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If <span style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> The auto actions will appear on the 'Mail & Actions' tab of each booking where you are using your own mail server for outgoing manually trigger the email/messages /changes to the Booking and Invoice actions will be applied before sending the mailbooking.
Booking tab:
*Execution = One time only
*Booking Status = No Change
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 '''Message tab:*Execution = One time only*Booking Status = No Change''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
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
Booking tab:*Execution = One time only*Booking Status = No Change '''Message tab: ''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
*'''HTML Email Text :- It is possible to use the same details as in the Plain Text box''' - Email will above. Template variables can be sentused [[Template_Variables| see here]]
Email Text '''Booking tab:- It is possible to use the same details as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]'''*Execution = One time only*Booking Status = No Change
*'''HTML Email Text :- It is possible to use the same details as in the Plain text box''' - Email will above. Template variables can be sentused [[Template_Variables| see here]]
Email Text :- It is possible to use the same details as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]] '''SMS tab :'''
Booking Source = ALL (or select the booking source/Channel)
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
Booking Source = ALL (or select the booking source/Channel)
*If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email Subject - enter address. If only a masked Email address is available the message sends via the subject for your Guestschannels API messaging systems if possible.
Message tab: For channels using the Message API, then 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
Email tabBooking Source:*Enter the message in the appropriate language under your default language.Booking Source = All (for example)
Message tabBooking Conditions: For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Booking Status = All Not Cancelled
*'''Internal Email AddressMessage tab:''' = enter Enter the email address this message should be sent toin the appropriate language under your default language.
Trigger tabBooking Source: Whatever you want*Booking Source = All (for example)
*Info Code = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URL
Message Info Codes :-*Info Code = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URL (select the appropriate Booking Info Code for the service you use) '''Messaging tab: ''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Send Email Message = Booking API/Smart Email Smart If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *EMail Subject = - enter the subject for your Guests - Your access code (your text) *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests include URL. Include these template variables - [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN] or [BOOKINGINFOCODETEXT:CHEKIN_PIN] see the list of ALL template variables that can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text = Your text which includes :- It is possible to use the same details (URL) as in the Plain Text box above. Include these template variable variables - [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN]or [BOOKINGINFOCODETEXT:CHEKIN_PIN] see the list of ALL template variables that can be used [[Template_Variables| see here]]
Message '''Messaging tab: *Send Email = Guest *EMail Subject = Enter ''' For channels using the Message API, then enter the appropriate details *Email Text = Your text which includes in the details Plain text box, for your current guestsemails enter the text in the HTML box.
It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkin to your bookings (*Send Message = Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.</div><API/div>Smart Email
<div class=If the "mw-collapsible mw-collapsedMail & Actions"><div class=tab contains a "headline-collapsereal" > ====Send Email with address the message is sent to the guests Email address. If only a PDF attachment====</div><div class="mw-collapsible-content">masked Email address is available the message sends via the channels API messaging systems if possible.
You can If no connection to a messaging system is available the message will send Invoice or Booking Template attachments to your Gueststhe Email address from the "Mail & Actions" tab of the Email.
Setup *Subject - enter the subject for your Invoice or Booking Template, go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT Guests -> INVOICING or {{#fas:cog}} Your access code (SETTINGSyour text) GUEST MANAGEMENT -> BOOKING TEMPLATES
Trigger tab:*Trigger Event = Checkout*Trigger Time = Immediate*Trigger Window = 1*Booking Source = All (or select the appropriate channel/Direct)*Booking Status = All but not cancelled*Group bookings = Trigger all on master*Any Booking Info Code = CHECKOUTPlain text box - will send to channels using Message API
It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkout to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.*HTML box - Email will be sent
If Email Text :- Enter the text you wish to send Emails with pdf attachment (invoiceto your guests this can include URLs. Include any information that is important for the checkin of the guest, booking template) to Alias-Email addresses created by channels for example the channel might block Key code for the attachment so it is not delivered door, who to contact if there are any issues, template variables can be used, see the guest. Ask your channel about their policy regarding this.list of ALL template variables that can be used [[Template_Variables| see here]]
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
To send an automated Email to This auto action will be sent only when the guest then they a payment has been 'authorised' at Stripe. This can check you/the cleaner have to add a unitstatus be used to ensure that the room checkin details are only sent when it is readythe guest has completed the Security Deposit Authorisation. In this example we used the unit status clean
Message tab: *Send HTML box - Email = Guest API/Smart Email (or one of the other options)*EMail Subject = Enter the appropriate details *Email Text = Your text.will be sent
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
===Booking Info Codes===
If you need to use Time:*Trigger Event = Check-in*Trigger Time = Immediate*Trigger Window = 14(the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you max number of days your guests can set the Booking info code rather than use the Current guest module in the dashboard. stay)
Trigger tabBooking Source:*Trigger Event = Check-in*Trigger Time = Immediate*Trigger Window = 1 day
*Group bookings = Trigger all on master
Booking Info tabCodes: *Any Booking Info Code = CHECKIN*Exclude Booking Info Code = CHECKOUT '''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *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= Auto "color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkin to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.
If you need You can send Invoice as an attachment 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 dashboardyour Guests. Setup your Invoice go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> INVOICING '''Trigger tab:'''
Trigger tabTime:*Trigger Event = Check-outCheckout
*Group bookings = Trigger all on master
Booking Info tabCodes: *Any Booking Info Code = CHECKOUT*Booking Info Text = Auto Checkout</div></div>
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Group check-in ====</div><div class="mw-collapsible-content">This requires the master booking to be checked-in via the check-in function. '''Messaging tab:'''
Trigger tab:*Send Email = Guest API/Smart Email (or one of the other options)
Booking info tab : *Info Code = CHECKINOther files can not be attached. We recommend you use a link to a file you upload to your web site.
This requires you to use the Guest database.
*Trigger Event = After BookingConditions:*Trigger Time Group bookings = immediately*Trigger Window = 365*Booking Source = Allall on master
*Group bookings" = Trigger all on master
*Template Variable = [GUESTSID1] greater than 0
Booking info '''Messaging tab : ''' *Info Code Send Message = REPEAT</div><Guest API/div>Smart Email (or one of the other options)
<div class=If the "mw-collapsible mw-collapsedMail & Actions"><div class="headline-collapse" > ====Identify bookings with Custom Question ticked/unticked ====</div><div class=tab contains a "mw-collapsible-contentreal">Email address the message is sent to the guests Email address. If you have a custom question with a 'Tick box' for example, they want only a late checkinmasked Email address is available the message sends via the channels API messaging systems if possible.
Setup If no connection to a messaging system is available the custom question in {{#fas:cog}} (SETTINGS) PROPERTIES -> BOOKING QUESTIONS -> CUSTOM QUESTIONS -> Custom question 1, set with TYPE = Tick Boxmessage will send to the Email address from the "Mail & Actions" tab of the Email.
Trigger tab:*Attachment = Select Booking Template from the drop down list.
Booking info tab : *Info Code = LATECHECKINOther files can not be attached. We recommend you use a link to a file you upload to your web site.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a fee to all bookings from a channelSend Email after the cleaner has cleaned the room====
Invoice tabBooking Source:*Type Booking Source = Amount*Description = Cleaning fee (for example)*Amount = 50 (for example - the amount of your cleaning fee)*per = Room*Period = one time*VAT = 19% (for example - enter the VAT amount if applicable)All
The fee will be added the next time the auto actions run. Booking Conditions</div>*Group bookings = Trigger all on master</div>*Booking Status = All but not cancelled
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a pending payment====</div><div class="mw-collapsible-content">Trigger '''Messaging tab:'''*Trigger Event Send Email = After Booking Guest API/Smart Email (or Before Check-in*Trigger Time = set one of the time you want to collect the payment*Booking Source =All (for example, you can also set different rules for different channelsother options)
Booking Info If the "Mail & Actions" tab: OptionalAdd contains a booking info tab for information and reporting*Flag Text = PendingPayment (for example)*Flag Colour = select "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the colour as this will be visible in message sends via the Calendar/Bookings listchannels API messaging systems if possible.
Booking tab: Optional*Flag Text = Pending payment added (for example)*Flag Colour = select If no connection to a messaging system is available the colour as this message will be visible in send to the Email address from the "Mail & Actions" tab of the Calendar/Bookings listEmail.
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 = Subject - 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 duesubject for your Guests
Create a Payment Rule Message Text :- enter the text you wish to collect a payments when bookings are not cancelledsend to your guests. Template variables can be used [[Template_Variables| see here]]
Go to Settings > Payments > Payment Rules*HTML box - Email will be sent
Payment Rule Email Text :- It is possible to use the same details as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
Name = Enter your title *Attachment :- Not Cancelled (for example)Action = Autoif you want to send a Booking/Invoice template you can select from the drop down list.
Payment Trigger :Other files can not be attached. We recommend you use a link to a file you upload to your web site.</div></div>
*Booking Status <div class= All not cancelled"mw-collapsible mw-collapsed">*Any Booking Info Code <div class= optional"headline-collapse" > *All Booking Info Codes = optional===Send Email to your guest - Upselling additional nights - nights available after checkout ====</div>*Exclude Booking Info Code <div class= optional (can exclude Virtual Credit cards, find the Booking info code in the booking)"mw-collapsible-content">
Payment Action :To send an automated Email to the guest confirming that it is possible to extend their stay.
*Capture = Yes - immediately charged This example uses fixed values that you have entered into {{#fas:cog}} (Capture=YesSETTINGS)*Add info code on success = add a Booking Info item to > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the booking on success*Add info code on failure = add a Booking Info item Property/Rooms, useful way to utilise the booking on failuretemplate variables and different values rather than duplicating auto actions.
</div></div>'''Trigger Tab :'''
<div classTime:*Trigger Event = Checkin (depending on when you want to notify the guest)*Trigger Time ="mw-collapsible mw-collapsed">2 days (depending on when you want to notify the guest, in this example 2 days before arrival)<div class*Trigger Window ="headline-collapse" >2
====Collect outstanding booking balance 3 days prior to arrival( Credit card details were collected at time of booking)====</div>Booking Source:<div class*Booking Source ="mw-collapsible-content">All
''''Create a Payment Rule Booking Conditions:*Group bookings = (Optional)''''Trigger all on master*Booking Status = All but not cancelled
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. Booking Fields:*Template Variables = [IFBETWEEN:[TURNOVERDAYS]:0:3:yes|no|no] equal yes
Go to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULESThis template variable tests if there is 3 days between the guest booking and the next booking.
Create a Payment Rule to collect payments if bookings are not cancelled.'''Message tab:'''
Click '''Create New Payment Rule''' :For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
Payment Rule:*Name Send Message = Enter your title - Not Cancelled (for example) *Action = AutoBooking API/Smart Email
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 If the Booking info code in "Mail & Actions" tab contains a "real" Email address the booking)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.
Payment Action :*Funding Source = Guest card only*Payment value adjustment = Limit If no connection to group booking balance*Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item messaging system is available the message will send to the booking on success*Add info code on failure = add a Booking Info item to Email address from the "Mail & Actions" tab of the booking on failureEmail.
Prevent Auto Payment :*Prevent payment if booking status = Cancelled*Prevent payment after checkEmail Subject -out (days) = 7 (default)*Prevent payment action = Set Manualenter the subject for your Guests
'''Create Auto Actions '''[IF<=:[TURNOVERDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [TURNOVERDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price.
Collect the outstanding balance for bookings created via your booking page.
Go *HTML box - Email will be sent, enter the text you wish to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTIONS and click '''Create New Action''' send to create themyour guests.Template variables can be used [[Template_Variables| see here]]
'''Collect outstanding balance [IF<=:[TURNOVERDAYS]:3:Your apartment ([ROOMNAME]), which you booked for direct bookings'''[NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [TURNOVERDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price.
Trigger tab'''Booking Info Tab :Optional '''*Time**Trigger Event Booking info code = CheckinEXTRANIGHTS **Trigger Time Booking Info Description = -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.Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night
*Booking Source</div>**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. div>
*Booking Conditions**Group Booking Trigger = Trigger only Master**Status <div class= All not cancelled"mw-collapsible mw-collapsed">**Invoice Balance<div class= Not Zero (can be used to refine the auto action being triggered)"headline-collapse" >
Booking tab: Optional====Send Email to your guest - Upselling additional nights - nights available before checkin ====*Flag Text = Pending payment added (for example)</div>*Flag Colour <div class= select the colour as this will be visible in the Calendar/Bookings list"mw-collapsible-content">
Booking Info tab: Optional, for information and reporting*Booking Info Code = BALANCE (for example enter To send an automated Email to the value - use one word only)*Booking Info Text = Enter the description/text guest confirming that it is possible to show in for the Booking Info Codeextend their stay.
Invoice tabThis 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.
<div class="warning">{{#fas'''Trigger Tab :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 bookingTime:**Payment Type Trigger Event = Percent of Group Balance due Checkin (select depending 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 when you want to apply to notify the pending payment (optionalguest)**Amount = 100 (this will be 100% of the outstanding group balance) **Payment Rule Trigger Time = Not Cancelled - See Step 4 above 2 days (if depending on when you have set up payment rules want to notify the guest, in {{#fas:cog}} (SETTINGS) PAYMENTS ->PAYMENT RULES they will be available herethis example 2 days before arrival) **Payment Due = Trigger date**Payment time Window = 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.2
</div>Booking Source:</div>*Booking Source = All Booking Conditions:*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:[VACANTDAYS]:0:3:yes|no|no] equal yes
===='Capture' a Security Deposit when Credit card This template variable tests if there is collected at time upto 3 days from previous checkout to check in of current booking. ====</div><div class="mw-collapsible-content">
Trigger '''Messaging tab:- '''*Trigger Event Send Message = After Booking *Trigger Time = immediate*Booking Source =All (for example, you can also set different rules for different channels)Guest API/Smart Email
Invoice tab:*Payment Type = Fixed amount*Description = Security Deposit (the text you will see in If the "Charges and PaymentsMail & Actions" tab)*Status = if you use contains a "real" Email address the status function add the status you want to apply message is sent to the pending payment (optional)*Amount = 100 (balance guests Email address. If only a masked Email address is full price so 100% of available the message sends via the balance)*Payment Rule = Security Deposit (Create a Payment Rule, see below) *Payment Due = check inchannels API messaging systems if possible.
<span style*Subject ="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> Automatic collection is only available for customer who use [[Stripe]].Enter the appropriate details
Create a Payment Rule *Plain Text Box = Your text, using the template variables to 'Capture' a payment only. Captured payments will only be valid for 7 days, then it will expire, if modify the specific text in 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 [IF<=:[VACANTDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to {{#fas:cog}} [VACANTDAYS] extra night(SETTINGSs) |]. PAYMENTS > PAYMENT RULESWe 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 Rule : *Name = Enter your title - Security Deposit (for example)*Action = AutoHTML Box
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
Invoice Booking tab:*Assign Invoice Number Execution = yesOne 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.
*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 tab*Send Email : Optionalselect appropriate option*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 listEnter : Subject and Email content
Invoice Booking tab:*Payment Type = select on what the payment is calculated (Percent of Balance dueoptional) *Description Execution = the text you will see in the "Charges and Payments" tabOne time only*Status Flag Text = if you use the status function add the status The text you want to apply to the pending payment (optional)display*Amount = enter Flag Colour - choose the amount or percentage you want to collectflag colour *Payment Rule = Manual - if you have set up payment rules in {{#fasBooking info tab :cog}} (SETTINGSoptional) 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 *Booking Info Code : DEPOSITPAID (for bank transfersexample)*Booking Info Text : additional text if required.
===Booking Flags/Colours===
*Booking Status = No Change*Flag text Text = (enter the The text you require)want to display*Flag Colour = Set as required- choose the flag colour
*Booking Field Contains - select "API Message" in the next field enter: meal_plan=Breakfast (or Extra Breakfast - use the text the channel uses)
Message tab: *Send Email : select appropriate option*Enter : Subject and Email content Booking tab: (optional) *Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour Booking info tab : (optional) *Booking Info Code : DEPOSITPAID (for example)*Booking Info Text : additional text if required. Setting details with the Booking tab and Booking info tab allows you to trigger additional (follow on) Auto Actions and Reports.</div></div>
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the email.
<span style="color: #f3e504; font-size: 250%;" >{{#fas:lightbulb}} </span> Also see Example : " Apply a flag when deposit was made prior to Check-in AND/OR Apply a flag when booking is fully paid". Trigger tab:
*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = STRIPEFAILIcal Import (1, 2, 3)
Go to Settings > Channel Manager > Preferences and set Auto report failed cards = Yes Trigger tab:*Trigger Event = After BookingCheck-out
Trigger tab
*Trigger Event = After Booking
*Trigger Time = 3 days
*Booking Status = Request
Booking tabYou 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:*Execution = One time only*Booking Status = Cancelled</div></div>
==== Change Set the status of all bookings which have been imported from Ical to "Request" ====triggers you need, for example:</div><div class="mw-collapsible-content">Trigger tabBooking Field Contains:*Trigger Event Message = After BookingXXX*Trigger Time = Immediate*Booking Source = Ical Import (1, 2, 3)Set the webhook like this:
Booking tab:*Execution URL = One time only<nowiki>https://api.beds24.com/json/setBooking</nowiki>*Booking Status Custom Header = Request[leave empty]
Booking changes are applied before the mail is sent.Body Data::{::"authentication":::{:::"apiKey": "my_very_secret_api_key",:::"propKey": "secret_key_for_prop_XXXXXX"::},::"bookId": "[BOOKID]",::"message": "[MESSAGE] - Append this message":}
Trigger tab*Trigger Event = Check-out*Trigger Time = Immediate*Trigger Window = 1 day*Booking Status = All but not cancelled*Any Booking Info Code = CHECKOUTYou 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:
Booking tab:*Execution = One time only*Change Room Unit Status = Select the option It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkin to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.</div></div> ===API/Webhook===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Use API/Webhook to write to the field 'Message'====</div><div class="mw-collapsible-content"> You can use a webhook in conjunction with the API JSON function '''setBooking''' to write to any field in the booking. First you have to configure access to the API: You need two keys to use our API JSON functions - one for the API itself and one for the property. The keys have to consist of 16 characters of your choosing.<br> '''API key:'''
You can create a new invoice item that contains the price of the channel's commission as a negative value to subtract it from the room price. You use the API JSON function '''setBooking''' for this. First you need to configure access to the API:
Set the triggers you need"propertyId":"[PROPERTYID]", for example:
Booking Source = Booking.com"firstNight":"[FIRSTNIGHTSHORT]",
Set the webhook like this"lastNight":"[LEAVINGDAYSHORT]"
*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": ""
:::}
::]
:}
== General Information ==
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.
Template variables provide great flexibility when creating/managing the Auto Actions. Setup one Auto Action to trigger on 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 each auto action rather than update one auto action.
Using 'Group Keywords' you can refine the triggers in the Auto Action to include/exclude properties if the purpose/message in the Auto action needs to be different.
== Setup ==
Automatic actions will trigger every 15 /20 minutes.
Go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> AUTO ACTION and click on "Edit" to modify an existing auto action or on "Create New Action" to set up a new auto action.
You can create a "Copy" of an existing NEW Auto Action, click "Edit" on an existing auto action, scroll to the bottom of the page and click 'Save as copy'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 "DeleteEdit" , 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===
<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.
<span style="color: #f3e504; font-size: 200150%;" >{{#fas:lightbulb}} </span> Confirmation emails will send automatically to the guest. You can customize them in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> CONFIRMATION MESSAGES. <span style="color: #f3e504; font-size: 200%;" >{{#fas:lightbulb}} </span> The auto actions will appear on the 'Mail & Actions' tab of each booking where you manually trigger the email/messages/changes to the booking.
<span style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> If you are using your own mail server for outgoing email/messages the Booking and Invoice actions will 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.
*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.
Then in the Auto Action use [PROPERTYTEMPLATE1] in the text rather than the actual value.
*Please use this code to Access the Main building Door:- [PROPERTYTEMPLATE1]
There is no need for a separate auto action due to the front door keycode being different.
Go to {{#fas:cog}} (SETTINGS) >PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES > Property Template 5 enter the email address for Housekeeping/Cleaning team.
In the Auto action, *"Send Message" = Internal Only.*"Internal Email Address" = [PROPERTYTEMPLATE5]
There is no need for a separate auto action as the message will be sent to the appropriate email from property template 5.
Each property can be in multiple groups, enter multiple keywords separated by a comma, for example :- 4BEDS, OceanView, Dublin.
In the Trigger tab of the Auto Action, enter the Group keyword in *"Send Only To Property Groups" OR "Exclude Property Groups" you want to include/exclude from the Auto Action.
<span style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> This filter will not apply if you are triggering on a single property.
*Is your Auto Action set to send automatically?
*Is the guests Email address valid ("Mails" tab of the booking)?
*Is the Plain Text box populated with the text you want to send (required when Message API is being used?
*Is the booking set to allow Allow Auto Actions ("Mails" tab of the booking)?
*Do all trigger events apply to the booking?
It can also be something that looks innocent like a combination of numbers and words like "and" or "or" that hackers often use in sql injection attacks.
Once you find the item causing the problem, try rewording it.
'''Auto Action is not visible in a sub account'''
If you have sub accounts and need an auto action to be used across multiple accounts/properties, then create the auto action at the Master Account Level and set Property = 'All visible in account' and ensure the Master account has access to the properties.
== Examples ==
=== Send Emails/Message/SMS to guests ===
<span style="color:#019cde; font-size: 150%;“ >{{#fas:info-circle}} </span> Message API messages will be shown in the message tab of the booking and in the Channel Message centre. Currently this is only available for Booking.com and Airbnb.
<div class="mw-collapsible mw-collapsed">
<div class="mw-collapsible-content">
'''Trigger tab:''' Time:
*Trigger Event = Check-in
*Trigger Time = -365
*Trigger Window = 365
Booking Source
*Booking Source = All (for example)
Booking Conditions
*Booking Status = Cancelled
'''Message tab''': For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the 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]]
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time:
*Trigger Event = Check-in
*Trigger Time = -14 (for example to cancel the bookings for the next two weeks)
*Trigger Window = 14
Booking Source:
*Booking Source = Direct
Booking Conditions:
*Booking Status = All Not Cancelled
*Booking Status = Cancelled
'''Message tab: ''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the 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
*'''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]]
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time:
*Trigger Event = Check-in
*Trigger Time = -365 days
*Trigger Window = 355 days
Booking Conditions:
*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.
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 = 7 to 999 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="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Send an message or SMS to Guest when booking made more for last minute booking - 6 days or less====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time:
*Trigger Event = Booking (but not after check-in)
*Trigger Time = Immediate
*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 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 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="mw-collapsible-content">
'''Trigger tab:''' Property, Room, Unit:*Unit = Select the number of the unit you want to send this message to. Note that the number represents the index of the unit not its name. Time:
*Trigger Event = Check-in
*Trigger Time = -1 day
*Trigger Window = 1 day
Booking Conditions
*Booking Status = All not cancelled
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
*'''Email Subject''' - enter the subject for your Guests
*'''Plain Text Box''' text box - will send to channels using Message API
Message Text :- enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]]
*'''HTML box''' - Email will be sent
If you are using the "Additional Information" function SETTINGS-{{#fas:cog}} (SETTINGS) PROPERTIES->ROOMS->SET UP "Unit Names" you can use template variables [[Template_Variables| see here]]
The template variables will only work if you have entered text in S{{#fas:cog}} (SETTINGS) PROPERTIES->ROOMS->SET UP "Unit Names". The context help for this setting will explain how to do this.
'''Booking tab:'''*Execution = One time only*Booking Status = No Change </div>
</div>
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time:*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 365 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]]
[INVOICETABLE] - invoice table
It is also possible to include a customised invoice table using this template variable :- [INVOICE:PRI_QTY_CUA€] will create an invoice table with price and quantity in Euros.
*'''HTML box''' - Email will be sent
Email Text :- It is possible to use the same details as in the Plain Text text box above. Template variables can be used [[Template_Variables| see here]]
You should consider adding the invoice table to the email so the guest can see the booking details including Charges & Payments.
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 1 day
Booking Source
*Booking Source = Channel Manager
*'''Send Message''' = Booking API/Smart Email
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
*'''Email Subject''' - enter the subject for your Guests
*'''Plain Text Box''' text box - will send to channels using Message API
Message Text :- enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]]
*HTML box - Email will be sent
</div>
</div>
<div class="mw-collapsible mw-collapsed">
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time*Trigger Event = After Check-out
*Trigger Time = 30 days
*Trigger Window = 365 days
'''Message tab: ''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
*'''Send Message''' = Booking API/Smart Email
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
*'''Email Subject''' - enter the subject for your Guests
*'''Plain Text Box''' text box - will send to channels using Message API
Message Text :- enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]]
*HTML box - Email will be sent
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: ''' (optional)
*Execution = One time only
*Flag Text = The text you want to display
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Time*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 1 day
Booking Source:*Booking Source = ALL (or select the booking source/Channel) '''Message tab: ''' Update details as appropriate*Send Message = Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email. *Plain text box (Using Message API)
https://beds24.com/bookpay.php?bookid=[BOOKID]
https://wiki.beds24.com/index.php/Category:Payments#Payment_Request
*HTML Message (Send Email) *Email Subject - enter the subject for your Guests*Email Text :- enter the Email text you wish to send to your guests include template variable
[PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options.
'''Booking tab:'''
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
</div>
</div>
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Time:
*Trigger Event = Check-in
*Trigger Time = -42
*Trigger Window = 1 day
Booking Souce: *Booking Source = ALL (or select the booking source/Channel) '''Message tab: '''
*Send Email : **= Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.**Booking API and Email: Messages are sent via channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.
*Plain Text text box (Using Message API)*Subject - enter the subject for your Guests*Plain Text Message :- enter the Message text you wish to send to your guests include the payment link
https://beds24.com/bookpay.php?bookid=[BOOKID]
https://wiki.beds24.com/index.php/Category:Payments#Payment_Request
*HTML Message (Send Email) *Edit Email Subject - enter the subject for your Guests*Edit Email Text :- enter the Email text you wish to send to your guests include template variable
[PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options.
'''Booking tab:'''
*Execution = One time only
*Flag Colour - choose the flag colour
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
</div>
</div>
'''Create Auto Action one'''
'''Trigger tab:'''
*Trigger Event = Booking (but not after check-in)
*Any Booking Info Code = MULTIPLE (for example) this can be used if you only allow some guests to make multiple payments.
'''Message tab: '''
*'''Send Message''' = Booking API/Smart Email**Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.**Booking API and Email: Messages are sent via channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.
*Plain Text text box (Using Message API)*Subject - enter the subject for your Guests*Plain Text Message :- enter the Message text you wish to send to your guests include the payment link
https://beds24.com/bookpay.php?bookid=[BOOKID]
https://wiki.beds24.com/index.php/Category:Payments#Payment_Request
*HTML Message (Send Email) *Edit Email Subject - enter the subject for your Guests*Edit Email Text :- enter the Email text you wish to send to your guests include template variable
[PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options.
'''Booking tab:'''
*Execution = One time only
</div>
</div>
<div class="mw-collapsible mw-collapsed">
'''Create Auto Action oneTrigger tab:'''Trigger tab:
*Trigger Event = Check-in
*Status = All not cancelled
'''Message tab''': For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
*Send Message = Booking API/Smart Email : select the appropriate option
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
*'''Plain Text Box''' text box - will send to channels using Message API
Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]], change the pay=100 to the value you require.
https://beds24.com/bookpay.php?bookid=[BOOKID]&g=st&capture=0&pay=100.
*'''HTML box''' - Email will be sent
Email Text :- It is possible to use the same details (URL) as in the Plain Text text box above. Template variables can be used [[Template_Variables| see here]]
'''Booking info tab: (Optional)'''
*Booking Info Code = SECDEPOSIT (for example)
*Booking Info Text = Security deposit request sent.
</div>
This uses a smart template variable. In this example we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text.
'''Trigger tab:''' Time:*Trigger Event = Booking Field Contains - select "Language" in the next field enter: the short code for the language this Auto Action is for.*Trigger Time = Immediate*Trigger Window = 1
Booking Fields:*'''Send Message''' = Internal OnlyBooking Field Contains - select "Language" in the next field enter: the short code for the language this Auto Action is for.
*'''Email Subject''' - enter the subject for your GuestsSend Message = Internal Only
*'''HTML box''' - Internal Email will Address = enter the email address this message should be sentto.
*'''Email Text''' :Subject - Template variables can be used in enter the message. [[Template_Variables| See here]]subject for your Guests
*HTML box - Email will be sent
*Email Text :- Template variables can be used in the message. [[Template_Variables| See here]]
</div>
</div>
<div class="mw-collapsible-content">
This uses a smart template variable. In this example the auto action will trigger on Booking and for 1 day, we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text. '''Trigger tab:''' Set the rules to when this Auto Action should trigger. Time:*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1
Booking tabConditions: Whatever you want*Booking Status = All Not Cancelled
'''SMS tab:'''
*Phone Number = [GUESTMOBILE]
*SMS Message = [IF=:[GUESTLANGUAGE]:fr:French_text|English_text]
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Send Remotelock/Lockstate, Nuki PIN or Chekin Link 2 days before Check-in ====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time:-
*Trigger Event = Check-in
*Trigger Time = -2 (the number of days before check-in you want to sent the code or link)
*Trigger Window = 2
Booking Souce :-
*Booking Source = All
*Booking Status = All but not cancelled
Booking Conditions:-
*Group bookings = Trigger all on master
</div>
</div>
<div class="headline-collapse" >
====Send Email to all current guest guests with check-in details 2 days before Check-in, booking paid/no outstanding balance ====
</div>
<div class="mw-collapsible-content">
This auto action will be sent only when the Invoice Balance of the booking is zero. This can be used to ensure that the checkin details are only sent when the guest has completed the payments. '''Trigger tab:''' Time:-
*Trigger Event = Check-in
*Trigger Time = Immediate*Trigger Window = 14 -2 (the max number of days your guests can staybefore check-in you want to sent the code or link)*Trigger Window = 2 Booking Source:-
*Booking Source = All
*Booking Status = All but not cancelled
Booking Conditions:-
*Group bookings = Trigger all on master
*Any Booking Info Code Invoice Balance = CHECKIN*Exclude Booking Info Code = CHECKOUT Zero
Message tabText : *Send Email = Guest API/Smart Email (or one - enter the text you wish to send to your guests. This can include any information that is important for the checkin of the other options)*Attachment = Select an option from guest, for example the drop down list. *EMail Subject = Enter Key code for the appropriate details *Email Text = Your text which includes door, who to contact if there are any issues, template variables can be used, see the details for your current guests. list of ALL template variables that can be used [[Template_Variables| see here]]
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Send Email after the cleaner has cleaned the roomto guests with check-in details 2 days before Check-in, Security Deposit Authorised at Stripe ====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time:-*Trigger Event = CheckinCheck-in*Trigger Time = Immediate -2 (the number of days before check-in you want to sent the code or link) *Trigger Window = 12 Booking Source:- *Booking Source = All
*Booking Status = All but not cancelled
Booking Conditions:-
*Group bookings = Trigger all on master
*Template Variable Invoice Balance = Zero Info codes :-*Any Booking Info Code = STRIPEAUTHORIZE '''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Send Message = Booking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Subject - enter the subject for your Guests - Your access code (your text) *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests. This can include any information that is important for the checkin of the guest, for example the Key code for the door, who to contact if there are any issues, template variables can be used, see the list of ALL template variables that can be used [UNITSTATUS1[Template_Variables| see here]] Contains = clean
Email Text :- Enter the text you wish to send to your guests this can include URLs. Include any information that is important for the checkin of the guest, for example the Key code for the door, who to contact if there are any issues, template variables can be used, see the list of ALL template variables that can be used [[Template_Variables| see here]]
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<div class="headline-collapse" > ====Add CHECKIN Booking info code Send Email to bookings all current guest (Check-in) ====
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'''Trigger tab:'''
*Booking Source = All
Booking Conditions:
*Group bookings = Trigger all on master
*Booking Status = All but not cancelled
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<div class="headline-collapse" > ====Add CHECKOUT Booking info code to bookings Send Email with Guest Invoice - PDF attachment====
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*Trigger Time = Immediate
*Trigger Window = 1 day
Booking Source:*Booking Source = All(or select the appropriate channel/Direct) Booking Conditions:*Group bookings = Trigger all on master
*Booking Status = All but not cancelled
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Trigger Event Attachment = After BookingSelect the Invoice Template from the drop down list. *Trigger Time = immediatelySubject - enter the subject for your Guests *Trigger Window = 365Plain 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]] *Booking Source 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= All*Booking Status "" style= All but "color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not cancelledyou 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.*Group bookings" = Trigger all on master*Info Code = CHECKINIf you send Emails with pdf attachment (invoice, booking template) to Alias-Email addresses created by channels the channel might block the attachment so it is not delivered to the guest. Ask your channel about their policy regarding this.
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<div class="headline-collapse" > ====Identify Repeat Guest Send Email with Booking Registration Form - PDF attachment====
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You can send Booking Template attachments to your Guests. Setup your Booking Template, go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> BOOKING TEMPLATES '''Trigger tab:''' Time:*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1 day Booking Source:*Booking Source = All (or select the appropriate channel/Direct)
*Booking Status = All but not cancelled
*Trigger Event = After BookingSubject - enter the subject for your Guests *Trigger Time = immediatelyPlain text box - will send to channels using Message API *Trigger Window = 365Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]]*Booking Source = All*Booking Status = All but not cancelledHTML box - Email will be sent*Group bookings" = Trigger all on master*Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Template Variable = variables can be used [[GUESTCUSTOMQ1Template_Variables| see here] equals ticked ] <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) orcreate an auto action to add the Booking Info Codes to the bookings. If you send Emails with pdf attachment (invoice, booking template) to Alias-Email addresses created by channels the channel might block the attachment so it is not ticked delivered to the guest. Ask your channel about their policy regarding this.
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<div class="mw-collapsible mw-collapsed"><div class==Add invoice items to a booking ==="headline-collapse" >
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To send an automated Email to the guest then they can check you/the cleaner have to add a unit status to the room when it is ready. In this example we used the unit status clean '''Trigger tab:''' Time:*Trigger Event = After BookingCheckin
*Trigger Time = Immediate
*Booking Source Trigger Window = Expedia (for example)1
Booking Fields:*Template Variable =[UNITSTATUS1] Contains ==Payments/Pending Payments===clean
*Plain text box - will send to channels using Message API
*Plain text box - will send to channels using Message API, enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]]
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
[IF<=:[VACANTDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [VACANTDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. '''Booking Info Tab :- Optional'''*Booking info code = EXTRANIGHTS, *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to your guest - Offering Early Checkin ====</div><div class="mw-collapsible-content"> To send an automated Email to the guest confirming that it is possible to have an Early Checkin as room is available the day of before arrival. This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. Trigger Tab :- *Trigger Event = Checkin (depending on when you want to notify the guest)*Trigger Time = -2 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 2*Booking Source = All *Booking Status = All but not cancelled*Group bookings = Trigger all on master*Template Variables = [IF>:[VACANTDAYS]:1:yes|no] equal yes This template variable tests if there is 1 day between the guest booking and the next booking. Message tab :- *Send Email = Guest API/Smart Email (or one of the other options)*EMail Subject = Enter the appropriate details *Email Text = Your text, using the template variables to modify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails) Dear, [GUESTNAME], We are very happy to offer you 'Early Check-in' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK]. If you would like checkin early for your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EARLYARRIVAL’ for the special Price.Best regards, [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS],[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY]. Email :-[PROPERTYEMAIL]Website :- [PROPERTYWEB] Booking Info Tab :- Optional*Booking info code = EARLYARRIVAL, *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Early Checkin </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to your guest - Offering Late Checkout ====</div><div class="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 = Checkout*Trigger Time = -1 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 1*Booking Source = All *Booking Status = All but not cancelled*Group bookings = Trigger all on master*Template Variables = [IF>:[TURNOVERDAYS]:1:yes|no] equal yes This template variable tests if there is 1 day between the guest booking and the next booking. Message tab :- *Send Email = Guest API/Smart Email (or one of the other options)*EMail Subject = Enter the appropriate details *Email Text = Your text, using the template variables to modify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails) Dear, [GUESTNAME], We are very happy to offer you 'Late Check-out' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK]. If you would like a late checkout, then please send an email to our Reservations team [PROPERTYEMAIL] confirming you would like the Late Checkout, provide your Booking Reservation Number [BOOKID] and Offer ‘LATECHECKOUT’ for the special Price. Best regards, [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS],[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY]. Email :-[PROPERTYEMAIL]Website :- [PROPERTYWEB] Booking Info Tab :- Optional*Booking info code = LATCHECKOUT, *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Late Checkout </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to your guest - Offering Late Checkout Only on a Sunday when there is no new arrival ====</div><div class="mw-collapsible-content"> To send an automated Email to the guest confirming that it is possible to have a Late checkout on Sundays as the room is available on the day of departure. This auto action will create a new booking for the date of departure, closing the calendar to any other bookings. The URL link in the message tab, will send the guest to your guest booking page with set conditions, the leaving date of the existing booking, the room id of the existing booking and the Offer you have created for the LateCheckout. This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. '''Step 1: ''' Create a new offer in {{#fas:cog}} (SETTINGS) > PROPERTIES > OFFERS *Name = Latecheckout*Enable = Only if Available*Booking Type = Confirmed with Deposit 2 - via payment gateway '''Step 2:''' Create a Rate or Daily Price, PRICES Guests = Max OccupancyMax Stay = 1Offer = select the offer number as created in the above step. If you are using Rates, select 'Rate allowed' = Sunday, untick all the other days. Channel Tab, untick all channels, leave only 'beds24.com' for your booking page. If using Daily Prices, then go to Calendar, and set the price and date range, then only Sunday, untick all the other days. Enable list, untick all channels, leave only 'beds24.com' for your booking page. '''Step 3: ''' Create the Auto Action Trigger Tab :- *Trigger Event = Checkout*Trigger Time = -1 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 1*Booking Source = All *Booking Status = All but not cancelled*Between Booking and Check in = 2 and 999 (to stop the auto action triggering on the new booking) *Group bookings = Trigger all on master *Template Variables = [IF=:[LEAVINGDAY:{%a}]:Sun:|[IF>=^[TURNOVERDAYS]^1^yes~no]] equal yes This template variable tests if the departure day is a Sunday and there is at least 1 day between the existing guest booking and the next booking. Message tab :- *Send Email = Guest API/Smart Email (or one of the other options)*EMail Subject = Enter the appropriate details *Email Text = Your text, using the template variables to modify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails) Dear, [GUESTNAME], We are very happy to offer you 'Late Check-out' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK]. If you would like a late checkout, please use this link to make the booking and payment. https://beds24.com/booking2.php?checkin=[LEAVINGDAYYYYY-MM-DD]&br7-[ROOMID] <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> The details in the URL, will direct the guest to make a new booking in the existing room with the check-in date = leaving date and for Offer 7 &br-7 (offer created in Step 1 above) Enter your Booking Reservation Number [BOOKID] into the Booking id box on the booking page. Best regards, [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME] Email :-[PROPERTYEMAIL] Website :- [PROPERTYWEB] Booking Info Tab :- Optional*Booking info code = LATCHECKOUT, *Booking Info Description = Upsell email sent [CURRENTDATE]: Late Checkout </div></div> ===Send an email to the Owner/Internal email address ===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an email to the Owner/Internal email address when a payment FAILS at Stripe====</div><div class="mw-collapsible-content"> Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = STRIPEFAIL, CARDFAILSTRIPE Messaging tab:*Send Message = Internal*Internal Email Address = enter the email address to receive the notification*Subject = Failed Stripe Payment*HTML Box = Enter the text to be sent, you can use template variables in this message, for example [BOOKID] - booking reference number[GUESTNAMES] - name of all guests in the booking on the "summary" tab of the booking[FIRSTNIGHT][LASTNIGHT] Booking tab: (optional)*Execution = One time only*Flag Text = Stripe Payment Failed*Flag Colour - choose the flag colour</div></div> ===Booking Info Codes===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add CHECKIN Booking info code to bookings ====</div><div class="mw-collapsible-content"> If you need to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set the Booking info code rather than use the Current guest module in the dashboard. Trigger tab:*Trigger Event = Check-in*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source = All*Booking Status = All but not cancelled*Group bookings = Trigger all on master Booking Info tab: *Booking Info Code = CHECKIN*Booking Info Text = Auto Checkin</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add CHECKOUT Booking info code to bookings ====</div><div class="mw-collapsible-content"> If you need to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set the Booking info code rather than use the Current guest module in the dashboard. Trigger tab:*Trigger Event = Check-out*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source = All*Booking Status = All but not cancelled*Group bookings = Trigger all on master Booking Info tab: *Booking Info Code = CHECKOUT*Booking Info Text = Auto Checkout</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Group check-in ====</div><div class="mw-collapsible-content">This requires the master booking to be checked-in via the check-in function. Trigger tab: *Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Group bookings" = Trigger all on master*Info Code = CHECKIN Booking info tab : *Info Code = CHECKIN</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Identify Repeat Guest ====</div><div class="mw-collapsible-content">This requires you to use the Guest database. Trigger tab: *Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Group bookings" = Trigger all on master*Template Variable = [GUESTSID1] greater than 0 Booking info tab : *Info Code = REPEAT</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Identify bookings with Custom Question ticked/unticked ====</div><div class="mw-collapsible-content">If you have a custom question with a 'Tick box' for example, they want a late checkin. Setup the custom question in {{#fas:cog}} (SETTINGS) PROPERTIES -> BOOKING QUESTIONS -> CUSTOM QUESTIONS -> Custom question 1, set with TYPE = Tick Box. Trigger tab: *Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Group bookings" = Trigger all on master*Template Variable = [GUESTCUSTOMQ1] equals ticked (or) not ticked Booking info tab : *Info Code = LATECHECKIN</div></div> ===Add invoice items to a booking === <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a fee to all bookings from a channel====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Expedia (for example) Invoice tab:*Add Invoice Item = Add new*Type = Amount*Description = Cleaning fee (for example) - Template variables can be used. *Amount = 50 (for example - the amount of your cleaning fee)*per = Room*Period = one time*VAT = 19% (for example - enter the VAT amount if applicable) The fee will be added the next time the auto actions run. </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a fee (Penalty) to all bookings with an Outstanding Balance==== </div><div class="mw-collapsible-content">You want to add a 2.2% fee to all bookings if there is an outstanding balance 2 days prior to checkin. Trigger tab: Time :*Trigger Event = Checkin *Trigger Time = -2 days*Trigger Window = 2 days Booking Conditions:*Status = All not Cancelled *Invoice Balance = Not Zero Invoice tab:*Type = Amount*Description = Payment Fee||[INVOICEBALANCE:2.2%]*Amount = 0 (leave as 0 so the value is set from the calculation in Description field)*Per = Room*Period = one time*VAT = 19% (for example - enter the VAT amount if applicable) The fee will be added the next time the auto actions run. </div></div> ===Modify description/values of an existing invoice item in a booking === <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Update the Description field of a charge/invoice item==== </div><div class="mw-collapsible-content"> In some cases Channel bookings have different descriptions for the same charge item - i.e. Cleaning, update the 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: OptionalAdd a booking info tab for information and reporting*Flag Text = PendingPayment (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Booking tab: Optional*Booking Info Code = PENDPAY*Booking Info Text = Pending payment added Invoice tab:*Payment Type = select on what the payment is calculated (Percent of Balance due)*Description = the text you will see in the "Charges and Payments" tab*Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = enter the amount or percentage you want to collect*Payment Rule = use auto or manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here *Payment Due = Set when the payment is due Create a Payment Rule to collect a payments when bookings are not cancelled. Go to Settings > Payments > Payment Rules Payment Rule : Name = Enter your title - Not Cancelled (for example)Action = Auto Payment Trigger : *Booking Status = All not cancelled*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action : *Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a pending payment - Set the Security Deposit value based on the price of the booking, using a calculation ====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking or Before Check-in*Trigger Time = set the time you want to collect the payment*Booking Source =All (for example, you can also set different rules for different channels) Booking tab: Optional*Flag Text = PendingPayment (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Booking Info tab: OptionalAdd a booking info tab for information and reporting*Booking Info Code = PENDPAY*Booking Info Text = Pending payment added Invoice tab:*Payment Type = fixed value*Description = Security Deposit||[IF<=:[INVOICEFIRSTITEMNUM]:800:200|[INVOICEFIRSTITEMNUM][/.0]4] (Security Deposit is the description, then 2 | symbol, then the calculation for the 'Amount' to be set.) This calculation, tests if the first invoice item value (usually the Accommodation value) is greater than or = 800 if so set the Security Deposit Amount = 1 quarter of the first invoice item value, otherwise set = 200. <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> <span style="font-weight: bold;" >Tip</span> A price value for the invoice item can be specified after a second pipe (|) symbol, this can be used to calculate a price using template variables. If the price value in the description field is zero or absent, the numeric value from the amount field will be used. *Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = 0*Payment Rule = use auto or manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) Payments > Payment Rules they will be available here *Payment Due = Set when the payment is due Create a Payment Rule to collect a payments when bookings are not cancelled. Go to Settings > Payments > Payment Rules Payment Rule : Name = Enter your title - Not Cancelled (for example)Action = Auto Payment Trigger : *Booking Status = All not cancelled*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action : *Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Collect outstanding booking balance 3 days prior to arrival( Credit card details were collected at time of booking)====</div><div class="mw-collapsible-content"> ''''Create a Payment Rule (Optional)'''' Standard payment rules in the system are Auto & Manual, you can create additional rules for the collection of outstanding payments, you can control the collection of payments if the booking status is changed, for example the booking is cancelled before the final payment is due to be collected. Go to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES Create a Payment Rule to collect payments if bookings are not cancelled. Click '''Create New Payment Rule''' : Payment Rule:*Name = Enter your title - Not Cancelled (for example) *Action = Auto Payment Trigger :*Booking Status = All not cancelled*Any Booking Info Code (optional)*All Booking Info Codes (optional)*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action :*Funding Source = Guest card only*Payment value adjustment = Limit to group booking balance*Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure Prevent Auto Payment :*Prevent payment if booking status = Cancelled*Prevent payment after check-out (days) = 7 (default)*Prevent payment action = Set Manual '''Create Auto Actions ''' Collect the outstanding balance for bookings created via your booking page. Go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTIONS and click '''Create New Action''' to create them. '''Collect outstanding balance for direct bookings''' Trigger tab:*Time**Trigger Event = Checkin**Trigger Time = -3 days (set the time you want to collect the payment)**Time Window = 3 days (set this to the same number (positive) as Trigger time. *Booking Source**Booking Source = Direct. You can have different auto actions/rules for direct bookings -v- channel bookings, then select ‘Direct’ this will include manually created bookings and booking page bookings. *Booking Conditions**Group Booking Trigger = Trigger only Master**Status = All not cancelled**Invoice Balance= Not Zero (can be used to refine the auto action being triggered) Booking tab: Optional*Flag Text = Pending payment added (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Booking Info tab: Optional, for information and reporting*Booking Info Code = BALANCE (for example enter the value - use one word only)*Booking Info Text = Enter the description/text to show in for the Booking Info Code. Invoice tab: <div class="warning">{{#fas:exclamation-triangle}} ONLY use Payment Type =‘ Percent of Group balance due’ if you selected Trigger tab > Booking Conditions > Group Booking Trigger = Trigger Only Master.</div> *Add a Pending Payment to the booking**Payment Type = Percent of Group Balance due (select on what the payment is calculated) **Description = the text you will see in the "Charges and Payments" tab**Status = if you use the status function add the status you want to apply to the pending payment (optional)**Amount = 100 (this will be 100% of the outstanding group balance) **Payment Rule = Not Cancelled - See Step 4 above (if you have set up payment rules in {{#fas:cog}} (SETTINGS) PAYMENTS ->PAYMENT RULES they will be available here) **Payment Due = Trigger date**Payment time = set the time to collect payment**Invoicee = If you use the "invoicee" function you can select which invoicee the pending payment will be assigned to. </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ===='Capture' a Security Deposit when Credit card is collected at time of booking. ====</div><div class="mw-collapsible-content"> Trigger tab:*Trigger Event = After Booking *Trigger Time = immediate*Booking Source =All (for example, you can also set different rules for different channels) Info Codes:Any Booking Info Code = CARDTOSTRIPE Invoice tab:*Payment Type = Fixed amount*Description = Security Deposit (the text you will see in the "Charges and Payments" tab)*Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = 100 (balance is full price so 100% of the balance)*Payment Rule = Security Deposit (Create a Payment Rule, see below) *Payment Due = check in <span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> Automatic collection is only available for customer who use [[Stripe]]. Create a Payment Rule to 'Capture' a payment only. Captured payments will only be valid for 7 days, then it will expire, if the booking is for a longer period, then you can create a second Capture, you will need to create another auto action for this. Go to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES Payment Rule : *Name = Enter your title - Security Deposit (for example)*Action = Auto Payment Trigger :*Booking Status = select from the drop down list*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action :*Capture = Yes/No - immediately charged (Capture=Yes), if you want to make sure that the amount is available for later capture (Capture=No) *Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply an info code and and/or icon when a payment was made====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Invoice Balance = Any Payment made Booking Info tab:*Execution = One time only*Info Code = Enter the preset code for the icon or info code which you have created in {{#fas:cog}} (SETTINGS) ACCOUNT->PREFERENCES.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Assign invoice numbers====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = Check-out*Trigger Time = Immediate*Any Booking Info Code = CHECKOUT (optional only if you use the check-out function, if not leave blank) Invoice tab:*Assign Invoice Number = yes</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Using Pending Payments as a Payment Reminder====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking or Before Check-in*Trigger Time = set the time you want to add the pending payment to the booking*Booking Source =All (for example, you can also set different rules for different channels) Booking Info tab:*Optional, add a booking info tab for information and reporting Booking tab: Optional*Flag Text = PaymentDue1 (for example), set multiple if multiple payments are required. *Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Invoice tab:*Payment Type = select on what the payment is calculated (Percent of Balance due)*Description = the text you will see in the "Charges and Payments" tab*Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = enter the amount or percentage you want to collect*Payment Rule = Manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here *Payment Due = Set when the payment is due The Pending Payment Report is available in Bookings > Pending Payments. This report can be used to see outstanding pending payments, this can be used to see all outstanding payments, when payment gateways other than Stripe are used, the Pending Payments report can be used to see outstanding payments and a checklist for bank transfers.
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===Booking Flags/Colours===
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<div class="headline-collapse" > ====Apply an info code and and/or icon a flag when a payment was madebooking is cancelled====
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<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate1 Hour*Trigger Window = 365*Booking Source = Alldays*Booking Status = All but not cancelled*Invoice Balance = Any Payment madeCancelled
Booking Info tab:
*Execution = One time only
*Info Code Booking Status = Enter No Change*Flag text = (enter the preset code for the icon or info code which text you have created in {{#fas:cog}} (SETTINGSrequire) ACCOUNT->PREFERENCES.*Flag Colour = Set as required
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<div class="headline-collapse" > ====Assign invoice numbersApply a flag for a bookings from a channel which have breakfast included====
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Trigger tab:
*Trigger Event = Check-outAfter Booking
*Trigger Time = Immediate
*Any Booking Info Code Source = CHECKOUT Booking.com (optional only if you for example)*Booking Field Contains - select "API Message" in the next field enter: meal_plan=Breakfast (or Extra Breakfast - use the check-out function, if not leave blanktext the channel uses)
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<div class="headline-collapse" >
====Using Pending Payments as Apply a Payment Reminderflag when deposit was made prior to Check-in====
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<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 Info tab:Status = All but not cancelled*Optional, add a booking info Invoice Balance = Any Payment made Message tab for information and reporting:
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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<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Apply a flag when a booking is cancelledfully paid====
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<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = 1 HourImmediate*Trigger Window = 365 days*Booking Source = All*Booking Status = CancelledAll not cancelled*Invoice Balance = ZERO
Booking tab:
*Execution = One time only
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<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply a flag /colour for a bookings booking coming from a certain 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 tab:
*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 Emailemail.
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<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Apply a flag when deposit a payment was made prior to Check-in====
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<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 = Check-inAfter Booking*Trigger Time = -365 (for example : must be a negative value and the same as the value in Trigger window)Immediate
*Trigger Window = 365
*Booking Source = All
*Booking Status = All but not cancelled
*Invoice Balance = Any Payment made
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Apply a flag when booking is fully paida payment FAILS at Stripe====
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<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = After Booking
*Trigger Window = 365
*Booking Source = All
*Booking Status = All but not cancelled*Invoice Balance Booking Info Code = ZEROSTRIPEFAIL, CARDFAILSTRIPE
Booking tab:
*Execution = One time only
*Flag Text = The text you want to displayStripe Payment Failed
*Flag Colour - choose the flag colour
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<div class="headline-collapse" >
====Apply a flag/colour for to Booking.com bookings and auto report the Credit Card when a booking coming from a certain channelpayment FAILS at Stripe====
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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.com (for example)Info Code = BOOKINGCOMCARD
Booking tab:
*Execution = One time only
*Flag Text = The text you want Failed CC reported to displayBooking.com
*Flag Colour - choose the flag colour
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===Status changes===
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Apply a flag when a payment was madeChange the status of all "Request" bookings to "Cancelled" after three days ====
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*Trigger Event = After Booking
*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All3 days*Booking Status = All not cancelled*Invoice Balance = Any Payment madeRequest
Booking tab:
*Execution = One time only
*Flag Text Booking Status = The text you want to display*Flag Colour - choose the flag colourCancelled
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<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply a flag when a payment FAILS at StripeChange the status of all bookings which have been imported from Ical to "Request" ====
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<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
Booking tab:
*Execution = One time only
*Flag Text Booking Status = Stripe Payment FailedRequest*Flag Colour - choose Booking changes are applied before the flag colourmail is sent.
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<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply a flag to Booking.com bookings and auto report the Credit Card Change Room Unit Status when a payment FAILS at Stripeguest checks out ====
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<div class="mw-collapsible-content">
*Trigger Time = Immediate
*Trigger Window = 365*Booking Source = All1 day
*Booking Status = All but not cancelled
*Any Booking Info Code = BOOKINGCOMCARDCHECKOUT
Booking tab:
*Execution = One time only
*Flag Text Change Room Unit Status = Failed CC reported 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 BookingInfo Codes to the bookings.com *Flag Colour - choose the flag colour
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===Status changesAPI/Webhook===
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<div class="headline-collapse" >
==== Change Use API/Webhook to write to the status of all "Request" bookings to "Cancelled" after three days field 'Message'====
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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.<div class="mwbr> '''API key:'''*{{#fas:cog}} (SETTINGS) ACCOUNT -collapsible mw> ACCOUNT-collapsed"><div ACCESS class="headline-collapseAPI 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
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<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
==== Change Room Unit Status when guest checks out Use API/Webhook to write the value of the 'commission' field to a new invoice item====
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*{{#fas:cog}} (SETTINGS) ACCOUNT -> ACCOUNT->ACCESS "API Key 1"
*API Key = my_very_secret_api_key
*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 Source = XXXBooking.com
Set the webhook like this:
* URL = <nowiki>https://api.beds24.com/json/setBooking</nowiki>* Custom Header = [leave empty]
*Body Data:=
:{
::"authentication":
::},
::"bookId": "[BOOKID]",
::"messageinvoice":::[:::{::::"description": "Booking.com Commission",::::"status": "",:::: "qty": "1",::::"price": "-[MESSAGECOMMISSIONNUM] - Append this message",::::"vatRate": "7.00",::::"type": "0",::::"invoiceeId": "":::}::]
:}
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<div class="headline-collapse" >
====Use APIAuto Action/Webhook to write the value of the 'commission' field to a new invoice itemsend data to Integromat====
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<div class="mw-collapsible-content">
You can use this option to send data to your Integromat account. Set the rules in the Trigger tab, when you need two keys 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 our API JSON functions - one for the API itself and one template variables allows in the list for the propertyIntegromat [[https://wiki.beds24. The keys have to consist of 16 characters of your choosingcom/index.<br>php/Make#Data_Fields Data fields]]'''API keyFor example :'''- *bookingData={{#fas "bookId":cog}} (SETTINGS) ACCOUNT -> ACCOUNT->ACCESS "API Key 1[BOOKID]",*API Key = my_very_secret_api_key*API Key Access = allow any IP"guestMobileNum":"[GUESTMOBILENUM]", *IP Whitelist = "guestMobile":"[leave emptyGUESTMOBILE]", *Allow Writes = Yes"guestSMS":"[GUESTSMS:44]",*Property Access = Owned by this account only*'''Property key"guestFirstName":'''"[REPLACE|&|and|[GUESTFIRSTNAME]]",*{{#fas"propertyName":cog}} (SETTINGS) PROPERTIES > ACCESS> propKey = secret_key_for_prop_XXXXXX"[PROPERTYNAME]",
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