enter the appropriate details
*Email Text = Your text.
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 you need to use the Time:*Trigger Event = Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set the *Trigger Time = Immediate*Trigger Window = 365 day Booking info code rather than use the Current guest module Conditions: *Booking Status = All not cancelled*Invoice Balance = Any Payment made OR Invoice Balance = Zero (payment in the dashboard. full)
Trigger '''Message tab:*Trigger Event = Check-''' For channels using the Message API, then enter the text in*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source = All*Booking Status = All but not cancelled*Group bookings = Trigger all on masterthe Plain text box, for emails enter the text in the HTML box.
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]] 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 *Trigger Event = CheckHTML box -outEmail will be sent*Trigger Time = Immediate*Trigger Window = 1 dayEmail 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. *Booking Source = All[INVOICETABLE] - invoice table*Booking Status = All but not cancelled*Group bookings = Trigger all on masterIt 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:
*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 '''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*Info Code = CHECKINNo Change
Booking info tab :
*Info Code = CHECKIN
This requires you to use the Guest database. '''Trigger tab:''' Time*Trigger Event = Check-out*Trigger Time = 30 days*Trigger Window = 365 days
Trigger '''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.
Booking info If the "Mail & Actions" tab : *Info Code = REPEAT</div></div>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.
<div class=If no connection to a messaging system is available the message will send to the Email address from the "mw-collapsible mw-collapsedMail & Actions">tab of the Email.<div class="headline-collapse" > ====Identify bookings with Custom Question ticked/unticked ====</div><div class="mw*Email Subject -collapsible-content">If you have a custom question with a 'Tick box' enter the subject for example, they want a late checkin. your Guests
Setup the custom question in Properties *Plain text box -> Booking Questions -> Custom Questions -> Custom question 1, set with TYPE = Tick Box. will send to channels using Message API
Trigger tabMessage Text :- enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]]
Booking info tab Email Text : *Info Code = LATECHECKIN</div></div>- It is possible to use the same details as in the Plain text box above. Template variables can be used [[Template_Variables| see here]]
===Add invoice items to a booking ==='''SMS tab :'''
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add Please note 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)charge applies per SMS message.
Invoice tab*Send SMS Message :Enable*Type = AmountPhone Number : This is the phone number that will receive the SMS notification.*Description = Cleaning fee (for example)*Amount = 50 (for example - This is a global service and the amount of your cleaning fee)notifications can be sent to almost phone in any country.*per = Room*Period = one time*VAT = 19% (for example - enter The phone number must contain the VAT amount if applicable)international country code and phone number as it would be dialed internationally.
The fee will be added the next time the auto actions runDo not include any leading zeros or other characters and use no spaces. </div></div>
===Payments/Pending Payments===The number must start with the country code.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a pending payment====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking or Before Check-in*Trigger Time = set the time you want to collect the payment*Booking Source =All (for example, you can also set different rules for different channels)EXAMPLE
Booking Info tab:*Optional, add a booking info tab for information and reportingto send to phone number 015625346 in the UK (Country code 44) enter the following number
Booking tab: Optional*Flag Text = Pending payment added (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list4415625346
Invoice tab:*Payment Type = select on what You can use the payment is calculated (Percent of Balance due)*Description = the text you template variables [GUESTPHONE] or [GUESTMOBILE] but this will see in the "Charges and Payments" tab*Status = only work if you use the status function add the status you want to apply to the pending payment (optional)*Amount = enter the amount or percentage you want to collect*Payment Rule = use auto or manual - if you have set up payment rules in SETTINGS->GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here *Payment Due = Set when phone number has exactly the payment is duerequired format.
Create a Payment Rule Enter the message to collect a payments when bookings are not cancelledsend, messages will be truncated at 160 characters. Template variables can be used.
Go '''Booking tab:''' (optional)*Execution = One time only*Flag Text = The text you want to Settings > Payments > Payment Rulesdisplay*Flag Colour - choose the flag colour
Payment Rule :</div></div>
Name <div class= Enter your title "mw- Not Cancelled (for example)collapsible mw-collapsed">Action <div class= Auto"headline-collapse" >
Payment ====Send a Request for payment to your guests for all bookings====</div><div class="mw-collapsible-content">'''Trigger tab:'''
Payment Action Booking Source:*Booking Source = ALL (or select the booking source/Channel) '''Message tab:''' Update details as appropriate*Send Message = Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address.If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email. *Plain text box (Using Message API) Subject - enter the subject for your GuestsPlain Text Message :- enter the Message text you wish to send to your guests include the payment link https://beds24.com/bookpay.php?bookid=[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 (Send Email) Email Subject - enter the subject for your GuestsEmail 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.
Trigger tabTime:*Trigger Event = After Booking Check-in *Trigger Time = immediate-42*Trigger Window = 1 day Booking Souce: *Booking Source =All ALL (or select the booking source/Channel) '''Message tab:''' *Send Email = Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email. *Plain text box (Using Message API)Subject - enter the subject for example, your GuestsPlain Text Message :- enter the Message text you wish to send to your guests include the payment link https://beds24.com/bookpay.php?bookid=[BOOKID] You can also set different rules 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 (Send Email) Edit Email Subject - enter the subject for different channelsyour GuestsEdit Email Text :- enter the Email text you wish to send to your guests include template variable [PAYLINK] this creates a payment link (HTML A tag)for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options.
Invoice '''Booking tab:*Payment Type = Percent of balance due *Description = the text you 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 -3'''
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> Automatic collection is only available for customer who use [[Stripe]].
Trigger tab:You allow your guests to make X number of payments for their booking. *Trigger Event = After Booking *Trigger Time = immediateYou can not trigger the auto action multiple times, unless you manage this manually, therefore you need to create multiple auto actions, so if you allow 3 payments for their booking, then you will need 3 auto actions. *You will need to manually add a Booking Source =All (for example, Info Code to each booking that you can also set different rules for different channels)have agreed to allow X payments.
Invoice tab:*Payment Type = Fixed amount*Description = Security Deposit (the text you will see in the "Charges and Payments" tab)*Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = 100 (balance is full price so 100% of the balance)*Payment Rule = Security Deposit ('''Create a Payment Rule, see below) *Payment Due = check inAuto Action one'''
<span style*Trigger Event ="color:#fe746c;“ >{{#fas:exclamationBooking (but not after check-triangle}} </span> Automatic collection is only available for customer who use [[Stripe]].in)*Trigger Time = +7 days*Trigger Window = 1 day
Create a Payment Rule to 'Capture' a payment only. Captured payments will only be valid for 7 days, then it will expire, if *Booking Source = ALL (or select the booking is source/Channel)*Invoice Balance = Not Zero*Any Booking Info Code = MULTIPLE (for a longer period, then you example) this can create a second Capture, be used if you will need only allow some guests to create another auto action for thismake multiple payments.
Go to Settings > Payments > Payment Rules'''Message tab:'''
Payment Rule : *Name Send Message = Enter your title - Security Deposit (for example)Booking API/Smart Email*Action = AutoIf the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.
Payment Trigger :*Plain text box (Using Message API)*Booking Status = select from Subject - enter the drop down listsubject for your Guests*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find Plain Text Message :- enter the Booking info code in Message text you wish to send to your guests include the booking)payment link
Payment Action https:*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><beds24.com/div>bookpay.php?bookid=[BOOKID]
<div class="mw-collapsible mw-collapsed">You can find extra options to add to the payment link if you want to refine the details<div class="headline-collapse" > ====Apply an info code and andhttps://wiki.beds24.com/index.php/or icon when a payment was made====Category:Payments#Payment_Request </div>*HTML Message (Send Email) <div class="mw-collapsibleEdit Email Subject -content">enter the subject for your GuestsTrigger tabEdit Email Text :- enter the Email text you wish to send to your guests include template variable *Trigger Event = After Booking*Trigger Time = Immediate[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 Window = 365*Booking Source = All*'''Booking Status = All but not cancelled*Invoice Balance = Any Payment madetab:'''
Booking Info tab:
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:You want to capture a Security Deposit for bookings on the day before check-in from your guest.*Assign Invoice Number = yes</div></div>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.
<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 You will need to create multiple emails to add capture the pending payment to multiple times for the same 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 '''Trigger 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:*Trigger Event = Check-in*Trigger Time = -1 days*Trigger Window = 1 day *Payment Type Booking Source = ALL (or select on what the payment is calculated (Percent of Balance duebooking source/Channel)*Description Status = All not cancelled '''Message tab''': For channels using the Message API, then enter the text you 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 see in send to the Email address from the "Charges and PaymentsMail & Actions" tabof the Email. *Status = if you use Email Subject - enter the status function add subject for your Guests *Plain text box - will send to channels using Message API Message Text :- enter the status text you want wish to apply send to your guests include URL. Template variables can be used [[Template_Variables| see here]], change the pending payment (optional)*Amount pay= enter 100 to the amount or percentage value you want to collectrequire. https://beds24.com/bookpay.php?bookid=[BOOKID]&g=st&capture=0&pay=100. *Payment Rule = Manual HTML box - Email will be sent Email Text :- if you have set up payment rules It is possible to use the same details (URL) as in SETTINGS->GUEST MANAGEMENT->PAYMENT COLLECTION they will the Plain text box above. Template variables can be available used [[Template_Variables| see here ]]*Payment Due = Set when the payment is due'''Booking info tab: (Optional)'''
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 *Booking Info Code = SECDEPOSIT (for bank transfersexample)*Booking Info Text = Security deposit request sent.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when a booking is cancelledSend an Email in the guests language to an internal Email address ====
Trigger tab*Trigger Event = After Booking*Trigger Time = 1 Hour*Trigger Window = 365 days*Booking Status = CancelledThis uses a smart template variable. In this example we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text.
Booking '''Trigger 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 tabTime:*Trigger Event = After Booking
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
Trigger tab:This uses a smart template variable. In this example the auto action will trigger on Booking and for 1 day, we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text.
*'''Trigger Event = Check-in*Trigger Time = -365 (for example tab: 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: Set the rules to when this Auto Action should trigger.
*Execution = One time onlyBooking Conditions:*Flag Text Booking Status = The text you want to display*Flag Colour - choose the flag colourAll Not Cancelled
Booking info tab : (optional)
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 '''Messaging tab:''' For channels using the mail is sent so that Message API, then enter the flag template variable can be reflected text in the emailPlain text box, for emails enter the text in the HTML box.</div></div>
<div class*Send Message ="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 ANDBooking API/OR Apply a flag when booking is fully paid".Smart Email
Trigger If the "Mail & Actions" tab:contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Trigger Event = After BookingSubject - enter the subject for your Guests - Your access code (your text) *Trigger Time = ImmediatePlain 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]]*Trigger Window = 365*Booking Source = AllHTML box - Email will be sent*Booking Status = All not cancelled*Invoice Balance = Any Payment madeEmail 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
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
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 = 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 = STRIPEFAIL
Go to Settings > Channel Manager > Preferences and set Auto report failed cards = Yes Trigger tabTime:*Trigger Event = After BookingCheck-in
*Booking Info Code = BOOKINGCOMCARD
===Status changes===
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
==== Change the status of all "Request" bookings to "Cancelled" after three days ====
</div>
<div class="mw-collapsible-content">
Trigger tab
*Trigger Event = After Booking
*Trigger Time = 3 days
*Booking Status = Request
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Booking Source = Ical Import (1, 2, 3)
Booking tab:You can send Invoice as an attachment to your Guests. *Execution = One time only*Booking Status = RequestSetup your Invoice go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> INVOICING
Booking changes are applied before the mail is sent.</div></div>'''Trigger tab:'''
<div class="mw-collapsible mw-collapsed">Booking Source:<div class*Booking Source ="headline-collapse" >All (or select the appropriate channel/Direct)
==== Change Room Unit Status when guest checks out ====</div><div class="mw-collapsible-content">Trigger tab*Trigger Event = Check-outBooking Conditions:*Trigger Time Group bookings = Immediate* Trigger Window = 1 dayall on master
Booking '''Messaging tab:*Execution = One time only*Change Room Unit Status = Select the option'''
It is assumed you use the Checkin*Send Email = Guest API/Checkout feature in the Dashboard, if not you can either manually add Checkin to your bookings Smart Email (Booking info tab) or create an auto action to add one of the Booking Info Codes to the bookings.</div></div>other options)
===API/Webhook===<div class=If the "mw-collapsible mw-collapsedMail & Actions"><div class=tab contains a "headline-collapsereal" > Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.====Use API/Webhook If no connection to write a messaging system is available the message will send to the field 'Message'====Email address from the "Mail & Actions" tab of the Email.</div><div class*Attachment ="mw-collapsible-content">Select the Invoice Template from the drop down list.
You can use a webhook in conjunction with *Subject - enter the API JSON function '''setBooking''' to write to any field in the booking. First you have to configure access to the API:subject for your Guests
You need two keys to use our API JSON functions *Plain text box - one for the API itself and one for the property. The keys have will send to consist of 16 characters of your choosing.<br> '''API key:'''*SETTINGS -> ACCOUNT -> ACCOUNT->ACCESS "API Key 1"*channels using Message 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:'''*Settings > Properties > Access > propKey = secret_key_for_prop_XXXXXX
Set Message Text :- enter the triggers text you need, for example:wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]]
Booking Field Contains: Message = XXX*HTML box - Email will be sent
Set Email Text :- It is possible to use the webhook like this:same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
* URL <span class="" style= <nowiki"color: #f3e504; font-size: 150%;" >https{{#fas:lightbulb}} </span> It is assumed you use the Checkin/api.beds24Checkout 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.com/json/setBooking</nowiki>* Custom Header = [leave empty]
Body Data::{::"authentication":::{:::"apiKey": "my_very_secret_api_key"If you send Emails with pdf attachment (invoice,:::"propKey": "secret_key_for_prop_XXXXXX"::},::"bookId": "[BOOKID]",::"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 the triggers you needSetup your Booking Template, for examplego to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> BOOKING TEMPLATES
Booking Source = Booking.com'''Trigger tab:'''
Set the webhook like thisTime:*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1 day
__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. 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.
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.
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.
== Performance and Testing Multiple Properties ==Auto actions will test up to 1000 bookings per cycle, if your trigger condition involves more than 1000 bookings, the next 1000 will be tested on the next cycle etc.If you require the fastest speed make sure your trigger is designed to test less than 1000 bookings.
In the Auto action, *'''Plain Text Box''' - will send to channels using "Send Message API" = Internal Only.*"Internal Email Address" = [PROPERTYTEMPLATE5]
<div classspan style="mwcolor: #f3e504; font-collapsible mw-collapsedsize: 150%;"><div class="headline-collapse" > ====Send an message or SMS to Guest when booking made more than 10 days in advance===={{#fas:lightbulb}} </div><div class="mw-collapsible-content"span>Trigger tab:*Trigger Event = Check-in*Trigger Time = -365 days*Trigger Window = 355 days*Booking Status = All This filter will not cancelledapply if you are triggering on a single property.
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Send an Email with to the guest when the status of a key code for a specific unit one day before check-inbooking changes to "Cancelled"====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time:
*Trigger Event = Check-in
*Trigger Time = -1 day365*Trigger Window = 1 day 365 Booking Source*Booking Source = All (for example) Booking Conditions*Booking Status = All not cancelledCancelled '''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. *Unit Send Message = Select 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 number of message sends via the unit you want channels API messaging systems if possible. If no connection to a messaging system is available the message will send this message to. Note that the number represents Email address from the index "Mail & Actions" tab of the unit not its nameEmail. *Email Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]]
</div>
</div>
<div class="headline-collapse" >
====Send Change the status of all upcoming direct bookings to "Cancelled" and send an Email 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 = All not cancelled*Invoice Balance = Any Payment made OR Invoice Balance = Zero (payment in full)'''
Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]]
</div>
</div>
<div class="headline-collapse" >
====Send a Request for payment an message or SMS to your guests for all bookingsGuest when booking made more than 10 days in advance====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Time:*Trigger Event = After BookingCheck-in*Trigger Time = Immediate-365 days*Trigger Window = 1 day 355 days Booking Conditions:*Booking Status = All not cancelled Booking tab:*Execution = One time only*Booking Source Status = ALL (or select the booking source/Channel)No Change
'''Message tab''': Update details as appropriate*Send For channels using the Message = Booking API and Email Smart: If , then enter 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 text in the Email. Messages to Plain text box, for emails enter the Email address entered text in the field "Internal" are sent via EmailHTML box.
*Email Subject - enter the subject for your Guests
*SMS Message
</div>
</div>
<div class="headline-collapse" >
====Send a Request for payment an message or SMS to your guests XX Guest when booking made more than 7 days after bookingin advance====
</div>
<div class="mw-collapsible-content">
Alternatively you an use Between Booking and Check in
*Send Message tab: = Booking API/Smart Email
*HTML box - Email will be sent
'''Update Booking to allow Multiple paymentstab:'''*Execution = One time only*Booking Status = No Change
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Send a Request an message or SMS to 'Capture' a Security deposit from your guests XX Guest for last minute booking - 6 days before check-in - with Stripeor less====
</div>
<div class="mw-collapsible-content">
'''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-in*Trigger Time = -1 days*Trigger Window = 1 day *Booking Source = ALL (or select the booking sourceAPI/Channel)*Status = All not cancelledSmart Email
*Email Subject - enter the subject for your Guests
Enter the message to send, messages will be truncated at 160 characters. Template variables can be used. '''Booking tab: Whatever you want'''*Execution = One time only*Booking Status = No Change
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Send Remotelock/Lockstate, Nuki PIN or Chekin Link an Email with a key code for a specific unit one day before check-in====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Property, Room, Unit:*Unit = Select the number of the unit you want to send this message to. Note that the number represents the index of the unit not its name. Time:
*Trigger Event = Check-in
*Trigger Time = -2 (the number of days before check-in you want to sent the code or link) 1 day*Trigger Window = 2*Booking Source = All*Booking Status = All but not cancelled*Group bookings = Trigger all on master*Info Code = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URL1 day
Example: Your room is [UNITNAME]. Check-in from: [UNITNAME:1] . The key code is: [UNITNAME:2]
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Add CHECKIN Booking info code Send an Email to bookings the guest when a payment is made====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
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.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Group check-in Send an Email to guests from Channels====
</div>
<div class="mw-collapsible-content">
Time*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1 day Booking Source*Booking Source = Channel Manager '''Message tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Send Message = Booking API/Smart Email If the "Mail & Actions" tabcontains 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 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]]
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Identify Repeat Guest Send a message (Email or sms) to guests that have Checked-out 30 days or more====
</div>
<div class="mw-collapsible-content">
*Trigger Event Send Message = 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 0API/Smart Email
*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 HTML box - Email will be sent
*SMS Message
Time*Booking Status Trigger Event = All not cancelled*Any Booking Info Code = optional*All Booking Info Codes Trigger Time = optionalImmediate*Exclude Booking Info Code Trigger Window = optional (can exclude Virtual Credit cards, find the Booking info code in the booking)1 day
'''Booking tab:'''*Capture = Yes - immediately charged (CaptureExecution =Yes)One time only*Add info code on success Flag Text = add a Booking Info item The text you want to display*Flag Colour - choose the booking on successflag colour*Add info code on failure = add a Booking Info item to changes are applied before the mail is sent so that the flag template variable can be reflected in the booking on failureEmail.
</div>
<div class="headline-collapse" >
====Collect outstanding booking balance 3 Send a Request for payment to your guests XX days prior to before arrival( Credit card details were collected at time of booking)====
</div>
<div class="mw-collapsible-content">
'''Trigger 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="headline-collapse" >
===='Capture' Send a Security Deposit when Credit card is collected at time of Request for payment to your guests XX days after booking. ====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
*Execution = One time only
*Info Code Flag Text = Enter The text you want to display*Flag Colour - choose the flag colourBooking changes are applied before the mail is sent so that the flag template variable can be reflected in the preset code Email. '''Create additional Auto Actions for each period you want to trigger''' '''Create Auto Action 2 (and 3, 4, 5 - how many you need) '''*Trigger Time = +14 days (days you want to collect the icon or info code which you have created payments)*Trigger Window = 1 day The use the settings in SETTINGS->ACCOUNT->PREFERENCESthe previous auto action to trigger the next auto action for your booking.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Assign invoice numbersSend a Request to 'Capture' a Security deposit from your guests XX days before check-in - with Stripe====
</div>
<div class="mw-collapsible-content">
</div>
</div>
<div class="mw-collapsible mw-collapsed"><div class==Booking Flags/Colours==="headline-collapse" >
</div>
<div class="mw-collapsible-content">
*Trigger Time = Immediate
*Trigger Window = 1 Booking Source = Booking.com (for example):*Booking Field Contains - select "API Message" in the next field enter: meal_planSource =Breakfast All (or Extra Breakfast - use the text the channel usesfor 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. *Execution Send Message = One time onlyInternal Only *Flag Text Internal Email Address = The text you want enter the email address this message should be sent to display. *Flag Colour Email Subject - enter the subject for your Guests *HTML box - Email will be sent *Email Text :- choose Template variables can be used in the flag colourmessage. [[Template_Variables| See here]]
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply Send SMS in a flag when deposit was made prior to Check-incertain language (if it is the language of the booking) or a default language====
</div>
<div class="mw-collapsible-content">
Time:*Trigger Event = Booking*Send Email : select appropriate optionTrigger Time = Immediate*Enter : Subject and Email contentTrigger Window = 1
Booking tabSource: *Booking Source = All (optionalfor example)
'''SMS tab:'''*Booking Info Code : DEPOSITPAID (for example)Phone Number = [GUESTMOBILE]*Booking Info Text SMS Message = [IF=:[GUESTLANGUAGE]:fr: 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.French_text|English_text]
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply a flag when booking is fully paidSend Remotelock/Lockstate, Nuki PIN or Chekin Link 2 days before Check-in ====
</div>
<div class="mw-collapsible-content">
'''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 Source = All*Booking Status = All but not cancelled Booking Conditions:- *Invoice Balance Group bookings = ZERO 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. *Send Message = Booking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Subject - enter the subject for your Guests - Your access code (your text) *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests include URL. Include these template variables - [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN] or [BOOKINGINFOCODETEXT:CHEKIN_PIN] see the list of ALL template variables that can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Include these template 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]]
</div>
</div>
<div class="headline-collapse" >
====Apply a flagSend Email to guests with check-in details 2 days before Check-in, booking paid/colour for a booking coming from a certain channelno outstanding balance ====
</div>
<div class="mw-collapsible-content">
This auto action will be sent only when the Invoice Balance of the booking is zero. This can be used to ensure that the checkin details are only sent when the guest has completed the payments. '''Trigger tab:''' 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 = 2 Booking Source:- *Booking Source = All*Booking.com (for example)Status = All but not cancelled
Booking tabConditions:- *Execution Group bookings = One time only Trigger all on master*Flag Text Invoice Balance = The text you want to display*Flag Colour - choose the flag colourZero
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply a flag when a payment FAILS Send Email to guests with check-in details 2 days before Check-in, Security Deposit Authorised at Stripe====
</div>
<div class="mw-collapsible-content">
*Booking Source = All
*Booking Status = All 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. *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. *Flag Subject - enter the subject for your Guests - Your access code (your text) *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. 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]] *Flag Colour HTML box - choose 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 flag colourlist of ALL template variables that can be used [[Template_Variables| see here]]
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply a flag Send Email to Booking.com bookings and auto report the Credit Card when a payment FAILS at Stripeall current guest (Check-in) ====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
*Trigger Time = Immediate
*Trigger Window = 36514(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. *Flag Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API Message Text = Failed CC reported :- enter the text you wish to send to Bookingyour guests include URL.com Template variables can be used [[Template_Variables| see here]] *Flag Colour HTML box - choose the flag colourEmail will be sent</div></div>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 Checkin to your bookings (Booking info tab:*Execution = One time only*) or create an auto action to add the Booking Status = CancelledInfo Codes to the bookings.
</div>
</div>
<div class="headline-collapse" >
==== Change the status of all bookings which have been imported from Ical to "Request" Send Email with Guest Invoice - PDF attachment====
</div>
<div class="mw-collapsible-content">
Time:
*Trigger Event = Checkout
*Trigger Time = Immediate
*Trigger Window = 1 day
*Booking Status = All but not cancelled
Info Codes:
*Any Booking Info Code = CHECKOUT
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Use API/Webhook to write the value of the 'commission' field to a new invoice itemSend Email with Booking Registration Form - PDF attachment====
</div>
<div class="mw-collapsible-content">
You need two keys can send Booking Template attachments 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 choosingGuests.<br>'''API key:'''*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:'''*Settings > Properties > Access > propKey = secret_key_for_prop_XXXXXX
Booking Source:*URL Booking Source = All (or select the appropriate channel/Direct) Booking Conditions:*Group bookings = Trigger all on master*Booking Status = <nowiki>httpsAll but not cancelled '''Messaging tab:''' *Send Message = Guest API//apiSmart 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.beds24 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.com/json/setBooking</nowiki> *Custom Header 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 [[leave emptyTemplate_Variables| see here]]
*Body Data 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" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API 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 "authenticationMail & 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"> 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 "apiKeyMail & 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"my_very_secret_api_key><div class="headline-collapse" > ====Send Email to your guest - Offering Early Checkin ====</div><div class="mw-collapsible-content"> To send an automated Email to the guest confirming that it is possible to have an Early Checkin as room is available the day of before 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"><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="secret_key_for_prop_XXXXXXmw-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="bookId"style="color: #f3e504; font-size: 150%;">{{#fas:lightbulb}} </span> The details in the URL, will direct the guest to make a new booking in the existing room with the check-in date = leaving date and for Offer 7 &br-7 (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="invoicemw-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="mw-collapsible-content"> If you need to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set the Booking info code rather than use the Current guest module in the dashboard. Trigger tab:*Trigger Event = Check-out*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source = All*Booking Status = All but not cancelled*Group bookings = Trigger all on master Booking Info tab: *Booking Info Code = CHECKOUT*Booking Info Text = Auto Checkout</div></div> <div class="mw-collapsible mw-collapsed"><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 Booking or Before Check-in*Trigger Time = set the time you want to collect the payment*Booking Source =All (for example, you can also set different rules for different channels)*Group BookingTrigger = 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="color:#f3e504; font-size:150%;" >{{#fas:lightbulb}} </span> <span style="font-weight:bold;">Tip</span> A price value for the invoice item can be specified after a second pipe (|) symbol, this can be used to calculate a price using template variables. If the price value in the description field is zero or absent, the numeric value from the amount field will be used. *Status = if you use the statusfunction add the status you want to apply to the pending payment (optional)*Amount = 0*Payment Rule = use auto or manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) Payments > Payment Rules they will be available here *Payment Due = Set when the payment is due Create a Payment Rule to collect a payments when bookings are not cancelled. Go to Settings > Payments > Payment Rules Payment Rule : Name = Enter your title - Not Cancelled (for example)Action = Auto Payment Trigger : *Booking Status = All not cancelled*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action : *Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse": > ====Collect outstanding booking balance 3 days prior to arrival( Credit card details were collected at time of booking)====</div><div class="mw-collapsible-content"> ''''Create a Payment Rule (Optional)'''' Standard payment rules in the system are Auto & Manual, you can create additional rules for the collection of outstanding payments, you can control the collection of payments if the booking status is changed, for example the booking is cancelled before the final payment is due to be collected. Go to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES Create a Payment Rule to collect payments if bookings are not cancelled. Click '''Create New Payment Rule''' : Payment Rule:*Name = Enter your title - Not Cancelled (for example) *Action = Auto Payment Trigger :*Booking Status = All not cancelled*Any Booking Info Code (optional)*All Booking Info Codes (optional)*Exclude Booking Info Code = optional (can exclude Virtual Credit cards,find the Booking info code in the booking) Payment Action :*Funding Source = Guest card only*Payment value adjustment = Limit to group booking balance*Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure Prevent Auto Payment :*Prevent payment if booking status = Cancelled*Prevent payment after check-out (days) = 7 (default)*Prevent payment action = Set Manual '''Create Auto Actions ''' Collect the outstanding balance for bookings created via your booking page. Go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTIONS and click '''Create New Action''' to create them. '''Collect outstanding balance for direct bookings''' Trigger tab:*Time**Trigger Event = Checkin**Trigger Time = -3 days (set the time you want to collect the payment)**Time Window = 3 days (set this to the same number (positive) as Trigger time. *Booking Source**Booking Source = Direct. You can have different auto actions/rules for direct bookings -v- channel bookings, then select ‘Direct’ this will include manually created bookings and booking page bookings. *Booking Conditions**Group Booking Trigger = Trigger only Master**Status = All not cancelled**Invoice Balance= Not Zero (can be used to refine the auto action being triggered) Booking tab:Optional*Flag Text = Pending payment added (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Booking Info tab:Optional, for information and reporting*Booking Info Code = BALANCE (for example enter the value - use one word only)*Booking Info Text = Enter the description/text to show in for the Booking Info Code. Invoice tab: <div class="qtywarning">{{#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 "1Charges 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 [COMMISSIONNUM[Stripe]]. Create a Payment Rule to 'Capture' a payment only. Captured payments will only be valid for 7 days, then it will expire, if the booking is for a longer period, then you can create a second Capture, you will need to create another auto action for this. Go to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES Payment Rule : *Name = Enter your title - Security Deposit (for example)*Action = Auto Payment Trigger :*Booking Status = select from the drop down list*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action :*Capture = Yes/No - immediately charged (Capture=Yes), if you want to make sure that the amount is available for later capture (Capture=No) *Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply an info code and and/or icon when a payment was made====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Invoice Balance = Any Payment made Booking Info tab:*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="vatRatemw-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"7>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="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All not cancelled*Invoice Balance = ZERO Booking tab:*Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag/colour for a booking coming from a certain channel====</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="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Ical Import (1, 2, 3) Booking tab:*Execution = One time only*Booking Status = Request Booking changes are applied before the mail is sent.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ==== Change Room Unit Status when guest checks out ====</div><div class="mw-collapsible-content">Trigger tab*Trigger Event = Check-out*Trigger Time = Immediate*Trigger Window = 1 day*Booking Status = All but not cancelled*Any Booking Info Code = CHECKOUT Booking tab:*Execution = One time only*Change Room Unit Status = Select the option It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkin to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.</div></div> ===API/Webhook===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Use API/Webhook to write to the field 'Message'====</div><div class="typemw-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 "0API 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::{::"invoiceeIdauthentication":::{:::"apiKey": "my_very_secret_api_key",:::"propKey": "secret_key_for_prop_XXXXXX"::},::"bookId": "[BOOKID]",::"message": "[MESSAGE]- Append this message"
:}
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<div class="headline-collapse" >
====Use API/Webhook to write the value of the 'commission' field to a new invoice item====
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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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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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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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