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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.
Info Codes Booking Source:-*Info Code Booking Source = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URL All (select the appropriate Booking Info Code for the service you useexample)
'''Messaging tabBooking Conditions:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.*Booking Status = All Not Cancelled
*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 include URL. Include these template variables - [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN] or [BOOKINGINFOCODETEXT:CHEKIN_PIN] see the list of ALL template variables that can be used [[Template_Variables| see here]]
*HTML box - Email will be sent
Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Include these template variables - [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN] or [BOOKINGINFOCODETEXT:CHEKIN_PIN] see the list of ALL template variables that can be used [[Template_Variables| see here]]
This auto action can be used if you have set a fixed PIN code in the Room Setup or using digits from the Booking id. 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 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 room setup for more details/options) *100|12345*101|34567 '''Trigger tab:'''
'''Trigger tabTo 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 add additional information including a pin code.
TimeExample:-*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
*Invoice Balance = Zero
Info codes :-
*Any Booking Info Code = STRIPEAUTHORIZE
<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 can send Invoice as an attachment to your Guests.
Setup your Invoice go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> INVOICING
*Attachment = Select the Invoice 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 an automated Email Booking Template attachments to the guest then they can check you/the cleaner have your Guests. Setup your Booking Template, 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 -> BOOKING TEMPLATES
Booking Fields'''Messaging tab:*Template Variable = [UNITSTATUS1] Contains = clean'''
'''Messaging tab: '''*Send Email Message = Guest API/Smart Email (or one of the other options)
*Attachment <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 want 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 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.
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 3 days between the guest booking and the next booking. '''Message 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 Email = Booking Guest API/Smart Email(or one of the other options)
[IF<=Message Text :[TURNOVERDAYS]: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 [TURNOVERDAYS] 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.
*HTML box Email Text :- Email will be sent, enter It is possible to use the same details as in the text you wish to send to your guestsPlain Text box above. Template variables can be used [[Template_Variables| see here]]
[IF<=:[TURNOVERDAYS]:3*Attachment :Your apartment ([ROOMNAME]), which - if you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] want to [LEAVINGDAYSHORT] is currently available for up to [TURNOVERDAYS] extra night(s)|]. We are very happy to offer you to extend your stay send a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If Booking/Invoice template 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 can select from the special Pricedrop down list. '''Booking Info Tab : Optional '''*Booking info code = EXTRANIGHTS *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night
This template variable tests if there is upto 3 days from previous checkout to check For channels using the Message API, then enter the text in of current bookingthe Plain text box, for emails enter the text in the HTML box.
'''Messaging tab :- '''*Send Message = Guest Booking API/Smart Email
*HTML Box
*Group bookings = Trigger all on master
*Template Variables = [IF>:[VACANTDAYS]:1:yes|no] equal yes
This template variable tests if there is 1 day between the guest booking and the next booking. 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 'Early Check-in' 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.
[PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS],[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY]. Email :-[PROPERTYEMAIL]Website :- [PROPERTYWEB]*Subject = Enter the appropriate details
Booking Info Tab :- Optional*Booking info code Plain Text Box = EARLYARRIVALYour text, *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Early Checkinusing the template variables to modify the specific text in the booking.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >*HTML Box
'''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 Occupancy
*Max Stay = 1
*Offer = 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.
https://beds24.com/booking2.php?checkin=[LEAVINGDAYYYYY-MM-DD]&br7-[ROOMID]
<span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> The details in the URL, will direct the guest to make a new booking in the existing room with the check-in date = leaving date and for Offer 7 &br-7 (offer created in Step 1 above)
Enter your Booking Reservation Number [BOOKID] into the Booking id box on the booking page.
===Send an email to the Owner/Internal email address ===
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
[BOOKID] - booking reference numberTrigger tab:[GUESTNAMES] *Trigger Event = Check- name of all guests in the booking on the "summary" tab of the booking[FIRSTNIGHT]*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source = All*Booking Status = All but not cancelled[LASTNIGHT]*Group bookings = Trigger all on master
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.
Messaging Booking Info tab:*Send Message = Internal*Internal Email Address Booking Info Code = enter the email address to receive the notificationCHECKOUT*Subject = New Booking*HTML Box Info Text = Enter the text to be sent, you can use template variables in this message, for example [BOOKID] - booking reference number[GUESTNAMES] - name of all guests in the booking on the "summary" tab of the booking[FIRSTNIGHT][LASTNIGHT]Auto Checkout
===Booking Info Codes===
If you need to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set the Booking info code rather than use the Current guest module in the dashboard. Trigger tab:
Trigger tab:*Trigger Event = Check-inAfter Booking*Trigger Time = Immediate immediately*Trigger Window = 1 day365
If you need to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set the Booking info code rather than use the Current guest module in the dashboard. Trigger tab:
Trigger tab:*Trigger Event = Check-outAfter Booking*Trigger Time = Immediate immediately*Trigger Window = 1 day365
This requires If you have a custom question with a 'Tick box' for example, they want a late checkin. Setup the master booking to be checkedcustom question in {{#fas:cog}} (SETTINGS) PROPERTIES -in via the check> BOOKING QUESTIONS -> CUSTOM QUESTIONS -in function> Custom question 1, set with TYPE = Tick Box.
This requires you to use the Guest database.
Booking info tab : *Info Code = REPEATThe fee will be added the next time the auto actions run.
If you have a custom question with a 'Tick box' for example, they You want to add a late 2.2% fee to all bookings if there is an outstanding balance 2 days prior to checkin. Trigger tab:
Setup the custom question in {{#fasTime :cog}} (SETTINGS) PROPERTIES -> BOOKING QUESTIONS -> CUSTOM QUESTIONS *Trigger Event = Checkin *Trigger Time = -> Custom question 1, set with TYPE 2 days*Trigger Window = Tick Box. 2 days
Trigger tabBooking Conditions:*Status = All not Cancelled *Invoice Balance = Not Zero
*Trigger Event = After BookingInvoice tab:*Trigger Time Type = immediatelyAmount*Trigger Window Description = 365Payment Fee||[INVOICEBALANCE:2.2%]*Booking Source Amount = All0 (leave as 0 so the value is set from the calculation in Description field)*Booking Status Per = All but not cancelledRoom*Group bookings" Period = Trigger all on masterone time*Template Variable VAT = [GUESTCUSTOMQ1] equals ticked 19% (orfor example - enter the VAT amount if applicable) not ticked
Booking info tab : *Info Code = LATECHECKINThe fee will be added the next time the auto actions run.
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====Add a fee to all bookings from a channel====
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*Add Invoice Item = Add new
You want to add a 2In some cases Channel bookings have different descriptions for the same charge item - i.e.2% fee to Cleaning, update the description field in the invoice item so they all bookings if there is an outstanding balance 2 days prior to checkin. match, using the format (findthisinvoicedescription^replacewiththisdescription)
Time Invoice tab:*Trigger Event Add Invoice Item = Checkin Update Only*Trigger Time Type = -2 daysChange Description *Trigger Window Description = 2 days Cleaning^Cleaning Service Fee*Invoicee = Ignore (otherwise you can add a specific Invoicee to limit the search)
Booking Conditions:
*Status = All not Cancelled
*Invoice Balance = Not Zero
Invoice tab:
*Type = Amount
*Description = Payment Fee||[INVOICEBALANCE:2.2%]
*Amount = 0 (leave as 0 so the value is set from the calculation in Description field)
*Per = Room
*Period = one time
*VAT = 19% (for example - enter the VAT amount if applicable)
The fee will be added the next time the auto actions run.
Time :*Trigger Event = After Booking
Booking SourceInvoice tab:*Booking Source Add Invoice Item = DirectUpdate Only*Type = Change All *Description = Tourist Tax^Tourist Tax - Summer season 2022 (for example) *Amount = 0.75*Per = Per Person*Period = One time*Invoicee = Ignore (otherwise you can add a specific Invoicee to limit the search)
Invoice 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 = 19% (for example - enter the VAT amount if applicable)
The fee/charge will be added the next time the auto actions run.
In some cases Channel bookings have different descriptions Booking Info tab: OptionalAdd a booking info tab for information and reporting*Flag Text = PendingPayment (for example)*Flag Colour = select the same charge item - i.e. Cleaning, update the description field colour as this will be visible in the invoice item so they all match, using the format (findthisinvoicedescription^replacewiththisdescription)Calendar/Bookings list
Trigger Booking tab:Optional*Trigger Event = After Booking*Trigger Time Info Code = ImmediatePENDPAY*Booking Source Info Text = Expedia (for example)Pending payment added
</div></div>Create a Payment Rule to collect a payments when bookings are not cancelled.
<div class="mw-collapsible mw-collapsed"Go to Settings ><div class="headline-collapse" Payments >Payment Rules
====Update all values of a charge/invoice item====Payment Rule :
</div>Name = Enter your title - Not Cancelled (for example)<div classAction ="mw-collapsible-content">Auto
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)Payment Trigger :
Trigger tab:*Trigger Event = After Booking*Trigger Time Status = ImmediateAll not cancelled*Time Window Any Booking Info Code = 365optional*Check In From All Booking Info Codes = Select the first date of the Summer Seasonoptional*Check In To Exclude Booking Info Code = Select optional (can exclude Virtual Credit cards, find the last date of Booking info code in the Summer Seasonbooking)
*Booking Source = Expedia (for example) Invoice tabPayment Action :*Add Invoice Item = Update Only*Type = Change All *Description = Tourist Tax^Tourist Tax - Summer season 2022 (for example) *Amount = 0.75*Per = Per Person*Period = One time*Invoicee = Ignore (otherwise you can add a specific Invoicee to limit the search)
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a pending payment- Set the Security Deposit value based on the price of the booking, using a calculation ====
*Group Booking Trigger = Trigger only Master (this will trigger on individual bookings and Master booking if a group)
Trigger tab:
*Trigger Event = After Booking or Before Check-in
*Trigger Time = set the time you want to collect the payment
*Booking Source =All (for example, you can also set different rules for different channels)
Booking tab: ''''Create a Payment Rule (Optional*Flag Text = PendingPayment (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list''''
Booking Info tab: OptionalAdd a 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 info tab status is changed, for information and reporting*Booking Info Code = PENDPAY*Booking Info Text = Pending example the booking is cancelled before the final payment addedis due to be collected.
Invoice tab:*Payment Type = fixed value*Description = Security Deposit||[IF<=:[INVOICEFIRSTITEMNUM]Go to {{#fas:800:200|[INVOICEFIRSTITEMNUM][/.0]4] cog}} (Security Deposit is the description, then 2 | symbol, then the calculation for the 'Amount' to be set.SETTINGS) 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.PAYMENTS > PAYMENT RULES
<span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> <span style="font-weight: bold;" >Tip</span> A price value for the invoice item can be specified after Create a second pipe (|) symbol, this can be used Payment Rule 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 usedcollect payments if bookings are not cancelled.
*Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = 0*Click '''Create New Payment Rule = use auto or manual - if you have set up payment rules in {{#fas''' :cog}} (SETTINGS) Payments > Payment Rules they will be available here *Payment Due = Set when the payment is due
Create a Payment Rule to collect a payments when bookings are not cancelled. Go to Settings > Payments > Payment Rules Payment Rule : *Name = Enter your title - Not Cancelled (for example)*Action = Auto
*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action : *Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Collect outstanding booking balance 3 days prior to arrival( Credit card details were collected at time of booking)====</div><div class="mw-collapsible-content"> ''''Create a Payment Rule (Optional)'''' Standard payment rules in the system are Auto & Manual, you can create additional rules for the collection of outstanding payments, you can control the collection of payments if the booking status is changed, for example the booking is cancelled before the final payment is due to be collected. Go to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES Create a Payment Rule to collect payments if bookings are not cancelled. Click '''Create New Payment Rule''' : Payment Rule:*Name = Enter your title - Not Cancelled (for example) *Action = Auto Payment Trigger :*Booking Status = All not cancelled*Any Booking Info Code (optional)
== 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 ==
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====Send an Email in email to the guests language to an internal Email guest email address when a payment FAILS at Stripe====
</div>
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'''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]]
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====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 ====
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This uses a smart template variable. In this example the auto action will trigger on Booking and for 1 day, we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text.
'''Trigger 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>
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====Send Remotelock/Lockstate, Nuki PIN or Chekin Link 2 days before Check-SMS in a certain language (Self Checkinif it is the language of the booking) or a default language====
</div>
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Time:*Trigger Event = Booking Conditions:- *Group bookings Trigger Time = Immediate*Trigger all on masterWindow = 1
'''SMS tab:'''
*Phone Number = [GUESTMOBILE]
*SMS Message = [IF=:[GUESTLANGUAGE]:fr:French_text|English_text]
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====Send Pin code to guestRemotelock/Lockstate, Nuki PIN or Chekin Link 2 days before Check-in (Self Checkin) ====
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Time:-
Booking Conditions:-
*Group bookings = Trigger all on master
Info Codes :-
*Info Code = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URL (select the appropriate Booking Info Code for the service you use)
'''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
*Plain text box - will send to channels using Message API
Message Text :- enter the text you wish to send to your guests include URL. Include these template variables - [UNITNAMEBOOKINGINFOCODETEXT:LOCKSTATE_PIN] and or [UNITNAMEBOOKINGINFOCODETEXT:1NUKI_PIN] or [BOOKIDLAST5BOOKINGINFOCODETEXT:CHEKIN_PIN] - Last 5 digits of booking number. See see the list of ALL template variables that 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. Include these template variables - [UNITNAMEBOOKINGINFOCODETEXT:LOCKSTATE_PIN] and or [UNITNAMEBOOKINGINFOCODETEXT:1NUKI_PIN] or [BOOKIDLAST5BOOKINGINFOCODETEXT:CHEKIN_PIN] - Last 5 digits of booking number. see the list of ALL template variables that can be used [[Template_Variables| see here]]
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====Send Email Pin code to guests with check-in details guest, 2 days before Check-in, booking paid/no outstanding balance (Self Checkin) ====
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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 if you have set a fixed PIN code in the guest has completed Room Setup or using digits from the paymentsBooking id.
You have 2 units (100 and 101). Access Pin Code for 100 = 12345, for 101 - 34567 In "Unit name" enter: (Use (?) in the room setup for more details/options) *100|12345*101|34567 '''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 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]]
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====Send Email to guests with check-in details 2 days before Check-in, Security Deposit Authorised at Stripe booking paid/no outstanding balance ====
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This auto action will be sent only when the a payment has been 'authorised' at StripeInvoice 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 Security Deposit Authorisationpayments.
'''Trigger tab:'''
*Group bookings = Trigger all on master
*Invoice Balance = Zero
'''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
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====Send Email to all current guest (guests with check-in details 2 days before Check-in) , Security Deposit Authorised at Stripe ====
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This auto action will be sent only when the a payment has been 'authorised' at Stripe. This can be used to ensure that the checkin details are only sent when the guest has completed the Security Deposit Authorisation.
'''Trigger tab:'''
Time:-
*Trigger Event = Check-in
*Trigger Time = 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 cancelledZero
Info Codescodes : -*Any Booking Info Code = CHECKIN*Exclude Booking Info Code = CHECKOUT STRIPEAUTHORIZE
'''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
*Send Message = Booking API/Smart Email
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
*Subject - enter the subject for your Guests- Your access code (your text)
*Plain text box - will send to channels using Message API
Message Text :- enter the text you wish to send to your guests . This can include 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 the same details (URL) as in contact if there are any issues, template variables can be used, see the Plain Text box above. Template list of ALL template variables that can be used [[Template_Variables| see here]]
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====Send Email with Guest Invoice to all current guest (Check- PDF attachmentin) ====
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'''Trigger tab:'''
Time:
*Trigger Event = CheckoutCheck-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
Info Codes:*Any Booking Info Code = CHECKIN*Exclude Booking Info Code = CHECKOUT
'''Messaging tab:''' *Send Email = Guest For channels using the Message 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.
*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]]
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====Send Email with Booking Registration Form Guest Invoice - PDF attachment====
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You can send Booking Template attachments Invoice as an attachment to your Guests.
Setup your Booking Template, Invoice go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> BOOKING TEMPLATESINVOICING
'''Trigger tab:'''
Time:
*Trigger Event = BookingCheckout
*Trigger Time = Immediate
*Trigger Window = 1 day
*Group bookings = Trigger all on master
*Booking Status = All but not cancelled
Info Codes:
*Any Booking Info Code = CHECKOUT
'''Messaging tab:'''
*Send Message Email = Guest API/Smart Email (or one of the other options)
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
*Attachment = Select Booking the Invoice Template from the drop down list.
*Subject - enter the subject for your Guests
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====Send Email after the cleaner has cleaned the roomwith Booking Registration Form - PDF attachment====
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'''Trigger tab:'''
Time:
*Trigger Event = CheckinBooking
*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
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
*Attachment = Select Booking 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]]
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
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====Send Email to your guest - Upselling additional nights - nights available after checkout the cleaner has cleaned the room====
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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:[TURNOVERDAYSUNITSTATUS1]: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.
*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]]
*HTML box - Email will be sent
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
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====Send Email to your guest - Upselling additional nights - nights available before checkin after checkout ====
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This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions.
'''Trigger Tab :-'''
Time:
Booking Fields:
*Template Variables = [IFBETWEEN:[VACANTDAYSTURNOVERDAYS]:0:3:yes|no|no] equal yes This template variable tests if there is 3 days between the guest booking and the next booking. '''Message tab:'''
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
*Email Subject = Enter - enter the appropriate details subject for your Guests
*Plain Text Box = Your textbox - will send to channels using Message API, using enter the template variables text you wish to send to modify the specific text in the bookingyour guests. Template variables can be used [[Template_Variables| see here]]
[IF<=:[VACANTDAYSTURNOVERDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [VACANTDAYSTURNOVERDAYS] 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 [[Template_Variables| see here]] [IF<=:[VACANTDAYSTURNOVERDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [VACANTDAYSTURNOVERDAYS] extra night(s)|].
We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price.
'''Booking Info Tab :- Optional'''*Booking info code = EXTRANIGHTS,
*Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night
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====Send Email to your guest - Offering Early Checkin 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 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
If you would like checkin early for your stay then please no connection to a messaging system is available the message will send an email to our Reservations team [PROPERTYEMAIL] confirming the number Email address from the "Mail & Actions" tab of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EARLYARRIVAL’ for the special PriceEmail.Best regards,
[IF</div>=:[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)|].</div> 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.
[IF<=:[VACANTDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [VACANTDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. '''Booking Info Tab :- Optional'''*Booking info code = EXTRANIGHTS, *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to your guest - Offering Late Checkout Early Checkin ====
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To send an automated Email to the guest confirming that it is possible to have a Late Checkout an Early Checkin as room is available the day of departurebefore arrival.
This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions.
Trigger Tab :-
*Trigger Event = 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>:[TURNOVERDAYSVACANTDAYS]:1:yes|no] equal yes
This template variable tests if there is 1 day between the guest booking and the next booking.
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, 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.
If you would like checkin early for your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EARLYARRIVAL’ for the special Price.
Best regards,
Booking Info Tab :- Optional
*Booking info code = LATCHECKOUTEARLYARRIVAL, *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Late CheckoutEarly Checkin
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====Send Email to your guest - Offering Late Checkout Only on a Sunday when there is no new arrival ====
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To send an automated Email to the guest confirming that it is possible to have a Late checkout on Sundays Checkout as the room is available on the day of departure. This auto action will create a new booking for the date of departure, closing the calendar to any other bookings. The URL link in the message tab, will send the guest to your guest booking page with set conditions, the leaving date of the existing booking, the room id of the existing booking and the Offer you have created for the LateCheckout.
This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions.
Trigger Tab :-
*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings = Trigger all on master
*Template Variables = [IF>:[TURNOVERDAYS]:1:yes|no] equal yes
Message tab :-
We are very happy to offer you 'Late Check-out' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK].
If you would like a late checkout, then please use this link send an email to make our Reservations team [PROPERTYEMAIL] confirming you would like the booking Late Checkout, provide your Booking Reservation Number [BOOKID] and paymentOffer ‘LATECHECKOUT’ for the special Price.
Best regards,
[PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME] [PROPERTYNAME] [PROPERTYADDRESS],[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY]. Email :-[PROPERTYEMAIL]
Website :- [PROPERTYWEB]
Booking Info Tab :- Optional
*Booking info code = LATCHECKOUT,
*Booking Info Description = Upsell email sent [CURRENTDATE]: [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Late Checkout
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<div class="headline-collapse" > ====Send an email Email to the Owner/Internal email address your guest - Offering Late Checkout Only on a Sunday when a payment FAILS at Stripethere is no new arrival ====
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To send an automated Email to the guest confirming that it is possible to have a Late checkout on Sundays as the room is available on the day of departure. This auto action will create a new booking for the date of departure, closing the calendar to any other bookings. The URL link in the message tab, will send the guest to your guest booking page with set conditions, the leaving date of the existing booking, the room id of the existing booking and the Offer you have created for the LateCheckout. This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. '''Step 1: ''' Create a new offer in {{#fas:cog}} (SETTINGS) > PROPERTIES > OFFERS *Name = Latecheckout*Enable = Only if Available*Booking Type = Confirmed with Deposit 2 - via payment gateway '''Step 2:''' Create a Rate or Daily Price, PRICES *Guests = Max Occupancy*Max Stay = 1*Offer = 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 custom question for the booking id Go to {{#fas:cog}} (SETTINGS) > PROPERTIES > BOOKING QUESTIONS > CUSTOM QUESTIONS and create a question*Question = Booking Id*Single Line field*Optional '''Step 4: ''' Create the Auto Action Trigger Tab :- *Trigger Event = Checkout*Trigger Time = -1 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 1*Booking Source = All *Booking Status = All but not cancelled*Between Booking and Check in = 2 and 999 (to stop the auto action triggering on the new booking) *Group bookings = Trigger all on master *Template Variables = [IF=:[LEAVINGDAY:{%a}]:Sun:|[IF>=^[TURNOVERDAYS]^1^yes~no]] equal yes This template variable tests if the departure day is a Sunday and there is at least 1 day between the existing guest booking and the next booking. Message tab :- *Send Email = Guest API/Smart Email (or one of the other options)*EMail Subject = Enter the appropriate details *Email Text = Your text, using the template variables to modify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails) Dear, [GUESTNAME], We are very happy to offer you 'Late Check-out' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK]. If you would like a late checkout, please use this link to make the booking and payment. https://beds24.com/booking2.php?propid=[PROPERTYID]&checkin_hide=[LEAVINGDAYYYYY-MM-DD]&br5-[ROOMID]=Book <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> The details in the URL, will direct the guest to make a new booking in the existing room with the check-in date = leaving date and for Offer 7 &br-7 (offer created in Step 1 above) Enter your Booking Reservation Number [BOOKID] into the Booking id box on the booking page. Best regards, [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME] Email :-[PROPERTYEMAIL] Website :- [PROPERTYWEB] Booking Info Tab :- Optional*Booking info code = LATCHECKOUT, *Booking Info Description = Upsell email sent [CURRENTDATE]: Late Checkout </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to your guest - On a Wednesday (Cleaner is due/Rubbish Collection is due) ====</div><div class="mw-collapsible-content"> To 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 Trigger Tab :- *Trigger Event = Checkin*Trigger Time = Immediate *Trigger Window = 8 days*Booking Source = All *Booking Status = All but not cancelled *Template Variables = [IF=:[CURRENTDATE:{%u}]:3:yes|no] equal yes %u ISO-8601 numeric representation of the day of the week 1 (for Monday) through 7 (for Sunday) This template variable tests if the current day is a Wednesday. Message tab :- *Send Email = Guest API/Smart Email (or one of the other options)*EMail Subject = Enter the appropriate details *Email Text = Your text, using the template variables to modify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails) Dear, [GUESTNAME], Hope you are enjoying your holiday at [PROPERTYNAME]. We would like to remind you that the cleaner is due to visit you on Thursday morning between 10am and 12am. Best regards, [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME] Email :-[PROPERTYEMAIL] Website :- [PROPERTYWEB] Booking Info Tab :- Optional*Booking Info code = CLEANWED1*Booking Info text = Reminder that cleaning is due on the first Thursday of their stay. This can be used to trigger the next auto action if the duration of their holiday is more than 1 week. Include the Booking Info code in the Trigger tab of the next auto action. </div></div> ===Send an email to the Owner/Internal email address ===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an email to the Owner/Internal email address when a payment FAILS at Stripe====</div><div class="mw-collapsible-content"> Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = STRIPEFAIL, CARDFAILSTRIPE Messaging tab:*Send Message = Internal*Internal Email Address = enter the email address to receive the notification*Subject = Failed Stripe Payment*HTML Box = Enter the text to be sent, you can use template variables in this message, for example [BOOKID] - booking reference number[GUESTNAMES] - name of all guests in the booking on the "summary" tab of the booking[FIRSTNIGHT][LASTNIGHT] Booking tab: (optional)*Execution = One time only*Flag Text = Stripe Payment Failed*Flag Colour - choose the flag colour</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an email to the Owner/Internal email address when a guest completes a Payment Authorisation 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 = STRIPEAUTHORIZE Messaging tab:*Send Message = Internal*Internal Email Address = enter the email address to receive the notification*Subject = Stripe Payment Authorisation*HTML Box = Enter the text to be sent, you can use template variables in this message, for example [BOOKID] - booking reference number[GUESTNAMES] - name of all guests in the booking on the "summary" tab of the booking[FIRSTNIGHT][LASTNIGHT] Booking tab: (optional)*Execution = One time only*Flag Text = Stripe Authorised*Flag Colour - choose the flag colour</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an email to the Owner/Internal email address for a new booking====</div><div class="mw-collapsible-content"> Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source = All*Booking Status = All but not cancelled Messaging tab:*Send Message = Internal*Internal Email Address = enter the email address to receive the notification*Subject = New Booking*HTML Box = Enter the text to be sent, you can use template variables in this message, for example [BOOKID] - booking reference number[GUESTNAMES] - name of all guests in the booking on the "summary" tab of the booking[FIRSTNIGHT][LASTNIGHT] </div></div> ===Booking Info Codes===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add CHECKIN Booking info code to bookings ====</div><div class="mw-collapsible-content"> If you need to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set the Booking info code rather than use the Current guest module in the dashboard.
Booking Info tab: (optional)*Execution Booking Info Code = One time onlyCHECKIN*Flag Booking Info Text = Stripe Payment Failed*Flag Colour - choose the flag colourAuto Checkin
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<div class="headline-collapse" > ====Send an email Add CHECKOUT Booking info code to the Owner/Internal email address for a new bookingbookings ====
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Trigger tab:
*Trigger Event = After BookingCheck-out
*Trigger Time = Immediate
*Trigger Window = 1 day
*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings = Trigger all on master
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====Add CHECKIN Booking info code to bookings Group check-in ====
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This requires the master booking to be checked-in via the check-in function.
*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings " = Trigger all on master*Info Code = CHECKIN
Booking Info info tab: *Booking Info Code = CHECKIN*Booking Info Text = Auto Checkin
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<div class="headline-collapse" > ====Add CHECKOUT Booking info code to bookings Identify Repeat Guest ====
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This requires you to use the Guest database.
*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings " = Trigger all on master*Template Variable = [GUESTSID1] greater than 0
Booking Info info tab: *Booking Info Code = CHECKOUT*Booking Info Text = Auto CheckoutREPEAT
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====Group check-in Identify bookings with Custom Question ticked/unticked ====
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Trigger tab:
*Booking Status = All but not cancelled
*Group bookings" = Trigger all on master
*Info Code Template Variable = CHECKIN[GUESTCUSTOMQ1] equals ticked (or) not ticked
Booking info tab :
*Info Code = CHECKINLATECHECKIN
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===Add invoice items to a booking ===
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====Identify Repeat Guest Add a fee to all bookings from a channel====
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Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Booking Source = Expedia (for example)
Invoice tab:*Trigger Event Add Invoice Item = After BookingAdd new*Trigger Time Type = immediatelyAmount*Trigger Window Description = 365Cleaning fee (for example) - Template variables can be used. *Booking Source Amount = All50 (for example - the amount of your cleaning fee)*Booking Status per = All but not cancelledRoom*Group bookings" Period = Trigger all on masterone time*Template Variable VAT = [GUESTSID1] greater than 019% (for example - enter the VAT amount if applicable)
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<div class="headline-collapse" > ====Identify Add a fee (Penalty) to all bookings with Custom Question ticked/unticked an Outstanding Balance====
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====Add a negative value to Direct bookings for Stripe Charges====
</div><div class===Add invoice items "mw-collapsible-content">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 booking ===negative figure.
Trigger tab:
Time :*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 1 day Booking Conditions:*Status = All not Cancelled Booking Source:*Booking Source = Expedia (for example)Direct
Invoice tab:
*Type = Amount
*Description = Cleaning fee (for example) Stripe Fee||[INVOICECHARGESNUM:- Template variables can be used. 3%]*Amount = 50 0 (for example - leave as 0 so the value is set from the calculation in the amount of your cleaning feeDescription field)*per Per = Room
*Period = one time
*VAT = 19% (for example - enter the VAT amount if applicable)
The fee /charge will be added the next time the auto actions run.
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===Modify description/values of an existing invoice item in a booking ===
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<div class="headline-collapse" > ====Add Update the Description field of a fee (Penalty) to all bookings with an Outstanding Balancecharge/invoice item====
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Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Booking Source = Expedia (for example)
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====Add Update all values of a negative value to Direct bookings for Stripe Chargescharge/invoice item====
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You want need to add change the Stripe fee to all Direct charges in bookings due to show total value of bookingan update in your prices. Tourist Tax (for example), i.e. if you want to show update the booking description field and value. In this example using the Stripe charge will be added as a negative figure. format (findthisinvoicedescription^replacewiththisdescription)
Trigger tab:
*Trigger Time = Immediate
*Trigger Time Window = 1 day 365*Check In From = Select the first date of the Summer Season*Check In To = Select the last date of the Summer Season
*Booking Conditions:*Status Source = All not Cancelled Expedia (for example)
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===Modify descriptionPayments/values of an existing invoice item in a booking Pending Payments===
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====Update the Description field of Add a charge/invoice itempending payment====
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Trigger tab:
*Trigger Event = After Booking or Before Check-in
*Trigger Time = set the time you want to collect the payment
*Booking Source =All (for example, you can also set different rules for different channels)
*Group Booking Trigger = Trigger only Master (this will trigger on individual bookings and Master booking if a group)
Invoice tab:
*Add Invoice Item = Update Only*Payment Type = Change Description select on what the payment is calculated (Percent of Balance due OR Group balance if you receive Group bookings)*Description = Cleaning^Cleaning Service Feethe text you will see in the "Charges and Payments" tab*Invoicee Status = Ignore (otherwise if you can use the status function add a specific Invoicee the status you want to apply to limit the searchpending payment (optional)*Amount = enter the amount or percentage you want to collect*Payment Rule = use auto or manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here *Payment Due = Set when the payment is due
*Capture = Yes - immediately charged (Capture=Yes)
*Add info code on success = add a Booking Info item to the booking on success
*Add info code on failure = add a Booking Info item to the booking on failure
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<div class="mw-collapsible mw-collapsed"><div class==Payments/Pending Payments==="headline-collapse" >
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*Trigger Time = set the time you want to collect the payment
*Booking Source =All (for example, you can also set different rules for different channels)
Booking Info tab: OptionalAdd a booking info tab for information and reporting
*Flag Text = PendingPayment (for example)
*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list
Booking Info tab: OptionalAdd a booking info tab for information and reporting
*Booking Info Code = PENDPAY
*Booking Info Text = Pending payment added
Invoice tab:
*Payment Type = select on what fixed value*Description = Security Deposit||[IF<=:[INVOICEFIRSTITEMNUM]:800:200|[INVOICEFIRSTITEMNUM][/.0]4] (Security Deposit is the description, then 2 | symbol, then the calculation for the payment 'Amount' to be set.) This calculation, tests if the first invoice item value (usually the Accommodation value) is calculated (Percent greater than or = 800 if so set the Security Deposit Amount = 1 quarter of Balance due)the first invoice item value, otherwise set = 200. *Description <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> <span style= "font-weight: bold;" >Tip</span> A price value for the text you will see 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 "Charges and Payments" tabdescription field is zero or absent, the numeric value from the amount field will be used.
*Status = if you use the status function add the status you want to apply to the pending payment (optional)
*Amount = enter the amount or percentage you want to collect0*Payment Rule = use auto or manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT-Payments >PAYMENT COLLECTION Payment Rules they will be available here
*Payment Due = Set when the payment is due
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====Add a pending payment - Set the Security Deposit value based on the price Collect outstanding booking balance 3 days prior to arrival( Credit card details were collected at time of the booking, using a calculation )====
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Payment Trigger :
*Booking Status = All not cancelled
*All Booking Info Codes (optional)
*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking)
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Trigger tab
*Trigger Event = After Booking
*Trigger Time = 1 Hour
*Trigger Window = 365 days
*Booking Status = No Change
*Flag text = (enter the text you require)
*Flag Colour = 999999 default cancel colour - (Set as required)
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====Apply a flag for a bookings from a channel which have breakfast included====
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<div class="headline-collapse" > ====Apply a flag for a bookings which has BREAKFAST as a charge item====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Booking.com (for example)*Template Variable = [IF>:[INVOICEITEMBYDESC:Breakfast]:0:yes|no] (Text for Breakfast has to match EXACTLY what is in the booking 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====
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Trigger tab
*Trigger Event = After Booking
*Trigger Time = 3 days
*Booking Status = Request
