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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'''
==== Email Attachments ====You can choose to attach an invoice or a booking template as a PDF file to emails sent by Auto Actions. '''Booking Fields'''
The easiest way to do this is usually by reducing With Multiple Properties, the testing window requirement to have Property specific information in the smallest necessary and adjusting the trigger condition Messages/emails sent to the most suitable.For example a trigger that tests all bookings from booking time for 1 year will test many bookings while a trigger that tests only the 7 days before check-in will test less bookings and perform fasterguest/housekeeping/owner can be achieved using Template Variables.
The test tab When you create a Property/Room in Beds24, the setup of the auto action has a button which will show Property/Room is held in the database and can be accessed via Template Variables. For example in {{#fas:cog}} (SETTINGS) >PROPERTIES >DESCRIPTION, you how many and which bookings are being tested by setup the auto actionproperty specific details.
It is also possible to specify a booking number and test if the auto action would trigger on that booking with some diagnostics information shown to help trouble shooting.*Property name - can be accessed in template variable [PROPERTYNAME] *Property Address - can be accessed in template variable [PROPERTYADDRESS]
== Troubleshooting == '''If Auto Actions do not send:''' The You will find the full list in the "Mail" tab of the booking will tell Property Template Variables when you why. Common causes are: *Is your outgoing Email address working? Go to SETTINGS->ACCOUNT->OUTGOING EMAIL and click on "Send Test Email". *Is your Auto Action set go 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?[[Template_Variables#Property_Variables|Property Variables]]
'''Delayed trigger of There are additional Property Templates that can be used in Messages/Emails/SMS to the guest that can be customised for each Property. Each Property Template can hold customised text that can be used in Auto Action:''' See section Performance Actions, Booking Templates, Invoices and testing aboveReports.
'''Auto Action is not editable''' To have write access Go to an auto action an account needs to have write access to all properties to which the auto action applies. This might not be the case if {{#fas:cog}} (SETTINGS) >PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES you use sub accounts and will see the Auto Action is set to trigger for "All Properties"list that are available.
'''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 When you find create each Room/Unit the item causing the problem. Often it information 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 "or" that hackers often use held in sql injection attacks. Once you find the item causing the problem, try rewording itRoom/Unit specific template variables.
== Examples ==You will find the full list of Room/Unit Template Variables when you go to [[Template_Variables#Room_Variables|Room Variables]]
=== Send Emails/Message/SMS to guests ===See the full list of [[Template Variables]].
Message API messages will be shown in the You can send a message tab of the /email to your guests, confirming their booking date, property details and in property contact details. Use the Channel Message centre. Currently this is only available for Booking.com property, room and Airbnbbooking templates to build the message/email in one Auto Action, rather than one auto action per property.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an Email to the guest when This approach will reduce the status of a booking changes ongoing management, update one Auto Action and it will apply to "Cancelled"====<all/div><div class="mw-collapsible-content">selected properties rather than having to edit multiple auto actions with the same overall message.
Trigger tab:*Trigger Event = Check-in*Trigger Time = =Example 1 -365*Trigger Window Each property has a different access code for the main building door = 365*Booking Source = All (for example)*Booking Status = Cancelled
Message tab: For channels using the Message APIYour properties have security doors with keycodes, then enter the text in the Plain text box, for emails enter the text in the HTML boxeach property has a different code.
*'''Send Message''' = Booking API/Smart EmailGo to {{#fas:cog}} (SETTINGS) >PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES > Property Template 1 enter the Building Access Code, use this same field in each property and set the appropriate code.
If Then in the "Mail & Actions" tab contains a "real" Email address Auto Action use [PROPERTYTEMPLATE1] in the message is sent to text rather than the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possibleactual value.
If no connection *Please use this code to a messaging system is available Access the message will send to the Email address from the "Mail & Actions" tab of the Email.Main building Door:- [PROPERTYTEMPLATE1]
*'''Email Subject''' - enter There is no need for a separate auto action due to the subject for your Guestsfront door keycode being different.
*'''Plain Text Box''' ===Example 2 - will send to channels using Message APIHousekeeping/Cleaning Team is different for each Property. ===
Message Text :- enter the text Each of your properties has a different housekeeping/cleaning team and you wish need to send to your guests include URLthem an email with the booking details for each booking. Template variables can be used [[Template_Variables| see here]]
*'''HTML box''' - Email will be sentGo to {{#fas:cog}} (SETTINGS) >PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES > Property Template 5 enter the email address for Housekeeping/Cleaning team.
Email Text :- It is possible to use the same details (URL) as in In the Plain Text box aboveAuto action, *"Send Message" = Internal Only. Template variables can be used [*"Internal Email Address" = [Template_Variables| see here]PROPERTYTEMPLATE5]
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> If you are using deposit collection make sure you set SETTINGS->PAYMENTS->PAYMENT COLLECTION "Non Payment Booking Status" = Requesthave different teams per room, then use a Room template rather than the Property Template.
</div></div>===Example 3 - Send email to a Group of Properties (not all) ===
<div class=You can setup a "mw-collapsible mw-collapsedGroup"><div class=for your Properties, this has a number of benefits, including sending/excluding messages/emails to a Group of Properties, view a "headline-collapseGroup" >of properties in your Calendar and in Reports.
====Change To assign the status of all upcoming direct bookings to "CancelledGroup" and send an Email to the guest ====</div><div class="mw-collapsible-content">Trigger tabyour Properties, go to {{#fas:*Trigger Event = Check-in*Trigger Time = -14 cog}} (for example to cancel the bookings for the next two weeksSETTINGS)*Trigger Window = 14*Booking Source = Direct *Booking Status = All Not Cancelled> BOOKING ENGINE > MULTI BOOKING PAGE > PROPERTY SETTINGS > GROUP KEYWORDS.
Booking tab: *Booking Status = CancelledEnter a Group name, it needs to be a single word - for example you want to identify all 4 bedroom properties, then you can add 4BEDS and add this to all 4 Bedroom properties you have.
Message tab: For channels using the Message APIEach property can be in multiple groups, then enter the text in the Plain text boxmultiple keywords separated by a comma, for emails enter the text in the HTML boxexample :- 4BEDS, OceanView, Dublin.
If the <span style="Mail & Actionscolor: #f3e504; font-size: 150%;" tab contains >{{#fas:lightbulb}} </span> This filter will not apply if you are triggering on 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 possiblesingle property.
If no connection == Performance and Testing ==Auto actions will test up to a messaging system is available 1000 bookings per cycle, if your trigger condition involves more than 1000 bookings, the message next 1000 will send to be tested on the Email address from next cycle etc.If you require the "Mail & Actions" tab of the Emailfastest speed make sure your trigger is designed to test less than 1000 bookings.
*'''Email Subject''' - enter The easiest way to do this is usually by reducing the testing window to the smallest necessary and adjusting the trigger condition to the subject most suitable.For example a trigger that tests all bookings from booking time for your Guests1 year will test many bookings while a trigger that tests only the 7 days before check-in will test less bookings and perform faster.
*'''Plain Text Box''' - The test tab of the auto action has a button which will send to channels using Message APIshow you how many and which bookings are being tested by the auto action.
Message Text :- enter It is also possible to specify a booking number and test if the text you wish to send auto action would trigger on that booking with some diagnostics information shown to your guests include URLhelp trouble shooting. Template variables can be used [[Template_Variables| see here]]
*== Troubleshooting == '''HTML boxIf 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- >OUTGOING EMAIL and click on "Send Test Email will be sent". *Is your Auto Action set to send automatically? *Is the guests Email address valid ("Mails" tab of the booking)? *Is the Plain Text box populated with the text you want to send (required when Message API is being used? *Is the booking set to allow Allow Auto Actions ("Mails" tab of the booking)? *Do all trigger events apply to the booking?
Email Text '''Delayed trigger of Auto Action:- It is possible to use the same details (URL) as in the Plain Text box ''' See section Performance and testing above. Template variables can be used [[Template_Variables| see here]]
</div> '''Auto Action is not editable'''</div> To have write access to an auto action an account needs to have write access to all properties to which the auto action applies. This might not be the case if you use sub accounts and the Auto Action is set to trigger for "All Properties".
SMS tab <span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> If you are using deposit collection make sure you set {{#fas:cog}} (SETTINGS) PAYMENTS->PAYMENT COLLECTION "Non Payment Booking Status" = Request.
Please note a charge applies per SMS message. </div></div>
*Send SMS Message : Enable<div class="mw-collapsible mw-collapsed">*Phone Number : This is the phone number that will receive the SMS notification.<div class="headline-collapse" >
This is a global service ====Change the status of all upcoming direct bookings to "Cancelled" and send an Email to the notifications can be sent to almost phone in any country.guest ====</div><div class="mw-collapsible-content">'''Trigger tab:'''
The phone number must contain Time: *Trigger Event = Check-in*Trigger Time = -14 (for example to cancel the international country code and phone number as it would be dialed internationally.bookings for the next two weeks)*Trigger Window = 14
Do not include any leading zeros or other characters and use no spaces.Booking Source:*Booking Source = Direct
The number must start with the country code.Booking Conditions:*Booking Status = All Not Cancelled
EXAMPLEBooking tab: *Booking Status = Cancelled
to send to phone number 015625346 '''Message tab:''' For channels using the Message API, then enter the text in the UK (Country code 44) Plain text box, for emails enter the following numbertext in the HTML box.
4415625346*Send Message = Booking API/Smart Email
You can use If the template variables [GUESTPHONE] or [GUESTMOBILE] but this will "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only work if a masked Email address is available the phone number has exactly message sends via the required formatchannels API messaging systems if possible.
Enter Message Text :- enter the message text you wish to send, messages to your guests include URL. Template variables can be used [[Template_Variables| see here]] *HTML box - Email will be truncated at 160 characterssent 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]]
Alternatively you an use Between Booking and '''Trigger tab:''' Time:*Trigger Event = Check -in*Trigger Time = -365 days*Trigger Window = 355 days
Trigger tabBooking Conditions:*Trigger Event = Booking (but not after check-in)*Trigger Time = Immediate*Trigger Window = 1 dayBetween Booking and Check in = 7 to 999
Trigger tabTime:
Booking tab:
*Execution = One time only
*Booking Status = No Change
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 Messagetab:''' 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
*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.
Booking tab:
*Execution = One time only
*Booking Status = No Change
If you are using the "Additional Information" function SETTINGS*HTML box ->PROPERTIES->ROOMS->SET UP "Unit Names" you can use template variables Email will be sent
ExampleEmail Text : Your room - It is possible to use the same details (URL) as in the Plain text box above. Template variables can be used [UNITNAME]. Check-in from: [UNITNAME:1Template_Variables| see here] . 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.
*'''HTML box''' - Email will be sent Please note a charge applies per SMS message.
If you are using *Send SMS Message : Enable*Phone Number : This is the "Additional Information" function SETTINGS->PROPERTIES->ROOMS->SET UP "Unit Names" you 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 You can use the template variables [GUESTPHONE] or [Template_Variables| see here]GUESTMOBILE]but this will only work if the phone number has exactly the required format.
Example: Your room is [UNITNAME]*SMS Message Enter the message to send, messages will be truncated at 160 characters. Check-in from: [UNITNAME:1] Template variables can be used. The key code is: [UNITNAME:2]
The template variables will '''Booking tab:'''*Execution = One time 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.*Booking Status = No Change
*Invoice Balance = Any Payment made OR Invoice Balance = Zero (payment in full)
You should consider adding If you are using the invoice table to the email so the guest "Additional Information" function {{#fas:cog}} (SETTINGS) PROPERTIES->ROOMS->SET UP "Unit Names" you can see the booking details including Charges & Paymentsuse template variables Example: Your room is [UNITNAME]. Check-in from: [UNITNAME:1] . The key code is: [UNITNAME:2]
[INVOICETABLE] The template variables will only work if you have entered text in {{#fas:cog}} (SETTINGS) PROPERTIES- invoice table>ROOMS->SET UP "Unit Names". The context help for this setting will explain how to do this.
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.
Email Text If you are using the "Additional Information" function SETTINGS-{{#fas:cog}} (SETTINGS) PROPERTIES->ROOMS- It is possible to >SET UP "Unit Names" you can use the same details as in the Plain Text box above. Template 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 & PaymentsExample: Your room is [UNITNAME]. Check-in from: [UNITNAME:1] . The key code is: [UNITNAME:2]
[INVOICETABLE] The template variables will only work if you have entered text in S{{#fas:cog}} (SETTINGS) PROPERTIES- invoice table>ROOMS->SET UP "Unit Names". The context help for this setting will explain how to do this.
It is also possible to include a customised invoice table using this template variable '''Booking tab:- [INVOICE:PRI_QTY_CUA€] will create an invoice table with price and quantity in Euros.'''*Execution = One time only*Booking Status = No Change
*'''HTML box''' - Email will be sentYou should consider adding the invoice table to the email so the guest can see the booking details including Charges & Payments.
Email Text :[INVOICETABLE] - invoice table It is also possible to use the same details as include a customised invoice table using this template variable :- [INVOICE:PRI_QTY_CUA€] will create an invoice table with price and quantity in the Plain Text box aboveEuros. Template variables can be used [[Template_Variables| see here]]
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. Time*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1 day Booking Source*Booking Source = Channel Manager
*'''Send Messagetab:''' 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
SMS '''Booking tab :'''*Execution = One time only*Booking Status = No Change
Please note a charge applies per SMS message. </div></div>
*Send SMS Message : Enable<div class="mw-collapsible mw-collapsed">*Phone Number : This is the phone number that will receive the SMS notification.<div class="headline-collapse" >
This is ====Send a global service and the notifications can be sent message (Email or sms) to almost phone in any country.guests that have Checked-out 30 days or more====</div><div class="mw-collapsible-content">'''Trigger tab:'''
The phone number must contain the international country code and phone number as it would be dialed internationally.Time*Trigger Event = Check-out*Trigger Time = 30 days*Trigger Window = 365 days
Do not include any leading zeros or other characters and use no spaces'''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.
The number must start with the country code.*Send Message = Booking API/Smart Email
Booking Source = ALL (or select the booking source/Channel)
Message tabBooking Source: Update details as appropriate*Send Message Booking Source = 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 ALL (or select the field "Internal" are sent via Email.booking source/Channel)
Booking Source = ALL (or select the booking source/Channel)
*If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email Subject - enter address. If only a masked Email address is available the message sends via the subject for your Guestschannels API messaging systems if possible.
Message tab: For channels using the Message API, then *Email Subject - enter the text in the Plain text box, subject for emails enter the text in the HTML box. your Guests
Email tabBooking Source:*Enter the message in the appropriate language under your default language.Booking Source = All (for example)
Message tabBooking Conditions: 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 Status = All Not Cancelled
*'''Internal Email AddressMessage tab:''' = enter Enter the email address this message should be sent toin the appropriate language under your default language.
Trigger tabBooking Source: Whatever you want*Booking Source = All (for example)
*Info Code = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URL
Message 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 Email Message = Booking API/Smart 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. *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 = Your text which includes :- It is possible to use the same details (URL) as in the Plain Text box above. Include these template variable 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]]
Message '''Messaging tab: *Send Email = Guest *EMail Subject = Enter ''' For channels using the Message API, then enter the appropriate details *Email Text = Your text which includes in the details Plain text box, for your current guestsemails enter the text in the HTML box.
It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkin to your bookings (*Send Message = Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.</div><API/div>Smart Email
<div class=If the "mw-collapsible mw-collapsedMail & Actions"><div class=tab contains a "headline-collapsereal" > ====Send Email with address the message is sent to the guests Email address. If only a PDF attachment====</div><div class="mw-collapsible-content">masked Email address is available the message sends via the channels API messaging systems if possible.
You can If no connection to a messaging system is available the message will send Invoice or Booking Template attachments to your Gueststhe Email address from the "Mail & Actions" tab of the Email.
Setup *Subject - enter the subject for your Invoice or Booking Template, go to SETTINGS Guests -> GUEST MANAGEMENT -> INVOICING or SETTINGS -> GUEST MANAGEMENT -> BOOKING TEMPLATESYour access code (your text)
Trigger tab:*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 = CHECKOUTPlain text box - will send to channels using Message API
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.*HTML box - Email will be sent
If Email Text :- Enter the text you wish to send Emails with pdf attachment (invoiceto your guests this can include URLs. Include any information that is important for the checkin of the guest, booking template) to Alias-Email addresses created by channels for example the channel might block Key code for the attachment so it is not delivered door, who to contact if there are any issues, template variables can be used, see the guest. Ask your channel about their policy regarding this.list of ALL template variables that can be used [[Template_Variables| see here]]
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
To send an automated Email to This auto action will be sent only when the guest then they a payment has been 'authorised' at Stripe. This can check you/the cleaner have to add a unitstatus be used to ensure that the room checkin details are only sent when it is readythe guest has completed the Security Deposit Authorisation. '''Trigger tab:''' Time:-*Trigger Event = Check-in*Trigger Time = In this example we used -2 (the number of days before check-in you want to sent the unit status cleancode or link) *Trigger Window = 2
Trigger tabBooking Source:*Trigger Event = Checkin*Trigger Time = Immediate*Trigger Window = 1- *Booking Source = All
Message '''Messaging tab: *Send Email = Guest ''' For channels using the Message API/Smart Email (or one of , then enter the other options)*EMail Subject = Enter text in the appropriate details *Email Text = Your Plain textbox, for emails enter the text in the HTML box.
Other files can not be attached. We recommend you use If the "Mail & Actions" tab contains a link "real" Email address the message is sent to the guests Email address. If only a file you upload to your web sitemasked Email address is available the message sends via the channels API messaging systems if possible.</div></div>
===Booking Info Codes===If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. <div class="mw*Subject -collapsible mwenter the subject for your Guests -collapsed">Your access code (your text) <div class="headline*Plain text box -collapse" > ====Add CHECKIN Booking info code will send to bookings ====channels using Message API</div><div class="mwMessage Text :-collapsible-content">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]]
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. *HTML box - Email will be sent
Trigger tabEmail Text :*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 masterEnter 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 Info tab:
*Booking Info Code = CHECKIN
*Booking Info Text = Auto Checkin
If you need to use Time:*Trigger Event = Check-in*Trigger Time = Immediate*Trigger Window = 14(the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you max number of days your guests can set the Booking info code rather than use the Current guest module in the dashboard. stay)
Trigger tabBooking Source:*Trigger Event Booking Source = Check-outAll*Trigger Time = Immediate*Trigger Window = 1 dayBooking Conditions: *Booking Source Group bookings = All Trigger all on master
*Group bookings = Trigger all on master
This requires the master booking to be checked-in via the check-in function.
Trigger tab:You can send Invoice as an attachment to your Guests.
*Trigger Event = After Booking*Trigger Time = Setup your Invoice go to {{#fas:cog}} (SETTINGS) immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Group bookings" = Trigger all on master*Info Code = CHECKINGUEST MANAGEMENT -> INVOICING
Booking info '''Trigger tab : *Info Code = CHECKIN</div></div>'''
<div class="mw-collapsible mw-collapsed">Time:<div class*Trigger Event ="headline-collapse" > Checkout*Trigger Time ====Identify Repeat Guest ====Immediate</div><div class*Trigger Window ="mw-collapsible-content">This requires you to use the Guest database. 1 day
Trigger tabBooking Source:*Booking Source = All (or select the appropriate channel/Direct)
*Trigger Event = After BookingConditions:*Trigger Time Group bookings = immediately*Trigger Window = 365*Booking Source = Allall on master
*Group bookings" = Trigger all on master
*Template Variable = [GUESTSID1] greater than 0
Booking info tab Info Codes: *Any Booking Info Code = REPEAT</div></div>CHECKOUT
<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. 'Messaging tab:'''
Setup *Send Email = Guest API/Smart Email (or one of the custom question in Properties -> Booking Questions -> Custom Questions -> Custom question 1, set with TYPE = Tick Box. other options)
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.
*Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Group bookingsIf no connection to a messaging system is available the message will send to the Email address from the " = Trigger all on master*Template Variable = [GUESTCUSTOMQ1] equals ticked (or) not ticked Mail & Actions" tab of the Email.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a fee to all bookings from a channelSend Email with Booking Registration Form - PDF attachment====
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Booking Source = Expedia (for example)
Invoice tab:You can send Booking Template attachments to your Guests. *Type = Amount*Description = Cleaning fee Setup your Booking Template, go to {{#fas:cog}} (for exampleSETTINGS) GUEST MANAGEMENT -> BOOKING TEMPLATES *Amount = 50 (for example - the amount of your cleaning fee)'''Trigger tab:''' Time:*per Trigger Event = RoomBooking*Period Trigger Time = one timeImmediate*VAT Trigger Window = 19% (for example - enter the VAT amount if applicable)1 day
The fee will be added Booking Source:*Booking Source = All (or select the next time the auto actions run. </div><appropriate channel/div>Direct)
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a pending payment====</div><div class="mw-collapsible-content">Trigger '''Messaging tab:*Trigger Event = After Booking or Before Check-in*Trigger Time = set the time you want to collect the payment*Booking Source =All (for example, you can also set different rules for different channels)'''
Booking Info tab:*Optional, add a booking info tab for information and reportingSend Message = Guest API/Smart Email (or one of the other options)
Booking If the "Mail & Actions" tab: Optional*Flag Text = Pending payment added (for example)*Flag Colour = select contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the colour as this will be visible in message sends via the Calendar/Bookings listchannels API messaging systems if possible.
Invoice tab:*Payment Type = select on what the payment If no connection to a messaging system is calculated (Percent of Balance due)*Description = available the text you message will see in send to the Email address from the "Charges and PaymentsMail & Actions" tab*Status = if you use the status function add of the status you want to apply to the pending payment (optional)*Amount = enter the amount or percentage you want to collect*Payment Rule = use auto or manual - if you have set up payment rules in SETTINGS->GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here *Payment Due = Set when the payment is dueEmail.
Create a Payment Rule to collect a payments when bookings are not cancelled. *Subject - enter the subject for your Guests
Go *Plain text box - will send to Settings > Payments > Payment Ruleschannels using Message API
Payment Rule Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]]
Name = Enter your title *HTML box - Not Cancelled (for example)Action = AutoEmail will be sent
Payment Trigger Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
*Booking Status <span class="" style= All "color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not cancelled*Any you can either manually add Checkout to your bookings (Booking Info Code = optional*All info tab) or create an auto action to add the Booking Info Codes = optional*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in to the booking)bookings.
Payment Action :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.
*Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add Other files can not be attached. We recommend you use a Booking Info item link to the booking on success*Add info code on failure = add a Booking Info item file you upload to the booking on failureyour web site.</div>
Trigger tab:*Trigger Event = After Booking *Trigger Time = immediate*Booking Source =All (for 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, you can also set different rules for different channels)we used the unit status clean
Invoice '''Trigger 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;“ >{{#fasBooking Source:exclamation-triangle}} </span> Automatic collection is only available for customer who use [[Stripe]].</div></div>*Booking Source = All
<div classBooking Conditions*Group bookings ="mw-collapsible mw-collapsed"> Trigger all on master<div class*Booking Status ="headline-collapse" >All but not cancelled
Trigger '''Messaging tab:'''*Trigger Event Send Email = After Booking Guest API/Smart Email (or one of the other options)*Trigger Time = immediate*Booking Source =All (for example, you can also set different rules for different 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.
Invoice tab:*Payment Type = Fixed amount*Description = Security Deposit (If no connection to a messaging system is available the text you message will see in send to the Email address from the "Charges and PaymentsMail & Actions" 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 inEmail.
<span style="color:#fe746c;“ >{{#fas:exclamation*Plain text box -triangle}} </span> Automatic collection is only available for customer who use [[Stripe]].will send to channels using Message API
Create a Payment Rule to 'Capture' a payment only. Captured payments will only be valid for 7 days, then it will expire, if Message Text :- enter the booking is for a longer period, then text you can create a second Capture, you will need wish to send to create another auto action for thisyour guests.Template variables can be used [[Template_Variables| see here]]
Go to Settings > Payments > Payment Rules*HTML box - Email will be sent
Payment Rule Email Text : *Name = Enter your title - Security Deposit (for example)*Action = AutoIt is possible to use the same details as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
Payment Trigger *Attachment :*- if you want to send a Booking Status = /Invoice template you can 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 Other files can not be attached. We recommend you want to make sure that the amount is available for later capture (Capture=No) *Add info code on success = add use a Booking Info item link to the booking on success*Add info code on failure = add a Booking Info item file you upload to the booking on failureyour web site.
*Invoice Balance = Any Payment made
<div classThis 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 "mw-collapsible mw-collapsedMail & 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.<div class=If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions"headlinetab of the Email. *Email Subject -collapse" > enter the subject for your Guests ====Assign invoice numbers====*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]]</div>[IF<div class="mw:[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 -collapsible-content">Email will be sent, enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]] Trigger tab[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. *Trigger Event = Check-out'''Booking Info Tab : Optional '''*Trigger Time Booking info code = ImmediateEXTRANIGHTS *Any Booking Info Code Description = CHECKOUT (optional only if you use the check-out function, if not leave blank)Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night
Invoice tab:
*Assign Invoice Number = yes
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 tabTo 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:*Optionalcog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, add a booking info tab for information useful way to utilise the template variables and reportingdifferent values rather than duplicating auto actions.
Booking tab'''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 tabTime:*Payment Type Trigger Event = select Checkin (depending 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 when you want to apply to notify the pending payment (optionalguest)*Amount Trigger Time = enter the amount or percentage -2 days (depending on when you want to collect*Payment Rule = Manual - if you have set up payment rules notify the guest, in SETTINGS->GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here this example 2 days before arrival)*Payment Due Trigger Window = Set when the payment is due2
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. Booking Source:*Booking Source = All
</div>Booking Conditions:</div>*Group bookings = Trigger all on master*Booking Status = All but not cancelled
===Booking Flags/Colours==Fields:*Template Variables =[IFBETWEEN:[VACANTDAYS]:0:3:yes|no|no] equal yes
<div classThis 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 "mw-collapsible mw-collapsedMail & 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.<div class=If no connection to a messaging system is available the message will send to the Email address from the "headline-collapseMail & Actions" > tab of the Email. *Subject =Enter the appropriate details *Plain Text Box ===Apply a flag when a Your text, using the template variables to modify the specific text in the booking is cancelled====. </div>[IF<div class="mw-collapsible-content">:[VACANTDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [VACANTDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. Trigger tab*Trigger Event HTML Box [IF<= After :[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 BookingReservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. *Trigger Time = 1 Hour'''Booking Info Tab :- Optional'''*Trigger Window Booking info code = 365 daysEXTRANIGHTS, *Booking Status Info Description = CancelledUpsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night
Booking tab:
*Execution = One time only
*Booking Status = No Change
*Flag text = (enter the text you require)
*Flag Colour = Set as required
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 changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
Trigger tab:
Message tab: This template variable tests if there is 1 day between the guest booking and the next booking.
Booking tab: (optional)Dear, [GUESTNAME],
*Execution = One time only*Flag Text = The text We are very happy to offer you want to display*Flag Colour 'Late Check- choose out' at [PROPERTYNAME] at the flag colourexceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK].
*Booking Info Code : DEPOSITPAID (for example)*Booking Info Text : additional text if required. Best regards,
Setting details with the Booking tab and Booking info tab allows you to trigger additional (follow on) Auto Actions and Reports[PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS],[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY].</div> Email :-[PROPERTYEMAIL]</div>Website :- [PROPERTYWEB]
<div class="mw-collapsible mw-collapsed"><div class="headlineBooking Info Tab :-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 = 365Optional*Booking Source info code = AllLATCHECKOUT, *Booking Status Info Description = All not cancelled*Invoice Balance = ZEROUpsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Late Checkout
Booking tab:
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = BookingTo 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.com (for example)
Booking tab:*Execution = One time only*Flag Text = The text you want This auto action will create a new booking for the date of departure, closing the calendar to display*Flag Colour - choose the flag colourany other bookings.
Booking changes are applied before 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 mail is sent so 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 flag template variable can be reflected in the emailvariables and different values rather than duplicating auto actions.</div'''Step 1: ''' Create a new offer in {{#fas:cog}} (SETTINGS) > PROPERTIES >OFFERS *Name = Latecheckout</div>*Enable = Only if Available*Booking Type = Confirmed with Deposit 2 - via payment gateway
<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'''Step 2:lightbulb}} </span> Also see Example : " Apply a flag when deposit was made prior to Check-in AND/OR Apply ''' Create a flag when booking is fully paid".Rate or Daily Price, PRICES
Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source Guests = AllMax Occupancy*Booking Status Max Stay = All not cancelled1*Invoice Balance Offer = Any Payment madeselect the offer number as created in the above step.
Booking tab:*Execution If you are using Rates, select 'Rate allowed' = One time only*Flag Text = The text you want to display*Flag Colour - choose Sunday, untick all the flag colourother days. </div></div>Channel Tab, untick all channels, leave only 'beds24.com' for your booking page.
Go If you need to Settings > Channel Manager > Preferences and use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set Auto report failed cards = Yesthe Booking info code rather than use the Current guest module in the dashboard.
===Status changes===
Trigger tab
*Trigger Event = After Booking
*Trigger Time = 3 days
*Booking Status = Request
===API/Webhook===
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 APITrigger tab:
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:'''*SETTINGS -> ACCOUNT -> ACCOUNT->ACCESS "API Key 1"Trigger Event = After Booking*API Key Trigger Time = my_very_secret_api_key immediately*API Key Access Trigger Window = allow any IP365*IP Whitelist Booking Source = [leave empty]All*Allow Writes Booking Status = YesAll but not cancelled*Property Access Group bookings" = Owned by this account only*'''Property key:''' Trigger all on master*Settings > Properties > Access > propKey Template Variable = secret_key_for_prop_XXXXXX[GUESTCUSTOMQ1] equals ticked (or) not ticked
Set the triggers you need, for exampleBooking info tab :*Info Code = LATECHECKIN</div></div>
Booking Field Contains: Message = XXX
Set the webhook like this:
* URL = <nowiki>https://api.beds24.com/json/setBooking</nowiki>* Custom Header = [leave empty]=Add invoice items to a booking ===
Body Data::{<div class="mw-collapsible mw-collapsed">::<div class="authenticationheadline-collapse":> ====Add a fee to all bookings from a channel====::{</div>:::<div class="apiKeymw-collapsible-content">Trigger tab: "my_very_secret_api_key",*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Expedia (for example) Invoice tab:::"propKey": "secret_key_for_prop_XXXXXX"::},*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::"bookId": "[BOOKID]",*Period = one time::"message": "[MESSAGE] *VAT = 19% (for example - Append this message"enter the VAT amount if applicable) :}The fee will be added the next time the auto actions run.
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>Trigger tab: '''API keyTime :'''*SETTINGS -> ACCOUNT -> ACCOUNT->ACCESS "API Key 1"Trigger Event = Checkin *API Key Trigger Time = my_very_secret_api_key-2 days*API Key Access Trigger Window = allow any IP2 days *IP Whitelist = [leave empty]*Allow Writes = YesBooking Conditions:*Property Access Status = Owned by this account only*'''Property key:'''All not Cancelled *Settings > Properties > Access > propKey Invoice Balance = secret_key_for_prop_XXXXXXNot Zero
Set Invoice tab:*Type = Amount*Description = Payment Fee||[INVOICEBALANCE:2.2%]*Amount = 0 (leave as 0 so the triggers you need, value is set from the calculation in Description field)*Per = Room*Period = one time*VAT = 19% (for example:- enter the VAT amount if applicable)
Booking Source = BookingThe fee will be added the next time the auto actions run.com</div></div>
Set the webhook like this:===Modify description/values of an existing invoice item in a booking ===
*URL <div class= <nowiki"mw-collapsible mw-collapsed">https://api.beds24.com/json/setBooking</nowikidiv class="headline-collapse" >*Custom Header = [leave empty]===Update the Description field of a charge/invoice item====
__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.
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.
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
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.
There is no need for a separate auto action as the message will be sent to the appropriate email from property template 5.
In the Trigger tab of the Auto Action, enter the Group keyword in *'''"Send Message''' = Booking APIOnly To Property Groups" OR "Exclude Property Groups" you want to include/Smart Emailexclude from the Auto Action.
'''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 "or" that hackers often use in sql injection attacks. Once you find the item causing the problem, try rewording it. '''Auto Action is not visible in a sub account''' If you have sub accounts and need an auto action to be used across multiple accounts/properties, then create the auto action at the Master Account Level and set Property = 'All visible in account' and ensure the Master account has access to the properties. == Examples == === Send Emails/Message/SMS to guests === <span style="color:#019cde; font-size: 150%;“ >{{#fas:info-circle}} </span> Message API messages will be shown in the message tab of the booking and in the Channel Message centre. Currently this is only available for Booking.com and Airbnb. <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an message or SMS Email to Guest the guest when the status of a booking made more than 10 days in advancechanges to "Cancelled"====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time:
*Trigger Event = Check-in
*Trigger Time = -365 days*Trigger Window = 355 days365 Booking Source*Booking Status Source = All not cancelled(for example)
Booking tab:*Execution = One time onlyConditions*Booking Status = No ChangeCancelled
'''Message tab''': For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
*'''Send Message''' = Booking API/Smart Email
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
*'''Email Subject''' - enter the subject for your Guests
*'''Plain Text Box''' text box - will send to channels using Message API
Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]]
*'''HTML box''' - Email will be sent
Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
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. *SMS Email Subject - enter the subject for your Guests *Plain Text Box - will send to channels using MessageAPI
</div>
<div class="headline-collapse" >
====Send an message or SMS to Guest when booking made more than 7 10 days in advance====
</div>
<div class="mw-collapsible-content">
*Booking Status = All not cancelled
*Booking Status = No Change
'''Message tab''': For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
*'''Send Message''' = Booking API/Smart Email
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
*'''Email Subject''' - enter the subject for your Guests
*'''Plain Text Box''' - will send to channels using Message API
Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]]
*'''HTML box''' - Email will be sent
Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
'''SMS tab :'''
Please note a charge applies per SMS message.
Enter the message to send, messages will be truncated at 160 characters. Template variables can be used.
</div>
</div>
<div class="headline-collapse" >
====Send an message or SMS to Guest when booking made more last minute booking - 6 than 7 days or lessin advance====
</div>
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Alternatively you an use Between Booking and Check in
'''Trigger tab:'''
*Trigger Event = Booking (but not after check-in)
*Trigger Time = Immediate
*Trigger Window = 1 day
*Between Booking and Check in = 0 7 to 6999 Booking Conditions:
*Booking Status = All not cancelled
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
*'''Email Subject''' - enter the subject for your Guests
*'''Plain Text Box''' text box - will send to channels using Message API
Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]]
*'''HTML box''' - Email will be sent
Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
'''SMS tab :'''
Please note a charge applies per SMS message.
Enter the message to send, messages will be truncated at 160 characters. Template variables can be used.
'''Booking tab:'''
*Execution = One time only
*Booking Status = No Change
</div>
<div class="headline-collapse" >
====Send an Email with a key code message or SMS to Guest for a specific unit one day before checklast minute booking -in6 days or less====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time:*Trigger Event = CheckBooking (but not after check-in)*Trigger Time = -1 dayImmediate*Trigger Window = 1 day *Between Booking and Check in = 0 to 6 Booking Conditions:
*Booking Status = All not cancelled
'''Message tab: ''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
*'''Send Message''' = Booking API/Smart Email
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
*'''Email Subject''' - enter the subject for your Guests
*'''Plain Text Box''' text box - will send to channels using Message API
Message Text :- enter the text you wish to send to your guestsinclude URL. Template variables can be used [[Template_Variables| see here]]
'''SMS tab :'''
</div>
<div class="headline-collapse" >
====Send an Email to the guest when with a payment is madekey 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 = After BookingCheck-in*Trigger Time = Immediate-1 day*Trigger Window = 365 1 day Booking Conditions
*Booking Status = All not cancelled
'''Message tab: ''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
*'''Send Message''' = Booking API/Smart Email
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
*'''Email Subject''' - enter the subject for your Guests
*'''Plain Text Box''' 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
</div>
<div class="headline-collapse" >
====Send an Email to guests from Channelsthe guest when a payment is made====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 1 365 day*Booking Source = Channel Manager
Booking tabConditions:*Execution Booking Status = One time onlyAll not cancelled*Booking Status Invoice Balance = Any Payment made OR Invoice Balance = No Change Zero (payment in full)
'''Message tab: ''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
*'''Send Message''' = Booking API/Smart Email
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
*'''Email Subject''' - enter the subject for your Guests
*'''Plain Text Box''' 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
*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" >
====Send a message (an Email or sms) to guests that have Checked-out 30 days or morefrom Channels====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:*Trigger Event = After Check-out*Trigger Time = 30 days*Trigger Window = 365 days '''
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
*'''Email Subject''' - enter the subject for your Guests
*'''Plain Text Box''' 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]]
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Email Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API 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]] '''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
to send to phone number 015625346 in the UK (Country code 44) enter the following number
Enter the message to send, messages will be truncated at 160 characters. Template variables can be used.
'''Booking tab: ''' (optional)
*Execution = One time only
*Flag Text = The text you want to display
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Time*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 1 day
'''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 text box (Using Message API)*Subject - enter the subject for your Guests*Plain Text Message :- enter the Message text you wish to send to your guests include the payment link
https://beds24.com/bookpay.php?bookid=[BOOKID]
https://wiki.beds24.com/index.php/Category:Payments#Payment_Request
*HTML Message (Send Email) *Email Subject - enter the subject for your Guests*Email Text :- enter the Email text you wish to send to your guests include template variable
[PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options.
'''Booking tab:'''
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
</div>
</div>
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Time:
*Trigger Event = Check-in
*Trigger Time = -42
*Trigger Window = 1 day
Booking Souce: *Booking Source = 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.**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.
*Plain Text text box (Using Message API)*Subject - enter the subject for your Guests*Plain Text Message :- enter the Message text you wish to send to your guests include the payment link
https://beds24.com/bookpay.php?bookid=[BOOKID]
https://wiki.beds24.com/index.php/Category:Payments#Payment_Request
*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
[PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options.
'''Booking tab:'''
*Execution = One time only
*Flag 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>
'''Create Auto Action one'''
'''Trigger tab:'''
*Trigger Event = Booking (but not after check-in)
*Any Booking Info Code = MULTIPLE (for example) this can be used if you only allow some guests to make multiple payments.
'''Message tab: '''
*'''Send Message''' = Booking API/Smart 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.**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.
*Plain Text text box (Using Message API)*Subject - enter the subject for your Guests*Plain Text Message :- enter the Message text you wish to send to your guests include the payment link
https://beds24.com/bookpay.php?bookid=[BOOKID]
https://wiki.beds24.com/index.php/Category:Payments#Payment_Request
*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
[PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options.
'''Booking tab:'''
*Execution = One time only
</div>
</div>
<div class="mw-collapsible mw-collapsed">
'''Create Auto Action oneTrigger tab:'''Trigger tab:
*Trigger Event = Check-in
*Status = All not cancelled
'''Message tab''': For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
*Send Message = Booking API/Smart Email : select the appropriate option
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.
*'''Send Message''' = Booking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *'''Email Subject''' - enter the subject for your Guests *'''Plain Text Box''' text box - will send to channels using Message API
Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]], change the pay=100 to the value you require.
https://beds24.com/bookpay.php?bookid=[BOOKID]&g=st&capture=0&pay=100.
*'''HTML box''' - Email will be sent
Email Text :- It is possible to use the same details (URL) as in the Plain Text text box above. Template variables can be used [[Template_Variables| see here]]
'''Booking info tab: (Optional)'''
*Booking Info Code = SECDEPOSIT (for example)
*Booking Info Text = Security deposit request sent.
</div>
This uses a smart template variable. In this example we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text.
'''Trigger tab:''' Time:*Trigger Event = Booking Field Contains - select "Language" in the next field enter: the short code for the language this Auto Action is for.*Trigger Time = Immediate*Trigger Window = 1
Booking Fields:*'''Send Message''' = Internal OnlyBooking Field Contains - select "Language" in the next field enter: the short code for the language this Auto Action is for.
*'''Email Subject''' - enter the subject for your GuestsSend Message = Internal Only
*'''HTML box''' - Internal Email will Address = enter the email address this message should be sentto.
*Email Text :Subject - Template variables can be used in enter the message. [[Template_Variables| See here]]subject for your Guests
*HTML box - Email will be sent
*Email Text :- Template variables can be used in the message. [[Template_Variables| See here]]
</div>
</div>
<div class="mw-collapsible-content">
This uses a smart template variable. In this example the auto action will trigger on Booking and for 1 day, we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text. '''Trigger tab:''' Set the rules to when this Auto Action should trigger. Time:*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1
Booking tabConditions: Whatever you want*Booking Status = All Not Cancelled
'''SMS tab:'''
*Phone Number = [GUESTMOBILE]
*SMS Message = [IF=:[GUESTLANGUAGE]:fr:French_text|English_text]
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Send Remotelock/Lockstate, Nuki PIN or Chekin Link 2 days before Check-in ====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time:-
*Trigger Event = Check-in
*Trigger Time = -2 (the number of days before check-in you want to sent the code or link)
*Trigger Window = 2
Booking Souce :-
*Booking Source = All
*Booking Status = All but not cancelled
Booking Conditions:-
*Group bookings = Trigger all on master
</div>
</div>
<div class="headline-collapse" >
====Send Email to all current guest guests with check-in details 2 days before Check-in, booking paid/no 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 = Check-in
*Trigger Time = Immediate*Trigger Window = 14 -2 (the max number of days your guests can staybefore check-in you want to sent the code or link)*Trigger Window = 2 Booking Source:-
*Booking Source = All
*Booking Status = All but not cancelled
Booking Conditions:-
*Group bookings = Trigger all on master
*Any Booking Info Code Invoice Balance = CHECKIN*Exclude Booking Info Code = CHECKOUT Zero
Message tabText : *Send Email = Guest API/Smart Email (or one - enter the text you wish to send to your guests. This can include any information that is important for the checkin of the other options)*Attachment = Select an option from guest, for example the drop down list. *EMail Subject = Enter Key code for the appropriate details *Email Text = Your text which includes door, who to contact if there are any issues, template variables can be used, see the details for your current guests. list of ALL template variables that can be used [[Template_Variables| see here]]
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Send Email after the cleaner has cleaned the roomto guests with check-in details 2 days before Check-in, Security Deposit Authorised at Stripe ====
</div>
<div class="mw-collapsible-content">
*Booking Status = All but not cancelled
Booking Conditions:-
*Group bookings = Trigger all on master
*Template Variable Invoice Balance = [UNITSTATUS1] Contains Zero Info codes :-*Any Booking Info Code = cleanSTRIPEAUTHORIZE
*Send Message = Booking API/Smart Email
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Add CHECKOUT Booking info code Send Email to bookings all current guest (Check-in) ====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
*Booking Status = All but not cancelled
Info Codes: *Any Booking Info tab: 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. *Send Message = Booking Info 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 *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]] <span class= Auto "" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you use the Checkin/Checkoutfeature 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>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Group checkSend Email with Guest Invoice -in PDF attachment====
</div>
<div class="mw-collapsible-content">
*Booking Status = All but not cancelled
*Attachment = Select the Invoice Template from the drop down list. *Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]] <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkout to your bookings (Booking info tab : ) or create an auto action to add the Booking Info Codes to the bookings. If you send Emails with pdf attachment (invoice, booking template) to Alias-Email addresses created by channels the channel might block the attachment so it is not delivered to the guest. Ask your channel about their policy regarding this. *Info Code = LATECHECKINOther 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==Add invoice items to a booking ==="headline-collapse" >
</div>
<div class="mw-collapsible-content">
Booking Conditions:*Group bookings = Trigger all on master*Booking Status ==Payments/Pending Payments===All but not cancelled
*Attachment = Select Booking Template from the drop down list.
</div>
<div class="headline-collapse" >
====Collect outstanding booking balance 3 days prior to arrival( Credit card details were collected at time of booking)Send Email after the cleaner has cleaned the room====
</div>
<div class="mw-collapsible-content">
Time:
*Trigger Event = Checkin
*Trigger Time = Immediate
*Trigger Window = 1
Booking Fields:*Template Variable =[UNITSTATUS1] Contains ==='Capture' a Security Deposit when Credit card is collected at time of booking. ====</div><div class="mw-collapsible-content">clean
*Subject - enter the subject for your Guests
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply an info code and and/or icon when a payment was madeSend 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 tabTab :''' Time:*Trigger Event = After BookingCheckin (depending on when you want to notify the guest)*Trigger Time = Immediate-2 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 3652 Booking Source:*Booking Source = All Booking Conditions:*Group bookings = Trigger all on master
*Booking Status = All but not cancelled
Booking Info tabFields:*Execution Template Variables = One time only*Info Code = Enter the preset code for the icon or info code which you have created in SETTINGS->ACCOUNT->PREFERENCES.</div></div>[IFBETWEEN:[TURNOVERDAYS]:0:3:yes|no|no] equal yes
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Using Pending Payments as a Payment ReminderSend Email to your guest - Upselling additional nights - nights available before checkin ====
</div>
<div class="mw-collapsible-content">
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply a flag for a bookings from a channel which have breakfast includedSend Email to your guest - Offering Early Checkin ====
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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:- *Execution Send Email = One time onlyGuest API/Smart Email (or one of the other options)*Flag EMail Subject = Enter the appropriate details *Email Text = The 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 want would like to displaystay 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, *Flag Colour - choose the flag colourBooking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Early Checkin
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<div class="headline-collapse" > ====Apply a flag when deposit was made prior Send Email to Checkyour guest -inOffering Late Checkout ====
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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 = Check-inCheckout*Trigger Time = -365 1 days (for example : must be a negative value and depending on when you want to notify the same as the value guest, in Trigger windowthis example 2 days before arrival)*Trigger Window = 3651*Booking Source = All
*Booking Status = All but not cancelled
*Invoice Balance Group bookings = Any Payment made Trigger all on master*Template Variables = [IF>:[TURNOVERDAYS]:1:yes|no] equal yes
Message tab :- *Send Email : select = Guest API/Smart Email (or one of the other options)*EMail Subject = Enter the appropriate optiondetails *Email Text = Your text, using the template variables to modify the specific text in the booking. Enter : Subject the text in both Plain text Box (Messaging API) and Email contentHTML Box (Emails)
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 info tab : (optional)Reservation Number [BOOKID] and Offer ‘LATECHECKOUT’ for the special Price.
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====Apply Send Email to your guest - Offering Late Checkout Only on a flag/colour for a booking coming from a certain channelSunday when there is no new arrival ====
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If using Daily Prices, then go to Calendar, and set the price and date range, then only Sunday, untick all the other days. Enable list, untick all channels, leave only 'beds24.com' for your booking page. '''Step 3: ''' Create the Auto Action Trigger Tab :- *Trigger Event = Checkout*Trigger Time = -1 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 1*Booking Source = All *Booking Status = All but not cancelled*Between Booking and Check in = 2 and 999 (to stop the auto action triggering on the new booking) *Group bookings = Trigger all on master *Template Variables = [IF=:[LEAVINGDAY:{%a}]:Sun:|[IF>=^[TURNOVERDAYS]^1^yes~no]] equal yes This template variable tests if the departure day is a Sunday and there is at least 1 day between the existing guest booking and the next booking. Message tab :- *Send Email = Guest API/Smart Email (or one of the other options)*EMail Subject = Enter the appropriate details *Email Text = Your text, using the template variables to modify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails) Dear, [GUESTNAME], We are very happy to offer you 'Late Check-out' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK]. If you would like a late checkout, please use this link to make the booking and payment. https://beds24.com/booking2.php?checkin=[LEAVINGDAYYYYY-MM-DD]&br7-[ROOMID] <span class="" style="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" > ====Apply a flag Send an email to the Owner/Internal email address when a payment FAILS at Stripe====
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*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
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===Booking Info Codes===
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====Apply a flag Add CHECKIN Booking info code to Booking.com bookings and auto report the Credit Card when a payment FAILS at Stripe====
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Trigger tab:
*Trigger Event = After BookingCheck-in
*Trigger Time = Immediate
*Trigger Window = 3651 day
*Booking Source = All
*Booking Status = All but not cancelled
*Booking Info Code Group bookings = BOOKINGCOMCARD Trigger all on master
Booking Info tab:*Execution Booking Info Code = One time onlyCHECKIN*Flag Booking Info Text = Failed CC reported to Booking.com *Flag Colour - choose the flag colourAuto Checkin
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<div class="headline-collapse" > ==== Change the status of all "Request" Add CHECKOUT Booking info code to bookings to "Cancelled" after three days ====
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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:*Execution Trigger Event = Check-out*Trigger Time = One time onlyImmediate*Trigger Window = 1 day*Booking Source = All*Booking Status = CancelledAll but not cancelled*Group bookings = Trigger all on master Booking Info tab: *Booking Info Code = CHECKOUT*Booking Info Text = Auto Checkout
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<div class="headline-collapse" > ==== Change the status of all bookings which have been imported from Ical to "Request" Group check-in ====
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This requires the master booking to be checked-in via the check-in function.
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate immediately*Trigger Window = 365*Booking Source = Ical Import (1, 2, 3)All*Booking Status = All but not cancelled*Group bookings" = Trigger all on master*Info Code = CHECKIN
Booking info tab:*Execution Info Code = One time only*Booking Status = Request Booking changes are applied before the mail is sent.CHECKIN
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<div class="headline-collapse" > ==== Change Room Unit Status when guest checks out Identify Repeat Guest ====
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This requires you to use the Guest database. Trigger tab: *Trigger Event = Check-outAfter Booking*Trigger Time = Immediate immediately*Trigger Window = 1 day365*Booking Source = All
*Booking Status = All but not cancelled
*Any Booking Info Code Group bookings" = CHECKOUT Trigger all on master*Template Variable = [GUESTSID1] greater than 0
Booking info tab:*Execution = One time only*Change Room Unit Status Info Code = 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.REPEAT
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====Use APIIdentify bookings with Custom Question ticked/Webhook to write to the field 'Message'unticked ====
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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.
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<div class="headline-collapse" > ====Use API/Webhook Add a fee (Penalty) to write the value of the 'commission' field to a new invoice itemall bookings with an Outstanding Balance====
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You can create want to add a new invoice item that contains the price of the channel's commission as a negative value to subtract it from the room price2. You use the API JSON function '''setBooking''' for this. First you need 2% fee to configure access all bookings if there is an outstanding balance 2 days prior to the API:checkin.
</div><div class="mw-collapsible-content"> In some cases Channel bookings have different descriptions for the same charge item - i.e. Cleaning, update the description field in the invoice item so they all match, using the format (findthisinvoicedescription^replacewiththisdescription) Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = 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*Body Data 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 Booking Trigger = Trigger only Master (this will trigger on individual bookings and Master booking if a group) Booking Info tab: OptionalAdd a booking info tab for information and reporting*Flag Text = PendingPayment (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Booking tab: Optional*Booking Info Code = PENDPAY*Booking Info Text =Pending payment added Invoice tab:*Payment Type = select on what the payment is calculated (Percent of Balance due)*Description = the text you will see in the "Charges and Payments" tab*Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = enter the amount or percentage you want to collect*Payment Rule = use auto or manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here *Payment Due = Set when the payment is due Create a Payment Rule to collect a payments when bookings are not cancelled. 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="authenticationmw-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=""apiKeystyle="color: #f3e504; font-size: 150%;">{{#fas: lightbulb}} </span> <span style="my_very_secret_api_keyfont-weight: bold;">Tip</span> A price value for the invoice item can be specified after a second pipe (|) symbol,this can be used to calculate a price using template variables. If the price value in the description field is zero or absent, the numeric value from the amount field will be used. *Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = 0*Payment Rule = use auto or manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) Payments > Payment Rules they will be available here *Payment Due = Set when the payment is due Create a Payment Rule to collect a payments when bookings are not cancelled. Go to Settings > Payments > Payment Rules Payment Rule : Name = Enter your title - Not Cancelled (for example)Action = Auto Payment Trigger : *Booking Status = All not cancelled*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action : *Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure </div></div> <div class="mw-collapsible mw-collapsed"><div class="propKeyheadline-collapse": > ====Collect outstanding booking balance 3 days prior to arrival( Credit card details were collected at time of booking)====</div><div class="secret_key_for_prop_XXXXXXmw-collapsible-content"> ''''Create a Payment Rule (Optional)'''' Standard payment rules in the system are Auto & Manual, you can create additional rules for the collection of outstanding payments, you can control the collection of payments if the booking status is changed, for example the booking is cancelled before the final payment is due to be collected. Go to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES Create a Payment Rule to collect payments if bookings are not cancelled. Click '''Create New Payment Rule''' : Payment Rule:*Name = Enter your title - Not Cancelled (for example) *Action = Auto Payment Trigger :*Booking Status = All not cancelled*Any Booking Info Code (optional)*All Booking Info Codes (optional)*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action :*Funding Source = Guest card only*Payment value adjustment = Limit to group booking balance*Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure Prevent Auto Payment :*Prevent payment if booking status = Cancelled*Prevent payment after check-out (days) = 7 (default)*Prevent payment action = Set Manual '''Create Auto Actions ''' Collect the outstanding balance for bookings created via your booking page. Go to {{#fas:cog}}(SETTINGS) GUEST MANAGEMENT > AUTO ACTIONS and click '''Create New Action''' to create them. '''Collect outstanding balance for direct bookings''' Trigger tab:*Time**Trigger Event = Checkin**Trigger Time = -3 days (set the time you want to collect the payment)**Time Window = 3 days (set this to the same number (positive) as Trigger time. *Booking Source**Booking Source = Direct. You can have different auto actions/rules for direct bookings -v- channel bookings,then select ‘Direct’ this will include manually created bookings and booking page bookings. *Booking Conditions**Group Booking Trigger = Trigger only Master**Status = All not cancelled**Invoice Balance= Not Zero (can be used to refine the auto action being triggered) Booking tab:Optional*Flag Text = Pending payment added (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Booking Info tab: Optional, for information and reporting*Booking Info Code = BALANCE (for example enter the value - use one word only)*Booking Info Text = Enter the description/text to show in for the Booking Info Code. Invoice tab: <div class="warning">{{#fas:exclamation-triangle}} ONLY use Payment Type =‘ Percent of Group balance due’ if you selected Trigger tab > Booking Conditions > Group Booking Trigger = Trigger Only Master.</div> *Add a Pending Payment to the booking**Payment Type = Percent of Group Balance due (select on what the payment is calculated) **Description = the text you will see in the "Charges and Payments" tab**Status = if you use the status function add the status you want to apply to the pending payment (optional)**Amount = 100 (this will be 100% of the outstanding group balance) **Payment Rule = Not Cancelled - See Step 4 above (if you have set up payment rules in {{#fas:cog}} (SETTINGS) PAYMENTS ->PAYMENT RULES they will be available here) **Payment Due = Trigger date**Payment time = set the time to collect payment**Invoicee = If you use the "invoicee" function you can select which invoicee the pending payment will be assigned to. </div></div> <div class="bookIdmw-collapsible mw-collapsed"><div class="headline-collapse" > ===='Capture' a Security Deposit when Credit card is collected at time of booking. ====</div><div class="mw-collapsible-content"> Trigger tab: *Trigger Event = After Booking *Trigger Time = immediate*Booking Source =All (for example, you can also set different rules for different channels) Info Codes:Any Booking Info Code = CARDTOSTRIPE Invoice tab:*Payment Type = Fixed amount*Description = Security Deposit (the text you will see in the "Charges and Payments" tab)*Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = 100 (balance is full price so 100% of the balance)*Payment Rule = Security Deposit (Create a Payment Rule, see below) *Payment Due = check in <span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> Automatic collection is only available for customer who use [[BOOKIDStripe]]". 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"invoice> ====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"description> ====Apply a flag when a booking is cancelled====</div><div class="mw-collapsible-content">Trigger tab*Trigger Event = After Booking*Trigger Time = 1 Hour*Trigger Window = 365 days*Booking Status = Cancelled Booking tab: *Execution = One time only*Booking Status = No Change*Flag text = (enter the text you require)*Flag Colour = Set as required</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse"> ====Apply a flag for a bookings from a channel which have breakfast included====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Booking.com Commission(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"status> ====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.</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 :"qtyApply 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="1mw-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"price====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Ical Import (1, 2, 3) Booking tab:*Execution = One time only*Booking Status = Request Booking changes are applied before the mail is sent.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ==== Change Room Unit Status when guest checks out ====</div><div class="mw-collapsible-content">Trigger tab*Trigger Event = Check-out*Trigger Time = Immediate*Trigger Window = 1 day*Booking Status = All but not cancelled*Any Booking Info Code = CHECKOUT Booking tab: *Execution = One time only*Change Room Unit Status = Select the option It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkin to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.</div></div> ===API/Webhook===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Use API/Webhook to write to the field 'Message'====</div><div class="mw-collapsible-content"> You can use a webhook in conjunction with the API JSON function '''setBooking''' to write to any field in the booking. First you have to configure access to the API: You need two keys to use our API JSON functions - one for the API itself and one for the property. The keys have to consist of 16 characters of your choosing.<br> '''API key:'''*{{#fas:cog}} (SETTINGS) ACCOUNT -> ACCOUNT->ACCESS "API Key 1"*API Key = my_very_secret_api_key*API Key Access = allow any IP*IP Whitelist = [COMMISSIONNUMleave 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::{::"vatRateauthentication": "7.00",::{:::"typeapiKey": "0my_very_secret_api_key",::::"invoiceeIdpropKey": "secret_key_for_prop_XXXXXX"::},::"bookId":}"[BOOKID]",::"message": "[MESSAGE]- Append this message"
:}
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<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Use API/Webhook to write the value of the 'commission' field to a new invoice item====
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<div class="mw-collapsible-content">
You can create a new invoice item that contains the price of the channel's commission as a negative value to subtract it from the room price. You use the API JSON function '''setBooking''' for this. First you need to configure access to the API:
You need two keys to use our API JSON functions - one for the API itself and one for the property. The keys have to consist of 16 characters of your choosing.<br>
'''API key:'''
*{{#fas:cog}} (SETTINGS) ACCOUNT -> ACCOUNT->ACCESS "API Key 1"
*API Key = my_very_secret_api_key
*API Key Access = allow any IP
*IP Whitelist = [leave empty]
*Allow Writes = Yes
*Property Access = Owned by this account only
*'''Property key:'''
*{{#fas:cog}} (SETTINGS) PROPERTIES > ACCESS> propKey = secret_key_for_prop_XXXXXX
Set the triggers you need, for example:
Booking Source = Booking.com
Set the webhook like this:
*URL = <nowiki>https://api.beds24.com/json/setBooking</nowiki>
*Custom Header = [leave empty]
*Body Data =
:{
::"authentication":
::{
:::"apiKey": "my_very_secret_api_key",
:::"propKey": "secret_key_for_prop_XXXXXX"
::},
::"bookId": "[BOOKID]",
::"invoice":
::[
:::{
::::"description": "Booking.com Commission",
::::"status": "",
::::"qty": "1",
::::"price": "-[COMMISSIONNUM]",
::::"vatRate": "7.00",
::::"type": "0",
::::"invoiceeId": ""
:::}
::]
:}
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<div class="headline-collapse" >
====Use Auto Action/Webhook to write to send data to Integromat====
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<div class="mw-collapsible-content">
You can use this option to send data to your Integromat account.
Set the rules in the Trigger tab, when you need to send the data to Integromat.
Go to Webhook tab:
URL = https://hook.integromat.com/ followed by your integromat account key.
Body Data = you can use the template variables allows in the list for Integromat [[https://wiki.beds24.com/index.php/Make#Data_Fields Data fields]]
For example :-
bookingData={
"bookId":"[BOOKID]",
"guestMobileNum":"[GUESTMOBILENUM]",
"guestMobile":"[GUESTMOBILE]",
"guestSMS":"[GUESTSMS:44]",
"guestFirstName":"[REPLACE|&|and|[GUESTFIRSTNAME]]",
"propertyName":"[PROPERTYNAME]",
"propertyId":"[PROPERTYID]",
"firstNight":"[FIRSTNIGHTSHORT]",
"lastNight":"[LEAVINGDAYSHORT]"
}
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===Testing for Modified bookings===
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<div class="headline-collapse" >
====Use Template Variables to test for Modified bookings====
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<div class="mw-collapsible-content">
You can test if the booking has been modified, adding a booking info code to the booking will then allow you to trigger other auto actions, run reports etc.
Trigger tab
*Trigger Event = Booking (but not after Check-in) OR Booking
*Trigger Time = 1 day (this will ensure that NEW bookings do not trigger this auto action)
*Trigger Window = 365 days
*Booking Status = All not cancelled
*Template Variables [MODIFYDATE:{%Y-%m-%d %H:%M:%S}] greater than [CURRENTDATE:-1day{%Y-%m-%d %H:%M:%S}]
Booking tab: (Optional)
*Flag text = (enter the text you require)
*Flag Colour = Set as required
Booking Info tab : (optional)
*Booking Info Code = MODIFIED
*Booking Info Text = Booking modification
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