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Email tabTime:*Enter Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1 Booking Source:*Booking Source = All (for example) Booking Conditions:*Booking Status = All Not Cancelled Booking Fields:*Booking Field Contains - select "Language" in the next field enter: the message in short code for the appropriate language under your default languagethis Auto Action is for.
Trigger tabBooking Conditions: Whatever you want*Booking Status = All Not Cancelled
Booking tab: Whatever you want
*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 '''Trigger tab:'''
Trigger tabTime:-*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
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.
To send an automated Email to Time:*Trigger Event = Check-in*Trigger Time = Immediate*Trigger Window = 14(the guest confirming that it is possible to extend their max number of days your guests can stay.)
This example uses fixed values that you have entered into {{#fasBooking Source: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. *Booking Source = All
Trigger Tab Booking Conditions:- *Trigger Event Group bookings = Checkin (depending on when you want to notify the guest)* Trigger Time = -2 days (depending all on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 2*Booking Source = All master
*Group bookings = Trigger all on master
*Template Variables = [IFBETWEEN:[TURNOVERDAYS]:0:3:yes|no|no] equal yes
This template variable tests if there is 3 days between the guest booking and the next booking. Info Codes: *Any Booking Info Code = CHECKIN*Exclude Booking Info Code = CHECKOUT
Message '''Messaging tab :- *Send Email = Guest ''' For channels using the Message API/Smart Email (or one of , then enter the other options)*EMail Subject = Enter text in the appropriate details *Email Text = Your Plain textbox, using the template variables to modify for emails enter the specific text in the bookingHTML box.
[IF<*Send Message =:[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)|].Booking API/Smart Email
We are very happy to offer you If the "Mail & Actions" tab contains a "real" Email address the message is sent to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra nightguests Email address. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming only a masked Email address is available the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for message sends via the special Pricechannels API messaging systems if possible.
Booking Info Tab :- Optional*Booking info code = EXTRANIGHTS, *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra nightIf no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
</div></div>*Subject - enter the subject for your Guests
<div class="mw*Plain text box -collapsible mw-collapsed"><div class="headline-collapse" >will send to channels using Message API
====Send Email Message Text :- enter the text you wish to send to your guest - Upselling additional nights - nights available before checkin ====</div><div class="mw-collapsible-content">guests include URL. Template variables can be used [[Template_Variables| see here]]
To send an automated *HTML box - Email to the guest confirming that it is possible to extend their stay.will be sent
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 Email Text :- *Trigger Event = Checkin (depending on when you want It is possible to notify use the guest)*Trigger Time = -2 days same details (depending on when you want to notify the guest, in this example 2 days before arrivalURL)*Trigger Window = 2*Booking Source = All *Booking Status = All but not cancelled*Group bookings = Trigger all on master*Template Variables = [IFBETWEEN:[VACANTDAYS]:0:3:yes|no|no] equal yes This template variable tests if there is upto 3 days from previous checkout to check as in of current booking. Message tab :- *Send Email = Guest API/Smart Email (or one of the other options)*EMail Subject = Enter the appropriate details *Email Plain Text = Your text, using the template box above. Template variables to modify the specific text in the booking. [IF<=:[VACANTDAYS]:3:Your apartment (can be used [ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [VACANTDAYS] extra night(s)Template_Variables|see here]. 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
To You can send Invoice as an automated Email to the guest confirming that it is possible attachment to have an Early Checkin as room is available the day of before arrivalyour Guests.
This example uses fixed values that you have entered into Setup your Invoice go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> 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. INVOICING
*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. Info Codes:*Any Booking Info Code = CHECKOUT '''Messaging tab:'''
Message tab :-
*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],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.
We are very happy If no connection to offer you 'Early Check-in' at [PROPERTYNAME] at a messaging system is available the exceptional rate message will send to the Email address from the "Mail & Actions" tab of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK]the Email.
If you would like checkin early for your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming *Attachment = Select the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EARLYARRIVAL’ for Invoice Template from the special Pricedrop down list.Best regards,
[PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME]*Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API[PROPERTYNAME] Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [PROPERTYADDRESS],[PROPERTYCITYTemplate_Variables| see here],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY].*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 [PROPERTYEMAIL[Template_Variables| see here]]Website <span class="" style="color:#f3e504; font- [PROPERTYWEB]size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkout to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.
Booking Info Tab :If you send Emails with pdf attachment (invoice, booking template) to Alias- Optional*Booking info code = EARLYARRIVAL, *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Early CheckinEmail 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.
To You can send an automated Email Booking Template attachments to the guest confirming that it is possible your Guests. Setup your Booking Template, go to have an Early Checkin as room is available the day of before arrival.{{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> BOOKING TEMPLATES
This example uses fixed values that you have entered into {{#fas'''Trigger tab:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. '''
Trigger Tab Time:- *Trigger Event = CheckoutBooking*Trigger Time = -1 days (depending on when you want to notify the guest, in this example 2 days before arrival)Immediate*Trigger Window = 1day Booking Source:*Booking Source = All (or select the appropriate channel/Direct) Booking Conditions:*Group bookings = Trigger all on master
*Group bookings = Trigger all on master
*Template Variables = [IF>:[TURNOVERDAYS]:1:yes|no] equal yes
This template variable tests if there '''Messaging tab:''' *Send Message = Guest API/Smart Email (or one of the other options) If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is 1 day between available the guest booking and message sends via the next bookingchannels API messaging systems if possible.
Message tab :- *Send Email = Guest API/Smart Email (or one of If no connection to a messaging system is available the other options)*EMail Subject = Enter message will send to the appropriate details *Email Text = Your text, using address from the template variables to modify "Mail & Actions" tab of the specific text in the bookingEmail. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails)
Dear, [GUESTNAME],*Attachment = Select Booking Template from the drop down list.
We are very happy to offer you 'Late Check*Subject -out' at [PROPERTYNAME] at enter the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK].subject for your Guests
If you would like a late checkout, then please *Plain text box - will 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.channels using Message API
Best regards,Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]]
[PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME]*HTML box - Email will be sent[PROPERTYNAME] Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [PROPERTYADDRESS],[PROPERTYCITYTemplate_Variables| see here],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY]. Email <span class="" style="color:#f3e504; font-[PROPERTYEMAIL]Website size: 150%;" >{{#fas:- [PROPERTYWEB]lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkout to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.
Booking Info Tab :If you send Emails with pdf attachment (invoice, booking template) to Alias- Optional*Booking info code = LATCHECKOUT, *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Late CheckoutEmail 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.
===Booking Info Codes===
If you need To send an automated Email to use the Booking info code CHECKINguest then they can check you/CHECKOUT for reporting/other auto actions, you can set the Booking info code rather than use cleaner have to add a unit status to the Current guest module in room when it is ready. In this example we used the dashboard. unit status clean '''Trigger tab:'''
Trigger tabTime:*Trigger Event = Check-inCheckin
*Group bookings = Trigger all on master
<div class=If the "mw-collapsible mw-collapsedMail & Actions"><div class=tab contains a "headline-collapsereal" > ====Add CHECKOUT Booking info code Email address the message is sent to bookings ====</div><div class="mw-collapsible-content">the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
Trigger tab:*Trigger Event = CheckSubject -out*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source = All*Booking Status = All but not cancelled*Group bookings = Trigger all on masterenter the subject for your Guests
Booking Info tab: *Plain text box - will send to channels using Message API*Booking Info Code = CHECKOUT*Booking Info Message Text = Auto Checkout</div></div>:- enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]]
<div class="mw*HTML box -collapsible mw-collapsed"><div class="headline-collapse" > ====Group check-in ====</div><div class="mw-collapsible-content">This requires the master booking to Email will be checked-in via the check-in function. sent
Trigger tabEmail Text :- It is possible to use the same details as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
Booking 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 tab:To send an automated Email to the guest confirming that it is possible to extend their stay.
*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*This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variable = [GUESTSID1] greater Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than 0duplicating auto actions.
Booking info tab '''Trigger Tab : *Info Code = REPEAT</div></div>'''
<div class="mw-collapsible mw-collapsed">Time:<div class*Trigger Event ="headline-collapse" > ====Identify bookings with Custom Question ticked/unticked ====</div>Checkin (depending on when you want to notify the guest)<div class*Trigger Time ="mw-collapsible-content">If 2 days (depending on when you have a custom question with a 'Tick box' for want to notify the guest, in this example, they want a late checkin. 2 days before arrival)*Trigger Window = 2
Setup the custom question in {{#fasBooking Source:cog}} (SETTINGS) PROPERTIES -> BOOKING QUESTIONS -> CUSTOM QUESTIONS -> Custom question 1, set with TYPE *Booking Source = Tick Box. All
*Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Group bookings" = Trigger all on masterFields:*Template Variable Variables = [GUESTCUSTOMQ1IFBETWEEN:[TURNOVERDAYS]:0:3:yes|no|no] equals ticked (or) not ticked equal yes
Booking info tab : *Info Code = LATECHECKIN</div></div>This template variable tests if there is 3 days between the guest booking and the next booking.
===Add invoice items to a booking ==='''Message tab:'''
<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 channels using the Message API, then enter the text in the Plain text box, for example)emails enter the text in the HTML box.
Invoice *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. *Type = AmountEmail Subject - enter the subject for your Guests *Description 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<= Cleaning fee :[TURNOVERDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for exampleup 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. *Amount HTML box - Email will be sent, enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]] [IF<= 50 :[TURNOVERDAYS]:3:Your apartment ([ROOMNAME]), which you booked for example - [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 amount number of nights you would like to stay and provide your cleaning fee)Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. *per = Room'''Booking Info Tab : Optional '''*Period Booking info code = one timeEXTRANIGHTS *VAT Booking Info Description = 19% (for example - enter the VAT amount if applicable)Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night
The fee will be added the next time the auto actions run.
You want to add a 2.2% fee to all bookings if there is an outstanding balance 2 days prior to checkin.
Trigger tabTo send an automated Email to the guest confirming that it is possible to extend their stay. This example uses fixed values that you have entered into {{#fas: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.
Time '''Trigger Tab :*Trigger Event = Checkin *Trigger Time = -2 days*Trigger Window = 2 days '''
Invoice tab:*Type = Amount*Description = Payment Fee||[INVOICEBALANCE:2.2%]*Amount = 0 (leave as 0 so the value This template variable tests if there is set upto 3 days from the calculation previous checkout to check in Description field)*Per = Room*Period = one time*VAT = 19% (for example - enter the VAT amount if applicable)of current booking.
The fee will be added the next time the auto actions run. '''Messaging tab :- '''<*Send Message = Guest API/div></div>Smart Email
===Payments/Pending Payments===If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add If no connection to a pending payment====</div><div class=messaging system is available the message will send to the Email address from the "mw-collapsible-contentMail & Actions">Trigger tab:*Trigger Event = After Booking or Before Check-in*Trigger Time = set the time you want to collect of the payment*Booking Source =All (for example, you can also set different rules for different channels)Email.
Booking Info tab: OptionalAdd a booking info tab for information and reporting*Flag Text Subject = PendingPayment (for example)*Flag Colour = select the colour as this will be visible in Enter the Calendar/Bookings listappropriate details
Booking tab: Optional*Flag Plain Text Box = Pending payment added (for example)*Flag Colour = select Your text, using the template variables to modify the colour as this will be visible specific text in the Calendar/Bookings listbooking.
Invoice tab[IF<=:[VACANTDAYS]:3:*Payment Type = select on what the payment Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is calculated currently available for up to [VACANTDAYS] extra night(Percent of Balance dues)|].*Description = the text you will see in the "Charges and Payments" tab *Status = if We are very happy to offer you use to extend your stay a [PROPERTYNAME] at the status function add the status exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you want would like to apply extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the pending payment (optional)*Amount = enter the amount or percentage number of nights you want would like 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 stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the payment is duespecial Price.
Create [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 Payment Rule [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to collect a payments when bookings are not cancelledextend 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.
Go to Settings > Payments > Payment Rules'''Booking Info Tab :- Optional'''*Booking info code = EXTRANIGHTS, *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night
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>
''''Create a Payment Rule (Optional)''''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.
Standard payment rules 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 system are Auto & ManualProperty/Rooms, you can create additional rules for useful way to utilise 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 collectedtemplate variables and different values rather than duplicating auto actions.
Go Trigger Tab :- *Trigger Event = Checkin (depending on when you want to {{#fas:cog}} notify the guest)*Trigger Time = -2 days (SETTINGSdepending on when you want to notify the guest, in this example 2 days before arrival) PAYMENTS > PAYMENT RULES*Trigger Window = 2*Booking Source = All Create a Payment Rule to collect payments if bookings are *Booking Status = All but not cancelled.*Group bookings = Trigger all on masterClick '''Create New Payment Rule''' *Template Variables = [IF>:[VACANTDAYS]:1:yes|no] equal yes
Payment Rule:*Name = Enter your title - Not Cancelled (for example) *Action = AutoThis template variable tests if there is 1 day between the guest booking and the next booking.
Payment Trigger Message tab :- *Booking Status Send Email = All not cancelled*Any Booking Info Code Guest API/Smart Email (optionalor one of the other options)*All Booking Info Codes (optional)EMail Subject = Enter the appropriate details *Exclude Booking Info Code Email Text = optional (can exclude Virtual Credit cardsYour text, find using the template variables to modify the Booking info code specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails)
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 failureDear, [GUESTNAME],
Prevent Auto Payment :*Prevent payment if booking status = Cancelled*Prevent payment after checkWe are very happy to offer you 'Early Check-out (days) = 7 (default)*Prevent payment action = Set Manualin' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK].
'''Create Auto Actions '''[PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS],[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY]. Email :-[PROPERTYEMAIL]Website :- [PROPERTYWEB]
Collect the outstanding balance for bookings created via your booking page. Booking Info Tab :- Optional*Booking info code = EARLYARRIVAL, *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Early Checkin
Go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT </div></div> AUTO ACTIONS and click '''Create New Action''' to create them.
'''Collect outstanding balance for direct bookings'''<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >
Trigger tab:*Time**Trigger Event = Checkin**Trigger Time = ==Send Email to your guest -3 days (set the time you want to collect the payment)Offering Late Checkout ====</div>**Time Window <div class= 3 days (set this to the same number (positive) as Trigger time."mw-collapsible-content">
*Booking Source**Booking Source = Direct. You can To send an automated Email to the guest confirming that it is possible to have different auto actions/rules for direct bookings -v- channel bookings, then select ‘Direct’ this will include manually created bookings and booking page bookingsa Late Checkout as room is available the day of departure.
Booking tab: Optional*Flag Text = Pending payment added (for example)*Flag Colour = select This template variable tests if there is 1 day between the colour as this will be visible in guest booking and the Calendar/Bookings listnext booking.
Booking Info Message tab: Optional, for information and reporting- *Booking Info Code Send Email = BALANCE Guest API/Smart Email (for example enter or one of the value - use one word onlyother options)*Booking Info Text EMail Subject = Enter the description/appropriate details *Email Text = Your text , using the template variables to show modify the specific text in for the Booking Info Codebooking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails)
Invoice tab:Dear, [GUESTNAME],
<div class="warning">{{#fas:exclamationWe are very happy to offer you 'Late Check-triangle}} ONLY use Payment Type =‘ Percent out' at [PROPERTYNAME] at the exceptional rate of Group balance due’ if you selected Trigger tab > Booking Conditions > Group Booking Trigger = Trigger Only Master[ROOMTEMPLATE3][PROPERTYCURRENCYBACK].</div>
*Add If you would like a Pending Payment late checkout, then please send an email to our Reservations team [PROPERTYEMAIL] confirming you would like the bookingLate Checkout, provide your Booking Reservation Number [BOOKID] and Offer ‘LATECHECKOUT’ for the special Price. **Payment Type = Percent of Group Balance due (select on what the payment is calculated) Best regards, [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS],[PROPERTYCITY],[PROPERTYPOSTCODE],**Description = the text you will see in the "Charges and Payments" tab[PROPERTYSTATE],**Status = if you use the status function add the status you want to apply to the pending payment (optional)[PROPERTYCOUNTRY].**Amount = 100 (this will be 100% of the outstanding group balance) **Payment Rule = Not Cancelled Email :- See Step 4 above (if you have set up payment rules in {{#fas[PROPERTYEMAIL]Website :cog}} (SETTINGS) PAYMENTS ->PAYMENT RULES they will be available here) [PROPERTYWEB] **Payment Due = Trigger dateBooking Info Tab :- Optional**Payment time Booking info code = set the time to collect paymentLATCHECKOUT, **Invoicee Booking Info Description = If you use the "invoicee" function you can select which invoicee the pending payment will be assigned to.Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Late Checkout
Trigger tab:To send an automated Email to the guest confirming that it is possible to have a Late checkout on Sundays as the room is available on the day of departure.*Trigger Event = After Booking *Trigger Time = immediateThis auto action will create a new booking for the date of departure, closing the calendar to any other bookings. *Booking Source =All (for exampleThe 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 can also set different rules have created for different channels)the LateCheckout.
Invoice tabThis example uses fixed values that you have entered into {{#fas:*Payment Type = Fixed amount*Description = Security Deposit cog}} (the text you will see SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the "Charges and Payments" tab)*Status = if you use the status function add the status you want to apply Property/Rooms, useful way to utilise 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 intemplate variables and different values rather than duplicating auto actions.
<span style*Name ="color:#fe746c;“ >{{#fas:exclamationLatecheckout*Enable = Only if Available*Booking Type = Confirmed with Deposit 2 -triangle}} </span> Automatic collection is only available for customer who use [[Stripe]].via payment gateway
Create a Payment Rule to 'Capture' 'Step 2:''' Create 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 CaptureRate or Daily Price, you will need to create another auto action for this.PRICES
Go to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULESGuests = Max OccupancyMax Stay = 1Offer = select the offer number as created in the above step.
Payment Rule : If you are using Rates, select 'Rate allowed' = Sunday, untick all the other days. *Name = Enter Channel Tab, untick all channels, leave only 'beds24.com' for your title - Security Deposit (for example)*Action = Autobooking page.
Payment Trigger :If using Daily Prices, then go to Calendar, and set the price and date range, then only Sunday, untick all the other days. *Booking Status = select from the drop down Enable 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 untick all channels, leave only 'beds24.com' for your booking)page.
Payment Action '''Step 3:*Capture = Yes/No - immediately charged (Capture=Yes), if you want to make sure that ''' Create 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>Auto Action
<div classTrigger Tab :- *Trigger Event = Checkout*Trigger Time ="mw-collapsible mw-collapsed">1 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 1*Booking Source = All *Booking Status = All but not cancelled<div class*Between Booking and Check in ="headline-collapse" >2 and 999 (to stop the auto action triggering on the new booking)
Invoice Booking Info tab:*Assign Invoice Number Booking Info Code = yesCHECKIN*Booking Info Text = Auto Checkin
===Booking Flags/Colours=== <div class="mw-collapsible mw-collapsed">
Message Booking info tab: *Info Code = LATECHECKIN</div></div>
*Send Email : select appropriate option
*Enter : Subject and Email content
Booking tab: (optional)
*Execution = One time only*Flag Text = The text you want =Add invoice items 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>a booking ===
*Trigger Window = 365*Booking Source = All*Booking Status = All not cancelled*Invoice Balance = ZEROExpedia (for example)
Booking Invoice tab:*Execution Add Invoice Item = One time onlyAdd 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*Flag Text Period = The text you want to displayone time*Flag Colour VAT = 19% (for example - choose enter the VAT amount if applicable) The fee will be added the next time the flag colourauto actions run.
*Trigger Event = After Booking
*Trigger Time = Immediate
*Booking Source = Booking.com (for example)
Booking tabTime :*Execution Trigger Event = One time onlyCheckin *Flag Text Trigger Time = The text you want to display-2 days*Flag Colour - choose the flag colourTrigger Window = 2 days
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Apply a flag when a payment was made====
<span style="color: #f3e504; font-size: 250%;" >{{#fas:lightbulb}} </span> Also see Example : " Apply a flag when deposit was made prior to CheckIn some cases Channel bookings have different descriptions for the same charge item -i.e. Cleaning, update the description field in AND/OR Apply a flag when booking is fully paid".the invoice item so they all match, using the format (findthisinvoicedescription^replacewiththisdescription)
Booking tab:
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
Booking tab:
*Execution = One time only
*Flag Text = Stripe Payment Failed
*Flag Colour - choose the flag colour
Go to Settings > Channel Manager > Preferences and set Auto report failed cards = Yes
===Status changes===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ==== Change the status of all "Request" bookings to "Cancelled" after three days ====</div><div class="mw-collapsible-content">Trigger Booking tab: Optional*Trigger Event = After Booking*Trigger Time Info Code = 3 daysPENDPAY*Booking Status Info Text = RequestPending payment added
Booking 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 *Execution Payment Due = One time onlySet 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 = CancelledAll 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>
Trigger tab
*Trigger Event = Check-out
*Trigger Time = Immediate
*Trigger Window = 1 day
*Booking Status = All but not cancelled
*Any Booking Info Code = CHECKOUT
Booking tab:*Execution = One time only*Change Room Unit Status = Select the You can use this optionto send data to your Integromat account.
It is assumed you use Set the Checkin/Checkout feature rules in the DashboardTrigger tab, if not when you can either manually add Checkin need to your bookings (Booking info tab) or create an auto action to add send the Booking Info Codes data to the bookingsIntegromat.</div></div>
===API/Webhook===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Use API/Go to Webhook to write to the field 'Message'====</div><div class="mw-collapsible-content">tab:
You can use a webhook in conjunction with the API JSON function '''setBooking''' to write to any field in the bookingURL = https://hook.integromat.com/ followed by your integromat account key. First you have to configure access to the API:
You need two keys to 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> '''API key:'''*{{php/Make#fas:cog}} (SETTINGS) ACCOUNT -> ACCOUNT->ACCESS "API Key 1"*API Key = my_very_secret_api_key*API Key Access = allow any IP*IP Whitelist = [leave emptyData_Fields Data fields]]*Allow Writes = Yes*Property Access = Owned by this account only*'''Property key:'''*{{#fas:cog}} (SETTINGS) PROPERTIES > ACCESS > propKey = secret_key_for_prop_XXXXXX
Set the triggers you need, for For example:-
Booking Field Contains: Message bookingData= XXX{
Set the webhook like this"bookId":"[BOOKID]",
* URL = <nowiki>https"guestMobileNum"://api.beds24.com/json/setBooking</nowiki>* Custom Header = "[leave emptyGUESTMOBILENUM]",
Body Data::{::"authentication":::{:::"apiKey": "my_very_secret_api_key",:::"propKey": "secret_key_for_prop_XXXXXX"::},::"bookIdguestMobile": "[BOOKIDGUESTMOBILE]",::"message": "[MESSAGE] - Append this message":}</div></div>
<div class="mw-collapsible mw-collapsedguestSMS"><div class=:"headline-collapse[GUESTSMS:44]" >,
====Use API/Webhook to write the value of the 'commission' field to a new invoice item====</div><div class="mw-collapsible-contentguestFirstName">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:"[REPLACE|&|and|[GUESTFIRSTNAME]]",
You need two keys to use our API JSON functions - one for the API itself and one for the property. The keys have to consist of 16 characters of your choosing.<br>'''API key:'''*{{#fas"propertyName":cog}} (SETTINGS) ACCOUNT -> ACCOUNT->ACCESS "API Key 1"*API Key = my_very_secret_api_key*API Key Access = allow any IP*IP Whitelist = [leave emptyPROPERTYNAME]*Allow Writes = Yes*Property Access = Owned by this account only*'''Property key:'''*{{#fas:cog}} (SETTINGS) PROPERTIES > ACCESS> propKey = secret_key_for_prop_XXXXXX",
Set the triggers you need"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.
*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.
=== 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:
<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">
Time:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 365 day
Time
*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 1 day
Time
*Trigger Event = After Check-out
*Trigger Time = 30 days
*Trigger Window = 365 days
Time
*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 1 day
'''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 box (Using Message API)
'''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
'''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
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''' 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 box above. Template variables can be used [[Template_Variables| see here]]
'''Booking info tab: (Optional)'''
*Booking Info Code = SECDEPOSIT (for example)
This uses a smart template variable. In this example we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text.
'''Trigger tab:*Booking Field Contains - select "Language" in the next field enter: the short code for the language this Auto Action is for.'''
'''Message tab: For channels using '''Enter the Message API, then enter the text in the Plain text box, for emails enter the text message in the HTML boxappropriate language under your default language.
*'''Send Message''' = Internal Only
*'''Internal Email Address''' = enter the email address this message should be sent to.
*'''Email Subject''' - enter the 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 Source:*Booking Source = All (for example)
'''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="headline-collapse" >
====Send Email after the cleaner has cleaned the roomto guests with check-in details 2 days before Check-in, Security Deposit Authorised at Stripe ====
</div>
<div class="mw-collapsible-content">
*Booking Status = All but not cancelled
Booking Conditions:-
*Group bookings = Trigger all on master
*Template Variable Invoice Balance = 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]]
</div>
</div>
<div class="headline-collapse" >
====Send Email to your all current guest (Check- Upselling additional nights - nights available after checkout in) ====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
*Booking Status = All but not cancelled
<span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkin to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.
</div>
</div>
<div class="headline-collapse" >
====Send Email to your guest with Guest Invoice - Offering Early Checkin PDF attachment====
</div>
<div class="mw-collapsible-content">
'''Trigger Tab tab:''' Time:- *Trigger Event = Checkin (depending on when you want to notify the guest)Checkout*Trigger Time = -2 days (depending on when you want to notify the guest, in this example 2 days before arrival)Immediate*Trigger Window = 21 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
*Send Email = Guest API/Smart Email (or one of the other options)
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
</div>
</div>
<div class="headline-collapse" >
====Send Email to your guest with Booking Registration Form - Offering Late Checkout PDF attachment====
</div>
<div class="mw-collapsible-content">
*Booking Status = All but not cancelled
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Add CHECKIN Booking info code to bookings Send Email after the cleaner has cleaned the room====
</div>
<div class="mw-collapsible-content">
*Trigger Time = Immediate
*Trigger Window = 1 day Booking Source:*Booking Source = All Booking Conditions*Group bookings = Trigger all on master
*Booking Status = All but not cancelled
Booking Info tabFields: *Booking Info Code Template Variable = CHECKIN[UNITSTATUS1] Contains = clean '''Messaging tab: '''*Booking Info Text Send Email = Auto Checkin</div><Guest API/div>Smart Email (or one of the other options)
If you need no connection to use a messaging system is available the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set message will send to the Booking info code rather than use Email address from the Current guest module in "Mail & Actions" tab of the dashboardEmail.
*Trigger Event = After Attachment :- if you want to send a 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/Invoice template you can select from the drop down list.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Identify Repeat Guest Send Email to your guest - Upselling additional nights - nights available after checkout ====
</div>
<div class="mw-collapsible-content">
Booking Conditions:*Group bookings = Trigger tab:all on master*Booking Status = All but not cancelled
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Add a fee (Penalty) to all bookings with an Outstanding Balance====
====Send Email to your guest - Upselling additional nights - nights available before checkin ====
</div>
<div class="mw-collapsible-content">
Time:*Trigger Event = Checkin (depending on when you want to notify the guest)*Trigger Time = -2 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 2 Booking Source:*Booking Source = All Booking Conditions:*Group bookings = Trigger all on master*Booking Status = All but not Cancelled cancelled Booking Fields:*Invoice Balance Template Variables = Not Zero[IFBETWEEN:[VACANTDAYS]:0:3:yes|no|no] equal yes
*HTML Box
</div>
<div class="headline-collapse" >
====Collect outstanding booking balance 3 days prior Send Email to arrival( Credit card details were collected at time of booking)your guest - Offering Early Checkin ====
</div>
<div class="mw-collapsible-content">
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,
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 :- *Booking ConditionsTrigger Event = Checkout*Trigger Time = -1 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Group Booking Trigger Window = Trigger only Master1*Booking Source = All *Booking Status = All but not cancelled*Group bookings = Trigger all on master*Invoice BalanceTemplate Variables = Not Zero (can be used to refine the auto action being triggered)[IF>:[TURNOVERDAYS]:1:yes|no] equal yes
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===='Capture' Send Email to your guest - Offering Late Checkout Only on a Security Deposit Sunday when Credit card there is collected at time of booking. no new arrival ====
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'''Step 1: ''' Create a new offer in {{#fas:cog}} (SETTINGS) > PROPERTIES > OFFERS
*Group bookings = Trigger all on master *Template Variables =[IF=:[LEAVINGDAY:{%a}]:Sun:|[IF>=Apply an info code ^[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 andthe next booking. Message tab :- *Send Email = Guest API/Smart Email (or icon 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 was madeFAILS at Stripe====
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Trigger tab:
*Trigger Event = After Booking
*Booking Source = All
*Booking Status = All but not cancelled
*Invoice Balance Booking Info Code = Any STRIPEFAIL, CARDFAILSTRIPE Messaging tab:*Send Message = Internal*Internal Email Address = enter the email address to receive the notification*Subject = Failed Stripe Payment made*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 Info tab:(optional)
*Execution = One time only
*Info Code Flag Text = Enter Stripe Payment Failed*Flag Colour - choose the preset code for the icon or info code which you have created in {{#fas:cog}} (SETTINGS) ACCOUNT->PREFERENCES.flag colour
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===Booking Info Codes===
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<div class="headline-collapse" > ====Assign invoice numbersAdd CHECKIN Booking info code to bookings ====
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If you need to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set the Booking info code rather than use the Current guest module in the dashboard.
Trigger tab:
*Trigger Event = Check-outin
*Trigger Time = Immediate
*Any Trigger Window = 1 day*Booking Source = All*Booking Info Code Status = CHECKOUT (optional only if you use the check-out function, if All but not leave blank)cancelled*Group bookings = Trigger all on master
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<div class="headline-collapse" > ====Using Pending Payments as a Payment ReminderAdd CHECKOUT Booking info code to bookings ====
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If you need to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set the Booking info code rather than use the Current guest module in the dashboard.
Trigger tab:
*Trigger Event = After Booking or Before Check-inout*Trigger Time = set the time you want to add the pending payment to the bookingImmediate*Trigger Window = 1 day*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 collectAll but not cancelled*Payment Rule Group bookings = 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 Trigger 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. on master
Booking Info tab:
*Booking Info Code = CHECKOUT
*Booking Info Text = Auto Checkout
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====Apply a flag when a booking is cancelledGroup check-in ====
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This requires the master booking to be checked-in via the check-in function. Trigger tab:
*Trigger Event = After Booking
*Trigger Time = 1 Hour immediately*Trigger Window = 365 days*Booking Source = All*Booking Status = CancelledAll but not cancelled*Group bookings" = Trigger all on master*Info Code = CHECKIN
Booking info tab:*Execution Info Code = One time only*Booking Status = No Change*Flag text = (enter the text you require)*Flag Colour = Set as requiredCHECKIN
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====Apply a flag for a bookings from a channel which have breakfast includedIdentify Repeat Guest ====
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This requires you to use the Guest database.
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate immediately*Trigger Window = 365*Booking Source = All*Booking.com (for example)Status = All but not cancelled*Booking Field Contains - select "API MessageGroup bookings" in the next field enter: meal_plan=Breakfast (or Extra Breakfast - use the text the channel uses)Trigger all on master*Template Variable = [GUESTSID1] greater than 0
Booking info tab:*Execution Info Code = 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.REPEAT
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====Apply a flag when deposit was made prior to Check-inIdentify bookings with Custom Question ticked/unticked ====
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If you have a custom question with a 'Tick box' for example, they want a late checkin.
Setup the custom question in {{#fas:cog}} (SETTINGS) PROPERTIES -> BOOKING QUESTIONS -> CUSTOM QUESTIONS -> Custom question 1, set with TYPE = Tick Box.
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) immediately
*Trigger Window = 365
*Booking Source = All
*Booking Status = All but not cancelled
*Invoice Balance Group bookings" = Any Payment made Trigger all on master*Template Variable = [GUESTCUSTOMQ1] equals ticked (or) not ticked
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====Apply Add a flag when booking is fully paidfee to all bookings from a channel====
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*Trigger Event = After Booking
*Trigger Time = Immediate
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====Apply Add a flag/colour for a booking coming from a certain channelfee (Penalty) to all bookings with an Outstanding Balance====
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You want to add a 2.2% fee to all bookings if there is an outstanding balance 2 days prior to checkin.
Trigger tab:
Booking changes are applied before 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 mail value is sent so that set from the calculation in Description field)*Per = Room*Period = one time*VAT = 19% (for example - enter the flag template variable can VAT amount if applicable) The fee will be reflected in added the next time the emailauto 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====
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Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window Booking Source = Expedia (for example) Invoice tab:*Add Invoice Item = 365Update Only*Booking Source Type = AllChange Description *Booking Status Description = All not cancelledCleaning^Cleaning Service Fee*Invoice Balance Invoicee = Any Payment madeIgnore (otherwise you can add a specific Invoicee to limit the search)
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<div class="headline-collapse" > ====Apply Update all values of a flag when a payment FAILS at Stripecharge/invoice item====
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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
*Trigger 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*Booking Status Description = Tourist Tax^Tourist Tax - Summer season 2022 (for example) *Amount = 0.75*Per = Per Person*Period = All but not cancelledOne time*Booking Info Code Invoicee = STRIPEFAILIgnore (otherwise you can add a specific Invoicee to limit the search)
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===Payments/Pending Payments===
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====Apply a flag to Booking.com bookings and auto report the Credit Card when Add a pending payment FAILS at Stripe====
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Trigger tab:
*Trigger Event = After Bookingor Before Check-in*Trigger Time = Immediate*Trigger Window = 365set the time you want to collect the payment*Booking Source = All(for example, you can also set different rules for different channels)*Group Booking Status Trigger = All but not cancelled*Booking Info Code = BOOKINGCOMCARDTrigger only Master (this will trigger on individual bookings and Master booking if a group)
Booking Info tab:Optional*Execution = One time onlyAdd a booking info tab for information and reporting*Flag Text = Failed CC reported to Booking.com PendingPayment (for example)*Flag Colour - choose = select the flag colour</div><as this will be visible in the Calendar/div>Bookings list
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==== Change Add a pending payment - Set the status Security Deposit value based on the price of all bookings which have been imported from Ical to "Request" the booking, using a calculation ====
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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. </div></div> ===Booking Flags/Colours=== <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when a booking is cancelled====</div><div class="mw-collapsible-content">Trigger tab*Trigger Event = After Booking*Trigger Time = 1 Hour*Trigger Window = 365 days*Booking Status = Cancelled Booking tab:*Execution = One time only*Booking Status = No Change*Flag text = (enter the text you require)*Flag Colour = Set as required</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag for a bookings from a channel which have breakfast included====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Booking.com (for example)*Booking Field Contains - select "API Message" in the next field enter: meal_plan=Breakfast (or Extra Breakfast - use the text the channel uses) Booking tab:*Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when deposit was made prior to Check-in====</div><div class="mw-collapsible-content">Trigger tab: *Trigger Event = Check-in*Trigger Time = -365 (for example : must be a negative value and the same as the value in Trigger window)*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Invoice Balance = Any Payment made Message tab: *Send Email : select appropriate option*Enter : Subject and Email content Booking tab: (optional) *Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour Booking info tab : (optional) *Booking Info Code : DEPOSITPAID (for example)*Booking Info Text : additional text if required. Setting details with the Booking tab and Booking info tab allows you to trigger additional (follow on) Auto Actions and Reports.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when booking is fully paid====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All not cancelled*Invoice Balance = ZERO Booking tab:*Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag/colour for a booking coming from a certain channel====</div><div class="mw-collapsible-content"> Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Booking.com (for example) Booking tab:*Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the email.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when a payment was made====</div><div class="mw-collapsible-content"><span style="color: #f3e504; font-size: 250%;" >{{#fas:lightbulb}} </span> Also see Example : " Apply a flag when deposit was made prior to Check-in AND/OR Apply a flag when booking is fully paid". Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All not cancelled*Invoice Balance = Any Payment made Booking tab:*Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when a payment FAILS at Stripe====</div><div class="mw-collapsible-content"> Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = STRIPEFAIL, CARDFAILSTRIPE Booking tab:*Execution = One time only*Flag Text = Stripe Payment Failed*Flag Colour - choose the flag colour</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag to Booking.com bookings and auto report the Credit Card when a payment FAILS at Stripe====</div><div class="mw-collapsible-content"> Go to Settings > Channel Manager > Preferences and set Auto report failed cards = Yes Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = BOOKINGCOMCARD Booking tab:*Execution = One time only*Flag Text = Failed CC reported to Booking.com *Flag Colour - choose the flag colour</div></div> ===Status changes===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ==== Change the status of all "Request" bookings to "Cancelled" after three days ====</div><div class="mw-collapsible-content">Trigger tab*Trigger Event = After Booking*Trigger Time = 3 days*Booking Status = Request Booking tab:*Execution = One time only*Booking Status = Cancelled</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ==== Change the status of all bookings which have been imported from Ical to "Request" ====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate
*Booking Source = Ical Import (1, 2, 3)
Booking tab:*Execution = One time only*Booking Status = Request Booking changes are applied before the mail is sent.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ==== Change Room Unit Status when guest checks out ====</div><div class="mw-collapsible-content">Trigger tab*Trigger Event = Check-out*Trigger Time = Immediate*Trigger Window = 1 day*Booking Status = All but not cancelled*Any Booking Info Code = CHECKOUT Booking tab:*Execution = One time only*Change Room Unit Status = Select the option It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkin to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.</div></div> ===API/Webhook===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Use API/Webhook to write to the field 'Message'====</div><div class="mw-collapsible-content"> You can use a webhook in conjunction with the API JSON function '''setBooking''' to write to any field in the booking. First you have to configure access to the API: You need two keys to use our API JSON functions - one for the API itself and one for the property. The keys have to consist of 16 characters of your choosing.<br> '''API key:'''*{{#fas:cog}} (SETTINGS) ACCOUNT -> ACCOUNT->ACCESS "API Key 1"*API Key = my_very_secret_api_key*API Key Access = allow any IP*IP Whitelist = [leave empty]*Allow Writes = Yes*Property Access = Owned by this account only*'''Property key:'''*{{#fas:cog}} (SETTINGS) PROPERTIES > ACCESS > propKey = secret_key_for_prop_XXXXXX Set the triggers you need, for example: Booking Field Contains: Message = XXX Set the webhook like this: * URL = <nowiki>https://api.beds24.com/json/setBooking</nowiki>* Custom Header = [leave empty] Body Data::{::"authentication":::{:::"apiKey": "my_very_secret_api_key",:::"propKey": "secret_key_for_prop_XXXXXX"::},::"bookId": "[BOOKID]",::"message": "[MESSAGE] - Append this message":}</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Use API/Webhook to write the value of the 'commission' field to a new invoice item====</div><div class="mw-collapsible-content">You can create a new invoice item that contains the price of the channel's commission as a negative value to subtract it from the room price. You use the API JSON function '''setBooking''' for this. First you need to configure access to the API: You need two keys to use our API JSON functions - one for the API itself and one for the property. The keys have to consist of 16 characters of your choosing.<br>'''API key:'''*{{#fas:cog}} (SETTINGS) ACCOUNT -> ACCOUNT->ACCESS "API Key 1"*API Key = my_very_secret_api_key*API Key Access = allow any IP*IP Whitelist = [leave empty]*Allow Writes = Yes*Property Access = Owned by this account only*'''Property key:'''*{{#fas:cog}} (SETTINGS) PROPERTIES > ACCESS> propKey = secret_key_for_prop_XXXXXX Set the triggers you need, for example: Booking Source = Booking.com Set the webhook like this: *URL = <nowiki>https://api.beds24.com/json/setBooking</nowiki>*Custom Header = [leave empty] *Body Data =:{::"authentication":::{:::"apiKey": "my_very_secret_api_key",:::"propKey": "secret_key_for_prop_XXXXXX"::},::"bookId": "[BOOKID]",::"invoice":::[:::{::::"description": "Booking.com Commission",::::"status": "",::::"qty": "1",::::"price": "-[COMMISSIONNUM]",::::"vatRate": "7.00",::::"type": "0",::::"invoiceeId": "":::}::]:}
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==== Change Room Unit Status when guest checks out Use Auto Action/Webhook to write to send data to Integromat====
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