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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 {{#fas:cog}} (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]
It is also possible to specify a booking number and test if You will find the auto action would trigger on that booking with some diagnostics information shown full list of Property Template Variables when you go to help trouble shooting.[[Template_Variables#Property_Variables|Property Variables]]
== Troubleshooting == '''If Auto Actions do not send:''' The list There are additional Property Templates that can be used in Messages/Emails/SMS to the "Mail" tab of the booking will tell you whyguest that can be customised for each Property. Common causes are: *Is your outgoing Email address working? Go to {{#fas:cog}} (SETTINGS) ACCOUNT->OUTGOING EMAIL Each Property Template can hold customised text that can be used in Auto Actions, Booking Templates, Invoices and click on "Send Test Email"Reports. *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 ActionGo to {{#fas:''' See section Performance and testing abovecog}} (SETTINGS) >PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES you will see the list that are available.
'''Auto Action is not editable''' To have write access to an auto action an account needs to have write access to all properties to which the auto action applies. This might not be the case if When you use sub accounts and create each Room/Unit the Auto Action information is set to trigger for "All Properties"held in Room/Unit specific template variables.
'''You don't have permission to access control2.php on this server''' error message, when the save button is clicked It is most likely something in your content triggering the firewall. Try adding the content bit by bit until you will find the item causing the problem. Often it is a script or HTML item that appears to the firewall as a possible hacking attack. It can also be something that looks innocent like a combination full list of numbers and words like "and" or "or" that hackers often use in sql injection attacks. Once Room/Unit Template Variables when you find the item causing the problem, try rewording it.go to [[Template_Variables#Room_Variables|Room Variables]]
== Examples ==See the full list of [[Template Variables]].
=== Send EmailsYou can send a message/Message/SMS 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.
Message API messages This approach will be shown in reduce the message tab of the booking ongoing management, update one Auto Action and in it will apply to all/selected properties rather than having to edit multiple auto actions with the Channel Message centre. Currently this is only available for Booking.com and Airbnbsame overall message.
<div class="mw-collapsible mw-collapsed"><div class="headline=Example 1 -collapse" > ====Send an Email to the guest when Each property has a different access code for the status of a booking changes to "Cancelled"main building door ====</div><div class="mw-collapsible-content">
Trigger tab:*Trigger Event = Check-in*Trigger Time = -365*Trigger Window = 365*Booking Source = All (for example)*Booking Status = CancelledYour properties have security doors with keycodes, each property has a different code.
Message tabGo to {{#fas: For channels using the Message API, then cog}} (SETTINGS) >PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES > Property Template 1 enter the text in the Plain text boxBuilding Access Code, for emails enter the text use this same field in each property and set the HTML boxappropriate code.
*'''Send Message''' = Booking API/Smart EmailThen in the Auto Action use [PROPERTYTEMPLATE1] in the text rather than the actual value.
If the "Mail & Actions" tab contains a "real" Email address the message is sent *Please use this code to Access the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.Main building Door:- [PROPERTYTEMPLATE1]
If There is no connection to need for a messaging system is available the message will send separate auto action due to the Email address from the "Mail & Actions" tab of the Emailfront door keycode being different.
*'''Email Subject''' ===Example 2 - enter the subject Housekeeping/Cleaning Team is different for your Guestseach Property. ===
*'''Plain Text Box''' - will Each of your properties has a different housekeeping/cleaning team and you need to send to channels using Message APIthem an email with the booking details for each booking.
Message Text Go to {{#fas:- cog}} (SETTINGS) >PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES > Property Template 5 enter the text you wish to send to your guests include URLemail address for Housekeeping/Cleaning team. Template variables can be used [[Template_Variables| see here]]
Email Text :- It There is possible no need for a separate auto action as the message will be sent to use the same details (URL) as in the Plain Text box aboveappropriate email from property template 5. Template variables can be used [[Template_Variables| see here]]
<span style="color:#fe746c;“ >{{#fas:exclamation==Example 3 -triangle}} </span> If you are using deposit collection make sure you set {{#fas:cog}} Send email to a Group of Properties (SETTINGSnot all) PAYMENTS->PAYMENT COLLECTION "Non Payment Booking Status" = Request.==
<You can setup a "Group" for your Properties, this has a number of benefits, including sending/div><excluding messages/div>emails to a Group of Properties, view a "Group" of properties in your Calendar and in Reports.
<div class=To assign the "mw-collapsible mw-collapsedGroup"to your Properties, go to {{#fas:cog}} (SETTINGS) ><div class="headline-collapse" BOOKING ENGINE > MULTI BOOKING PAGE > PROPERTY SETTINGS >GROUP KEYWORDS.
====Change the status of all upcoming direct bookings to "Cancelled" and send an Email Enter a Group name, it needs to the guest ====</div><div class="mw-collapsiblebe a single word -content">Trigger tab:*Trigger Event = Check-in*Trigger Time = -14 (for example you want to cancel the bookings for the next two weeks)*Trigger Window = 14*Booking Source = Direct *Booking Status = All Not Cancelledidentify all 4 bedroom properties, then you can add 4BEDS and add this to all 4 Bedroom properties you have.
Booking tabEach property can be in multiple groups, enter multiple keywords separated by a comma, for example : *Booking Status = Cancelled- 4BEDS, OceanView, Dublin.
Message In the Trigger tab: For channels using the Message API, then enter the text in of the Plain text boxAuto Action, for emails enter the text Group keyword in *"Send Only To Property Groups" OR "Exclude Property Groups" you want to include/exclude from the HTML boxAuto Action.
*'''Send Message''' <span style= Booking API"color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </Smart Emailspan> This filter will not apply if you are triggering on a single property.
If == Performance and Testing ==Auto actions will test up to 1000 bookings per cycle, if your trigger condition involves more than 1000 bookings, the "Mail & Actions" tab contains a "real" Email address next 1000 will be tested on the message is sent to the guests Email addressnext cycle etc. If only a masked Email address you require the fastest speed make sure your trigger is available the message sends via the channels API messaging systems if possibledesigned to test less than 1000 bookings.
If no connection The easiest way to a messaging system do this is available usually by reducing the message will send testing window to the smallest necessary and adjusting the trigger condition to the Email address 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 "Mail & Actions" tab of the Email7 days before check-in will test less bookings and perform faster.
*'''Email Subject''' - enter The test tab of the subject for your Guestsauto action has a button which will show you how many and which bookings are being tested by the auto action.
*'''Plain Text Box''' - will send It is also possible to channels using Message APIspecify a booking number and test if the auto action would trigger on that booking with some diagnostics information shown to help trouble shooting.
Message Text == 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- enter >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 wish want to send (required when Message API is being used? *Is the booking set to your guests include URL. Template variables can be used [[Template_Variables| see here]]allow Allow Auto Actions ("Mails" tab of the booking)? *Do all trigger events apply to the booking?
* '''HTML boxDelayed trigger of Auto Action:''' - Email will be sent See section Performance and testing above.
Email Text :- It '''Auto Action is possible not editable''' To have write access to an auto action an account needs to have write access to all properties to which the auto action applies. This might not be the case if you use sub accounts and the same details (URL) as in the Plain Text box aboveAuto Action is set to trigger for "All Properties". Template variables can be used [[Template_Variables| see here]]
</div> '''You don't have permission to access control2.php on this server''' error message, when the save button is clicked</div> It is most likely something in your content triggering the firewall. Try adding the content bit by bit until you find the item causing the problem. Often it is a script or HTML item that appears to the firewall as a possible hacking attack. It can also be something that looks innocent like a combination of numbers and words like "and" or "or" that hackers often use in sql injection attacks. Once you find the item causing the problem, try rewording it.
<div class="mw-collapsible mw-collapsed"> '''Auto Action is not visible in a sub account'''<div classIf you have sub accounts and need an auto action to be used across multiple accounts/properties, then create the auto action at the Master Account Level and set Property ="headline-collapse" >'All visible in account' and ensure the Master account has access to the properties.
SMS tab <span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> If you are using deposit collection make sure you set {{#fas:cog}} (SETTINGS) PAYMENTS->PAYMENT COLLECTION "Non Payment Booking Status" = Request.
Please note a charge applies per SMS message. </div></div>
*Send SMS Message : Enable<div class="mw-collapsible mw-collapsed">*Phone Number : This is the phone number that will receive the SMS notification.<div class="headline-collapse" >
This is a global service ====Change the status of all upcoming direct bookings to "Cancelled" and send an Email to the notifications can be sent to almost phone in any country.guest ====</div><div class="mw-collapsible-content">'''Trigger tab:'''
The phone number must contain Time: *Trigger Event = Check-in*Trigger Time = -14 (for example to cancel the international country code and phone number as it would be dialed internationally.bookings for the next two weeks)*Trigger Window = 14
Do not include any leading zeros or other characters and use no spaces.Booking Source:*Booking Source = Direct
The number must start with the country code.Booking Conditions:*Booking Status = All Not Cancelled
EXAMPLEBooking tab: *Booking Status = Cancelled
to send to phone number 015625346 '''Message tab:''' For channels using the Message API, then enter the text in the UK (Country code 44) Plain text box, for emails enter the following numbertext in the HTML box.
4415625346*Send Message = Booking API/Smart Email
You can use If the template variables [GUESTPHONE] or [GUESTMOBILE] but this will "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only work if a masked Email address is available the phone number has exactly message sends via the required formatchannels API messaging systems if possible.
Enter the message *Plain Text Box - will send to send, messages will be truncated at 160 characters. Template variables can be used.channels using Message API
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 {{#fas:cog}} (SETTINGS) PROPERTIES*HTML box ->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 {{#fas:cog}} (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 phone number that will receive the "Additional Information" function SETTINGS-{{#fas:cog}} (SETTINGS) PROPERTIES->ROOMS->SET UP "Unit Names" you can use template variables [[Template_Variables| see here]]SMS notification.
Example: Your room This is [UNITNAME]. Check-a global service and the notifications can be sent to almost phone in from: [UNITNAME:1] any country. The key code is: [UNITNAME:2]
</div></div>Do not include any leading zeros or other characters and use no spaces.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >The number must start with the country code.
====Send an Email to the guest when a payment is made====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365 day *Booking Status = All not cancelled*Invoice Balance = Any Payment made OR Invoice Balance = Zero (payment in full)EXAMPLE
Message tab: For channels using the Message API, then enter the text to send to phone number 015625346 in the Plain text box, for emails UK (Country code 44) enter the text in the HTML box. following number
*'''Send Message''' = Booking API/Smart Email4415625346
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 work if the message sends via phone number has exactly the channels API messaging systems if possiblerequired format.
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.*SMS Message
*'''Email Subject''' - enter Enter the subject for your Guestsmessage to send, messages will be truncated at 160 characters. Template variables can be used.
*'''Plain Text BoxBooking tab:''' - will send to channels using Message API*Execution = One time only*Booking Status = No Change
Message Text :- enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]]</div></div>
You should consider adding the invoice table to the email so the guest can see the booking details including Charges & Payments. <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >
[INVOICETABLE] ====Send an Email with a key code for a specific unit one day before check- invoice tablein====</div><div class="mw-collapsible-content">'''Trigger tab:'''
It is also possible Property, Room, Unit:*Unit = Select the number of the unit you want to include a customised invoice table using send this template variable :- [INVOICE:PRI_QTY_CUA€] will create an invoice table with price and quantity in Eurosmessage to. Note that the number represents the index of the unit not its name.
Email Text Booking Conditions *Booking Status = All not cancelled '''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 It is also possible to include a customised invoice table using this template variable :- [INVOICE:PRI_QTY_CUA€] will create an invoice table with price and phone number as it would be dialed internationallyquantity in Euros.
Do 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 guests from Channels====</div><div class="mw-collapsible-content">'''Trigger tab:'''
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. 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 as in the Plain Text box above. Template variables can be used. [[Template_Variables| see here]]
Plain Text (Using *Send Message = Booking API)*Subject - enter the subject for your Guests*Plain Text Message :- enter the Message text you wish to send to your guests include the payment link /Smart Email
https://beds24If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address.com/bookpayIf only a masked Email address is available the message sends via the channels API messaging systems if possible.php?bookid=[BOOKID]
You can find extra options If no connection to add a messaging system is available the message will send to the payment link if you want to refine Email address from the "Mail & Actions" tab of the details https://wiki.beds24.com/indexEmail.php/Category:Payments#Payment_Request
HTML Message (Send Email)
*Email Text :- enter the Email text you wish to send to your guests include template variable
[PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options.
Booking tab:*Plain text box - will send to channels using Message API
*Execution = One time only*Flag Message Text = The :- enter the text you want wish to display*Flag Colour - choose the flag colourBooking changes are applied before the mail is sent so that the flag template variable send to your guests. Template variables can be reflected in the Email.</div></div>used [[Template_Variables| see here]]
<div class="mw*HTML box -collapsible mw-collapsed"><div class="headline-collapse" >Email will be sent
====Send a Request for payment Email Text :- It is possible to your guests XX days before arrival====</div><div class="mw-collapsible-content">Trigger tab:use the same details as in the Plain text box above. Template variables can be used [[Template_Variables| see here]]
*Trigger Event = Check-in *Trigger Time = -42*Trigger Window = 1 day Booking Source = ALL (or select the booking source/Channel)'''SMS tab :'''
*Send Email : **Booking API and Email Smart: If The number must start with the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.**Booking API and Email: Messages are sent via channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Emailcountry code.
Plain Text (Using Message API)*Subject - enter the subject for your Guests*Plain Text Message :- enter the Message text you wish to send to your guests include the payment link EXAMPLE
https://beds24.com/bookpay.php?bookid=[BOOKID]to send to phone number 015625346 in the UK (Country code 44) enter the following number
You can find extra options to add to the payment link if you want to refine the details https://wiki.beds24.com/index.php/Category:Payments#Payment_Request4415625346
HTML Message (Send Email) *Edit Email Subject - enter You can use the subject for your Guests*Edit Email Text :- enter the Email text you wish to send to your guests include template variable variables [PAYLINKGUESTPHONE] or [GUESTMOBILE] but this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field will only work if non zero, otherwise the outstanding balance. Check phone number has exactly the template variables for other optionsrequired format.
Booking tab:Enter the message to send, messages will be truncated at 160 characters. Template variables can be used.
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
You allow your guests to make X number of payments for their booking. You can not trigger the auto action multiple times, unless you manage this manually, therefore you need to create multiple auto actions, so if you allow 3 payments for their booking, then you will need 3 auto actions. You will need to manually add a Booking Info Code to each booking that you have agreed to allow X payments. '''Create Auto Action one''' Trigger tab:Time*Trigger Event = Booking (but not after check-in)*Trigger Time = +7 daysImmediate
*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.
Plain Text (Using Message API)*Subject - enter the subject for your Guests*Plain Text Message :- enter the Message text you wish to send to your guests include the payment link
'''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 day before checkTime:*Trigger Event = Check-in from your guest.*Trigger Time = -42*Trigger Window = 1 day
Capture of Booking Souce: *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 will need to create multiple emails to capture the payment multiple times for the same booking.'''Message tab:'''
'''Create Auto Action one'''*Plain text box (Using Message API)Trigger tabSubject - enter the subject for your GuestsPlain 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
*Email Subject - enter the subject for your Guests'''Booking tab:'''
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></div>
*'''Send Message''' <div class= Booking API/Smart Email"mw-collapsible mw-collapsed"><div class="headline-collapse" >
If the "Mail & Actions" tab contains ====Send a Request for payment to your guests XX days after booking====</div><div class="realmw-collapsible-content" 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 You allow your guests to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab make X number of the Emailpayments for their booking.
*'''Email Subject''' - enter You can not trigger the subject auto action multiple times, unless you manage this manually, therefore you need to create multiple auto actions, so if you allow 3 payments for your Gueststheir booking, then you will need 3 auto actions.
*'''Plain Text Box''' - You will send need to channels using Message APImanually add a Booking Info Code to each booking that you have agreed to allow X payments.
Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]], change the pay=100 to the value you require. https://beds24.com/bookpay.php?bookid=[BOOKID]&g=st&capture=0&pay=100. '''Create Auto Action one'''
*'''HTML boxTrigger tab:''' - Email will be sent
Email Text :*Trigger Event = Booking (but not after check- It is possible to use the same details (URLin) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]*Trigger Time = +7 days*Trigger Window = 1 day
*Booking Info Code = SECDEPOSIT (for example)*Booking Info Text = Security deposit request sent.'''Message tab:'''
<https:/div></div>beds24.com/bookpay.php?bookid=[BOOKID]
<div class="mw-collapsible mw-collapsed">You can find extra options to add to the payment link if you want to refine the details<div class="headline-collapse" >https://wiki.beds24.com/index.php/Category:Payments#Payment_Request
====*HTML Message (Send an Email in ) Edit Email Subject - enter the guests language to an internal subject for your GuestsEdit Email address ====</div><div class="mwText :-collapsible-content">This uses a smart enter the Email text you wish to send to your guests include template variable. In [PAYLINK] this example we check whether creates a payment link (HTML A tag) for the guest booked payment request for the amount in French. If yesthe booking deposit field if non zero, then we send a French textotherwise the outstanding balance. If no, we send an English textCheck the template variables for other options.
Trigger tab:
*Booking Field Contains - select "Language" in the next field enter: the short code for the language this Auto Action is for.
Email '''Booking tab:*Enter the message in the appropriate language under your default language.'''
Message tab: For channels using *Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the Message API, then enter the text in flag colourBooking changes are applied before the Plain text box, for emails enter mail is sent so that the text flag template variable can be reflected in the HTML boxEmail.
*'''Send Message''' = Internal Only *'''Internal Email Address''' = enter the email address this message should be sent Create additional Auto Actions for each period you want to. *'''Email Subject''' - enter the subject for your Guests *'''HTML box''' - Email will be sent *'''Email Texttrigger''' :- Template variables can be used in the message. [[Template_Variables| See here]]
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 You wantto capture a Security Deposit for bookings on the day before check-in from your guest.
Booking tab: Whatever 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.
SMS tab:You will need to create multiple emails to capture the payment multiple times for the same booking. *Phone Number = [GUESTMOBILE]*SMS Message = [IF=:[GUESTLANGUAGE]:fr'''Trigger tab: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:
Message tab: *Send Email Message = Booking API/Email Smart *EMail Subject = Your access code (your text)*Email Text = Your text which includes the template variable [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN]</div></div>
<div class=If the "mw-collapsible mw-collapsedMail & Actions"><div class=tab contains a "headline-collapsereal" >Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
====Send 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 to all current guest ====.</div><div class="mw*Email Subject -collapsible-content">enter the subject for your GuestsTrigger tab:*Trigger Event = CheckPlain text box -inwill send to channels using Message API*Trigger Time = Immediate*Trigger Window = 14(Message Text :- enter the max number of days text you wish to send to your guests include URL. Template variables can stay)be used [[Template_Variables| see here]], change the pay=100 to the value you require. *Booking Source https://beds24.com/bookpay.php?bookid=[BOOKID]&g=st&capture=0&pay= All100. *Booking Status = All but not cancelledHTML box - Email will be sent *Group bookings = Trigger all on masterEmail 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]]*Any Booking Info Code = CHECKIN*Exclude '''Booking Info Code = CHECKOUT info tab: (Optional)'''
Message tab: *Send Email Booking Info Code = Guest *EMail Subject = Enter the appropriate details SECDEPOSIT (for example)*Email Booking Info Text = Your text which includes the details for your current guests Security deposit request sent.
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.
You can send Invoice or Booking Template attachments to your Guests. '''Trigger tab:'''
Setup your Invoice or Time:*Trigger Event = Booking Template, go to {{#fas*Trigger Time = Immediate*Trigger Window = 1 Booking Source:cog}} *Booking Source = All (SETTINGSfor example) GUEST MANAGEMENT Booking Conditions:*Booking Status = All Not Cancelled Booking Fields:*Booking Field Contains -> INVOICING or {{#fasselect "Language" in the next field enter:cog}} (SETTINGS) GUEST MANAGEMENT -> BOOKING TEMPLATESthe short code for the language this Auto Action is for.
Trigger '''Message tab:'''*Trigger Event = Checkout*Trigger Time = Immediate*Trigger Window = 1*Booking Source = All (or select Enter the message in the appropriate channel/Direct)language under your default language. *Booking Status Send Message = All but not cancelledInternal Only*Group bookings = Trigger all on master*Any Booking Info Code Internal Email Address = CHECKOUTenter the email address this message should be sent to.
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 - enter the details subject for your current guests. 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.*HTML box - Email will be sent
If you send Emails with pdf attachment (invoice, booking template) to Alias*Email Text :-Email addresses created by channels Template variables can be used in the channel might block the attachment so it is not delivered to the guest. Ask your channel about their policy regarding thismessage.[[Template_Variables| See here]]
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
To send an automated Email to 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 tabSet the rules to when this Auto Action should trigger. Time:*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)*EMail Subject = Enter the appropriate details Booking Conditions:*Email Text Booking Status = Your text.All Not Cancelled
Other files can not be attached. We recommend you use a link to a file you upload to your web site.'''SMS tab:'''*Phone Number = [GUESTMOBILE]*SMS Message = [IF=:[GUESTLANGUAGE]:fr:French_text|English_text]
===Booking Info Codes===
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-in*Trigger Time = Immediate*Trigger Window = 1 day
Booking Info tabCodes : -*Info Code = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URL (select the appropriate Booking Info Code for the service you use) '''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Send Message = CHECKINBooking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Subject - enter the subject for your Guests - Your access code (your text) *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests include URL. Include these template variables - [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN] or [BOOKINGINFOCODETEXT:CHEKIN_PIN] see the list of ALL template variables that can be used [[Template_Variables| see here]] *Booking Info HTML box - Email will be sent Email Text :- It is possible to use the same details (URL) as in the Plain Text = Auto Checkinbox 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]]
If you need to use This auto action will be sent only when the Invoice Balance of the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you booking is zero. This can set be used to ensure that the Booking info code rather than use checkin details are only sent when the Current guest module has completed the payments. '''Trigger tab:''' Time:-*Trigger Event = Check-in *Trigger Time = -2 (the dashboard. number of days before check-in you want to sent the code or link) *Trigger Window = 2
Trigger tabBooking Source:*Trigger Event = Check-out*Trigger Time = Immediate*Trigger Window = 1 day
Booking Info tab:
*Booking Info Code = CHECKOUT
*Booking Info Text = Auto Checkout
This requires the master booking to be checked-in via the check-in function.
*Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365Source:-
*Group bookings" = Trigger all on master
*Info Code = CHECKIN
This requires you to use the Guest database. '''Trigger tab:'''
*Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365Source:
*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 the custom question in {{#fas:cog}} (SETTINGS) PROPERTIES -> BOOKING QUESTIONS -> CUSTOM QUESTIONS -> Custom question 1, set with TYPE = Tick BoxYou can send Invoice as an attachment to your Guests.
*Trigger Event = After BookingConditions:*Trigger Time Group bookings = immediately*Trigger Window = 365*Booking Source = Allall on master
*Group bookings" = Trigger all on master
*Template Variable = [GUESTCUSTOMQ1] equals ticked (or) not ticked
Booking info tab Info Codes: *Any Booking Info Code = LATECHECKINCHECKOUT</div></div>'''Messaging tab:'''
<div class=If the "mw-collapsible mw-collapsedMail & Actions"><div class=tab contains a "headline-collapsereal" > Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. ====Add If no connection to a fee messaging system is available the message will send to all bookings the Email address from a channel===the "Mail & Actions" tab of the Email. *Attachment =Select the Invoice Template from the drop down list. </div><div class="mw*Subject -collapsibleenter the subject for your Guests *Plain text box -content">will send to channels using Message API Trigger tabMessage Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]] *Trigger Event = After BookingHTML 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]] *Trigger Time <span class= Immediate*Booking Source "" style= Expedia "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 (for exampleBooking info tab)or create an auto action to add the Booking Info Codes to the bookings.
Invoice tab:*Type = Amount*Description = Cleaning fee If you send Emails with pdf attachment (for exampleinvoice, booking template)*Amount = 50 (for example to Alias- Email addresses created by channels the channel might block the attachment so it is not delivered to the amount of guest. Ask your cleaning fee)*per = Room*Period = one time*VAT = 19% (for example - enter the VAT amount if applicable)channel about their policy regarding this.
The fee will Other files can not be added the next time the auto actions runattached. 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" > ====Add a pending paymentSend Email with Booking Registration Form - PDF attachment====
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 '''Trigger tab: Optional*Flag Text = Pending payment added (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list'''
Invoice tabTime:*Payment Type Trigger Event = select on what the payment is calculated (Percent of Balance due)Booking*Description Trigger Time = the text you will see in the "Charges and Payments" tabImmediate*Status Trigger Window = 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 due1 day
Create a Payment Rule to collect a payments when Booking Conditions:*Group bookings are = Trigger all on master*Booking Status = All but not cancelled.
Go to Settings > Payments > Payment Rules'''Messaging tab:'''
Payment Rule :*Send Message = Guest API/Smart Email (or one of the other options)
Name 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. *Attachment = Enter Select Booking Template from the drop down list. *Subject - enter the subject for your title Guests *Plain text box - Not Cancelled (for example)will send to channels using Message API Action = AutoMessage Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]]
Payment Trigger :*HTML box - Email will be sent
*Booking Status = All not cancelled*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional Email Text :- It is possible to use the same details (can exclude Virtual Credit cards, find the Booking info code URL) as in the booking)Plain Text box above. Template variables can be used [[Template_Variables| see here]]
Payment Action <span class="" style="color:#f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkout to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.
*Capture = Yes - immediately charged If you send Emails with pdf attachment (Capture=Yesinvoice, booking template)*Add info code on success = add a Booking Info item to Alias-Email addresses created by channels the channel might block the booking on success*Add info code on failure = add a Booking Info item attachment so it is not delivered to the booking on failureguest. Ask your channel about their policy regarding this.
''''Create To send an automated Email to the guest then they can check you/the cleaner have to add a Payment Rule unit status to the room when it is ready. (Optional)''''In this example we used the unit status clean
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. '''Trigger tab:'''
Go to {{#fasTime:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES*Trigger Event = Checkin*Trigger Time = Immediate*Trigger Window = 1
Create a Payment Rule to collect payments if bookings are not cancelled.Booking Source:*Booking Source = All
Click '''Create New Payment Rule''' :Booking Conditions*Group bookings = Trigger all on master*Booking Status = All but not cancelled
Payment RuleBooking Fields:*Name Template Variable = Enter your title - Not Cancelled (for example) *Action [UNITSTATUS1] Contains = Autoclean
Payment Trigger '''Messaging tab:'''*Booking Status Send Email = All not cancelled*Any Booking Info Code (optional)*All Booking Info Codes Guest API/Smart Email (optional)*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in or one of the bookingother options)
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 If the "Mail & Actions" tab contains a Booking Info item "real" Email address the message is sent to the booking on success*Add info code on failure = add guests Email address. If only a Booking Info item to masked Email address is available the message sends via the booking on failurechannels API messaging systems if possible.
Prevent Auto Payment :*Prevent payment if booking status = Cancelled*Prevent payment after check-out (days) = 7 (default)*Prevent payment action = Set ManualIf no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
'''Create Auto Actions '''Message Text :- enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]]
Collect the outstanding balance for bookings created via your booking page. *HTML box - Email will be sent
Go to {{#fasEmail Text :cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTIONS and click '''Create New Action''' - It is possible to create themuse the same details as in the Plain Text box above.Template variables can be used [[Template_Variables| see here]]
'''Collect outstanding balance for direct bookings'''*Attachment :- if you want to send a Booking/Invoice template you can select from the drop down list.
Trigger tab:*Time**Trigger Event = Checkin**Trigger Time = -3 days (set the time Other files can not be attached. We recommend you want use a link to collect the payment)**Time Window = 3 days (set this a file you upload to the same number (positive) as Trigger timeyour web site.</div></div>
*Booking Source<div class="mw-collapsible mw-collapsed">**Booking Source <div class= Direct. You can have different auto actions/rules for direct bookings -v"headline- channel bookings, then select ‘Direct’ this will include manually created bookings and booking page bookings. collapse" >
*Booking Conditions**Group Booking Trigger = Trigger only Master===Send Email to your guest - Upselling additional nights - nights available after checkout ====**Status = All not cancelled</div>**Invoice Balance<div class= Not Zero (can be used to refine the auto action being triggered)"mw-collapsible-content">
Booking tab: Optional*Flag Text = Pending payment added (for example)*Flag Colour = select To send an automated Email to the colour as this will be visible in the Calendar/Bookings listguest confirming that it is possible to extend their stay.
Booking Info tabThis example uses fixed values that you have entered into {{#fas: Optional, for information and reporting*Booking Info Code = BALANCE cog}} (for example enter the value - use one word onlySETTINGS)*Booking Info Text = Enter > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the descriptionProperty/text Rooms, useful way to show in for utilise the Booking Info Codetemplate variables and different values rather than duplicating auto actions.
Invoice tab'''Trigger Tab :'''
<div class="warning">{{#fasTime:exclamation-triangle}} ONLY use Payment Type *Trigger Event =‘ Percent of Group balance due’ if Checkin (depending on when you selected want to notify the guest)*Trigger tab > Booking Conditions > Group Booking Time = -2 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = Trigger Only Master.</div> 2
*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 {{#fasBooking Source:cog}} (SETTINGS) PAYMENTS ->PAYMENT RULES they will be available here) **Payment Due = Trigger date**Payment time = set the time to collect payment**Invoicee Booking Source = If you use the "invoicee" function you can select which invoicee the pending payment will be assigned to.All
</div>Booking Conditions:</div>*Group bookings = Trigger all on master*Booking Status = All but not cancelled
<div class="mw-collapsible mw-collapsed">Booking Fields:<div class*Template Variables ="headline-collapse" >[IFBETWEEN:[TURNOVERDAYS]:0:3:yes|no|no] equal yes
===='Capture' a Security Deposit when Credit card This template variable tests if there is collected at time of 3 days between the guest booking and the next booking. ====</div><div class="mw-collapsible-content">
Trigger '''Message tab:*Trigger Event = After Booking *Trigger Time = immediate*Booking Source =All (for example, you can also set different rules for different channels)'''
Invoice tab:*Payment Type = Fixed amount*Description = Security Deposit (For channels using the Message API, then enter the text you will see in the "Charges and Payments" tab)*Status = if you use Plain text box, for emails enter the status function add text in 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 inHTML box.
<span style=If the "color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> Automatic collection 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 for customer who use [[Stripe]]the message will send to the Email address from the "Mail & Actions" tab of the Email.
Create a Payment Rule to 'Capture' a payment only. Captured payments will only be valid for 7 days, then it will expire, if *Email Subject - enter the booking is for a longer period, then you can create a second Capture, you will need to create another auto action subject for this.your Guests
Go *Plain text box - will send to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULESchannels using Message API, enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]]
Payment Rule [IF<=:[TURNOVERDAYS]:3: *Name = Enter your title - Security Deposit Your apartment ([ROOMNAME]), which you booked for example[NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [TURNOVERDAYS] extra night(s)|]. *Action = AutoWe 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.
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 HTML box - immediately charged (Capture=Yes)Email will be sent, if enter the text you want wish to make sure that the amount is available for later capture (Capture=No) *Add info code on success = add a Booking Info item send to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure</div></div>your guests. Template variables can be used [[Template_Variables| see here]]
====Apply an info code and and/or icon when a payment was made====</div><div class="mw-collapsible-content">Trigger tab'''Booking Info Tab :Optional '''*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window info code = 365EXTRANIGHTS *Booking Source Info Description = All*Booking Status = All but not cancelled*Invoice Balance = Any Payment madeUpsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night
Booking Info tab:
*Execution = One time only
*Info Code = Enter the preset code for the icon or info code which you have created in {{#fas:cog}} (SETTINGS) ACCOUNT->PREFERENCES.
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:To send an automated Email to the guest confirming that it is possible to extend their stay.*Assign Invoice Number = yes<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/div>Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. </div>'''Trigger Tab :-'''
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Using Pending Payments as a Payment Reminder====</div><div class="mw-collapsible-content">Trigger tabTime:*Trigger Event = After Booking or Before Check-inCheckin (depending on when you want to notify the guest)*Trigger Time = set the time -2 days (depending on when you want to add notify the pending payment to the bookingguest, in this example 2 days before arrival)*Booking Source Trigger Window =All (for example, you can also set different rules for different channels)2
Invoice tabBooking Fields:*Payment Type Template Variables = select on what the payment is calculated (Percent of Balance due)*Description = the text you will see in the "Charges and Payments" tab*Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = enter the amount or percentage you want to collect*Payment Rule = Manual - if you have set up payment rules in {{#fas[IFBETWEEN:[VACANTDAYS]:0:3:cog}} (SETTINGS) GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here *Payment Due = Set when the payment is dueyes|no|no] equal yes
The Pending Payment Report This template variable tests if there is available upto 3 days from previous checkout to check 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 transfersof current booking.
</div>'''Messaging tab :- '''<*Send Message = Guest API/div>Smart Email
===Booking Flags/Colours===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.
<div class=If no connection to a messaging system is available the message will send to the Email address from the "mw-collapsible mw-collapsedMail & Actions">tab of the Email.<div class*Subject ="headline-collapse" > Enter the appropriate details *Plain Text Box ====Apply a flag when a Your text, using the template variables to modify the specific text in the booking is cancelled====. </div>[IF<div class="mw-collapsible-content">:[VACANTDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [VACANTDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. Trigger tab*Trigger Event HTML Box [IF<= After :[VACANTDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [VACANTDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your BookingReservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. *Trigger Time = 1 Hour'''Booking Info Tab :- Optional'''*Trigger Window Booking info code = 365 daysEXTRANIGHTS, *Booking Status Info Description = CancelledUpsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night
Booking tab:
*Execution = One time only
*Booking Status = No Change
*Flag text = (enter the text you require)
*Flag Colour = Set as required
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Booking Source = Booking.com (for example)
*Booking Field Contains - select "API Message" in the next field enter: meal_plan=Breakfast (or Extra Breakfast - use the text the channel uses)
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
Trigger tab:
Message tab: Dear, [GUESTNAME],
*Send Email : select appropriate option*Enter : Subject and Email contentWe are very happy to offer you 'Late Check-out' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK].
*Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colourBest regards,
Booking info tab [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS],[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY]. Email : (optional)-[PROPERTYEMAIL]Website :- [PROPERTYWEB]
*Booking Info Code Tab : DEPOSITPAID (for example)- Optional*Booking info code = LATCHECKOUT, *Booking Info Text Description = Upsell email sent [CURRENTDATE] : additional text if required. [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Late Checkout
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
Booking tab:*Execution = One time only*Flag Text = The text you want To send an automated Email to display*Flag Colour - choose the flag colour</div></div>guest confirming that it is possible to have a Late checkout on Sundays as the room is available on the day of departure.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >This auto action will create a new booking for the date of departure, closing the calendar to any other bookings.
====Apply a flag/colour 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 a booking coming from a certain channel====</div><div class="mw-collapsible-content">the LateCheckout.
Trigger tabThis example uses fixed values that you have entered into {{#fas:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Booking.com cog}} (for exampleSETTINGS)> 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.
Booking tab'''Step 1:*Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour''' Create a new offer in {{#fas:cog}} (SETTINGS) > PROPERTIES > OFFERS
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the email.*Name = Latecheckout</div>*Enable = Only if Available</div>*Booking Type = Confirmed with Deposit 2 - via payment gateway
<div class'''Step 2:''' Create a Rate or Daily Price, PRICES Guests ="mw-collapsible mw-collapsed">Max Occupancy<div classMax Stay ="headline-collapse" > 1Offer ====Apply a flag when a payment was made====select the offer number as created in the above step. </div><div classIf you are using Rates, select 'Rate allowed' ="mw-collapsible-content">Sunday, untick all the other days. <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 Channel Tab, untick all channels, leave only 'beds24.com' for your booking is fully paid"page.
Trigger tab:If using Daily Prices, then go to Calendar, and set the price and date range, then only Sunday, untick all the other days. *Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All not cancelled*Invoice Balance = Any Payment madeEnable list, untick all channels, leave only 'beds24.com' for your booking page.
Booking tab'''Step 3:*Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose ''' Create the flag colour</div></div>Auto Action
<div classTrigger Tab :- *Trigger Event = Checkout*Trigger Time ="mw-collapsible mw-collapsed">1 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 1*Booking Source = All <div class*Booking Status ="headline-collapse" > All but not cancelled*Between Booking and Check in =2 and 999 (to stop the auto action triggering on the new booking) *Group bookings = Trigger all on master *Template Variables =[IF=Apply :[LEAVINGDAY:{%a flag when }]:Sun:|[IF>=^[TURNOVERDAYS]^1^yes~no]] equal yes This template variable tests if the departure day is a payment FAILS Sunday and there is at Stripeleast 1 day between the existing guest booking and the next booking. Message tab :- *Send Email =Guest API/Smart Email (or one of the other options)*EMail Subject =Enter the appropriate details *Email Text =Your text, using the template variables to modify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails) Dear, [GUESTNAME], We are very happy to offer you 'Late Check-out' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK]. If you would like a late checkout, please use this link to make the booking and payment. https://beds24.com/booking2.php?checkin=[LEAVINGDAYYYYY-MM-DD]&br7-[ROOMID]</div><div span class="mw" style="color: #f3e504; font-collapsible-contentsize: 150%;">{{#fas:lightbulb}} </span> The details in the URL, will direct the guest to make a new booking in the existing room with the check-in date = leaving date and for Offer 7 &br-7 (offer created in Step 1 above) Enter your Booking Reservation Number [BOOKID] into the Booking id box on the booking page. Best regards, [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME]
Trigger tabEmail :-[PROPERTYEMAIL] *Trigger Event = After Booking*Trigger Time = ImmediateWebsite :- [PROPERTYWEB]*Trigger Window = 365*Booking Source = AllInfo Tab :- Optional*Booking Status info code = All but not cancelledLATCHECKOUT, *Booking Info Code Description = STRIPEFAILUpsell email sent [CURRENTDATE]: Late Checkout
Booking tab:
*Execution = One time only
*Flag Text = Stripe Payment Failed
*Flag Colour - choose the flag colour
Go to Settings > Channel Manager > Preferences and set Auto report failed cards = Yes
Trigger tab
*Trigger Event = After Booking
*Trigger Time = 3 days
*Booking Status = Request
==== Change the status of all bookings which have been imported from Ical to "Request" ====
</div>
<div class="mw-collapsible-content">
===API/Webhook===
You can use a webhook in conjunction with the API JSON function '''setBooking''' to write to any field in the booking. First you have to configure access to the APITrigger tab:
You need two keys to use our API JSON functions - one for the API itself and one for the property. The keys have to consist of 16 characters of your choosing.<br> '''API key:'''*{{#fas:cog}} (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*{{#fas:cog}} (SETTINGS) PROPERTIES > ACCESS > propKey Info Code = secret_key_for_prop_XXXXXXCHECKIN
Set the triggers you need, for example: Booking Field Contains: Message = XXX Set the webhook like this: * URL = <nowiki>httpsinfo tab ://api.beds24.com/json/setBooking</nowiki>* Custom Header Info Code = [leave empty] Body Data::{::"authentication":::{:::"apiKey": "my_very_secret_api_key",:::"propKey": "secret_key_for_prop_XXXXXX"::},::"bookId": "[BOOKID]",::"message": "[MESSAGE] - Append this message":}CHECKIN
You can create a new invoice item that contains the price of the channel's commission as a negative value This requires you to subtract it from the room price. You use the API JSON function '''setBooking''' for thisGuest database. 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 keyTrigger tab:'''*{{#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:*Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Group bookings" = Trigger all on master*Template Variable = [GUESTSID1] greater than 0
Set the webhook like this:<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > *URL = <nowiki>https:===Identify bookings with Custom Question ticked//api.beds24.com/json/setBookingunticked ====</nowikidiv>*Custom Header <div class= [leave empty]"mw-collapsible-content">If you have a custom question with a 'Tick box' for example, they want a late checkin.
*Body Data =:Setup the custom question in {::"authentication":::{#fas:::"apiKey": "my_very_secret_api_key"cog}} (SETTINGS) PROPERTIES -> BOOKING QUESTIONS -> CUSTOM QUESTIONS -> Custom question 1,set with TYPE = Tick Box. :::"propKey": "secret_key_for_prop_XXXXXX"Trigger tab::},::"bookId": "[BOOKID]",::"invoice":*Trigger Event = After Booking::[*Trigger Time = immediately:::{*Trigger Window = 365::::"description": "*Booking.com Commission",Source = All::::"status": "",*Booking Status = All but not cancelled::::*Group bookings"qty": "1",= Trigger all on master::::"price": "-*Template Variable = [COMMISSIONNUMGUESTCUSTOMQ1]",equals ticked (or) not ticked ::::"vatRate": "7.00",Booking info tab ::::"type": "0",::::"invoiceeId": "":::}::]:}*Info Code = LATECHECKIN</div></div> ===Add invoice items to a booking ===
===Testing for Modified bookings===
__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.
You can automatically send SMS messages. Please note that a fee per SMS message applies if this function is activated.
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> The SMS will send in the language of the account, not the language of the booking. Read Example 17 "Send an Email in the guests language to an internal Email address" for a way to control the language of the SMS.
=== Booking ===
Go to the tab 'Booking' to set up an auto action which modifies something in the booking.
"Execution" - default is 'One time only' or 'Allow Repeats' This action can run one time only or repeat within the trigger time period.
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> Emails are always triggered once only regardless of this setting.
=== Booking Info ===
Set up auto actions which automatically add or remove info codes. This is good practice for reporting and also to trigger/exclude bookings from other auto actions.
=== Invoice ===
Automatically Assign Invoice Number. Automatically add /update invoice items or pending payments. Pending payments can use Payment Rules defined in {{#fas:cog}} (SETTINGS)->PAYMENTS->PAYMENT RULES.
Invoice changes are applied before the mail is sent.
Create auto actions which trigger a web hook when the trigger conditions are met.
== Performance and Testing Multiple Properties ==Auto actions will test up to 1000 bookings per cycle, if your trigger condition involves more than 1000 bookings, the next 1000 will be tested on the next cycle etc.If you require the fastest speed make sure your trigger is designed to test less than 1000 bookings.
In the Auto action, *'''HTML box''' - "Send Message" = Internal Only.*"Internal Email will be sentAddress" = [PROPERTYTEMPLATE5]
If you have different teams per room, then use a Room template rather than the Property Template.
== Examples == === Send Emails/Message/SMS to guests === <span style="color:#019cde; font-size: 150%;“ >{{#fas:info-circle}} </span> Message API messages will be shown in the message tab of the booking and in the Channel Message centre. Currently this is only available for Booking.com and Airbnb. <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an message or SMS Email to Guest the guest when the status of a booking made more than 10 days in advancechanges to "Cancelled"====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time:
*Trigger Event = Check-in
*Trigger Time = -365 days*Trigger Window = 355 days365 Booking Source*Booking Status Source = All not cancelled(for example)
Booking tab:*Execution = One time onlyConditions*Booking Status = No ChangeCancelled
'''Message tab''': For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
*'''Send Message''' = Booking API/Smart Email
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
*'''Email Subject''' - enter the subject for your Guests
*'''Plain Text Box''' text box - will send to channels using Message API
Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]]
*'''HTML box''' - Email will be sent
Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *SMS MessageEmail Subject - enter the subject for your Guests
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]] </div>
</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>
<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 :'''
The template variables will only work if you have entered text in S{{#fas:cog}} (SETTINGS) PROPERTIES->ROOMS->SET UP "Unit Names". The context help for this setting will explain how to do thisphone number must contain the international country code and phone number as it would be dialed internationally.
Time: *'''HTML box''' Trigger Event = Check- Email will be sentin*Trigger Time = -1 day*Trigger Window = 1 day
</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.
Time*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1 day Booking Source*Booking Source = Channel Manager '''Message tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Send Message = Booking API/Smart Email If the "Mail & Actions" 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 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
'''Booking tab: (optional)'''
*Execution = One time only
*Flag Text Booking Status = The text you want to display*Flag Colour - choose the flag colourNo Change
</div>
<div class="headline-collapse" >
====Send a Request for payment message (Email or sms) to your guests for all bookingsthat have Checked-out 30 days or more====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Time*Trigger Event = After BookingCheck-out*Trigger Time = Immediate30 days*Trigger Window = 1 day Booking Source = ALL (or select the booking source/Channel)365 days
'''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
Please note a charge applies per SMS message. *Send SMS Message tab: Enable*Phone Number : This is the phone number that will receive the SMS notification. This is a global service and the notifications can be sent to almost phone in any country. The phone number must contain the international country code and phone number as it would be dialed internationally. Do not include any leading zeros or other characters and use no spaces.
*SMS Message
'''Booking tab:''' (optional)
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
</div>
</div>
<div class="headline-collapse" >
====Send a Request for payment to your guests XX days after bookingfor all bookings====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
*Trigger Window = 1 day
Booking Source:
*Booking Source = ALL (or select the booking source/Channel)
'''Message tab: ''' Update details as appropriate*Send Message = Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address.If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.
*'''Send Plain text box (Using Message''' = Booking API/Smart Email**Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.**Booking API and Email: Messages are sent via channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.)
https://beds24.com/bookpay.php?bookid=[BOOKID]
https://wiki.beds24.com/index.php/Category:Payments#Payment_Request
*HTML Message (Send Email) *Edit Email Subject - enter the subject for your Guests*Edit Email Text :- enter the Email text you wish to send to your guests include template variable
[PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options.
'''Booking tab:'''
*Execution = One time only
*Flag 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" >
====Send a Request for payment to 'Capture' a Security deposit from your guests XX days before check-in - with Stripearrival====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
*Send Email = Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address.
If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.
*HTML Message (Send Email ) Edit Email Subject - enter the subject for your GuestsEdit Email 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.
*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.
*Booking info tab: Source = ALL (Optionalor 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.
*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. 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 Guests
Plain Text Message :- enter the Message text you wish to send to your guests include the payment link
'''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.
</div>
<div class="headline-collapse" >
====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====
</div>
<div class="mw-collapsible-content">
*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''': 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>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Send an Email with a PDF attachmentin the guests language to an internal Email address ====
</div>
<div class="mw-collapsible-content">
This uses a smart template variable. In this example we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Send Email after SMS in a certain language (if it is the cleaner has cleaned language of the roombooking) or a default language====
</div>
<div class="mw-collapsible-content">
This uses a smart template variable. In this example the auto action will trigger on Booking and for 1 day, we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text.
*Trigger Time = Immediate
*Trigger Window = 1
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Add CHECKIN Booking info code to bookings Send Remotelock/Lockstate, Nuki PIN or Chekin Link 2 days before Check-in ====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
*Booking Source = All
*Booking Status = All but not cancelled
Booking Conditions:-
*Group bookings = Trigger all on master
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Add CHECKOUT Booking info code Send Email to bookings guests with check-in details 2 days before Check-in, booking paid/no outstanding balance ====
</div>
<div class="mw-collapsible-content">
*Booking Source = All
*Booking Status = All but not cancelled
Booking Conditions:-
*Group bookings = Trigger all on master
*Invoice Balance = Zero
'''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]]
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Group Send Email to guests with check-in details 2 days before Check-in, Security Deposit Authorised at Stripe ====
</div>
<div class="mw-collapsible-content">
This auto action will be sent only when the a payment has been 'authorised' at Stripe. This can be used to ensure that the checkin details are only sent when the guest has completed the Security Deposit Authorisation. '''Trigger tab:''' Time:-*Trigger Event = Check-in*Trigger Time = -2 (the number of days before check-in you want to sent the code or link) *Trigger Window = 2
*Booking 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 = CHECKINSTRIPEAUTHORIZE '''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]]
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Identify Repeat Guest Send Email to all current guest (Check-in) ====
</div>
<div class="mw-collapsible-content">
Time:*Trigger Event = Check-in*Trigger Time = Immediate*Trigger tab:Window = 14(the max number of days your guests can stay)
*Booking Source = All
Booking Conditions:
*Group bookings = Trigger all on master
*Booking Status = All but not cancelled
Info Codes: *Any Booking Info Code = CHECKIN*Exclude Booking info Info Code = CHECKOUT '''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Send Message = Booking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API Message Text : - enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]] <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkin to your bookings (Booking info tab) or create an auto action to add the Booking Info Code = REPEATCodes to the bookings.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Identify bookings Send Email with Custom Question ticked/unticked Guest Invoice - PDF attachment====
</div>
<div class="mw-collapsible-content">
Setup your Invoice go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> INVOICING '''Trigger tab:''' Time:*Trigger Event = Checkout*Trigger Time = Immediate*Trigger Window = 1 day Booking Source:*Booking Source = All (or select the appropriate channel/Direct)
*Booking Status = All but not cancelled
*Send Email ===Add invoice items to a booking ===Guest API/Smart Email (or one of the other options)
</div>
</div>
<div class="mw-collapsible mw-collapsed"><div class==Payments/Pending Payments==="headline-collapse" >
</div>
<div class="mw-collapsible-content">
You can send Booking Info tab: OptionalTemplate attachments to your Guests. Add a booking info tab for information and reporting*Flag Text = PendingPayment Setup your Booking Template, go to {{#fas:cog}} (for exampleSETTINGS)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list GUEST MANAGEMENT -> BOOKING TEMPLATES
Booking Source:
*Booking Source = All (or select the appropriate channel/Direct)
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
</div>
</div>
<div class="headline-collapse" >
====Collect outstanding booking balance 3 days prior to arrival( Credit card details were collected at time of booking)Send Email after the cleaner has cleaned the room====
</div>
<div class="mw-collapsible-content">
*Subject - enter the subject for your Guests
*Plain text box - will send to channels using Message API
*Send Message = Booking API/Smart Email
[IF<div class="mw-collapsible mw-collapsed">:[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)|].<div class="headline-collapse" >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.
</div>
</div>
<div class="headline-collapse" >
====Assign invoice numbersSend Email to your guest - Upselling additional nights - nights available before checkin ====
</div>
<div class="mw-collapsible-content">
Booking Info tabSource:*Optional, add a booking info tab for information and reportingBooking Source = All
Booking tabConditions: Optional*Flag Text Group bookings = PaymentDue1 (for example), set multiple if multiple payments are required. Trigger all on master*Flag Colour Booking Status = select the colour as this will be visible in the Calendar/Bookings listAll but not cancelled
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply a flag for a bookings from a channel which have breakfast includedSend Email to your guest - Offering Early Checkin ====
</div>
<div class="mw-collapsible-content">
To send an automated Email to the guest confirming that it is possible to have an Early Checkin as room is available the day of before arrival. This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. Trigger Tab :- *Trigger Event = Checkin (depending on when you want to notify the guest)*Trigger Time = -2 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 2*Booking Source = All *Booking Status = All but not cancelled*Group bookings = Trigger all on master*Template Variables = [IF>:[VACANTDAYS]:1:yes|no] equal yes This template variable tests if there is 1 day between the guest booking and the next booking. Message tab:- *Execution Send Email = One time onlyGuest API/Smart Email (or one of the other options)*Flag EMail Subject = Enter the appropriate details *Email Text = The Your text, using the template variables to modify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails) Dear, [GUESTNAME], We are very happy to offer you 'Early Check-in' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK]. If you would like checkin early for your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you want would like to displaystay and provide your Booking Reservation Number [BOOKID] and Offer ‘EARLYARRIVAL’ for the special Price.Best regards, [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS],[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY]. Email :-[PROPERTYEMAIL]Website :- [PROPERTYWEB] Booking Info Tab :- Optional*Booking info code = EARLYARRIVAL, *Flag Colour - choose the flag colourBooking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Early Checkin
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply a flag when deposit was made prior Send Email to Checkyour guest -inOffering Late Checkout ====
</div>
<div class="mw-collapsible-content">
To send an automated Email to the guest confirming that it is possible to have a Late Checkout as room is available the day of departure. This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. Trigger Tab :- *Trigger Event = Check-inCheckout*Trigger Time = -365 1 days (for example : must be a negative value and depending on when you want to notify the same as the value guest, in Trigger windowthis example 2 days before arrival)*Trigger Window = 3651*Booking Source = All
*Booking Status = All but not cancelled
*Invoice Balance Group bookings = Any Payment made Trigger all on master*Template Variables = [IF>:[TURNOVERDAYS]:1:yes|no] equal yes This template variable tests if there is 1 day between the guest booking and the next booking. Message tab :- *Send Email = Guest API/Smart Email (or one of the other options)*EMail Subject = Enter the appropriate details *Email Text = Your text, using the template variables to modify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails)
If you would like a late checkout, then please send an email to our Reservations team [PROPERTYEMAIL] confirming you would like the Late Checkout, provide your Booking tab: (optional)Reservation Number [BOOKID] and Offer ‘LATECHECKOUT’ for the special Price.
</div>
</div>
<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 booking there is fully paidno new arrival ====
</div>
<div class="mw-collapsible-content">
</div>
</div>
===Send an email to the Owner/Internal email address ===
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Apply a flag Send an email to Booking.com bookings and auto report the Credit Card Owner/Internal email address when a payment FAILS at Stripe====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Booking Source = All
*Booking Status = All but not cancelled
*Booking Info Code = BOOKINGCOMCARDSTRIPEFAIL, CARDFAILSTRIPE Messaging tab:*Send Message = Internal*Internal Email Address = enter the email address to receive the notification*Subject = Failed Stripe Payment*HTML Box = Enter the text to be sent, you can use template variables in this message, for example [BOOKID] - booking reference number[GUESTNAMES] - name of all guests in the booking on the "summary" tab of the booking[FIRSTNIGHT][LASTNIGHT]
Booking tab:(optional)
*Execution = One time only
*Flag Text = Stripe Payment Failed CC reported to Booking.com
*Flag Colour - choose the flag colour
</div>
</div>
===Status changesBooking Info Codes===
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
==== Change the status of all "Request" Add CHECKIN Booking info code to bookings to "Cancelled" after three days ====
</div>
<div class="mw-collapsible-content">
If you need to use the Booking tab:*Execution = One time only*Booking Status = Cancelled<info code CHECKIN/div><CHECKOUT for reporting/div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >other auto actions, you can set the Booking info code rather than use the Current guest module in the dashboard.
Trigger tab:
*Trigger Event = After BookingCheck-in
*Trigger Time = Immediate
*Trigger Window = 1 day*Booking Source = Ical Import (1, 2, 3)All*Booking Status = All but not cancelled*Group bookings = Trigger all on master
Booking Info tab:*Execution Booking Info Code = One time onlyCHECKIN*Booking Status Info Text = Request Booking changes are applied before the mail is sent.Auto Checkin
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ==== Change Room Unit Status when guest checks out Add CHECKOUT Booking info code to bookings ====
</div>
<div class="mw-collapsible-content">
If you need to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set the Booking info code rather than use the Current guest module in the dashboard. Trigger tab:
*Trigger Event = Check-out
*Trigger Time = Immediate
*Trigger Window = 1 day
*Booking Source = All
*Booking Status = All but not cancelled
*Any Booking Info Code Group bookings = CHECKOUT Trigger all on master
Booking Info tab:*Execution Booking Info Code = One time onlyCHECKOUT*Change Room Unit Status Booking Info Text = Select the option It is assumed you use the Checkin/Auto 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>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Use API/Webhook to write to the field 'Message'Group check-in ====
</div>
<div class="mw-collapsible-content">
This requires the master booking to be checked-in via the check-in function.
</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 itemIdentify Repeat Guest ====
</div>
<div class="mw-collapsible-content">
Booking Source info tab : *Info Code = Booking.comREPEAT</div></div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Use Template Variables Add a fee to test for Modified all bookingsfrom a channel====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Booking Source = Expedia (for example)
Invoice tab:
*Add Invoice Item = Add new
*Type = Amount
*Description = Cleaning fee (for example) - Template variables can be used.
*Amount = 50 (for example - the amount of your cleaning fee)
*per = Room
*Period = one time
*VAT = 19% (for example - enter the VAT amount if applicable)
The fee will be added the next time the auto actions run.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Add a fee (Penalty) to all bookings with an Outstanding Balance====
</div>
<div class="mw-collapsible-content">
You want to add a 2.2% fee to all bookings if there is an outstanding balance 2 days prior to checkin.
Trigger tab:
Time :
*Trigger Event = Checkin
*Trigger Time = -2 days
*Trigger Window = 2 days
Booking Conditions:
*Status = All not Cancelled
*Invoice Balance = Not Zero
Invoice tab:
*Type = Amount
*Description = Payment Fee||[INVOICEBALANCE:2.2%]
*Amount = 0 (leave as 0 so the value is set from the calculation in Description field)
*Per = Room
*Period = one time
*VAT = 19% (for example - enter the VAT amount if applicable)
The fee will be added the next time the auto actions run.
</div>
</div>
===Modify description/values of an existing invoice item in a booking ===
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Update the Description field of a charge/invoice item====
</div>
<div class="mw-collapsible-content">
In some cases Channel bookings have different descriptions for the same charge item - i.e. Cleaning, update the 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" >
====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: Optional
Add a booking info tab for information and reporting
*Flag Text = PendingPayment (for example)
*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list
Booking tab: Optional
*Booking Info Code = PENDPAY
*Booking Info Text = Pending payment added
Invoice tab:
*Payment Type = select on what the payment is calculated (Percent of Balance due)
*Description = the text you will see in the "Charges and Payments" tab
*Status = if you use the status function add the status you want to apply to the pending payment (optional)
*Amount = enter the amount or percentage you want to collect
*Payment Rule = use auto or manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here
*Payment Due = Set when the payment is due
Create a Payment Rule to collect a payments when bookings are not cancelled.
Go to Settings > Payments > Payment Rules
Payment Rule :
Name = Enter your title - Not Cancelled (for example)
Action = Auto
Payment Trigger :
*Booking Status = All not cancelled
*Any Booking Info Code = optional
*All Booking Info Codes = optional
*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking)
Payment Action :
*Capture = Yes - immediately charged (Capture=Yes)
*Add info code on success = add a Booking Info item to the booking on success
*Add info code on failure = add a Booking Info item to the booking on failure
</div>
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====Add a pending payment - Set the Security Deposit value based on the price of the booking, using a calculation ====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = After Booking or Before Check-in
*Trigger Time = set the time you want to collect the payment
*Booking Source =All (for example, you can also set different rules for different channels)
Booking tab: Optional
*Flag Text = PendingPayment (for example)
*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list
Booking Info tab: Optional
Add 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
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====Collect outstanding booking balance 3 days prior to arrival( Credit card details were collected at time of booking)====
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''''Create a Payment Rule (Optional)''''
Standard payment rules in the system are Auto & Manual, you can create additional rules for the collection of outstanding payments, you can control the collection of payments if the booking status is changed, for example the booking is cancelled before the final payment is due to be collected.
Go to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES
Create a Payment Rule to collect payments if bookings are not cancelled.
Click '''Create New Payment Rule''' :
Payment Rule:
*Name = Enter your title - Not Cancelled (for example)
*Action = Auto
Payment Trigger :
*Booking Status = All not cancelled
*Any Booking Info Code (optional)
*All Booking Info Codes (optional)
*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking)
Payment Action :
*Funding Source = Guest card only
*Payment value adjustment = Limit to group booking balance
*Capture = Yes - immediately charged (Capture=Yes)
*Add info code on success = add a Booking Info item to the booking on success
*Add info code on failure = add a Booking Info item to the booking on failure
Prevent Auto Payment :
*Prevent payment if booking status = Cancelled
*Prevent payment after check-out (days) = 7 (default)
*Prevent payment action = Set Manual
'''Create Auto Actions '''
Collect the outstanding balance for bookings created via your booking page.
Go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTIONS and click '''Create New Action''' to create them.
'''Collect outstanding balance for direct bookings'''
Trigger tab:
*Time
**Trigger Event = Checkin
**Trigger Time = -3 days (set the time you want to collect the payment)
**Time Window = 3 days (set this to the same number (positive) as Trigger time.
*Booking Source
**Booking Source = Direct. You can have different auto actions/rules for direct bookings -v- channel bookings, then select ‘Direct’ this will include manually created bookings and booking page bookings.
*Booking Conditions
**Group Booking Trigger = Trigger only Master
**Status = All not cancelled
**Invoice Balance= Not Zero (can be used to refine the auto action being triggered)
Booking tab: Optional
*Flag Text = Pending payment added (for example)
*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list
Booking Info tab: Optional, for information and reporting
*Booking Info Code = BALANCE (for example enter the value - use one word only)
*Booking Info Text = Enter the description/text to show in for the Booking Info Code.
Invoice tab:
<div class="warning">{{#fas:exclamation-triangle}} ONLY use Payment Type =‘ Percent of Group balance due’ if you selected Trigger tab > Booking Conditions > Group Booking Trigger = Trigger Only Master.</div>
*Add a Pending Payment to the booking
**Payment Type = Percent of Group Balance due (select on what the payment is calculated)
**Description = the text you will see in the "Charges and Payments" tab
**Status = if you use the status function add the status you want to apply to the pending payment (optional)
**Amount = 100 (this will be 100% of the outstanding group balance)
**Payment Rule = Not Cancelled - See Step 4 above (if you have set up payment rules in {{#fas:cog}} (SETTINGS) PAYMENTS ->PAYMENT RULES they will be available here)
**Payment Due = Trigger date
**Payment time = set the time to collect payment
**Invoicee = If you use the "invoicee" function you can select which invoicee the pending payment will be assigned to.
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===='Capture' a Security Deposit when Credit card is collected at time of booking. ====
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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
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</div>
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====Apply an info code and and/or icon when a payment was made====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 365
*Booking Source = All
*Booking Status = All but not cancelled
*Invoice Balance = Any Payment made
Booking Info tab:
*Execution = One time only
*Info Code = Enter the preset code for the icon or info code which you have created in {{#fas:cog}} (SETTINGS) ACCOUNT->PREFERENCES.
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====Assign invoice numbers====
</div>
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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
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====Using Pending Payments as a Payment Reminder====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = After Booking or Before Check-in
*Trigger Time = set the time you want to add the pending payment to the booking
*Booking Source =All (for example, you can also set different rules for different channels)
Booking Info tab:
*Optional, add a booking info tab for information and reporting
Booking tab: Optional
*Flag Text = PaymentDue1 (for example), set multiple if multiple payments are required.
*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list
Invoice tab:
*Payment Type = select on what the payment is calculated (Percent of Balance due)
*Description = the text you will see in the "Charges and Payments" tab
*Status = if you use the status function add the status you want to apply to the pending payment (optional)
*Amount = enter the amount or percentage you want to collect
*Payment Rule = Manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here
*Payment Due = Set when the payment is due
The Pending Payment Report is available in Bookings > Pending Payments. This report can be used to see outstanding pending payments, this can be used to see all outstanding payments, when payment gateways other than Stripe are used, the Pending Payments report can be used to see outstanding payments and a checklist for bank transfers.
</div>
</div>
===Booking Flags/Colours===
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====Apply a flag when a booking is cancelled====
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<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
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====Apply a flag for a bookings from a channel which have breakfast included====
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<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.
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====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.
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====Apply a flag when booking is fully paid====
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<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
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<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>
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<div class="headline-collapse" >
====Apply a flag when a payment was made====
</div>
<div class="mw-collapsible-content">
<span style="color: #f3e504; font-size: 250%;" >{{#fas:lightbulb}} </span> Also see Example : " Apply a flag when deposit was made prior to Check-in AND/OR Apply a flag when booking is fully paid".
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 365
*Booking Source = All
*Booking Status = All not cancelled
*Invoice Balance = Any Payment made
Booking tab:
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
</div>
</div>
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<div class="headline-collapse" >
====Apply a flag when a payment FAILS at Stripe====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 365
*Booking Source = All
*Booking Status = All but not cancelled
*Booking Info Code = STRIPEFAIL, CARDFAILSTRIPE
Booking tab:
*Execution = One time only
*Flag Text = Stripe Payment Failed
*Flag Colour - choose the flag colour
</div>
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<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===
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<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>
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<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.
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==== 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===
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====Use API/Webhook to write to the field 'Message'====
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<div class="mw-collapsible-content">
You can use a webhook in conjunction with the API JSON function '''setBooking''' to write to any field in the booking. First you have to configure access to the API:
You need two keys to use our API JSON functions - one for the API itself and one for the property. The keys have to consist of 16 characters of your choosing.<br>
'''API key:'''
*{{#fas:cog}} (SETTINGS) ACCOUNT -> ACCOUNT->ACCESS "API Key 1"
*API Key = my_very_secret_api_key
*API Key Access = allow any IP
*IP Whitelist = [leave empty]
*Allow Writes = Yes
*Property Access = Owned by this account only
*'''Property key:'''
*{{#fas:cog}} (SETTINGS) PROPERTIES > ACCESS > propKey = secret_key_for_prop_XXXXXX
Set the triggers you need, for example:
Booking Field Contains: Message = XXX
Set the webhook like this:
* URL = <nowiki>https://api.beds24.com/json/setBooking</nowiki>
* Custom Header = [leave empty]
Body Data:
:{
::"authentication":
::{
:::"apiKey": "my_very_secret_api_key",
:::"propKey": "secret_key_for_prop_XXXXXX"
::},
::"bookId": "[BOOKID]",
::"message": "[MESSAGE] - Append this message"
:}
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<div class="headline-collapse" >
====Use API/Webhook to write the value of the 'commission' field to a new invoice item====
</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>
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====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===
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<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>
