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Automatic actions will trigger every 15/20 minutesThe auto action batch process runs multiple times per hour.
This uses a smart template variable. In this example we check whether the guest booked in French. If 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 = STRIPEFAIL, then we send a French text. If no, we send an English text.CARDFAILSTRIPE
Time:*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1Plain text box (Using Message API)
Booking SourceSubject - enter the subject for your GuestsPlain Text Message :*Booking Source = All (for example)- enter the Message text you wish to send to your guests including the payment link
Booking Conditionshttps:*Booking Status //beds24.com/bookpay.php?bookid= All Not Cancelled[BOOKID]
Booking Fields:You can find extra options to add to the payment link if you want to refine the details *Booking Field Contains - select "Language" in the next field enterhttps: the short code for the language this Auto Action is for//wiki.beds24.com/index.php/Category:Payments#Payment_Request
'''*HTML Message tab(Send Email) Email Subject - enter the subject for your GuestsEmail Text :'''- enter the Email text you wish to send to your guests include template variable Enter [PAYLINK] this creates a payment link (HTML A tag) for the message payment request for the amount in the appropriate language under your default languagebooking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options.
'''SMS tab:'''
*Phone Number = [GUESTMOBILE]
*SMS Message = [IF=:[GUESTLANGUAGE]:fr:French_text|English_text]
'''Trigger tab:'''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.
Time'''Trigger tab:-*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 cancelledSet the rules to when this Auto Action should trigger.
*Invoice Balance = Zero
<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.
You This auto action will be sent only when the a payment has been 'authorised' at Stripe. This can send Invoice as an attachment be used to your Guestsensure that the checkin details are only sent when the guest has completed the Security Deposit Authorisation. Setup your Invoice go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> INVOICING
*Attachment = Select the Invoice Template from the drop down list. *Subject - enter the subject for your Guests- Your access code (your text)
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
You can send Booking Template attachments to your Guests.
Setup your Booking Template, go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> BOOKING TEMPLATES
'''Messaging tabInfo Codes:''' *Any Booking Info Code = CHECKIN*Exclude Booking Info Code = CHECKOUT
*Send '''Messaging tab:''' For channels using the Message = Guest API/Smart Email (or one of , then enter the text in the Plain text box, for emails enter the text in the other options)HTML box.
*Attachment = Select Booking Template from the drop down list.
<span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkout to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.
If <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you send Emails with pdf attachment (invoice, booking template) to Alias-Email addresses created by channels use the channel might block Checkin/Checkout feature in the attachment so it is Dashboard, if not delivered you can either manually add Checkin to the guest. Ask your channel about their policy regarding this. Other files can not be attached. We recommend you use a link bookings (Booking info tab) or create an auto action to a file you upload add the Booking Info Codes to your web sitethe bookings.
To You can send Invoice as an automated Email attachment to the guest then they can check you/the cleaner have your Guests. Setup your Invoice go to add a unit status to the room when it is ready. {{#fas:cog}} (SETTINGS) In this example we used the unit status cleanGUEST MANAGEMENT -> INVOICING
Booking FieldsInfo Codes:*Template Variable Any Booking Info Code = [UNITSTATUS1] Contains = cleanCHECKOUT '''Messaging tab:'''
'''Messaging tab: '''
*Attachment :- if If you want to send a Booking/Invoice Emails with pdf attachment (invoice, booking template you can select from ) to Alias-Email addresses created by channels the channel might block the attachment so it is not delivered to the drop down listguest. 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 to extend their stayyour Guests.
This example uses fixed values that you have entered into Setup your Booking Template, go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> PROPERTIES > ROOMS > SETUP > ROOM BOOKING 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 Fields'''Messaging tab:*Template Variables = [IFBETWEEN:[TURNOVERDAYS]:0:3:yes|no|no] equal yes'''
This template variable tests if there is 3 days between *Send Message = Guest API/Smart Email (or one of the guest booking and the next booking. other options)
'''Message 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.
For channels using If no connection to a messaging system is available the Message API, then enter message will send to the text in Email address from the Plain text box, for emails enter "Mail & Actions" tab of the text in the HTML boxEmail.
If *Subject - enter the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.subject for your Guests
If no connection to a messaging system is available the message *Plain text box - will send to the Email address from the "Mail & Actions" tab of the Email.channels using Message API
*Email Subject Message Text :- enter the subject for text you wish to send to your Guestsguests include URL. Template variables can be used [[Template_Variables| see here]]
[IF<=:[TURNOVERDAYS]:3Email Text :Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] - It is currently available for up possible to [TURNOVERDAYS] extra nightuse the same details (sURL)|]as in the Plain Text box above. We are very happy to offer you to extend your stay a Template variables can be used [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3Template_Variables| see here][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price.
*HTML box - Email will be sent, enter the text If you wish to send to your guests. Template variables can be used [[Template_Variables| see here]] [IF<=:[TURNOVERDAYS]:3:Your apartment Emails with pdf attachment ([ROOMNAME]invoice, booking template), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] Alias-Email addresses created by channels the channel might block the attachment so it is currently available for up not delivered 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 nightguest. 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 Ask your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Pricechannel about their policy regarding this. '''Booking Info Tab : Optional '''*Booking info code = EXTRANIGHTS *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night
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 tab:-'''
This template variable tests if there is upto 3 days from previous checkout to check in of current booking. '''Messaging tab :- '''*Send Message Email = Guest API/Smart Email(or one of the other options)
[IF<=Message Text :[VACANTDAYS]:3:Your apartment ([ROOMNAME]), which - enter the text you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] wish to [LEAVINGDAYSHORT] is currently available for up send to [VACANTDAYS] extra night(s)|]your guests. We are very happy to offer you to extend your stay a Template variables can be used [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 [PROPERTYEMAILTemplate_Variables| see here] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price.
[IF<=:[VACANTDAYS]:3Email Text :Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] - It is currently available for up possible to [VACANTDAYS] extra night(s)|]use the same details as in the Plain Text box above. We are very happy to offer you to extend your stay a Template variables can be used [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 [PROPERTYEMAILTemplate_Variables| see here] 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 *Attachment :- Optional'''*Booking info code = EXTRANIGHTS, *if you want to send a Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night/Invoice template you can select from the drop down list.
*Group bookings = Trigger all on master
*Template Variables = [IF>:[VACANTDAYS]:1:yes|no] equal yes
DearFor channels using the Message API, [GUESTNAME]then enter the text in the Plain text box,for emails enter the text in the HTML box.
We are very happy to offer you 'Early Check-in' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK].*Send Message = Booking API/Smart Email
*Group bookings = Trigger all on master
*Template Variables = [IF>:[TURNOVERDAYS]:1:yes|no] equal yes
This template variable tests if there is 1 day between the guest booking and the next booking. Booking Fields:*Template Variables = [IFBETWEEN:[VACANTDAYS]:0:3:yes|no|no] equal yes
Message tab :- *Send Email = Guest API/Smart Email (or one of the other options)*EMail Subject = Enter the appropriate details *Email Text = Your text, using the This template variables variable tests if there is upto 3 days from previous checkout to modify the specific text check in the of current booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails)
Dear, [GUESTNAME],'''Messaging tab :- '''*Send Message = Guest API/Smart Email
We are very happy If the "Mail & Actions" tab contains a "real" Email address the message is sent to offer you 'Late Check-out' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK]guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
Best regards*Subject = Enter the appropriate details *Plain Text Box = Your text,using the template variables to modify the specific text in the booking. [IF<=:[VACANTDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [VACANTDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. *HTML Box
This auto action will create a new booking for the date of departure, closing the calendar to any other bookings. The URL link in the message tab, will send the guest to your guest booking page with set conditions, the leaving date of the existing booking, the room id of the existing booking and the Offer you have created for the LateCheckout. This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. '''Step 1: ''' Create a new offer in {{#fas:cog}} (SETTINGS) > PROPERTIES > OFFERS *Name = Latecheckout*Enable = Only if Available*Booking Type = Confirmed with Deposit 2 - via payment gateway '''Step 2:''' Create a Rate or Daily Price, PRICES Guests = Max OccupancyMax Stay = 1Offer = select the offer number as created in the above step. If you are using Rates, select 'Rate allowed' = Sunday, untick all the other days. Channel Tab, untick all channels, leave only 'beds24.com' for your booking page. If using Daily Prices, then go to Calendar, and set the price and date range, then only Sunday, untick all the other days. Enable list, untick all channels, leave only 'beds24.com' for your booking page. '''Step 3: ''' Create the Auto Action
*Between Booking and Check in = 2 and 999 (to stop the auto action triggering on the new booking)
*Template Variables = [IF=:[LEAVINGDAY:{%a}]:Sun:|[IF>=^[TURNOVERDAYS]^1^yes~no]] equal yes This template variable tests if the departure day is a Sunday and there is at least 1 day between the existing guest booking and the next booking.
===Booking Info Codes===
If you need To send an automated Email 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 confirming that it is possible to have a Late Checkout as room is available the dashboardday of departure.
Booking Info Message tab: - *Booking Info Code Send Email = CHECKINGuest API/Smart Email (or one of the other options)*EMail Subject = Enter the appropriate details *Booking Info Email Text = Auto Checkin</div></div>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)
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add CHECKOUT Booking info code to bookings ====</div><div class="mw-collapsible-content">Dear, [GUESTNAME],
If you need We are very happy to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, offer you can set the Booking info code rather than use the Current guest module in 'Late Check-out' at [PROPERTYNAME] at the dashboardexceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK].
Trigger tabIf you would like a late checkout, then please send an email to our Reservations team [PROPERTYEMAIL] confirming you would like the Late Checkout, provide your Booking Reservation Number [BOOKID] and Offer ‘LATECHECKOUT’ for the special Price. Best regards, [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS],[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY]. Email :-[PROPERTYEMAIL]*Trigger Event = CheckWebsite :-out[PROPERTYWEB]*Trigger Time = Immediate*Trigger Window = 1 dayBooking Info Tab :- Optional*Booking Source info code = AllLATCHECKOUT, *Booking Status Info Description = All but not cancelled*Group bookings = Trigger all on masterUpsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Late Checkout
Booking Info tab:
*Booking Info Code = CHECKOUT
*Booking Info Text = Auto Checkout
This requires the master booking to be checked-in via the check-in function.
Trigger 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 = immediately*Trigger Window = 365*Booking Source = AllThis auto action will create a new booking for the date of departure, closing the calendar to any other bookings. *Booking Status = All but not cancelled*Group bookings" = Trigger all on master*Info Code = CHECKINThe URL link in the message tab, will send the guest to your guest booking page with set conditions, the leaving date of the existing booking, the room id of the existing booking and the Offer you have created for the LateCheckout.
Booking info tab This example uses fixed values that you have entered into {{#fas: *Info Code = CHECKIN</divcog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP ><ROOM TEMPLATES and standard Template Variables set in the Property/div>Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions.
<div class="mw-collapsible mw-collapsed"'''Step 1: ''' Create a new offer in {{#fas:cog}} (SETTINGS) ><div class="headline-collapse" PROPERTIES > ====Identify Repeat Guest ====</div><div class="mw-collapsible-content">This requires you to use the Guest database. OFFERS
Trigger tab:*Name = Latecheckout*Enable = Only if Available*Booking Type = Confirmed with Deposit 2 - via payment gateway
*Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Group bookings" = Trigger all on master*Template Variable = [GUESTSID1] greater than 0'''Step 2:''' Create a Rate or Daily Price, PRICES
Booking info tab : *Guests = Max Occupancy*Max Stay = 1*Info Code Offer = REPEATselect the offer number as created in the above step. If you are using Rates, select 'Rate allowed' = Sunday, untick all the other days. Channel Tab, untick all channels, leave only 'beds24.com' for your booking page. </div>If using Daily Prices, then go to Calendar, and set the price and date range, then only Sunday, untick all the other days. </div>Enable list, untick all channels, leave only 'beds24.com' for your booking page.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Identify bookings with Custom Question ticked/unticked ====</div><div class="mw-collapsible-content">If you have a '''Step 3: ''' Create the custom question with a 'Tick box' for example, they want a late checkin. the booking id
Setup the custom question in Go to {{#fas:cog}} (SETTINGS) > PROPERTIES -> BOOKING QUESTIONS -> CUSTOM QUESTIONS -> Custom and create a question 1, set with TYPE *Question = Tick Box. Booking Id*Single Line field*Optional
Trigger tab'''Step 4:''' Create the Auto Action
Booking info tab : *Info Code Group bookings = LATECHECKIN</div></div> Trigger all on master
Messaging Message tab:- *Send Message Email = Internal*Internal Guest API/Smart Email Address = enter the email address to receive (or one of the notificationother options)*EMail Subject = Failed Stripe PaymentEnter the appropriate details *HTML Box Email Text = Enter the Your text to be sent, you can use using the template variables to modify the specific text in the booking. Enter the text in this message, for example both Plain text Box (Messaging API) and HTML Box (Emails)
Booking tab: (optional)
*Execution = One time only
*Flag Text = Stripe Payment Failed
*Flag Colour - choose the flag colour
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a fee Send Email to all bookings from your guest - On a channelWednesday (Cleaner is due/Rubbish Collection is due) ====
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Booking Source = Expedia (for example)
Invoice tabTo send an automated Email to the guest reminding them that there is an event on a specific day of the week, for instance, the cleaner is due on Wednesday mornings, or the bin collection is due on Thursday mornings. You will need to check for the day of the week. If the booking is for more than 1 week, you will need multiple auto actions as an email will only be sent once, it is not possible to trigger multiple times. '''Step 1:''' Create the Auto Action*Add Invoice Item = Add new*Type = AmountTrigger Tab :- *Description Trigger Event = Cleaning fee (for example) - Template variables can be used. Checkin*Amount Trigger Time = 50 (for example - the amount of your cleaning fee)Immediate *per Trigger Window = Room8 days*Period Booking Source = one timeAll *VAT Booking Status = 19% (for example - enter the VAT amount if applicable)All but not cancelled
The fee will be added the next time the auto actions run. </div></div>*Template Variables = [IF=:[CURRENTDATE:{%u}]:3:yes|no] equal yes
<div class="mw-collapsible mw-collapsed"><div class="headline%u ISO-collapse" >8601 numeric representation of the day of the week 1 (for Monday) through 7 (for Sunday)
====Add This template variable tests if the current day is a fee (Penalty) to all bookings with an Outstanding Balance====Wednesday.
<Message tab :- *Send Email = Guest API/div>Smart Email (or one of the other options)<div class*EMail Subject ="mw-collapsible-content">Enter the appropriate details You want to add a 2.2% fee to all bookings if there is an outstanding balance 2 days prior *Email Text = Your text, using the template variables to checkinmodify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails)
Trigger tab:Dear, [GUESTNAME],
Time :*Trigger Event = Checkin *Trigger Time = -2 days*Trigger Window = 2 days Hope you are enjoying your holiday at [PROPERTYNAME].
Booking Conditions:*Status = All not Cancelled *Invoice Balance = Not ZeroWe would like to remind you that the cleaner is due to visit you on Thursday morning between 10am and 12am.
Invoice tab:Best regards, [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME] *Type = Amount *Description = Payment Fee||Email :-[INVOICEBALANCEPROPERTYEMAIL] Website :2.2%- [PROPERTYWEB] Booking Info Tab :- Optional*Amount Booking Info code = 0 (leave as 0 so the value is set from the calculation in Description field)CLEANWED1*Per Booking Info text = RoomReminder that cleaning is due on the first Thursday of their stay.*Period = one time*VAT = 19% (for example - enter This can be used to trigger the VAT amount next auto action if applicable)the duration of their holiday is more than 1 week. Include the Booking Info code in the Trigger tab of the next auto action.
The fee will be added the next time the auto actions run.
Booking Info Messaging tab: OptionalAdd a booking info tab for information and reporting*Send Message = Internal*Internal Email Address = enter the email address to receive the notification*Flag Text Subject = PendingPayment (for example)Failed Stripe Payment*Flag Colour HTML Box = select Enter the colour as this will text to be visible sent, you can use template variables in the Calendar/Bookings listthis message, for example
Booking [BOOKID] - booking reference number[GUESTNAMES] - name of all guests in the booking on the "summary" tab: Optionalof the booking*Booking Info Code = PENDPAY[FIRSTNIGHT]*Booking Info Text = Pending payment added[LASTNIGHT]
Invoice Booking tab:*Payment Type = select on what the payment is calculated (Percent of Balance dueoptional)*Description Execution = the text you will see in the "Charges and Payments" tabOne time only*Status Flag Text = if you use the status function add the status you want to apply to the pending payment (optional)Stripe Payment Failed*Amount = enter Flag Colour - choose the amount or percentage you want to collectflag colour*Payment Rule = use auto or manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT-</div>PAYMENT COLLECTION they will be available here *Payment Due = Set when the payment is due</div>
Create ====Send an email to the Owner/Internal email address when a guest completes a Payment Rule to collect a payments when bookings are not cancelled. Authorisation at Stripe====</div>Go to Settings <div class="mw-collapsible-content"> Payments > Payment Rules Payment Rule Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = STRIPEAUTHORIZE
Name Messaging tab:*Send Message = Internal*Internal Email Address = enter the email address to receive the notification*Subject = Stripe Payment Authorisation*HTML Box = Enter your title - Not Cancelled (the text to be sent, you can use template variables in this message, for example)Action = Auto
Payment Trigger :[BOOKID] - booking reference number *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 [GUESTNAMES] - name of all guests in the booking) Payment Action : *Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the "summary" tab of the booking on success*Add info code on failure = add a Booking Info item to the booking on failure[FIRSTNIGHT][LASTNIGHT]
Booking Messaging tab: Optional*Flag Text Send Message = PendingPayment (for example)Internal*Internal Email Address = enter the email address to receive the notification*Subject = New Booking*Flag Colour HTML Box = select Enter the colour as this will text to be visible sent, you can use template variables in the Calendar/Bookings listthis message, for example
Booking Info tab: Optional[BOOKID] - booking reference numberAdd a [GUESTNAMES] - name of all guests in the booking info on the "summary" tab for information and reportingof the booking*Booking Info Code = PENDPAY[FIRSTNIGHT]*Booking Info Text = Pending payment added[LASTNIGHT]
Invoice tab:*Payment Type = fixed value</div>*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.div>
*Status = if If you need to use the status function add the status Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you want to apply to can set the pending payment (optional)*Amount = 0*Payment Rule = Booking info code rather than use auto or manual - if you have set up payment rules the Current guest module in {{#fas:cog}} (SETTINGS) Payments > Payment Rules they will be available here *Payment Due = Set when the payment is duedashboard.
Create a Payment Rule to collect a payments when bookings are not cancelled. Booking Info tab: *Booking Info Code = CHECKIN*Booking Info Text = Auto Checkin</div></div>
Go <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add CHECKOUT Booking info code to Settings bookings ====</div> Payments <div class="mw-collapsible-content"> Payment Rules
Payment Rule :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.
Name = Enter your title - Not Cancelled (for example)Action = Auto Payment Trigger tab: *Booking Status Trigger Event = All not cancelledCheck-out*Any Booking Info Code Trigger Time = optionalImmediate*All Booking Info Codes Trigger Window = optional1 day*Exclude Booking Info Code Source = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action :All*Capture Booking Status = Yes - immediately charged (Capture=Yes)All but not cancelled*Add info code on success Group bookings = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking Trigger all on failuremaster
''''Create a Payment Rule (Optional)''''Trigger tab:
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 *Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled before the final payment is due to be collected. *Group bookings" = Trigger all on masterGo to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES*Info Code = CHECKIN
Create a Payment Rule to collect payments if bookings are not cancelled.Booking info tab : *Info Code = CHECKIN</div></div>
Click '''Create New Payment Rule''' :<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Identify Repeat Guest ====</div><div class="mw-collapsible-content">This requires you to use the Guest database.
Payment RuleTrigger tab:*Name = Enter your title - Not Cancelled (for example) *Action = Auto
Payment *Trigger :Event = After Booking*Trigger Time = immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Any Booking Info Code (optional)*All Booking Info Codes (optional)Group bookings" = Trigger all on master*Exclude Booking Info Code Template Variable = optional (can exclude Virtual Credit cards, find the Booking info code in the booking)[GUESTSID1] greater than 0
Payment Action Booking info tab :*Funding Source = Guest card only*Payment value adjustment = Limit to group booking balance*Capture = Yes - immediately charged (CaptureInfo Code =Yes)REPEAT*Add info code on success = add a Booking Info item to the booking on success</div>*Add info code on failure = add a Booking Info item to the booking on failure</div>
Prevent Auto Payment :<div class="mw-collapsible mw-collapsed">*Prevent payment if booking status <div class= Cancelled"headline-collapse" > *Prevent payment after check-out (days) = 7 (default)===Identify bookings with Custom Question ticked/unticked ====</div>*Prevent payment action <div class= Set Manual"mw-collapsible-content">If you have a custom question with a 'Tick box' for example, they want a late checkin.
'''Create Auto Actions '''Trigger tab:
Collect the outstanding balance for *Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Group bookings created via your booking page. " = Trigger all on master*Template Variable = [GUESTCUSTOMQ1] equals ticked (or) not ticked
Go to {{#fasBooking info tab :cog}} (SETTINGS) GUEST MANAGEMENT *Info Code = LATECHECKIN</div> AUTO ACTIONS and click '''Create New Action''' to create them. '''Collect outstanding balance for direct bookings'''</div>
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 Add invoice items to refine the auto action being triggered)a booking ===
Booking tab: Optional<div class="mw-collapsible mw-collapsed">*Flag Text <div class= Pending payment added (for example)"headline-collapse" > *Flag Colour = select the colour as this will be visible in the Calendar===Add a fee to all bookings from a channel====</Bookings listdiv><div class="mw-collapsible-content">Booking Info Trigger tab: Optional, for information and reporting*Trigger Event = After Booking Info Code *Trigger Time = BALANCE (for example enter the value - use one word only)Immediate*Booking Info Text Source = Enter the description/text to show in Expedia (for the Booking Info Code. example)
<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 The fee will be available here) **Payment Due = Trigger date**Payment time = set added the next time to collect payment**Invoicee = If you use the "invoicee" function you can select which invoicee the pending payment will be assigned toauto actions run.
*Trigger Event = After Booking
*Trigger Time = immediate
*Booking Source =All (for example, you can also set different rules for different channels)
Info CodesTime :Any *Trigger Event = Checkin *Trigger Time = -2 days*Trigger Window = 2 days Booking Info Code Conditions:*Status = All not Cancelled *Invoice Balance = CARDTOSTRIPENot Zero
<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 The fee will only be valid for 7 days, then it will expire, if added the next time the booking is for a longer period, then you can create a second Capture, you will need to create another auto action for thisactions run. 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
Booking Info tab:*Execution = One The fee/charge will be added the next time only*Info Code = Enter the preset code for the icon or info code which you have created in {{#fas:cog}} (SETTINGS) ACCOUNT->PREFERENCESauto actions run.
====Assign invoice numbers====
Booking Info tab:*Optional, add a booking info tab for information and reporting Booking tab: Optional*Flag Text Source = PaymentDue1 Expedia (for example), set multiple if multiple payments are required. *Flag Colour = select the colour as this will be visible in the Calendar/Bookings list
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 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 Booking tab:Optional*Trigger Event = After Booking*Trigger Time Info Code = ImmediatePENDPAY*Booking Source = Booking.com (for example)*Booking Field Contains - select "API Message" in the next field enter: meal_planInfo Text =Breakfast (or Extra Breakfast - use the text the channel uses)Pending payment added
Booking Invoice tab:*Execution Payment Type = One time onlyselect on what the payment is calculated (Percent of Balance due OR Group balance if you receive Group bookings)*Flag Text Description = The 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 displaycollect*Flag Colour Payment Rule = use auto or manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT- choose >PAYMENT COLLECTION they will be available here *Payment Due = Set when the flag colourpayment is due
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 Create a flag Payment Rule to collect a payments when deposit was made prior to Check-in====</div><div class="mw-collapsible-content">Trigger tab:bookings are not cancelled.
*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 Go to Settings > Payments > Payment madeRules
Message tabPayment Rule :
*Send Email : select appropriate optionName = Enter your title - Not Cancelled (for example)*Enter : Subject and Email contentAction = Auto
Booking tabPayment Trigger : (optional)
Booking info tab Payment Action : (optional)
Setting details with the Booking tab and Booking info tab allows you to trigger additional (follow on) Auto Actions and Reports.
Trigger tab:*Trigger Event Status = After Bookingif you use the status function add the status you want to apply to the pending payment (optional)*Trigger Time Amount = Immediate0*Booking Source Payment Rule = Booking.com use auto or manual - if you have set up payment rules in {{#fas:cog}} (for exampleSETTINGS)Payments > Payment Rules they will be available here *Payment Due = Set when the payment is due
Booking tab:
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
<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''''Create a Payment Rule (Optional)''''*Booking Source = All*Booking Status = All not 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*Invoice Balance = Any Payment madebefore the final payment is due to be collected.
Booking tabGo to {{#fas:*Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour</div></divcog}} (SETTINGS) PAYMENTS >PAYMENT RULES
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply Create 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 Payment Rule to collect payments if bookings are not cancelled*Booking Info Code = STRIPEFAIL, CARDFAILSTRIPE.
Booking tabClick '''Create New Payment Rule''' :*Execution = One time only*Flag Text = Stripe Payment Failed*Flag Colour - choose the flag colour</div></div>
== Setup ==
Go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> AUTO ACTION
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
===HTML and Templates===
If you use HTML you will need to make sure your code is correct and clean otherwise it might trigger our firewall.
HTML messages created by third party services is often convoluted and might contain critical content. Some tools like https://stripo.email/ or https://www.designedwithbee.com/ that allow you to create your own templates and also provide many templates have tested to work well in Beds24.
=== SMS ===
<span style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> This filter will not apply if you are triggering on a single property.
== Using Smart Logic Template Variables ==
You can use smart logic template variables to trigger auto actions for specific conditions.
If you want to send a message on a specific day of the week :-
1) You need to send a message to remind the guests to put the rubbish bin out for collection on a Wednesday night.
* [IF=:[CURRENTDATE:{%u}]:3:yes|no] will test if the current date is a Wednesday
2) Remind the guest that the cleaning lady will be at the apartment on Friday morning.
* [IF=:[CURRENTDATE:{%u}]:4:yes|no] will test if the current date is a Thursday
%u ISO-8601 numeric representation of the day of the week 1 (for Monday) through 7 (for Sunday)
== Performance and Testing ==
Auto actions will test up to 1000 bookings per cycle, if your trigger condition involves more than 1000 bookings, the next 1000 will be tested on the next cycle etc.
If you require the fastest speed make sure , ensure your trigger is designed to test less than 1000 bookings.
The easiest way to do this is usually by reducing the testing window to the smallest necessary and adjusting the trigger condition to the most suitable.
For example a trigger that tests all bookings from booking time for 1 year will test many bookings while a trigger that tests only the 7 days before check-in will test less bookings and perform faster.
The test tab of the auto action has a button which that will show you how many and which bookings are being tested by the auto action.
It is also possible to specify a booking number and test if the auto action would trigger on that booking with some diagnostics information shown to help trouble shooting.
'''Optimising your auto actions''' You can trigger multiple actions in one auto action,
*send an email/api message to the guest,
*send an SMS, update booking settings,
*add/delete a booking info code,
*trigger a webook,
*add a pending payment,
*update/add/delete a Charge/Payment item,
*assign an invoice number.
There is no requirement to set an individual auto action for each item if they can all apply at the same time.
<span style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> '''It is not possible to specify a specific time for the auto action to trigger.''' The use of the Trigger time 'Immediate' + 14 hrs (for example) will not trigger the auto action at 2pm local time, this will be the first time the booking could be checked to see if all other conditions are met, and added to the batch for processing.
== Troubleshooting ==
<div class="headline-collapse" >
====Send an Email with a key code for a specific unit one day before check-in(Self Checkin)====
</div>
<div class="mw-collapsible-content">
<div class="headline-collapse" >
====Send an Email in email to the guests language to an internal Email guest email address when a payment FAILS at Stripe====
</div>
<div class="mw-collapsible-content">
'''Trigger Message tab:'''Update details as appropriate*Send Message = Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address.If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.
'''Booking tab:'''*Send Message Execution = Internal OnlyOne time only*Internal Email Address Flag Text = enter the email address this message should be sent The text you want to.display*Email Subject Flag Colour - enter choose the subject for your Guestsflag colour *HTML box - Email will be Booking changes are applied before the mail is sent *Email Text :- Template variables so that the flag template variable can be used reflected in the messageEmail. [[Template_Variables| See here]]
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Send SMS an Email in a certain language (if it is the language of the booking) or a default guests languageto an internal Email address ====
</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:
*Booking Status = All Not Cancelled
Booking Fields:
*Booking Field Contains - select "Language" in the next field enter: the short code for the language this Auto Action is for.
'''Message tab:'''
Enter the message in the appropriate 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="headline-collapse" >
====Send Remotelock/Lockstate, Nuki PIN SMS in a certain language (if it is the language of the booking) or Chekin Link 2 days before Check-in a default language====
</div>
<div class="mw-collapsible-content">
Time:*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1 Booking Source:*Booking Source = All (for example) Booking Conditions:*Booking Status = All Not Cancelled '''SMS tab:'''*Phone Number = [GUESTMOBILE]*SMS Message = [IF=:[GUESTLANGUAGE]:fr:French_text|English_text]</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Remotelock/Lockstate, Nuki PIN or Chekin Link 2 days before Check-in (Self Checkin) ====</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 class="headline-collapse" >
====Send Email Pin code to guests with check-in details guest, 2 days before Check-in, booking paid/no outstanding balance (Self Checkin) ====
</div>
<div class="mw-collapsible-content">
This auto action will can be sent only when used if you have set a fixed PIN code in the Invoice Balance of Room Setup or using digits from the booking is zeroBooking id. This To setup the PIN code for each Room/Unit then go to {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > UNIT NAMES, then in the unit names, you can be used to ensure that add additional information including a pin code. Example: You have 2 units (100 and 101). Access Pin Code for 100 = 12345, for 101 - 34567 In "Unit name" enter: (Use (?) in the checkin room setup for more details are only sent when the guest has completed the payments. /options) *100|12345*101|34567
'''Trigger tab:'''
*Trigger Window = 2
Booking SourceSouce :-
*Booking Source = All
*Booking Status = All but not cancelled
Booking Conditions:-
*Group bookings = Trigger all on master
'''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.
*Plain text box - will send to channels using Message API
Message Text :- enter the text you wish to send to your guestsinclude URL. 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, Include these template variables can be used, see - [UNITNAME] and [UNITNAME:1] or [BOOKIDLAST5] - Last 5 digits of booking number. See the list of ALL template variables that can be used [[Template_Variables| see here]]
*HTML box - Email will be sent
Email Text :- Enter It is possible to use the same details (URL) as in the text you wish to send to your guests this can include URLsPlain Text box above. 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, these template variables can be used, - [UNITNAME] and [UNITNAME:1] or [BOOKIDLAST5] - Last 5 digits of booking number. see the list of ALL template variables that can be used [[Template_Variables| see here]]
</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
*Booking Status Invoice Balance = All but not cancelled Info Codes: *Any Booking Info Code = CHECKIN*Exclude Booking Info Code = CHECKOUT Zero
'''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
*Send Message = Booking API/Smart Email
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
*Subject - enter the subject for your Guests- Your access code (your text)
*Plain text box - will send to channels using Message API
Message Text :- enter the text you wish to send to your guests . This can include URL. Template any information that is important for the checkin of the guest, for example the Key code for the door, who to contact if there are any issues, template variables can be used, see the list of ALL template variables that can be used [[Template_Variables| see here]]
*HTML box - Email will be sent
Email Text :- It Enter the text you wish to send to your guests this can include URLs. Include any information that is possible important for the checkin of the guest, for example the Key code for the door, who to use contact if there are any issues, template variables can be used, see the same details (URL) as in the Plain Text box above. Template list of ALL template variables that can be used [[Template_Variables| see here]]
</div>
</div>
<div class="headline-collapse" >
====Send Email to guests with Guest Invoice check- PDF attachmentin details 2 days before Check-in, Security Deposit Authorised at Stripe ====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Time:-*Trigger Event = CheckoutCheck-in*Trigger Time = Immediate -2 (the number of days before check-in you want to sent the code or link) *Trigger Window = 1 day2
Booking Source:- *Booking Source = All (or select the appropriate channel/Direct)*Booking Status = All but not cancelled
Booking Conditions:-
*Group bookings = Trigger all on master
*Booking Status Invoice Balance = All but not cancelledZero
Info Codescodes :-*Any Booking Info Code = CHECKOUTSTRIPEAUTHORIZE
'''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 = Guest Booking 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 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.
*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 URL. Template any information that is important for the checkin of the guest, for example the Key code for the door, who to contact if there are any issues, template variables can be used, see the list of ALL template variables that can be used [[Template_Variables| see here]]
*HTML box - Email will be sent
Email Text :- It Enter the text you wish to send to your guests this can include URLs. Include any information that is possible important for the checkin of the guest, for example the Key code for the door, who to use contact if there are any issues, template variables can be used, see the same details (URL) as in the Plain Text box above. Template list of ALL template variables that can be used [[Template_Variables| see here]] <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkout to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings. If you send Emails with pdf attachment (invoice, booking template) to Alias-Email addresses created by channels the channel might block the attachment so it is not delivered to the guest. Ask your channel about their policy regarding this.
</div>
</div>
<div class="headline-collapse" >
====Send Email with Booking Registration Form to all current guest (Check- PDF attachmentin) ====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Time:
*Trigger Event = BookingCheck-in
*Trigger Time = Immediate
*Trigger Window = 1 day14(the max number of days your guests can stay)
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 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
Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
</div>
</div>
<div class="headline-collapse" >
====Send Email after the cleaner has cleaned the roomwith Guest Invoice - PDF attachment====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Time:
*Trigger Event = CheckinCheckout
*Trigger Time = Immediate
*Trigger Window = 1day
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)
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
*Attachment = Select the Invoice Template from the drop down list.
*Subject - enter the subject for your Guests
*Plain text box - will send to channels using Message API
Message Text :- enter the text you wish to send to your guestsinclude URL. Template variables can be used [[Template_Variables| see here]]
*HTML box - Email will be sent
Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]] <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkout to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
<div class="headline-collapse" >
====Send Email to your guest with Booking Registration Form - Upselling additional nights - nights available after checkout PDF attachment====
</div>
<div class="mw-collapsible-content">
'''Trigger Tab tab:'''
Time:
*Trigger Event = Checkin (depending on when you want to notify the guest)Booking*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:
*Booking Status = All but not cancelled
*Send Message Attachment = Select Booking API/Smart EmailTemplate from the drop down list.
*Plain text HTML box - Email 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]]sent
<span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkout to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.
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 - Upselling additional nights - nights available before checkin after the cleaner has cleaned the room====
</div>
<div class="mw-collapsible-content">
To send an automated Email to the guest confirming that then they can check you/the cleaner have to add a unit status to the room when it is possible to extend their stayready. In this example we used the unit status clean
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)Immediate*Trigger Window = 21
Booking Source:
*Booking Source = All
Booking Conditions:
*Group bookings = Trigger all on master
*Booking Status = All but not cancelled
Booking Fields:
*Template Variables Variable = [IFBETWEEN:[VACANTDAYSUNITSTATUS1]:0:3:yes|no|no] equal yesContains = clean
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 - enter the appropriate details subject for your Guests
*Plain Text Box = Your text, box - will send to channels using the template variables to modify the specific text in the booking. Message API
*HTML Box box - Email will be sent
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
</div>
</div>
<div class="headline-collapse" >
====Send Email to your guest - Offering Early Checkin Upselling additional nights - nights available after checkout ====
</div>
<div class="mw-collapsible-content">
To send an automated Email to the guest confirming that it is possible to have an Early Checkin as room is available the day of before arrivalextend their stay.
This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions.
'''Trigger Tab :- ''' 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
Booking Fields:*Template Variables = [IFBETWEEN:[TURNOVERDAYS]:0:3:yes|no|no] equal yes This template variable tests if there is 1 day 3 days between the guest booking and the next booking.
'''Message tab :- *Send Email = Guest API/Smart Email (or one of the other options)*EMail Subject = Enter the appropriate details *Email Text = Your text, using the template variables to modify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails)'''
If you would like checkin early for your stay then please send an email the "Mail & Actions" tab contains a "real" Email address the message is sent 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 guests Email address. If only a masked Email address is available the message sends via the special Pricechannels API messaging systems if possible.Best regards,
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Email Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API, enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]] [IF<=:[TURNOVERDAYS]:3:Your apartment ([PROPERTYCONTACTFIRSTNAMEROOMNAME] ), which you booked for [PROPERTYCONTACTLASTNAMENUMNIGHT]nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [TURNOVERDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. *HTML box - Email will be sent, enter the text you wish to send to your guests. Template variables can be used [PROPERTYADDRESS[Template_Variables| see here],] [PROPERTYCITYIF<=:[TURNOVERDAYS]:3:Your apartment ([ROOMNAME]),which you booked for [NUMNIGHT] nights from [PROPERTYPOSTCODEFIRSTNIGHTSHORT],to [PROPERTYSTATELEAVINGDAYSHORT],is currently available for up to [PROPERTYCOUNTRYTURNOVERDAYS] extra night(s)|]. Email :-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]Website :- confirming the number of nights you would like to stay and provide your Booking Reservation Number [PROPERTYWEBBOOKID]and Offer ‘EXTRANIGHTS’ for the special Price.
'''Booking Info Tab :- Optional'''*Booking info code = EARLYARRIVAL, EXTRANIGHTS *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Early Checkinper extra night
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====Send Email to your guest - Offering Late Checkout Upselling additional nights - nights available before checkin ====
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To send an automated Email to the guest confirming that it is possible to have a Late Checkout as room is available the day of departureextend their stay.
This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions.
'''Trigger Tab :- ''' Time:*Trigger Event = CheckoutCheckin (depending on when you want to notify the guest)*Trigger Time = -1 2 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 12 Booking Source:
*Booking Source = All
Booking Conditions:
*Group bookings = Trigger all on master
*Booking Status = All but not cancelled
If you would like no connection to a late checkout, then please messaging system is available the message 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 Email address from the "Mail & Actions" tab of the special PriceEmail.
[PROPERTYCONTACTFIRSTNAMEIF<=:[VACANTDAYS] :3:Your apartment ([ROOMNAME]), which you booked for [PROPERTYCONTACTLASTNAMENUMNIGHT]nights from [PROPERTYNAMEFIRSTNIGHTSHORT] to [PROPERTYADDRESSLEAVINGDAYSHORT],is currently available for up to [PROPERTYCITYVACANTDAYS],extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYPOSTCODEPROPERTYNAME],at the exceptional rate of [PROPERTYSTATEROOMTEMPLATE3],[PROPERTYCOUNTRYPROPERTYCURRENCYBACK]per extra night. Email :-If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL]Website :- confirming the number of nights you would like to stay and provide your Booking Reservation Number [PROPERTYWEBBOOKID]and Offer ‘EXTRANIGHTS’ for the special Price.
'''Booking Info Tab :- Optional'''*Booking info code = LATCHECKOUTEXTRANIGHTS, *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Late Checkoutper extra night
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====Send Email to your guest - Offering Late Checkout Only on a Sunday when there is no new arrival Early Checkin ====
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To send an automated Email to the guest confirming that it is possible to have a Late checkout on Sundays an Early Checkin as the room is available on the day of departurebefore arrival.
Trigger Tab :-
*Trigger Event = CheckoutCheckin (depending on when you want to notify the guest)*Trigger Time = -1 2 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 12
*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings = Trigger all on master
*Template Variables = [IF>:[VACANTDAYS]:1:yes|no] equal yes
Message tab :-
Dear, [GUESTNAME],
We are very happy to offer you 'Late Early Check-outin' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK].
If you would like a late checkout, checkin early for your stay then please use this link send an email to make the booking and payment. https://beds24.com/booking2.php?checkin=[LEAVINGDAYYYYY-MM-DD]&br7-our Reservations team [ROOMIDPROPERTYEMAIL] <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> The details in the URL, will direct confirming the guest number of nights you would like to make a new booking in the existing room with the check-in date = leaving date stay and for Offer 7 &br-7 (offer created in Step 1 above) Enter provide your Booking Reservation Number [BOOKID] into the Booking id box on and Offer ‘EARLYARRIVAL’ for the booking pagespecial Price.
Best regards,
[PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME] [PROPERTYNAME] [PROPERTYADDRESS],[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY]. Email :-[PROPERTYEMAIL]
Website :- [PROPERTYWEB]
Booking Info Tab :- Optional
*Booking info code = LATCHECKOUTEARLYARRIVAL, *Booking Info Description = Upsell email sent [CURRENTDATE]: Late Checkout[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Early Checkin
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<div class="headline-collapse" > ====Add CHECKIN Booking info code Send Email to bookings your guest - Offering Late Checkout ====
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This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. Trigger tabTab :- *Trigger Event = Check-inCheckout*Trigger Time = Immediate-1 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 1 day*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings = Trigger all on master
*Template Variables = [IF>:[TURNOVERDAYS]:1:yes|no] equal yes
This template variable tests if there is 1 day between the guest booking and the next booking.
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<div class="headline-collapse" > ====Group checkSend Email to your guest -in Offering Late Checkout Only on a Sunday when there is no new arrival ====
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Trigger Tab :- *Trigger Event = After BookingCheckout*Trigger Time = immediately-1 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 3651*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings" Between Booking and Check in = Trigger all 2 and 999 (to stop the auto action triggering on master*Template Variable = [GUESTCUSTOMQ1] equals ticked (orthe new booking) not ticked
*Template Variables =[IF=:[LEAVINGDAY:{%a}]:Sun:|[IF>=Send an email to the Owner/Internal email address ===<div class="mw-collapsible mw-collapsed">^[TURNOVERDAYS]^1^yes~no]] equal yes<div class="headline-collapse" > ====Send an email to This template variable tests if the Owner/Internal email address when departure day is a payment FAILS Sunday and there is 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, CARDFAILSTRIPEleast 1 day between the existing guest booking and the next booking.
Dear, [BOOKIDGUESTNAME] , 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 reference numberand payment. https://beds24.com/booking2.php?propid=[PROPERTYID]&checkin_hide=[LEAVINGDAYYYYY-MM-DD]&br5-[GUESTNAMESROOMID] =Book <span class="" style="color: #f3e504; font- name of all guests 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 "summary" tab of the bookingpage. Best regards, [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME] Email :-[PROPERTYEMAIL] Website :- [FIRSTNIGHTPROPERTYWEB] Booking Info Tab :- Optional*Booking info code = LATCHECKOUT, *Booking Info Description = Upsell email sent [LASTNIGHTCURRENTDATE]: Late Checkout
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<div class="mw-collapsible mw-collapsed"><div class==Add invoice items to a booking ==="headline-collapse" >
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===PaymentsSend an email to the Owner/Pending PaymentsInternal email address ===
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====Add Send an email to the Owner/Internal email address when a pending paymentFAILS at Stripe====
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Trigger tab:
*Trigger Event = After Booking or Before Check-in*Trigger Time = set the time you want to collect the paymentImmediate*Trigger Window = 365*Booking Source =All (for example*Booking Status = All but not cancelled*Booking Info Code = STRIPEFAIL, you can also set different rules for different channels)CARDFAILSTRIPE
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Booking tab: (optional)
*Execution = One time only
*Flag Text = Stripe Authorised
*Flag Colour - choose the flag colour
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<div class="headline-collapse" >
====Add Send an email to the Owner/Internal email address for a pending payment - Set the Security Deposit value based on the price of the new 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 paymentImmediate*Trigger Window = 1 day*Booking Source =All (for example, you can also set different rules for different channels)*Booking Status = All but not cancelled
===Booking Info Codes===<span div class="mw-collapsible mw-collapsed" style><div class="color: #f3e504; fontheadline-size: 150%;collapse" >{{#fas:lightbulb}} ====Add CHECKIN Booking info code to bookings ====</spandiv> <span stylediv class="fontmw-collapsible-weight: bold;content" >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.
Trigger tab:
*Trigger Event = Check-in
*Trigger Time = Immediate
*Trigger Window = 1 day
*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings = Trigger all on master
Booking Info tab:
*Booking Info Code = CHECKOUT
*Booking Info Text = Auto Checkout
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<div class="headline-collapse" > ====Collect outstanding booking balance 3 days prior to arrival( Credit card details were collected at time of booking)Group check-in ====
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This requires the master booking to be checked-in via the check-in function.
Setup the custom question in {{#fas:cog}} (SETTINGS) PROPERTIES -> BOOKING QUESTIONS -> CUSTOM QUESTIONS -> Custom question 1, set with TYPE = Tick Box.
Invoice tab:
*Add Invoice Item = Add new
*Type = Amount
*Description = Cleaning fee (for example) - Template variables can be used.
*Amount = 50 (for example - the amount of your cleaning fee)
*per = Room
*Period = one time
*VAT = 19% (for example - enter the VAT amount if applicable)
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===='Capture' Add a Security Deposit when Credit card is collected at time of booking. fee (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:
Invoice tab:
*Payment Type = Fixed amountAmount*Description = Security Deposit Payment Fee||[INVOICEBALANCE:2.2%]*Amount = 0 (leave as 0 so the text you will see value is set from the calculation in the "Charges and Payments" tabDescription field)*Status Per = if you use the status function add the status you want to apply to the pending payment (optional)Room*Amount Period = 100 (balance is full price so 100% of the balance)one time*Payment Rule VAT = Security Deposit 19% (Create a Payment Rule, see belowfor example - enter the VAT amount if applicable) *Payment Due = check in
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====Apply an info code and and/or icon when Add a payment was madenegative value to Direct bookings for Stripe Charges====
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You want to add the Stripe fee to all Direct bookings to show total value of booking, i.e. if you want to show the booking value. In this example the Stripe charge will be added as a negative figure.
Trigger tab:
Time :*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 3651 day *Booking Source = AllConditions:*Booking Status = All but not cancelledCancelled Booking Source:*Booking Source = Direct Invoice Balance tab:*Type = Amount*Description = Stripe Fee||[INVOICECHARGESNUM:-3%]*Amount = 0 (leave as 0 so the value is set from the calculation in the Description field)*Per = Room*Period = one time*VAT = Any Payment made19% (for example - enter the VAT amount if applicable)
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===Modify description/values of an existing invoice item in a booking ===
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<div class="headline-collapse" >====Update the Description field of a charge/invoice item====
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In some cases Channel bookings have different descriptions for the same charge item - i.e. Cleaning, update the description field in the invoice item so they all match, using the format (findthisinvoicedescription^replacewiththisdescription)
Trigger tab:
*Trigger Event = Check-outAfter Booking
*Trigger Time = Immediate
*Any Booking Info Code Source = CHECKOUT Expedia (optional only if you use the check-out function, if not leave blankfor example)
Invoice tab:
*Assign Add Invoice Number Item = yesUpdate Only*Type = Change Description *Description = Cleaning^Cleaning Service Fee*Invoicee = Ignore (otherwise you can add a specific Invoicee to limit the search)
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<div class="headline-collapse" > ====Using Pending Payments as Update all values of a Payment Remindercharge/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 or Before Check-in*Trigger Time = set the time you want to add Immediate*Time Window = 365*Check In From = Select the pending payment to first date of the bookingSummer Season*Booking Source Check In To =All (for example, you can also set different rules for different channels)Select the last date of the Summer Season
Invoice tab:
*Payment Type Add Invoice Item = select on what the payment is calculated (Percent of Balance due)Update Only*Description Type = the text you will see in the "Charges and Payments" tabChange All *Status Description = if you use the status function add the status you want to apply to the pending payment Tourist Tax^Tourist Tax - Summer season 2022 (optionalfor example)*Amount = enter the amount or percentage you want to collect0.75*Per = Per Person*Payment Rule Period = Manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here One time*Payment Due Invoicee = Set when Ignore (otherwise you can add a specific Invoicee to limit the payment is duesearch)
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===Booking FlagsPayments/ColoursPending Payments===
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====Apply Add a flag when a booking is cancelledpending payment====
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Trigger tab:*Trigger Event = After Bookingor Before Check-in*Trigger Time = 1 Hourset the time you want to collect the payment*Trigger Window Booking Source = 365 daysAll (for example, you can also set different rules for different channels)*Group Booking Status Trigger = CancelledTrigger only Master (this will trigger on individual bookings and Master booking if a group)
Booking Info tab:Optional*Execution = One time only*Booking Status = No ChangeAdd a booking info tab for information and reporting*Flag text Text = PendingPayment (enter the text you requirefor example)*Flag Colour = Set select the colour as required</div><this will be visible in the Calendar/div>Bookings list
*Execution Booking Status = One time onlyAll not cancelled*Flag Text Any Booking Info Code = The text you want to displayoptional*Flag Colour - choose All Booking Info Codes = optional*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the flag colourbooking)
*Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info Code : DEPOSITPAID (for example)item to the booking on success*Add info code on failure = add a Booking Info Text : additional text if required. item to the booking on failure
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<div class="headline-collapse" > ====Apply Add a flag when pending payment - Set the Security Deposit value based on the price of the booking is fully paid, using a calculation ====
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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*Booking Status = All not cancelled*Invoice Balance = ZERO(for example, you can also set different rules for different channels)
Booking tab:*Execution = One time onlyOptional*Flag Text = The text you want to displayPendingPayment (for example)*Flag Colour - choose = select the flag colouras this will be visible in the Calendar/Bookings list Booking Info tab: OptionalAdd a booking info tab for information and reporting</div>*Booking Info Code = PENDPAY</div>*Booking Info Text = Pending payment added
Invoice tab:*Payment Type = fixed value*Description = Security Deposit||[IF<div class="mw-collapsible mw-collapsed">:[INVOICEFIRSTITEMNUM]:800:200|[INVOICEFIRSTITEMNUM][/.0]4] (Security Deposit is the description, then 2 | symbol, then the calculation for the 'Amount' to be set.)<div classThis 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 ="headline-collapse" >200.
<span class="" style===Apply a flag/colour for a booking coming from a certain channel===="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </divspan> <div classspan style="mw-collapsiblefont-contentweight: 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.
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 changes are applied before info code in the mail is sent so that booking) Payment Action : *Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the flag template variable can be reflected in booking on success*Add info code on failure = add a Booking Info item to the email.booking on failure
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<div class="headline-collapse" > ====Apply a flag when a payment was madeCollect outstanding booking balance 3 days prior to arrival( Credit card details were collected at time of booking)====
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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" > ====Send an email '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 Ownerbooking on failure</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply an info code and and/Internal email address or icon when a payment FAILS at Stripewas 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 = STRIPEFAILEnter 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, CARDFAILSTRIPEif 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">Messaging Trigger tab:*Send Message Trigger Event = InternalAfter Booking or Before Check-in*Internal Email Address Trigger Time = enter set the time you want to add the email address pending payment to receive the notificationbooking*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. *Subject Flag Colour = Failed Stripe select the colour as this will be visible in the Calendar/Bookings list Invoice tab:*PaymentType = select on what the payment is calculated (Percent of Balance due)*HTML Box Description = Enter 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 sentused 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 = 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 can require)*Flag Colour = 999999 default cancel 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 variables variable can be reflected in this message, the Email.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag for example a bookings which has BREAKFAST as a charge item====</div>[BOOKID] <div class="mw-collapsible- booking reference numbercontent">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Booking.com (for example)*Template Variable = [GUESTNAMESIF>:[INVOICEITEMBYDESC:Breakfast] - name of all guests :0:yes|no] (Text for Breakfast has to match EXACTLY what is in the booking on item Uppercase/Lowercase/Proper)*Select 'equal' from the selection box*yes (needs to be exactly the same text/upper/lowercase, as in the equation) Booking tab:*Execution = One time only*Flag Text = Breakfast*Flag Colour - choose the flag colour Booking Info tab:*Booking Info Code = BREAKFAST*Booking Info Description = Breakfast included</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="summarymw-collapsible-content" >Trigger tab of : *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 bookingis fully paid====[FIRSTNIGHT]</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[LASTNIGHT]*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 (optionalfor 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 class="mw-collapsible-content">
Trigger tab
*Trigger Event = After Booking
*Trigger Time = 3 days
*Booking Status = Request
