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Go Template variables provide great flexibility when creating/managing the Auto Actions. Setup one Auto Action to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> AUTO ACTION and click trigger on "Edit" multiple/all properties/rooms with the property specific details, using the [[Template Variables]]. This removes the need to duplicate your auto actions for each Property. Reducing the ongoing management, multiple copies of the same auto action will require you to edit/modify an existing each auto action or on "Create New Action" to set up a new rather than update one auto action.
'''Auto sending:''' == Setup ==
'''Before setting up an auto action please note<span style="color:'''#fe746c;“ >{{#fas:exclamation-triangle}} </span>To use this function you need to set the system to use your own Email address for outgoing emails under {{#fas:cog}} (SETTINGS) ACCOUNT -> OUTGOING EMAIL.
"Booking Source" = "Direct" applies '''Property, Room, Unit''' You can refine the use of the Auto Actions only Action, by specifying if it should trigger on specific properties or all properties/rooms. You can select if it should trigger on All properties, All Owned by, All visible in account or a specific Property. If you select a specific Property then you can also select a specific Room id. It is possible to bookings from your own web site'Exclude' specific Beds24 Room ids, manually added bookings and bookings imported though you can find the API (not Room id from the channel manager)Room Setup. If required, you want to apply and Auto Action only to manually added bookings add your username can also specify specific Offers/Units in Room Types. Send/Exclude Property Groups, this will use the "Referrer" fieldvalues you have entered in {{#fas:cog}} (SETTINGS) BOOKING PAGE > MULTIPLE PROPERTIES > PROPERTY SETTINGS > GROUP KEYWORDS. '''Time'''
== Actions =="Between Booking and Check in" can be used to include/exclude Same day/Near term bookings, set the number of days.
=== Messaging/Email ===Go to Email to create or modify a prepared Email template. Templates can contain [[Template Variables]] to include "Check In From" and "Check In To" use if you have specific information specific relating to the booking in the Emailbookings between these dates, special offers, for example the guests name or the arrival datemajor disruptions etc.
*To send Emails automatically you need to set up your outgoing Email address in SETTINGS -> ACCOUNT -> OUTGOING EMAIL. '''Booking Source'''
*To send Emails "Booking Source" = "Direct" applies the Auto Actions only to bookings from your own web site, manually open a booking added bookings and go to bookings imported though the API (not the MAIL tabchannel manager). Manual Emails will open If you want to trigger only on manually added bookings add your username in a window, you may send it as is or edit it before sendingthe "Referrer" field.
Some systems have a limit of about 2000 characters for this form of email generation. If the email will not open try reducing the amount of text.'''Booking Conditions'''
If Auto Action Emails are send automatically they are send through your Email server"Group Booking Trigger" - use the (?) context help for the options. You should see "Invoice Balance" - use this on your server. Whether you see it in your Sent box or not depends on your Email programto for payments and reminders.
If Auto Action Emails are sent manually via a link in the "Email Templates" list in the booking Beds24 will first try to send through your Email server. You should see this on your server. Whether you see it in your Sent box or not depends on your Email program.'''Info Codes'''
The easiest way 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. *Property name - can be accessed in template variable [PROPERTYNAME] *Property Address - can be accessed in template variable [PROPERTYADDRESS] You will find the full list of Property Template Variables when you go to [[Template_Variables#Property_Variables|Property Variables]]
It is also possible There are additional Property Templates that can be used in Messages/Emails/SMS to specify a booking number and test if the auto action would trigger on guest that booking with some diagnostics information shown to help trouble shootingcan be customised for each Property. Each Property Template can hold customised text that can be used in Auto Actions, Booking Templates, Invoices and Reports.
== Troubleshooting == '''If Auto Actions do not send:''' The list in the "Mail" tab of the booking will tell you why. Common causes are: *Is your outgoing Email address working? Go to {{#fas:cog}} (SETTINGS-) >ACCOUNT-PROPERTIES >OUTGOING EMAIL and click on "Send Test Email"DESCRIPTION >PROPERTY TEMPLATES you will see the list that are available. *Is your Auto Action set to send automatically? *Is the guests Email address valid ("Mails" tab of the booking)? *Is the booking set to allow Allow Auto Actions ("Mails" tab of the booking)? *Do all trigger events apply to the booking?
'''Delayed trigger of Auto Action:''' See section Performance and testing aboveWhen you create each Room/Unit the information is held in Room/Unit specific template variables.
'''Auto Action is not editable''' To have write access to an auto action an account needs to have write access to all properties to which You will find the auto action applies. This might not be the case if full list of Room/Unit Template Variables when you use sub accounts and the Auto Action is set go to trigger for "All Properties". [[Template_Variables#Room_Variables|Room Variables]]
'''You don't have permission to access control2.php on this server''' error message, when See the save button is clicked It is most likely something in your content triggering the firewall. Try adding the content bit by bit until you find the item causing the problem. Often it is a script or HTML item that appears to the firewall as a possible hacking attack. It can also be something that looks innocent like a combination full list of numbers and words like "and" or "or" that hackers often use in sql injection attacks. Once you find the item causing the problem, try rewording it[[Template Variables]].
== Examples ==You can send a message/email to your guests, confirming their booking date, property details and property contact details. Use the property, room and booking templates to build the message/email in one Auto Action, rather than one auto action per property.
=== Send Emails/MessageThis approach will reduce the ongoing management, update one Auto Action and it will apply to all/SMS selected properties rather than having to guests ===edit multiple auto actions with the same overall message.
Message API messages will be shown in the message tab of the booking and in ===Example 1 - Each property has a different access code for the Channel Message centre. Currently this is only available for Booking.com and Airbnb. main building door ===
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an Email to the guest when the status of Your properties have security doors with keycodes, each property has a booking changes to "Cancelled"====</div><div class="mw-collapsible-content">different code.
Trigger tabGo to {{#fas:*Trigger Event = Check-in*Trigger Time = -365*Trigger Window = 365*Booking Source = All cog}} (for exampleSETTINGS)*Booking Status = Cancelled>PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES > Property Template 1 enter the Building Access Code, use this same field in each property and set the appropriate code.
Message tab: For channels using Then in the Message API, then enter the text Auto Action use [PROPERTYTEMPLATE1] in the Plain text box, for emails enter the text in rather than the HTML boxactual value.
If the "Mail & Actions" tab contains There is no need for a "real" Email address the message is sent separate auto action due to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possiblefront door keycode being different.
If no connection to a messaging system ===Example 2 - Housekeeping/Cleaning Team is available the message will send to the Email address from the "Mail & Actions" tab of the Emaildifferent for each Property.===
*'''Email Subject''' - enter Each of your properties has a different housekeeping/cleaning team and you need to send them an email with the subject booking details for your Guestseach booking.
*'''Plain Text Box''' - will send Go to channels using Message API{{#fas:cog}} (SETTINGS) >PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES > Property Template 5 enter the email address for Housekeeping/Cleaning team.
*'''HTML box''' - Email There is no need for a separate auto action as the message will be sentto the appropriate email from property template 5.
Email Text :- It is possible to If you have different teams per room, then use a Room template rather than the same details (URL) as in the Plain Text box aboveProperty Template. Template variables can be used [[Template_Variables| see here]]
<span style=You can setup a "color:#fe746c;“ >{{#fas:exclamation-triangle}} <Group" for your Properties, this has a number of benefits, including sending/excluding messages/span> If you are using deposit collection make sure you set SETTINGS->PAYMENTS->PAYMENT COLLECTION emails to a Group of Properties, view a "Non Payment Booking StatusGroup" = Requestof properties in your Calendar and in Reports.
</divTo assign the "Group" to your Properties, go to {{#fas:cog}} (SETTINGS) ></divBOOKING ENGINE >MULTI BOOKING PAGE > PROPERTY SETTINGS > GROUP KEYWORDS.
<div class="mwEnter a Group name, it needs to be a single word -collapsible mw-collapsed"><div class="headline-collapse" >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.
====Change the status of all upcoming direct bookings to "Cancelled" and send an Email to the guest ====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = Check-Each property can be in*Trigger Time = -14 (multiple groups, enter multiple keywords separated by a comma, for example to cancel the bookings for the next two weeks)*Trigger Window = 14*Booking Source = Direct *Booking Status = All Not Cancelled:- 4BEDS, OceanView, Dublin.
Booking In the Trigger tab: of the Auto Action, enter the Group keyword in *Booking Status = Cancelled"Send Only To Property Groups" OR "Exclude Property Groups" you want to include/exclude from the Auto Action.
Message tab<span style="color: For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box#f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> This filter will not apply if you are triggering on a single property.
*'''Send Message''' = Booking API/Smart Email= Performance and Testing ==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.
If The easiest way to do this is usually by reducing the testing window to the "Mail & Actions" tab contains a "real" Email address smallest necessary and adjusting the message is sent trigger condition to the guests Email addressmost suitable. If For example a trigger that tests all bookings from booking time for 1 year will test many bookings while a trigger that tests only a masked Email address is available the message sends via the channels API messaging systems if possible7 days before check-in will test less bookings and perform faster.
If no connection to The test tab of the auto action has a messaging system is available the message button which will send to the Email address from the "Mail & Actions" tab of show you how many and which bookings are being tested by the Emailauto action.
*'''Email Subject''' - enter It is also possible to specify a booking number and test if the subject for your Guestsauto action would trigger on that booking with some diagnostics information shown to help trouble shooting.
*== Troubleshooting == '''Plain Text 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- will >OUTGOING EMAIL and click on "Send Test Email". *Is your Auto Action set to send automatically? *Is the guests Email address valid ("Mails" tab of the booking)? *Is the Plain Text box populated with the text you want to channels using send (required when Message APIis being used? *Is the booking set to allow Allow Auto Actions ("Mails" tab of the booking)? *Do all trigger events apply to the booking?
Message Text '''Delayed trigger of Auto Action:- enter the text you wish to send to your guests include URL''' See section Performance and testing above. Template variables can be used [[Template_Variables| see here]]
* '''HTML boxAuto Action is not editable''' - Email will 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 sentthe case if you use sub accounts and the Auto Action is set to trigger for "All Properties".
Email Text :- '''You don't have permission to access control2.php on this server''' error message, when the save button is clicked It is possible 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 use the same details (URL) 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 Plain Text box aboveproblem, try rewording it. Template variables can be used [[Template_Variables| see here]]
</div> '''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/div>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.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >Examples ==
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 guest ====</div><div class="mw-collapsible-content">'''Trigger tab:''' Time: *Trigger Event = Check-in*Trigger Time = -14 (for example to almost phone in any country.cancel the bookings for the next two weeks)*Trigger Window = 14 Booking Source:*Booking Source = Direct Booking Conditions:*Booking Status = All Not Cancelled
The phone number must contain the international country code and phone number as it would be dialed internationally.Booking tab: *Booking Status = Cancelled
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
EXAMPLEIf 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.
4415625346*Plain Text Box - will send to channels using Message API
You can use Message Text :- enter the template text you wish to send to your guests include URL. Template variables can be used [[GUESTPHONETemplate_Variables| see here] or [GUESTMOBILE] but this will only work if the phone number has exactly the required format.
Enter Email Text :- It is possible to use the message to send, messages will be truncated at 160 characterssame 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
Booking tab:
*Execution = One time only
*Booking Status = No Change
*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 use template variables [[Template_Variables| see here]]be sent to almost phone in any country.
Example: Your room is [UNITNAME]. Check-in from: [UNITNAME:1] . The key phone number must contain the international country code is: [UNITNAME:2] and phone number as it would be dialed internationally.
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 thisDo not include any leading zeros or other characters and use no spaces.
</div></div>The number must start with the country code.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >EXAMPLE
====Send an Email to send to phone number 015625346 in the guest when a payment is made====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365 day *Booking Status = All not cancelled*Invoice Balance = Any Payment made OR Invoice Balance = Zero UK (payment in fullCountry code 44)enter the following number
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. 4415625346
*'''Send Message''' = Booking API/Smart EmailYou can use the template variables [GUESTPHONE] or [GUESTMOBILE] but this will only work if the phone number has exactly the required format.
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.*SMS Message
If no connection to a messaging system is available Enter the message to send, messages will send to the Email address from the "Mail & Actions" tab of the Emailbe truncated at 160 characters. Template variables can be used.
*'''Email SubjectBooking tab:''' - enter the subject for your Guests*Execution = One time only*Booking Status = No Change
*'''Plain Text Box''' - will send to channels using Message API</div></div>
Message Text :<div class="mw- enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]]collapsible mw-collapsed"><div class="headline-collapse" >
You should consider adding the invoice table to the email so the guest can see the booking details including Charges & Payments. ====Send an Email with a key code for a specific unit one day before check-in====</div><div class="mw-collapsible-content">'''Trigger tab:'''
[INVOICETABLE] - invoice tableProperty, 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.
It is also possible to include a customised invoice table using this template variable Time:*Trigger Event = Check- [INVOICE:PRI_QTY_CUA€] will create an invoice table with price and quantity in Euros.*Trigger Time = -1 day*Trigger Window = 1 day
Email Text '''Message tab:- It is possible to use ''' For channels using the same details as Message API, then enter the text in the Plain Text text box, for emails enter the text in the HTML box above. Template variables can be used [[Template_Variables| see here]]
You should consider adding the invoice table to the email so the guest can see the booking details including Charges & Payments. *Send Message = Booking API/Smart Email
[INVOICETABLE] - invoice tableIf 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.
It is also possible If no connection to include a customised invoice table using this template variable :- [INVOICE:PRI_QTY_CUA€] messaging system is available the message will create an invoice table with price and quantity in Eurossend to the Email address from the "Mail & Actions" tab of the Email.
</div></div>*Email Subject - enter the subject for your Guests
<div class="mw*Plain text box -collapsible mw-collapsed"><div class="headline-collapse" >will send to channels using Message API
====Send an Email Message Text :- enter the text you wish to send to your guests from Channels====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source = Channel Manager. Template variables can be used [[Template_Variables| see here]]
Booking tabIf you are using the "Additional Information" function {{#fas:*Execution = One time only*Booking Status = No Change cog}} (SETTINGS) PROPERTIES->ROOMS->SET UP "Unit Names" you can use template variables
Message tabExample: For channels using the Message API, then enter the text Your room is [UNITNAME]. Check-in the Plain text box, for emails enter the text in the HTML boxfrom: [UNITNAME:1] . The key code is: [UNITNAME:2]
*'''Send Message''' = Booking API/Smart EmailThe template variables will only work if you have entered text in {{#fas:cog}} (SETTINGS) PROPERTIES->ROOMS->SET UP "Unit Names". The context help for this setting will explain how to do this.
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 *HTML box - Email will send to the Email address from the "Mail & Actions" tab of the Email.be sent
*'''Email Subject''' If you are using the "Additional Information" function SETTINGS-{{#fas:cog}} (SETTINGS) PROPERTIES->ROOMS- enter the subject for your Guests>SET UP "Unit Names" you can use template variables [[Template_Variables| see here]]
*'''Plain Text Box''' Example: Your room is [UNITNAME]. Check- will send to channels using Message APIin from: [UNITNAME:1] . The key code is: [UNITNAME:2]
Message Text The template variables will only work if you have entered text in S{{#fas:cog}} (SETTINGS) PROPERTIES- enter the text you wish to send >ROOMS->SET UP "Unit Names". The context help for this setting will explain how to your guestsdo this. Template variables can be used [[Template_Variables| see here]]
*'''HTML boxBooking tab:''' - Email will be sent*Execution = One time onlyEmail 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]]*Booking Status = No Change
*'''HTML box''' [INVOICETABLE] - Email will be sentinvoice table
Email Text :- It is also possible to use the same details as in the Plain Text box above. Template variables can be used include a customised invoice table using this template variable :- [[Template_Variables| see here]INVOICE:PRI_QTY_CUA€]will create an invoice table with price and quantity in Euros
SMS tab :*HTML box - Email will be sent
Please note a charge applies per SMS messageEmail 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]]
*Send SMS Message : Enable*Phone Number : This is You should consider adding the phone number that will receive invoice table to the SMS notificationemail so the guest can see the booking details including Charges & Payments.
This is a global service and the notifications can be sent to almost phone in any country.[INVOICETABLE] - invoice table
The phone number must contain the international country code and phone number as it would be dialed internationally. Do not It is also possible to 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 a customised invoice table using this template variables variable :- [GUESTPHONEINVOICE:PRI_QTY_CUA€] or [GUESTMOBILE] but this will only work if the phone number has exactly the required formatcreate an invoice table with price and quantity in Euros. *SMS Message 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*Flag Colour - choose the flag colour
Plain Text (Using *Send Message = Booking API)*Subject - enter the subject for your Guests*Plain Text Message :- enter the Message text you wish to send to your guests include the payment link /Smart Email
https://beds24If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address.com/bookpayIf only a masked Email address is available the message sends via the channels API messaging systems if possible.php?bookid=[BOOKID]
You can find extra options If no connection to add a messaging system is available the message will send to the payment link if you want to refine Email address from the "Mail & Actions" tab of the details https://wiki.beds24.com/indexEmail.php/Category:Payments#Payment_Request
HTML Message (Send Email)
*Email Text :- enter the Email text you wish to send to your guests include template variable
[PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options.
Booking tab*Plain text box - will send to channels using Message API 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]]
Plain Text (Using Message API)*Subject - enter If the subject for your Guests*Plain Text Message :- enter "Mail & Actions" tab contains a "real" Email address the Message text you wish message is sent to send to your the guests include Email address. If only a masked Email address is available the payment link message sends via the channels API messaging systems if possible.
https://beds24If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.com/bookpay.php?bookid=[BOOKID]
You can find extra options to add to *Email Subject - enter the payment link if you want to refine the details https://wiki.beds24.com/index.php/Category:Payments#Payment_Requestsubject for your Guests
HTML Message (Send Email) *Edit Email Subject - enter the subject for your Guests*Edit Email Text :Plain text box - enter the Email text you wish to will 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. channels using Message API
Booking tab:*HTML box - Email will be sent
*Execution = One time only*Flag Email Text = The text you want to display*Flag Colour :- choose the flag colourBooking changes are applied before the mail It is sent so that possible to use the flag template variable can be reflected same details as in the EmailPlain text box above.</div></div>Template variables can be used [[Template_Variables| see here]]
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >'''SMS tab :'''
====Send Please note a Request for payment to your guests XX days after booking====</div><div class="mw-collapsible-content">charge applies per SMS message.
You allow your guests to make X *Send SMS Message : Enable*Phone Number : This is the phone number of payments for their bookingthat will receive the SMS notification.
You This is a global service and the notifications can not trigger the auto action multiple times, unless you manage this manually, therefore you need be sent to create multiple auto actions, so if you allow 3 payments for their booking, then you will need 3 auto actionsalmost phone in any country.
You will need to manually add a Booking Info Code to each booking that you have agreed to allow X paymentsThe phone number must contain the international country code and phone number as it would be dialed internationally.
'''Create Auto Action one'''Do not include any leading zeros or other characters and use no spaces.
Trigger tab:The number must start with the country code.
*Trigger Event = Booking (but not after check-in)*Trigger Time = +7 days*Trigger Window = 1 day EXAMPLE
*Booking Source = ALL (or select to send to phone number 015625346 in the booking source/Channel)*Invoice Balance = Not Zero*Any Booking Info Code = MULTIPLE UK (for exampleCountry code 44) this can be used if you only allow some guests to make multiple payments. enter the following number
Message tab: 4415625346
*'''Send Message''' = Booking API/Smart Email**Booking API and Email Smart: If You can use the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If template variables [GUESTPHONE] or [GUESTMOBILE] but this will 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 work 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 phone number has exactly the field "Internal" are sent via Emailrequired format.
Plain Text (Using Message API)*Subject - enter the subject for your Guests*Plain Text Message :- enter the SMS Message text you wish to send to your guests include the payment link
https://beds24Enter the message to send, messages will be truncated at 160 characters.com/bookpayTemplate variables can be used.php?bookid=[BOOKID]
You can find extra options to add to the payment link if you want to refine the details https'''Booking tab://wiki.beds24.com/index.php/Category:Payments#Payment_Request HTML Message ''' (Send Emailoptional) *Edit Email Subject - enter the subject for your Guests*Edit Email Text :- enter the Email text you wish to send to your guests include template variable [PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options. Booking tab: *Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colourBooking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email. '''Create additional Auto Actions for each period you want to trigger''' '''Create Auto Action 2 (and 3, 4, 5 - how many you need) '''*Trigger Time = +14 days (days you want to collect the payments)*Trigger Window = 1 day The use the settings in the previous auto action to trigger the next auto action for your booking.
You want to capture a Security Deposit for bookings on the Time*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1 day before check-in from your guest.
Capture of Booking Source:*Booking Source = ALL (or select the payment is only held by Stripe for 7 days, if the guest is staying longer you will need to send the request again.booking source/Channel)
You '''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 need send to create multiple emails the Email address from the "Mail & Actions" tab of the Email. Messages to capture the payment multiple times for Email address entered in the same bookingfield "Internal" are sent via Email.
'''Create Auto Action one'''Subject - enter the subject for your GuestsTrigger tabPlain Text Message :- enter the Message text you wish to send to your guests include the payment link
*Trigger Event = Check-in*Trigger Time = -1 days*Trigger Window = 1 day *Booking Source = ALL (or select the booking sourcehttps://beds24.com/Channel)*Status bookpay.php?bookid= All not cancelled[BOOKID]
Message tabYou can find extra options to add to the payment link if you want to refine the details https: //wiki.beds24.com/index.php/Category:Payments#Payment_Request
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. <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >
*====Send a Request for payment to your guests XX days before arrival====</div><div class="mw-collapsible-content">'''Send MessageTrigger tab:''' = 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.Time:*Trigger Event = Check-in *Trigger Time = -42*Trigger Window = 1 day
If no connection to a messaging system is available Booking Souce: *Booking Source = ALL (or select the message will send to the Email address from the "Mail & Actions" tab of the Email.booking source/Channel)
*'''Email SubjectMessage tab:''' - enter the subject for your Guests
*'''HTML box''' - Email will be senthttps://beds24.com/bookpay.php?bookid=[BOOKID]
Email Text :- It is possible You can find extra options to add to the payment link if you want to use refine the same details (URL) as in the Plain Text box above https://wiki.beds24.com/index. Template variables can be used [[Template_Variables| see here]]php/Category:Payments#Payment_Request
Booking info tab: *HTML Message (OptionalSend Email)Edit Email Subject - enter the subject for your GuestsEdit Email Text :- enter the Email text you wish to send to your guests include template variable *Booking Info Code = SECDEPOSIT [PAYLINK] this creates a payment link (HTML A tag) for the payment request for example)*Booking Info Text = Security the amount in the booking deposit request sentfield if non zero, otherwise the outstanding balance. Check the template variables for other options.
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:*Booking Field Contains - select "Language" in the next field enter: the short code for the language this Auto Action is You allow your guests to make X number of payments fortheir booking.
Email tab:*Enter You can not trigger the message in the appropriate language under your default languageauto action multiple times, unless you manage this manually, therefore you need to create multiple auto actions, so if you allow 3 payments for their booking, then you will need 3 auto actions.
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 boxYou will need to manually add a Booking Info Code to each booking that you have agreed to allow X payments.
*'''Send MessageCreate Auto Action one''' = Internal Only
*'''Internal Email AddressTrigger tab:''' = enter the email address this message should be sent to.
This uses a smart template variable. In this example we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text.
Trigger tab: Whatever You want to capture a Security Deposit for bookings on the day before check-in from your guest. Capture of the payment is only held by Stripe for 7 days, if the guest is staying longer you wantwill need to send the request again. You will need to create multiple emails to capture the payment multiple times for the same booking.
Booking tab: Whatever you want
SMS '''Trigger tab:*Phone Number = [GUESTMOBILE]*SMS Message = [IF=:[GUESTLANGUAGE]:fr:French_text|English_text]</div></div>'''
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Send Remotelock/Lockstate, Nuki PIN or Chekin Link ====
</div>
<div class="mw-collapsible-content">
Trigger tab:
<div class*Send Message ="mw-collapsible mw-collapsed"><div class="headline-collapse" >Booking API/Smart Email
====Send If the "Mail & Actions" tab contains a "real" Email address the message is sent to all current guest ====the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.</div><div class=If no connection to a messaging system is available the message will send to the Email address from the "mw-collapsible-contentMail & Actions">tab of the Email.Trigger tab:*Trigger Event = CheckEmail Subject -in*Trigger Time = Immediate*Trigger Window = 14(enter the max number of days subject for your guests can stay)*Booking Source = All*Booking Status = All but not cancelled*Group bookings = Trigger all on master*Any Booking Info Code = CHECKIN*Exclude Booking Info Code = CHECKOUT Guests
Message tab: *Send Email = Guest *EMail Subject = Enter the appropriate details *Email Text = Your Plain text which includes the details for your current guests. box - will send to channels using Message API
It is assumed you use Message Text :- enter the Checkin/Checkout feature in the Dashboard, if not text you can either manually add Checkin wish to send to your bookings (Booking info tab) or create an auto action to add guests include URL. Template variables can be used [[Template_Variables| see here]], change the Booking Info Codes pay=100 to the bookingsvalue you require.< https://div><beds24.com/div>bookpay.php?bookid=[BOOKID]&g=st&capture=0&pay=100.
<div class="mw*HTML box -collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email with a PDF attachment====</div><div class="mw-collapsible-content">will be sent
You can send Invoice or Booking Template attachments Email Text :- It is possible to your Guestsuse the same details (URL) as in the Plain text box above. Template variables can be used [[Template_Variables| see here]]
Setup your Invoice or '''Booking Template, go to SETTINGS -> GUEST MANAGEMENT -> INVOICING or SETTINGS -> GUEST MANAGEMENT -> BOOKING TEMPLATESinfo tab: (Optional)'''
Trigger tab:*Trigger Event = Checkout*Trigger Time = Immediate*Trigger Window = 1*Booking Source Info Code = All SECDEPOSIT (or select the appropriate channel/Directfor example)*Booking Status = All but not cancelled*Group bookings Info Text = Trigger all on master*Any Booking Info Code = CHECKOUTSecurity deposit request sent.
Message tab:
*Send Email = Guest API/Smart Email (or one of the other options)
*Attachment = Select an option from the drop down list.
*EMail Subject = Enter the appropriate details
*Email Text = Your text which includes the details for your current guests.
It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkout to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.
If you send Emails with pdf attachment (invoice, booking template) to Alias-Email addresses created by channels the channel might block the attachment so it is not delivered to the guest. Ask your channel about their policy regarding this.
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an Email after in the cleaner has cleaned the roomguests language to an internal Email address ====
To send an automated Email to the guest then they can check you/the cleaner have to add a unitstatus to the room when it is ready. In this example we used the unit status clean'''Trigger tab:'''
Trigger tabTime:*Trigger Event = CheckinBooking
*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings = Trigger all on master
*Template Variable = [UNITSTATUS1] Contains = clean
Message tabBooking Source: *Send Email Booking Source = Guest API/Smart Email All (or one of the other optionsfor example) Booking Conditions:*EMail Subject Booking Status = All Not Cancelled Booking Fields:*Booking Field Contains - select "Language" in the next field enter: the short code for the language this Auto Action is for. '''Message tab:'''Enter the message in the appropriate details language under your default language. *Send Message = Internal Only *Internal Email Text Address = Your textenter the email address this message should be sent to. *Email Subject - enter the subject for your Guests *HTML box - Email will be sent
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
===Booking Info Codes===
If you need '''Trigger tab:''' Set the rules 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 dashboardwhen this Auto Action should trigger.
Trigger tabTime:*Trigger Event = Check-inBooking
If Time:-*Trigger Event = Check-in*Trigger Time = -2 (the number of days before check-in you need want to use sent 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. or link) *Trigger Window = 2
Trigger tabBooking Souce :*Trigger Event = Check-out*Trigger Time = Immediate*Trigger Window = 1 day
Booking Info tabCodes : -*Booking Info Code = CHECKOUT*LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URL (select the appropriate Booking Info Text = Auto CheckoutCode for the service you use)</div></div>'''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.
<div class*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 "headline-collapseMail & Actions" > tab of the Email. ====Group check*Subject - enter the subject for your Guests -in ====Your access code (your text)</div><div class="mw*Plain text box -collapsiblewill send to channels using Message API Message Text :-content">This requires enter the master booking text you wish to be checkedsend to your guests include URL. Include these template variables -in via [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN] or [BOOKINGINFOCODETEXT:CHEKIN_PIN] see the check-in function. list of ALL template variables that can be used [[Template_Variables| see here]]
Trigger tab:*HTML box - Email will be sent
*Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Group bookings" = Trigger all on master*Info Code = CHECKINEmail Text :- It is possible to use the same details (URL) as in the Plain Text box above. Include these template variables - [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN] or [BOOKINGINFOCODETEXT:CHEKIN_PIN] see the list of ALL template variables that can be used [[Template_Variables| see here]]
Booking info tab :
*Info Code = CHECKIN
This requires you to use the Guest database.
Trigger tab: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.
*Group bookings" = Trigger all on master
*Template Variable = [GUESTSID1] greater than 0
If you have a custom question with a 'Tick box' for example, they want a late checkin.
Setup This auto action will be sent only when the custom question in Properties -> Booking Questions -> Custom Questions -> Custom question 1, set with TYPE = Tick Boxa payment has been 'authorised' at Stripe. This can be used to ensure that the checkin details are only sent when the guest has completed the Security Deposit Authorisation. '''Trigger tab:'''
*Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365Source:-
*Group bookings" = Trigger all on master
*Template Variable = [GUESTCUSTOMQ1] equals ticked (or) not ticked
===Add invoice items to a booking ===
Invoice tabBooking Conditions:*Type Group bookings = Amount Trigger all on master*Description Booking Status = Cleaning fee (for example)*Amount = 50 (for example - the amount of your cleaning fee)*per = Room*Period = one time*VAT = 19% (for example - enter the VAT amount if applicable)All but not cancelled
The fee will be added the next time the auto actions run. Info Codes: </div>*Any Booking Info Code = CHECKIN</div>*Exclude Booking Info Code = CHECKOUT
===Payments/Pending Payments==='''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.
<div class*Send Message ="mw-collapsible mw-collapsed">Booking API/Smart Email<div class=If the "headline-collapseMail & Actions" > ====Add tab contains a pending payment====</div><div class="mw-collapsible-contentreal">Trigger tab:*Trigger Event = After Booking or Before Check-in*Trigger Time = set Email address the time you want message is sent to collect the payment*Booking Source =All (for example, you can also set different rules for different guests Email address. If only a masked Email address is available the message sends via the channels)API messaging systems if possible.
Booking Info tab: OptionalAdd If no connection to a booking info tab for information and reporting*Flag Text = PendingPayment (for example)*Flag Colour = select messaging system is available the colour as this message will be visible in send to the Email address from the "Mail & Actions" tab of the Calendar/Bookings listEmail.
Booking tab: Optional*Flag Text = Pending payment added (Subject - enter the subject for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings listyour Guests
Invoice tab:*Payment Type = select on what the payment is calculated (Percent of Balance due)*Description = the Plain text you box - 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 send 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 duechannels using Message API
Create a Payment Rule to collect a payments when bookings are not cancelled. *HTML box - Email will be sent
Go Email Text :- It is possible to Settings > Payments > Payment Rulesuse the same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
Payment Rule :
Name <span class= Enter your title "" style="color: #f3e504; font- Not Cancelled (for example)Action = Auto Payment Trigger size: 150%;" >{{#fas: *Booking Status = All lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not cancelled*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional you can either manually add Checkin to your bookings (can exclude Virtual Credit cards, find the Booking info code in the bookingtab) Payment Action : *Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = or create an auto action to add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item Codes to the booking on failurebookings.</div>
''''Create a Payment Rule (Optional)''''You can send Invoice as an attachment to your Guests.
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 Setup your Invoice go to be collected. {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> INVOICING
Go to {{#fas'''Trigger tab:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES'''
Create a Payment Rule to collect payments if bookings are not cancelled.Time:*Trigger Event = Checkout*Trigger Time = Immediate*Trigger Window = 1 day
Click '''Create New Payment Rule''' Booking Source:*Booking Source = All (or select the appropriate channel/Direct)
Payment RuleBooking Conditions:*Name Group bookings = Enter your title - Not Cancelled (for example) Trigger all on master*Action Booking Status = AutoAll but not cancelled
Payment Trigger Info Codes:*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)CHECKOUT
Payment Action '''Messaging tab:*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 Send Email = Cancelled*Prevent payment after check-out (days) = 7 Guest API/Smart Email (defaultor one of the other options)*Prevent payment action = Set Manual
'''Create Auto 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.
Collect *Attachment = Select the outstanding balance for bookings created via your booking pageInvoice Template from the drop down list.
Go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTIONS and click '''Create New Action''' to create them.*Subject - enter the subject for your Guests
'''Collect outstanding balance for direct bookings'''*Plain text box - will send to channels using Message API
Trigger tabMessage Text :*Time**Trigger Event = Checkin**Trigger Time = -3 days (set enter the time text you want wish to collect the payment)**Time Window = 3 days (set this send to the same number (positive) as Trigger timeyour guests include URL.Template variables can be used [[Template_Variables| see here]]
*Booking Conditions**Group Booking Trigger = Trigger only Master**Status = All not cancelled**Invoice Balance= Not Zero Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used to refine the auto action being triggered)[[Template_Variables| see here]]
Booking Info tab: OptionalIf you send Emails with pdf attachment (invoice, for information and reporting*Booking Info Code = BALANCE (for example enter booking template) to Alias-Email addresses created by channels the value - use one word only)*Booking Info Text = Enter channel might block the description/text attachment so it is not delivered to show in for the Booking Info Codeguest. Ask your channel about their policy regarding this.
Invoice tab:Other files can not be attached. We recommend you use a link to a file you upload to your web site.</div></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 Send Email with Booking Registration Form - PDF attachment=== Not Cancelled - See Step 4 above (if you have set up payment rules in SETTINGS->PAYMENTS ->PAYMENT RULES they will be available here) **Payment Due = Trigger date**Payment time = set the time to collect payment</div>**Invoicee <div class= If you use the "invoiceemw-collapsible-content" function you can select which invoicee the pending payment will be assigned to.>
</div></div>You can send Booking Template attachments to your Guests.
<div class="mw-collapsible mw-collapsed"><div Setup your Booking Template, go to {{#fas:cog}} (SETTINGS) class="headlineGUEST MANAGEMENT -collapse" >BOOKING TEMPLATES
===='Capture' a Security Deposit when Credit card is collected at time of booking. ====</div><div class="mw-collapsible-content">'Trigger tab:'''
Trigger tabTime:*Trigger Event = After Booking *Trigger Time = immediateImmediate*Booking Source Trigger Window =All (for example, you can also set different rules for different channels)1 day
Invoice tabBooking Source:*Payment Type Booking Source = 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 All (optional)*Amount = 100 (balance is full price so 100% of or select the balanceappropriate channel/Direct)*Payment Rule = Security Deposit (Create a Payment Rule, see below) *Payment Due = check in
<span style'''Messaging tab:''' *Send Message =Guest API/Smart Email (or one of the other options) If the "Mail & Actions"color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> Automatic collection 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. *Attachment = Select Booking Template from the drop down list. *Subject - enter the subject for customer who use 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 [[StripeTemplate_Variables| see here]].
Create a Payment Rule to 'Capture' a payment only. Captured payments *HTML box - Email 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.sent
Go Email Text :- It is possible to Settings > Payments > Payment Rulesuse the same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
Payment Rule <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas: *Name = Enter lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkout to your title - Security Deposit bookings (for exampleBooking info tab)*Action = Autoor create an auto action to add the Booking Info Codes to the bookings.
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 If you send Emails with pdf attachment (can exclude Virtual Credit cardsinvoice, find booking template) to Alias-Email addresses created by channels the channel might block the Booking info code in attachment so it is not delivered to the booking)guest. Ask your channel about their policy regarding this.
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 class'''Messaging tab: '''*Send Email =Guest API/Smart Email (or one of the other options) 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.====Assign invoice numbers====</div>*Subject - enter the subject for your Guests <div class="mw*Plain text box -collapsiblewill send to channels using Message API Message Text :-content">enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]]Trigger tab:*Trigger Event = CheckHTML box - Email will be sent Email Text :-outIt is possible to use the same details as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]*Trigger Time = Immediate*Any Attachment :- if you want to send a Booking Info Code = CHECKOUT (optional only if /Invoice template you use can select from the check-out function, if not leave blank)drop down list.
Invoice tab:*Assign Invoice Number = yesOther files can not be attached. We recommend you use a link to a file you upload to your web site.
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:[TURNOVERDAYS]:0:3:yes|no|no] equal yes
<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"><div class=tab contains a "headline-collapsereal" > Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.====Apply If no connection to a flag when a booking messaging system is cancelled====available the message will send to the Email address from the "Mail & Actions" tab of the Email.</div><div class="mw*Email Subject -collapsibleenter the subject for your Guests *Plain text box -content">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]]Trigger tab*Trigger Event [IF<= After :[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 BookingReservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. *Trigger Time HTML box - Email will be sent, enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]] [IF<= 1 Hour:[TURNOVERDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [TURNOVERDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. '''Booking Info Tab : Optional '''*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 tab:To send an automated Email to the guest confirming that it is possible to extend their stay.*Execution = One time only*Flag Text = The text This example uses fixed values that you want have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to displayutilise the template variables and different values rather than duplicating auto actions. *Flag Colour '''Trigger Tab :- choose the flag colour'''
Booking changes are applied before Time:*Trigger Event = Checkin (depending on when you want to notify the mail is sent so that guest)*Trigger Time = -2 days (depending on when you want to notify the flag template variable can be reflected guest, in the Email.</div>this example 2 days before arrival)</div>*Trigger Window = 2
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when deposit was made prior to Check-in====</div>Booking Source:<div class*Booking Source ="mw-collapsible-content">Trigger tab:All
*Trigger Event = Check-inBooking Conditions:*Trigger Time Group bookings = -365 (for example : must be a negative value and the same as the value in Trigger window)*Trigger Window = 365*Booking Source = Allall on master
*Invoice Balance = Any Payment made
Message tabBooking Fields: *Template Variables = [IFBETWEEN:[VACANTDAYS]:0:3:yes|no|no] equal yes
*Send Email : select appropriate option*Enter : Subject and Email contentThis template variable tests if there is upto 3 days from previous checkout to check in of current booking.
Booking '''Messaging tab: (optional)- '''*Send Message = Guest API/Smart Email
Booking info tab [IF<=:[VACANTDAYS]:3: Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [VACANTDAYS] extra night(optionals)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price.
*'''Booking Info Code Tab : DEPOSITPAID (for example)- Optional'''*Booking info code = EXTRANIGHTS, *Booking Info Text Description = Upsell email sent [CURRENTDATE] : additional text if required. [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night
Setting details with the Booking tab and Booking info tab allows you to trigger additional (follow on) Auto Actions and Reports.
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 365
*Booking Source = All
*Booking Status = All not cancelled
*Invoice Balance = ZERO
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 as room is available the day of departure.com (for example)
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the email.
<span style="color: #f3e504; font-size: 250%;" >{{#fas:lightbulb}} </span> Also see Example : " Apply a flag when deposit was made prior to Check-in AND/OR Apply a flag when booking is fully paid".
Trigger tab:To send an automated Email to the guest confirming that it is possible to have a Late checkout on Sundays as the room is available on the day of departure.*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All not cancelled*Invoice Balance = Any Payment madeThis auto action will create a new booking for the date of departure, closing the calendar to any other bookings.
Booking The URL link in the message tab:, will send the guest to your guest booking page with set conditions, the leaving date of the existing booking, the room id of the existing booking and the Offer you have created for the LateCheckout. *Execution = One time only*Flag Text = The text This example uses fixed values that you want have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to display*Flag Colour - choose utilise the flag colour</div></div>template variables and different values rather than duplicating auto actions.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply '''Step 1: ''' Create a flag when a payment FAILS at Stripe====</divnew offer in {{#fas:cog}} (SETTINGS) ><div class="mw-collapsible-content"PROPERTIES > Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = STRIPEFAILOFFERS
Booking tab:*Execution Name = One time onlyLatecheckout*Flag Text Enable = Stripe Payment FailedOnly if Available*Flag Colour Booking Type = Confirmed with Deposit 2 - choose the flag colour</div></div>via payment gateway
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply '''Step 2:''' Create a flag to Booking.com bookings and auto report the Credit Card when a payment FAILS at Stripe====</div><div class="mw-collapsible-content">Rate or Daily Price, PRICES
Go Guests = Max OccupancyMax Stay = 1Offer = select the offer number as created in the above step. If you are using Rates, select 'Rate allowed' = Sunday, untick all the other days. Channel Tab, untick all channels, leave only 'beds24.com' for your booking page. If using Daily Prices, then go to Settings > Channel Manager > Preferences 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 report failed cards = YesAction Trigger tabTab :- *Trigger Event = After BookingCheckout*Trigger Time = Immediate-1 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 3651*Booking Source = All
Booking tab:*Execution Template Variables = One time only*Flag Text [IF= Failed CC reported to Booking.com *Flag Colour - choose the flag colour</div></div:[LEAVINGDAY:{%a}]:Sun:|[IF>=^[TURNOVERDAYS]^1^yes~no]] equal yes
Booking tab:
*Execution = One time only
*Booking Status = Cancelled
===API/Webhook===
You 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 a webhook in conjunction with the API JSON function '''setBooking''' to write to any field Current guest module in the bookingdashboard. 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 keyTrigger tab:'''*SETTINGS Trigger Event = Check-> ACCOUNT -> ACCOUNT->ACCESS "API Key 1"out*API Key Trigger Time = my_very_secret_api_keyImmediate*API Key Access Trigger Window = allow any IP1 day*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:'''*Settings > Properties > Access > propKey = secret_key_for_prop_XXXXXXTrigger all on master
Set the triggers you need, for example: Booking Field Contains: Message = XXX Set the webhook like thisInfo tab: * URL Booking Info Code = <nowiki>https://api.beds24.com/json/setBooking</nowiki>CHECKOUT* Custom Header Booking Info Text = [leave empty] Body Data::{::"authentication":::{:::"apiKey": "my_very_secret_api_key",:::"propKey": "secret_key_for_prop_XXXXXX"::},::"bookId": "[BOOKID]",::"message": "[MESSAGE] - Append this message":}Auto Checkout
You can create a new invoice item that contains This requires the price of the channel's commission as a negative value master booking to subtract it from the room price. You use be checked-in via the API JSON check-in function '''setBooking''' for this. First you need to configure access to the API Trigger 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 Info Code = secret_key_for_prop_XXXXXXCHECKIN
Set the triggers you need, for exampleBooking info tab :*Info Code = CHECKIN</div></div>
Booking Source <div class= Booking"mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Identify Repeat Guest ====</div><div class="mw-collapsible-content">This requires you to use the Guest database.com
Set the webhook like thisTrigger tab:
__TOC__
== General Information and Setup ==
An Auto Action is an action which can be programmed to run at a specific time relative to the time of the '''booking''', to the '''check -in ''' date or to the '''check -out ''' date.
Auto actions have one or more trigger conditions and one or more actions. They can be triggered on a number of different conditions, like property, time or booking related conditions. Actions can be to send pre-drafted emails /messages or SMS, change booking or invoice information or run webhooks.
Using 'Group Keywords''You you can choose refine the triggers in the Auto Action to send an auto include/exclude properties if the purpose/message in the Auto action automatically or manually:'''needs to be different.
Automatic actions will trigger every 15/20 minutes. Go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> AUTO ACTION You can create a NEW Auto Action, Modify or Delete from this section. *To Create a NEW Auto Action, Click 'Add New Action Button'. *To MODIFY an Auto Action, scroll to the Auto Action and click on "Edit", make the changes and click SAVE. *To create a COPY of an Auto Action, click "Edit" on an existing auto action, scroll to the bottom of the page and click 'Save as copy'. *To DELETE an Auto Action, click "Edit" on an existing auto action, scroll to the bottom of the page and click 'Delete'. '''Trigger Action : ''' You can choose to trigger an auto action automatically or manually. *'''Manual:''' If set to manual actions can be triggered manually from the MAIL/ACTION tab of each booking. *'''Auto:''' Auto action will automatically trigger on a booking based on the rules set in the Trigger tab. Check the details in the MAIL/ACTION tab of each booking. You will see if the auto action has triggered and when, if it has not triggered then you can check if it is due to trigger and when. ===Setup Outgoing Email Service - Required for sending Emails via Auto Actions=== Go to {{#fas:cog}} (SETTINGS) ACCOUNT -> OUTGOING EMAIL and follow the instructions to connect your email address/account to Beds24. '''Auto sending:''' Auto Action Emails which are sent automatically by the system are sent from the EMail address of the account that created the Auto Action. This is the account set up in in {{#fas:cog}} (SETTINGS) ACCOUNT-> OUTGOING EMAIL. Automatic actions will trigger every 15 minutes.
'''Manual sending:'''
When sending manually by clicking on the 'Send now' button you will need to make sure you are logged into the account which uses the Email address of the user you want to send fromare logged in as will be be used.
<span style="color:#fe746cf3e504;“ font-size: 150%;" >{{#fas:exclamation-trianglelightbulb}} </span>To use this function you need Confirmation emails will send automatically to set the system to use your own Email address for outgoing emails under guest. You can customize them in {{#fas:cog}} (SETTINGS) ACCOUNT GUEST MANAGEMENT -> 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 {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> CONFIRMATION MESSAGESbooking.
<span style="color: #f3e504; font-size: 200150%;" >{{#fas:lightbulb}} </span> The auto actions will appear on the 'Mail & Actions' tab of each booking where you manually can send the email trigger the changes to the booking. If you are using your own mail server for outgoing mail email/messages the Booking and Invoice actions will also be applied before sending the mail.
===Auto Actions and Subaccounts===
Auto Actions are account functions, i.e. they apply per account.
'''1. Account A ''' (master account or subaccount) in which the auto action was created.
Auto Actions are available according to the "Property" setting in the "Trigger" tab. I.e. either for
*all properties visible in the account (properties belonging to the account, properties available in the account).
'''2. Another account B ''' (master account or sub-account) in which the Auto Action has not been created.
Auto Actions are only available for properties that belong to Account A and have been made available in Account B.
Sets the criteria which have to be fulfilled to start the Auto Action.
"Trigger Time" defines when the action is allowed to start. Once it has started it is allowed to go for the "Time Window" period. When the "Time Window" period has elapsed the auto action stops.
Both "Trigger Time" and "Time Window" are relative to a "Trigger Event" i.e. check-in, check-out, time of booking.
If this does not work it will pop and send through your desktop. In this case you will see it use Booking Info Codes in your Sent boxbookings, you can enter values to include/exclude bookings.
'''Booking Fields''' Select the appropriate fields from the drop down lists. You can also use an AND/OR option. "Template variables" can be used in the fields to generate dynamic values based on the booking. See the options in this section [[Template_Variables#Smart_Logic_Template_Variables|Smart Template Variables]] == Actions == === Messaging/Email ===Go to "Messaging" to create or modify a prepared Email/Message template. Templates can contain [[Template Variables]] to include information specific to the booking in the Email/Message, for example the guests name or the arrival date. *To send messages via the Message API, then enter the text in the PLAIN text box, for emails, enter the text in the HTLM Box. *To send Emails automatically you need to set up your outgoing Email address in {{#fas:cog}} (SETTINGS) ACCOUNT -> OUTGOING EMAIL. *To send Emails manually open a booking and go to the MAIL/Action tab. Manual Emails will open in a window, you may send it as is or edit it before sending. Some systems have a limit of about 2000 characters for this form of email generation. If the email will not open try reducing the amount of text. If Auto Action Emails are sent automatically they will send through your Email server. You should see this on your server. Whether you see it in your Sent box or not depends on your Email program. If Auto Action Emails are sent manually via a link in the "Email Templates" list in the booking Beds24 will first try to send through your Email server. You should see this on your server. Whether you see it in your Sent box or not depends on your Email program. If this does not work it will pop and send through your desktop. In this case you will see it in your Sent box. ==== Email Attachments ====You can choose to attach an invoice or a booking template as a PDF file to emails sent by Auto Actions.
If you send Emails with pdf attachment (invoice, booking template) to Alias-Email addresses created by channels the channel might block the attachment so it is not delivered to the guest. Ask your channel about their policy regarding this.
You can automatically send SMS messages. Please note that a fee per SMS message applies if this function is activated.
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> The SMS will send in the language of the account, not the language of the booking. Read Example 17 "Send an Email in the guests language to an internal Email address" for a way to control the language of the SMS.
=== Booking ===
Go to the tab 'Booking' to set up an auto action which modifies something in the booking.
"Execution" - default is 'One time only' or 'Allow Repeats' This action can run one time only or repeat within the trigger time period.
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> Emails are always triggered once only regardless of this setting.
=== Booking Info ===
Set up auto actions which automatically add or remove info codes. This is good practice for reporting and also to trigger/exclude bookings from other auto actions.
=== Invoice ===
Automatically Assign Invoice Number. Automatically add /update invoice items or pending payments. Pending payments can use Payment Rules defined in {{#fas:cog}} (SETTINGS)->PAYMENTS->PAYMENT RULES.
Invoice changes are applied before the mail is sent.
Create auto actions which trigger a web hook when the trigger conditions are met.
== Performance and Testing Multiple Properties ==Auto actions will test up to 1000 bookings per cycle, if your trigger condition involves more than 1000 bookings, the next 1000 will be tested on the next cycle etc.If you require the fastest speed make sure your trigger is designed to test less than 1000 bookings.
*'''Send Message''' = Booking API/Smart EmailPlease use this code to Access the Main building Door:- [PROPERTYTEMPLATE1]
In the Auto action, *"Send Message Text :- enter the text you wish to send to your guests include URL" = Internal Only. Template variables can be used [*"Internal Email Address" = [Template_Variables| see here]PROPERTYTEMPLATE5]
===Example 3 - Send email to a Group of Properties (not all) ===
=== 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 phone number 015625346 in the UK (Country code 44) Email address from the "Mail & Actions" tab of the Email. *Email Subject - enter the following numbersubject for your Guests
*SMS MessageHTML box - Email will be sent
</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>
<div class="mw-collapsible-content">
Alternatively you an use Between Booking and Check in
'''Trigger tab:''' Time:
*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
'''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]]
'''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 :'''
Booking Conditions *'''HTML box''' - Email will be sentBooking Status = All not cancelled
</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 morethe guest when a payment is made====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time:*Trigger Event = After Check-outBooking*Trigger Time = 30 days Immediate*Trigger Window = 365 days day Booking Conditions: *Booking Status = All not cancelled*Invoice Balance = Any Payment made OR Invoice Balance = Zero (payment in full)
'''Message tab: ''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
*'''Send Message''' = Booking 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.
</div>
<div class="headline-collapse" >
====Send a Request for payment an Email to your guests for all bookingsfrom Channels====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Time*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 1 day Booking Source*Booking Source = ALL (or select the booking source/Channel)Manager
'''Message tab: Update details as appropriate*Send ''' For channels using the Message = Booking API and Email Smart: If , then enter the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of text in the Email. Messages to Plain text box, for emails enter the Email address entered text in the field "Internal" are sent via EmailHTML box.
*Email Subject - enter the subject for your Guests
'''Booking tab:'''
*Execution = One time only
*Flag Text Booking Status = The text you want to displayNo Change *Flag Colour - choose the flag colourBooking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
</div>
</div>
<div class="headline-collapse" >
====Send a Request for payment message (Email or sms) to your guests XX that have Checked-out 30 days before arrivalor more====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Time*Trigger Event = Check-in out*Trigger Time = -4230 days*Trigger Window = 1 day Booking Source = ALL (or select the booking source/Channel)365 days
'''Message tab: ''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
*Send Email : **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.**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.
Message Text :- enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]]
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Send a Request for payment to 'Capture' a Security deposit from your guests XX days before check-in - with Stripefor all bookings====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
*Plain text box (Using Message API)
*HTML Message (Send Email ) Email Subject - enter the subject for your GuestsEmail Text : select - 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 appropriate optiontemplate variables for other options.
'''Booking tab:'''*Email Subject Execution = One time only*Flag Text = The text you want to display*Flag Colour - enter choose the subject for your Guestsflag colourBooking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
</div>
</div>
*'''Plain Text Box''' - 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 channels using Message APIthe Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.
*Plain text box (Using Message API)Subject - enter the subject for your GuestsPlain Text Message :- enter the Message text you wish to send to your guests include 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. payment link
'''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 class="headline-collapse" >
====Send an Email in the a Request for payment to your guests language to an internal Email address XX days after booking====
</div>
<div class="mw-collapsible-content">
*'''Email Subject''' Trigger Event = Booking (but not after check- enter the subject for your Guestsin)*Trigger Time = +7 days*Trigger Window = 1 day
*Booking Source = ALL (or select the booking source/Channel)*Invoice Balance = Not Zero*Any Booking Info Code = MULTIPLE (for example) this can be used if you only allow some guests to make multiple payments. '''HTML boxMessage tab:''' - *Send Message = Booking API/Smart EmailIf the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will be send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sentvia Email.
*'''Email Plain text box (Using Message API)Subject - enter the subject for your GuestsPlain Text''' Message :- Template variables can be used in enter the Message text you wish to send to your guests include the message. [[Template_Variables| See here]]payment link
https://beds24.com/bookpay.php?bookid=[BOOKID]
You can find extra options to add to the payment link if you want to refine the details
https://wiki.beds24.com/index.php/Category:Payments#Payment_Request
*HTML Message (Send Email)
Edit Email Subject - enter the subject for your Guests
Edit Email Text :- enter the Email text you wish to send to your guests include template variable
[PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options.
'''Booking tab:'''
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
'''Create additional Auto Actions for each period you want to trigger'''
'''Create Auto Action 2 (and 3, 4, 5 - how many you need) '''
*Trigger Time = +14 days (days you want to collect the payments)
*Trigger Window = 1 day
The use the settings in the previous auto action to trigger the next auto action for your booking.
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====Send SMS in a certain language (if it is the language of the booking) or Request to 'Capture' a default languageSecurity deposit from your guests XX days before check-in - with Stripe====
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*Trigger Event = Check-in
*Trigger Time = -2 (the number of 1 days before check-in you want to sent the code or link) *Trigger Window = 21 day *Booking Source = AllALL (or select the booking source/Channel)*Booking Status = All but not cancelled*Group bookings = Trigger all on master*Info Code = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URL
'''Message tab''': *Send Email = Booking For channels using the Message API/Email Smart *EMail Subject = Your access code (your , then enter the text in the Plain text)*Email Text = Your box, for emails enter the text which includes in the template variable [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN]</div></div>HTML box.
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This uses a smart template variable. In this example we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text.
*Trigger Time = Immediate
*Trigger Window = 1
*Email Text :- Template variables can be used in the message. [[Template_Variables| See here]]
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<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Add CHECKIN Booking info code to bookings Send SMS in a certain language (if it is the language of the booking) or a default language====
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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 Time = Immediate
*Trigger Window = 1 day*Booking Source = All*Booking Status = All but not cancelled*Group bookings = Trigger all on master
Booking Info tabSource: *Booking Info Code Source = CHECKINAll (for example) Booking Conditions:*Booking Info Text Status = All Not Cancelled '''SMS tab:'''*Phone Number = [GUESTMOBILE]*SMS Message = Auto Checkin[IF=:[GUESTLANGUAGE]:fr:French_text|English_text]
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<div class="headline-collapse" > ====Add CHECKOUT Booking info code to bookings Send Remotelock/Lockstate, Nuki PIN or Chekin Link 2 days before Check-in ====
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'''Trigger tab:'''
*Booking Source = All
*Booking Status = All but not cancelled
Booking Conditions:-
*Group bookings = Trigger all on master
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<div class="headline-collapse" > ====Identify Repeat Guest Send Email to guests with check-in details 2 days before Check-in, booking paid/no outstanding balance ====
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'''Trigger tab:''' Time:-*Trigger Event = After BookingCheck-in*Trigger Time = immediately-2 (the number of days before check-in you want to sent the code or link) *Trigger Window = 3652 Booking Source:-
*Booking Source = All
*Booking Status = All but not cancelled
Booking info Conditions:- *Group bookings = Trigger all on master*Invoice Balance = Zero '''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. *Info Code Send Message = REPEATBooking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Subject - enter the subject for your Guests - Your access code (your text) *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests. This can include any information that is important for the checkin of the guest, for example the Key code for the door, who to contact if there are any issues, template variables can be used, see the list of ALL template variables that can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- Enter the text you wish to send to your guests this can include URLs. Include any information that is important for the checkin of the guest, for example the Key code for the door, who to contact if there are any issues, template variables can be used, see the list of ALL template variables that can be used [[Template_Variables| see here]]
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<div class="headline-collapse" > ====Identify bookings Send Email to guests with Custom Question ticked/unticked check-in details 2 days before Check-in, Security Deposit Authorised at Stripe ====
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Time:-*Trigger Event = Check-in*Trigger Time = -2 (the number of days before check-in you want to sent the code or link) *Trigger tab:Window = 2
*Booking Source = All
*Booking Status = All but not cancelled
Booking info tab Conditions:- *Group bookings = Trigger all on master*Invoice Balance = Zero Info codes : -*Any Booking Info Code = LATECHECKINSTRIPEAUTHORIZE '''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Send Message = Booking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Subject - enter the subject for your Guests - Your access code (your text) *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests. This can include any information that is important for the checkin of the guest, for example the Key code for the door, who to contact if there are any issues, template variables can be used, see the list of ALL template variables that can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- Enter the text you wish to send to your guests this can include URLs. Include any information that is important for the checkin of the guest, for example the Key code for the door, who to contact if there are any issues, template variables can be used, see the list of ALL template variables that can be used [[Template_Variables| see here]]
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<div class="headline-collapse" > ====Add a fee Send Email to all bookings from a channelcurrent guest (Check-in) ====
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'''Trigger tab:''' Time:*Trigger Event = After BookingCheck-in
*Trigger Time = Immediate
*Trigger Window = 14(the max number of days your guests can stay) Booking Source:*Booking Source = Expedia (for example)All
Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]]
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====Collect outstanding booking balance 3 days prior to arrival( Credit card details were collected at time of booking)Send Email with Guest Invoice - PDF attachment====
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If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
*Booking Source**Booking Source = Direct. You can have different auto actions/rules for direct bookings HTML box -v- channel bookings, then select ‘Direct’ this Email will include manually created bookings and booking page bookings. be sent
<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: Optional*Flag Text = Pending payment added (for example)*Flag Colour = select or create an auto action to add the colour as this will be visible in Booking Info Codes to the Calendar/Bookings listbookings.
<div class="warningmw-collapsible mw-collapsed">{{#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 class="headline-collapse" >
Booking Conditions:
*Group bookings = Trigger all on master
*Booking Status = All but not cancelled
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<div class="headline-collapse" > ====Apply an info code and and/or icon when a payment was madeSend Email after the cleaner has cleaned the room====
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To send an automated Email to the guest then they can check you/the cleaner have to add a unit status to the room when it is ready. In this example we used the unit status clean '''Trigger tab:''' Time:*Trigger Event = After BookingCheckin
*Trigger Time = Immediate
*Trigger Window = 3651 Booking Source:*Booking Source = All Booking Conditions*Group bookings = Trigger all on master
*Booking Status = All but not cancelled
Booking Info tabFields:*Execution Template Variable = One time only*Info Code [UNITSTATUS1] Contains = Enter the preset code for the icon or info code which you have created in SETTINGS->ACCOUNT->PREFERENCES.</div></div>clean
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<div class="headline-collapse" > ====Using Pending Payments as a Payment ReminderSend Email to your guest - Upselling additional nights - nights available after checkout ====
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<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 - Upselling additional nights - nights available before checkin ====
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*Booking Status = All but 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. *Execution Subject = One time onlyEnter the appropriate details *Flag Plain Text Box = The Your text, using the template variables to modify the specific text in the booking. [IF<=:[VACANTDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [VACANTDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you want would like to displayextend 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. *Flag Colour - choose the flag colourHTML Box
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<div class="headline-collapse" > ====Apply a flag when booking is fully paidSend 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:- *Send Email = Guest API/Smart Email (or one of the other options)*Execution EMail Subject = One time onlyEnter the appropriate details *Flag 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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====Apply a flag/colour for a booking coming from a certain channelSend Email to your guest - Offering Late Checkout ====
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This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. Trigger Tab :- *Trigger Event = Checkout*Trigger Time = -1 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 1*Booking Source = All *Booking Status = All but not cancelled*Group bookings = Trigger all on master*Template Variables = [IF>:[TURNOVERDAYS]:1:yes|no] equal yes This template variable tests if there is 1 day between the guest booking and the next booking. Message tab:- *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 'Late Check-out' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK]. If you want would like a late checkout, then please send an email to displayour Reservations team [PROPERTYEMAIL] confirming you would like the Late Checkout, provide your Booking Reservation Number [BOOKID] and Offer ‘LATECHECKOUT’ for the special Price. Best regards, [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS],[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY]. Email :-[PROPERTYEMAIL]Website :- [PROPERTYWEB] Booking Info Tab :- Optional*Flag Colour - choose the flag colourBooking info code = LATCHECKOUT, *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Late Checkout
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<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply Send Email to your guest - Offering Late Checkout Only on a flag Sunday when a payment was madethere is no new arrival ====
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*Booking Status = All but not cancelled
*Between Booking Info Code and Check in = BOOKINGCOMCARD2 and 999 (to stop the auto action triggering on the new booking) *Group bookings = Trigger all on master
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 =Status changes==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] <div span class="mw-collapsible mw-collapsed"><div classstyle="headlinecolor: #f3e504; font-collapsesize: 150%;" > ==== Change {{#fas:lightbulb}} </span> The details in the URL, will direct the status of all "Request" bookings guest to "Cancelled" after three days ===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] </div> <div class="mwEmail :-collapsible[PROPERTYEMAIL] Website :-content">[PROPERTYWEB]Trigger tab*Trigger Event = After BookingInfo Tab :- Optional*Trigger Time Booking info code = 3 daysLATCHECKOUT, *Booking Status Info Description = RequestUpsell email sent [CURRENTDATE]: Late Checkout
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===Send an email to the Owner/Internal email address ===
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ==== Change Send an email to the status of all bookings which have been imported from Ical to "Request" Owner/Internal email address when a payment FAILS at Stripe====
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Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 365*Booking Source = Ical Import (1All*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, 2you can use template variables in this message, 3)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
*Booking Status Flag Text = RequestStripe Payment Failed Booking changes are applied before *Flag Colour - choose the mail is sent.flag colour
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===Booking Info Codes===
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ==== Change Room Unit Status when guest checks out Add CHECKIN Booking info code to bookings ====
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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:*Trigger Event = Check-outin
*Trigger Time = Immediate
*Trigger Window = 1 day
*Booking Source = All
*Booking Status = All but not cancelled
*Any Booking Info Code Group bookings = CHECKOUT Trigger all on master
Booking Info tab:*Execution Booking Info Code = One time onlyCHECKIN*Change Room Unit Status Booking Info Text = Select the option It is assumed you use the Auto Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkin to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.
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<div class="headline-collapse" > ====Use API/Webhook Add CHECKOUT Booking info code to write to the field 'Message'bookings ====
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<div class="headline-collapse" >
====Use API/Webhook to write the value of the 'commission' field to a new invoice itemGroup check-in ====
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*URL Trigger Event = <nowiki>https://api.beds24.com/json/setBooking</nowiki>After Booking*Custom Header Trigger Time = immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Group bookings" = Trigger all on master*Template Variable = [leave emptyGUESTSID1]greater than 0
Booking info tab : *Body Data Info Code = REPEAT</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Identify bookings with Custom Question ticked/unticked ====</div><div class="mw-collapsible-content">If you have a custom question with a 'Tick box' for example, they want a late checkin. Setup the custom question in {{#fas:{cog}} (SETTINGS) PROPERTIES -> BOOKING QUESTIONS -> CUSTOM QUESTIONS -> Custom question 1, set with TYPE = Tick Box. Trigger tab: *Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Group bookings" = Trigger all on master*Template Variable = [GUESTCUSTOMQ1] equals ticked (or) not ticked Booking info tab :*Info Code = LATECHECKIN</div></div> ===Add invoice items to a booking === <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a fee to all bookings from a channel====</div><div class="authenticationmw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Expedia (for example) Invoice tab:*Add Invoice Item = Add new*Type = Amount*Description = Cleaning fee (for example) - Template variables can be used. *Amount = 50 (for example - the amount of your cleaning fee)*per = Room*Period = one time*VAT = 19% (for example - enter the VAT amount if applicable) The fee will be added the next time the auto actions run. </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a fee (Penalty) to all bookings with an Outstanding Balance==== </div><div class="mw-collapsible-content">You want to add a 2.2% fee to all bookings if there is an outstanding balance 2 days prior to checkin. Trigger tab:{ Time :*Trigger Event = Checkin *Trigger Time = -2 days*Trigger Window = 2 days Booking Conditions:*Status = All not Cancelled *Invoice Balance = Not Zero Invoice tab:*Type = Amount*Description = Payment Fee||[INVOICEBALANCE:2.2%]*Amount = 0 (leave as 0 so the value is set from the calculation in Description field)*Per = Room*Period = one time*VAT = 19% (for example - enter the VAT amount if applicable) The fee will be added the next time the auto actions run. </div></div> ===Modify description/values of an existing invoice item in a booking === <div class="apiKeymw-collapsible mw-collapsed"><div class="headline-collapse" > ====Update the Description field of a charge/invoice item==== </div><div class="mw-collapsible-content"> In some cases Channel bookings have different descriptions for the same charge item - i.e. Cleaning, update the 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*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"my_very_secret_api_key> ====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 "propKeyCharges 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="secret_key_for_prop_XXXXXXmw-collapsible-content">Trigger tab:*Trigger Event = After Booking or Before Check-in*Trigger Time = set the time you want to collect the payment*Booking Source =All (for example, you can also set different rules for different channels) Booking tab:Optional*Flag Text = PendingPayment (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Booking Info tab: OptionalAdd a booking info tab for information and reporting*Booking Info Code = PENDPAY*Booking Info Text = Pending payment added Invoice tab:*Payment Type = fixed value*Description = Security Deposit||[IF<=:[INVOICEFIRSTITEMNUM]:800:200|[INVOICEFIRSTITEMNUM][/.0]4] (Security Deposit is the description, then 2 | symbol, then the calculation for the 'Amount' to be set.) This calculation, tests if the first invoice item value (usually the Accommodation value) is greater than or = 800 if so set the Security Deposit Amount = 1 quarter of the first invoice item value, otherwise set = 200. <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> <span style="font-weight: bold;" >Tip</span> A price value for the invoice item can be specified after a second pipe (|) symbol,this can be used to calculate a price using template variables. If the price value in the description field is zero or absent, the numeric value from the amount field will be used. *Status = if you use the 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="bookIdmw-collapsible mw-collapsed"><div class="headline-collapse": > ====Collect outstanding booking balance 3 days prior to arrival( Credit card details were collected at time of booking)====</div><div class="[BOOKID]mw-collapsible-content"> ''''Create a Payment Rule (Optional)'''' Standard payment rules in the system are Auto & Manual,you can create additional rules for the collection of outstanding payments, you can control the collection of payments if the booking status is changed, for example the booking is cancelled before the final payment is due to be collected. Go to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES Create a Payment Rule to collect payments if bookings are not cancelled. Click '''Create New Payment Rule''' : Payment Rule:*Name = Enter your title - Not Cancelled (for example) *Action = Auto Payment Trigger :*Booking Status = All not cancelled*Any Booking Info Code (optional)*All Booking Info Codes (optional)*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action :*Funding Source = Guest card only*Payment value adjustment = Limit to group booking balance*Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure Prevent Auto Payment :*Prevent payment if booking status = Cancelled*Prevent payment after check-out (days) = 7 (default)*Prevent payment action = Set Manual '''Create Auto Actions ''' Collect the outstanding balance for bookings created via your booking page. Go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTIONS and click '''Create New Action''' to create them. '''Collect outstanding balance for direct bookings''' Trigger tab:*Time**Trigger Event = Checkin**Trigger Time = -3 days (set the time you want to collect the payment)**Time Window = 3 days (set this to the same number (positive) as Trigger time. *Booking Source**Booking Source = Direct. You can have different auto actions/rules for direct bookings -v- channel bookings, then select ‘Direct’ this will include manually created bookings and booking page bookings. *Booking Conditions**Group Booking Trigger = Trigger only Master**Status = All not cancelled**Invoice Balance= Not Zero (can be used to refine the auto action being triggered) Booking tab: Optional*Flag Text = Pending payment added (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Booking Info tab: Optional, for information and reporting*Booking Info Code = BALANCE (for example enter the value - use one word only)*Booking Info Text = Enter the description/text to show in for the Booking Info Code. Invoice tab: <div class="invoicewarning">{{#fas:exclamation-triangle}} ONLY use Payment Type =‘ Percent of Group balance due’ if you selected Trigger tab > Booking Conditions > Group Booking Trigger = Trigger Only Master.</div> *Add a Pending Payment to the booking**Payment Type = Percent of Group Balance due (select on what the payment is calculated) **Description = the text you will see in the "Charges and Payments" tab**Status = if you use the status function add the status you want to apply to the pending payment (optional)**Amount = 100 (this will be 100% of the outstanding group balance) **Payment Rule = Not Cancelled - See Step 4 above (if you have set up payment rules in {{#fas:cog}} (SETTINGS) PAYMENTS ->PAYMENT RULES they will be available here) **Payment Due = Trigger date**Payment time = set the time to collect payment**Invoicee = If you use the "invoicee" function you can select which invoicee the pending payment will be assigned to. </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ===='Capture' a Security Deposit when Credit card is collected at time of booking. ====</div><div class="mw-collapsible-content"> Trigger tab:[*Trigger Event = After Booking *Trigger Time = immediate*Booking Source =All (for example, you can also set different rules for different channels) Info Codes:Any Booking Info Code = CARDTOSTRIPE Invoice tab:*Payment Type = Fixed amount*Description = Security Deposit (the text you will see in the "Charges and Payments" tab)*Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = 100 (balance is full 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 [[Stripe]]. Create a Payment Rule to 'Capture' a payment only. Captured payments will only be valid for 7 days, then it will expire, if the booking is for a longer period, then you can create a second Capture, you will need to create another auto action for this. Go to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES Payment Rule :*Name = Enter your title - Security Deposit (for example)*Action = Auto Payment Trigger :*Booking Status = select from the drop down list*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action :*Capture = Yes/No - immediately charged (Capture=Yes), if you want to make sure that the amount is available for later capture (Capture=No) *Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure</div></div> <div class="mw-collapsible mw-collapsed"><div class="descriptionheadline-collapse" > ====Apply an info code and and/or icon when a payment was made====</div><div class="mw-collapsible-content">Trigger tab: "*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Invoice Balance = Any Payment made BookingInfo 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.com Commission</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 statusfunction add the status you want to apply to the pending payment (optional)*Amount = enter the amount or percentage you want to collect*Payment Rule = Manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here *Payment Due = Set when the payment is due The Pending Payment Report is available in Bookings > Pending Payments. This report can be used to see outstanding pending payments, this can be used to see all outstanding payments, when payment gateways other than Stripe are used, the Pending Payments report can be used to see outstanding payments and a checklist for bank transfers. </div></div> ===Booking Flags/Colours=== <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when a booking is cancelled====</div><div class="mw-collapsible-content">Trigger tab*Trigger Event = After Booking*Trigger Time = 1 Hour*Trigger Window = 365 days*Booking Status = Cancelled Booking tab:*Execution = One time only*Booking Status = No Change*Flag text = (enter the text you require)*Flag Colour = Set as required</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag for a bookings from a channel which have breakfast included====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Booking.com (for example)*Booking Field Contains - select "API Message" in the next field enter: meal_plan=Breakfast (or Extra Breakfast - use the text the channel uses) Booking tab: *Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when deposit was made prior to Check-in====</div><div class="mw-collapsible-content",>Trigger tab: *Trigger Event = Check-in*Trigger Time = -365 (for example : must be a negative value and the same as the value in Trigger window)*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Invoice Balance = Any Payment made Message tab: *Send Email : select appropriate option*Enter : Subject and Email content Booking tab: (optional) *Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour Booking info tab :(optional) *Booking Info Code : DEPOSITPAID (for example)*Booking Info Text :additional text if required. Setting details with the Booking tab and Booking info tab allows you to trigger additional (follow on) Auto Actions and Reports.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when booking is fully paid====</div><div class="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"qty><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="1mw-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 :"priceApply a flag when deposit was made prior to Check-in AND/OR Apply a flag when booking is fully paid". Trigger tab: *Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All not cancelled*Invoice Balance = Any Payment made Booking tab:*Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse"> ====Apply a flag when a payment FAILS at Stripe====</div><div class="mw-[COMMISSIONNUM]collapsible-content"> Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = STRIPEFAIL,CARDFAILSTRIPE Booking tab:*Execution = One time only*Flag Text = Stripe Payment Failed*Flag Colour - choose the flag colour</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag to Booking.com bookings and auto report the Credit Card when a payment FAILS at Stripe====</div><div class="mw-collapsible-content"> Go to Settings > Channel Manager > Preferences and set Auto report failed cards = Yes Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = BOOKINGCOMCARD Booking tab:*Execution = One time only*Flag Text = Failed CC reported to Booking.com *Flag Colour - choose the flag colour</div></div> ===Status changes===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ==== Change the status of all "Request" bookings to "Cancelled" after three days ====</div><div class="mw-collapsible-content">Trigger tab*Trigger Event = After Booking*Trigger Time = 3 days*Booking Status = Request Booking tab:*Execution = One time only*Booking Status = Cancelled</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ==== Change the status of all bookings which have been imported from Ical to "Request" ====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Ical Import (1, 2, 3) Booking tab:*Execution = One time only*Booking Status = Request Booking changes are applied before the mail is sent.</div></div> <div class="mw-collapsible mw-collapsed"vatRate><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="7headline-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.00<br> '''API key:'''*{{#fas:cog}} (SETTINGS) ACCOUNT -> ACCOUNT->ACCESS "API Key 1"*API Key = my_very_secret_api_key*API Key Access = allow any IP*IP Whitelist = [leave empty]*Allow Writes = Yes*Property Access = Owned by this account only*'''Property key:'''*{{#fas:cog}} (SETTINGS) PROPERTIES > ACCESS > propKey = secret_key_for_prop_XXXXXX Set the triggers you need,for example: Booking Field Contains: Message = XXX Set the webhook like this: * URL = <nowiki>https://api.beds24.com/json/setBooking</nowiki>* Custom Header = [leave empty] Body Data::{::"authentication":::{:::"typeapiKey": "0my_very_secret_api_key",::::"invoiceeIdpropKey": "secret_key_for_prop_XXXXXX"::},:}:"bookId": "[BOOKID]",::"message": "[MESSAGE]- Append this message"
:}
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Use API/Webhook to write the value of the 'commission' field to a new invoice item====
</div>
<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": ""
:::}
::]
:}
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Use Auto Action/Webhook to write to send data to Integromat====
</div>
<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]"
}
</div>
</div>
===Testing for Modified bookings===
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Use Template Variables to test for Modified bookings====
</div>
<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
</div>
</div>
