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Auto Actions

85,380 bytes added, 19 February
[[Category:Automation]]
[[Category:Webhooks]]
[[Category:Use_Cases]]
<div class="heading">Auto Actions</div>
__TOC__
== General Information and Setup ==An Auto Action is an action which can be programmed to run at a specific time relative to the time of the '''booking''', to the '''check-in''' date or to the '''check-out''' date.
An Auto Action is an action which actions have one or more trigger conditions and one or more actions. They can be programmed to run at triggered on a specific number of different conditions, like property, time relative or booking related conditions. Actions can be to the time of the send pre-drafted emails/messages or SMS, change booking, to the check in date or to the check out dateinvoice information or run webhooks.
Template variables provide great flexibility when creating/managing the Auto actions have Actions. Setup one or more Auto Action to trigger conditions and one or more actions. They can be triggered on a number of different conditions, like multiple/all properties/rooms with the propertyspecific details, time or booking related conditionsusing the [[Template Variables]]. Actions can be This removes the need to send pre-drafted emails or SMSduplicate your auto actions for each Property. Reducing the ongoing management, change booking or invoice information or run webhooksmultiple copies of the same auto action will require you to edit/modify each auto action rather than update one auto action.
Go to SETTINGS > GUEST MANAGEMENT > AUTO ACTION and click on "Edit" Using 'Group Keywords' you can refine the triggers in the Auto Action to modify an existing auto include/exclude properties if the purpose/message in the Auto action or on "Create New Action" needs to set up a new auto actionbe different.
'''You can choose <span style="color:#019cde; font-size: 150%;“ >{{#fas:info-circle}} </span> Auto Actions are not designed as real-time actions. They are sent in batches at times so we recommend you set your triggers to send an auto action automatically or manually:'''allow for this.
'''Auto sending== Setup ==Go to {{#fas:''' cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTION
*Click 'Add New Action' button. You can choose whether you want to start with an empty Auto Action Emails which are sent automatically by the system are sent from the EMail address of the account or whether you want to use a template that created the Auto Action. This is the account set up in in SETTINGS-ACCOUNT-OUTGOING EMAIL. Automatic actions will trigger every 15 minutesyou can customise further.
*To MODIFY an Auto Action, scroll to the Auto Action and click on "Edit", make the changes and click SAVE. *To create a COPY of an Auto Action, click "Edit" on an existing auto action, scroll to the bottom of the page and click 'Save as copy''Manual sending:''' .
When sending manually by clicking *To DELETE an Auto Action, click "Edit" on an existing auto action, scroll to the bottom of the page and click 'Send nowDelete' button you will need to make sure you are logged into the account which uses the Email address you want to send from.
'''Before setting up an auto action please noteTrigger Action :'''
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span>To use this function you need You can choose to set the system to use your own Email address for outgoing emails under SETTINGS -> ACCOUNT -> OUTGOING EMAILtrigger an auto action automatically or manually.
<span style="color*'''Manual:#fe746c;“ >{{#fas:exclamation-triangle}} <''' If set to manual actions can be triggered manually from the MAIL/span> Email sending works per accountACTION tab of each booking.
<span style="color*'''Auto:#fe746c;“ >{{#fas:exclamation-triangle}} </span> If you have sub accounts and need an auto ''' Auto action to be used across multiple accountswill automatically trigger on a booking based on the rules set in the Trigger tab. Check the details in the MAIL/properties, then create ACTION tab of each booking. You will see if the auto action at the Master Account Level has triggered and set Property = 'All visible in account' and ensure the Master account when, if it has access not triggered then you can check if it is due to the propertiestrigger and when.
<span style="color: #f3e504; font==Setup Outgoing Email Service -size: 200%;" >Required for sending Emails via Auto Actions===Go to {{#fas:lightbulbcog}} </span> Confirmation messages will send automatically to the guest. You can customize them in (SETTINGS ) ACCOUNT -> GUEST MANAGEMENT -> CONFIRMATION MESSAGESOUTGOING EMAIL and follow the instructions to connect your email address/account to Beds24.
<span style="color'''Auto sending: #f3e504; font-size: 200%;" >{{#fas:lightbulb}} </span> The auto actions will appear on the 'Mail & Actions' tab of each booking where you manually can send the email trigger the changes to the booking. If you are using your own mail server for outgoing mail the Booking and Invoice actions will also be applied before sending the mail.'
== Trigger ==Sets the criteria which have to be fulfilled to start the Auto ActionThe auto action batch process runs multiple times per hour.
"Booking Source" = "Direct" applies Auto Action Emails which are sent automatically by the Auto Actions only to bookings system are sent from your own web site, manually added bookings and bookings imported though the API (not EMail address of the account that created the channel manager). If you want to apply and Auto Action only to manually added bookings add your username . This is the account set up in in the "Referrer" field{{#fas:cog}} (SETTINGS) ACCOUNT-> OUTGOING EMAIL.
"Trigger Time" defines when the action is allowed to start. Once it has started it is allowed to go for the "Time Window" period. When the "Time Window" period has elapsed the auto action stops. '''Manual sending:'''
Both "Trigger Time" and "Time Window" When sending manually by clicking on the 'Send now' button the Email address of the user you are relative to a "Trigger Event" i.e. check-logged in, check-out, time of bookingas will be be used.
<span style== Actions =="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span>To use this function you need to set the system to use your own Email address for outgoing emails under {{#fas:cog}} (SETTINGS) ACCOUNT -> OUTGOING EMAIL.
<span style=== Messaging"color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </Email ===Go span> Confirmation emails will send automatically to Email to create or modify a prepared Email templatethe guest. Templates You can contain [[Template Variables]] to include information specific to the booking customize them in the Email, for example the guests name or the arrival date{{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> CONFIRMATION MESSAGES.
*To send Emails automatically you need to set up your outgoing Email address in SETTINGS <span style="color: #f3e504; font-size: 150%;" > ACCOUNT -{{#fas:lightbulb}} </span> OUTGOING EMAILThe auto actions will appear on the 'Mail & Actions' tab of each booking where you manually trigger the email/messages/changes to the booking.
*To send Emails manually open a booking <span style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> If you are using your own mail server for outgoing email/messages the Booking and go to the MAIL tab. Manual Emails Invoice actions will open in a window, you may send it as is or edit it be applied before sendingthe mail.
Some systems have a limit of about 2000 characters for this form of email generation===Auto Actions and Subaccounts===Auto Actions are account functions, i. If the email will not open try reducing the amount of texte. they apply per account.
If Auto Action Emails are send automatically they are send through your Email server'''1. You should see this on your server. Whether you see it Account A''' (master account or subaccount) in your Sent box or not depends on your Email programwhich the auto action was created.
If Auto Action Emails Actions are sent manually via a link available according to the "Property" setting in the "Email TemplatesTrigger" list tab. I.e. either for*A specific property or a group of properties*All properties belonging to that account*all properties visible in the booking Beds24 will first try account (properties belonging to send through your Email server. You should see this on your server. Whether you see it the account, properties available in your Sent box or not depends on your Email programthe account).
If this does not work it will pop and send through your desktop'''2. In this case you will see it Another account B''' (master account or sub-account) in your Sent boxwhich the Auto Action has not been created.
==== Email Attachments ====You can choose to attach an invoice or a booking template as a PDF file to emails sent by Auto Actionsare only available for properties that belong to Account A and have been made available in Account B.
If you send Emails with pdf attachment (invoicerequired, booking template) Auto Actions can be copied from one account to Alias-Email addresses created by channels another using the channel might block "clone" function. This creates an independent Auto Action in another account, which can be changed there. The clone function is available via the attachment so it is not delivered to 'User' icon on the top right and then on 'Account Management (in the old control panel SUB ACCOUNT in the guest. Ask your channel about their policy regarding thistop right).
Other files can not be attached. We recommend <span style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> If you use a link have sub accounts and need an auto action to a file you upload be used across multiple accounts/properties, then create the auto action at the Master Account Level and set Property = 'All visible in account' and ensure the Master account has access to your web sitethe properties.
=== SMS =Trigger ==You can automatically send SMS messages. Please note that a fee per SMS message applies if this function is activatedSets the criteria which have to be fulfilled to start the Auto Action.
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> The SMS will send in the language of the account'''Property, not the language of the booking. Read Example 17 for a way to control the language of the SMS.Room, Unit'''
=== Booking ===Go to You can refine the tab 'Booking' to set up an auto action which modifies something in use of the bookingAuto Action, by specifying if it should trigger on specific properties or all properties/rooms.
=== Booking Info ===Set up auto actions which automatically add You can select if it should trigger on All properties, All Owned by, All visible in account or remove info codesa specific Property. If you select a specific Property then you can also select a specific Room id.
=== Invoice ===Automatically add invoice items or pending paymentsIt is possible to 'Exclude' specific Beds24 Room ids, you can find the Room id from the Room Setup.
Invoice changes are applied before the mail is sentIf required, you can also specify specific Offers/Units in Room Types.
=== API ===Create auto actions which trigger HTTP POST notificationsSend/Exclude Property Groups, this will use the values you have entered in {{#fas:cog}} (SETTINGS) BOOKING PAGE > MULTIPLE PROPERTIES > PROPERTY SETTINGS > GROUP KEYWORDS.
=== Webhook ==='''Time''' Create "Trigger Time" defines when the action is allowed to start. Once it has started it is allowed to go for the "Time Window" period. When the "Time Window" period has elapsed the auto actions which trigger action stops.  Both "Trigger Time" and "Time Window" are relative to a web hook when "Trigger Event" i.e. check-in, check-out, time of booking. "Between Booking and Check in" can be used to include/exclude Same day/Near term bookings, set the trigger conditions are metnumber of days.  "Check In From" and "Check In To" use if you have specific information relating to bookings between these dates, special offers, major disruptions etc.
== Test ==Test why an auto action did not trigger.'''Booking Source'''
"Booking Source" == Troubleshooting == '''If Auto Actions do not send:''' The list in the "MailDirect" tab of applies the booking will tell you why. Common causes are: *Is Auto Actions only to bookings from your outgoing Email address working? Go to SETTINGS->ACCOUNT->OUTGOING EMAIL own web site, manually added bookings and click on "Send Test Email". *Is your Auto Action set to send automatically? *Is bookings imported though the guests Email address valid API ("Mails" tab of not the bookingchannel manager)? *Is . If you want to trigger only on manually added bookings add your username in the booking set to allow Allow Auto Actions ("MailsReferrer" tab of the booking)?field. *Do all trigger events apply to the booking?
'''Auto Action is not editableBooking Conditions''' To have write access to an auto action an account needs to have write access to all properties to which the auto action applies. This might not be the case if you use sub accounts and the Auto Action is set to trigger for "All Properties".
'''You don't have permission to access control2.php on this server''' error message, when the save button is clicked It is most likely something in your content triggering the firewall. Try adding "Group Booking Trigger" - use the content bit by bit until you find (?) context help for the item causing the problemoptions. Often it is a script or HTML item that appears to the firewall as a possible hacking attack. It can also be something that looks innocent like a combination of numbers and words like "andInvoice Balance" or "or" that hackers often - use in sql injection attacks. Once you find the item causing the problem, try rewording itthis to for payments and reminders.
'''Info Codes'''
== Examples ==If you use Booking Info Codes in your bookings, you can enter values to include/exclude bookings.
===Status changes==='''Booking Fields'''<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ==== Change Select the appropriate fields from the status of all "Request" bookings to "Cancelled" after three days ====<drop down lists. You can also use an AND/div><div class="mw-collapsible-content">Trigger tab*Trigger Event = After Booking*Trigger Time = 3 days*Booking Status = RequestOR option.
Booking tab:*Execution = One time only*Booking Status = Cancelled</div></div>"Template variables" can be used in the fields to generate dynamic values based on the booking. See the options in this section [[Template_Variables#Smart_Logic_Template_Variables|Smart Template Variables]]
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >Actions ==
==== Change the status of all bookings which have been imported from Ical to "Request" =Messaging/Email ===</div><div class=Go to "mw-collapsible-contentMessaging">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Ical Import (1to create or modify a prepared Email/Message template. Templates can contain [[Template Variables]] to include information specific to the booking in the Email/Message, 2, 3)for example the guests name or the arrival date.
Booking tab:*Execution = One time only*Booking Status = RequestTo send messages via the Message API, then enter the text in the PLAIN text box, for emails, enter the text in the HTLM Box.
Booking changes are applied before the mail is sent*To send Emails automatically you need to set up your outgoing Email address in {{#fas:cog}} (SETTINGS) ACCOUNT -> OUTGOING EMAIL.</div><*To send Emails manually open a booking and go to the MAIL/div>Action tab. Manual Emails will open in a window, you may send it as is or edit it before sending.
=== Send Emails/Message/SMS to guests ===Some systems have a limit of about 2000 characters for this form of email generation. If the email will not open try reducing the amount of text.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an If Auto Action Emails are sent automatically they will send through your Email to the guest when the status of a booking changes to "Cancelled"====</div><div class="mw-collapsible-content">server. You should see this on your server. Whether you see it in your Sent box or not depends on your Email program.
Trigger tab:*Trigger Event = Check-If Auto Action Emails are sent manually via a link in*Trigger Time = -365*Trigger Window = 365*Booking Source = All (for example)*Booking Status = Cancelledthe "Email Templates" list in the booking Beds24 will first try to send through your Email server. You should see this on your server. Whether you see it in your Sent box or not depends on your Email program.
Message tab: *Trigger Action = Auto*Send Email = Guest If this does not work it will pop and send through your desktop. In this case you will see it in your Sent box.
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> If you are using deposit collection make sure you set SETTINGS->PAYMENTS->PAYMENT COLLECTION "Non Payment Booking Status" = Request== Email Attachments ====You can choose to attach an invoice or a booking template as a PDF file to emails sent by Auto Actions.
</div></div>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 class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Change the status of all upcoming direct bookings Other files can not be attached. We recommend you use a link to "Cancelled" and send an Email a file you upload to the guest ====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = Check-in*Trigger Time = -14 (for example to cancel the bookings for the next two weeks)*Trigger Window = 14*Booking Source = Direct *Booking Status = All Not Cancelledyour web site.
Booking tab: ===HTML and Templates===*Booking Status = CancelledIf you use HTML you will need to make sure your code is correct and clean otherwise it might trigger our firewall.
Message tabHTML messages created by third party services is often convoluted and might contain critical content. Some tools like https: *Trigger Action = Auto*Send Email = Guest</div></div>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.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an message or SMS to Guest when booking made more than 10 days in advance====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = Check-in*Trigger Time = -365 days*Trigger Window = 355 days*Booking Status = All not cancelledYou can automatically send SMS messages. Please note that a fee per SMS message applies if this function is activated.
Booking tab<span style="color:#019cde; font-size: 150%;“ >{{#fas:info-circle}} </span> SMS can only be used to communicate Information about a current booking. For legal reasons you can not use SMS for marketing purposes including discounts or vouchers. *Execution = One time only*Booking Status <span style= No Change"color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> The SMS will send in the language of the account, not the language of the booking. Read Example "Send an Email in the guests language to an internal Email address" for a way to control the language of the SMS.
Message === Booking ===Go to the tab or SMS tab:*Update details as appropriate</div></div>'Booking' to set up an auto action which modifies something in the booking.
<div class="mw-collapsible mw-collapsedExecution"><div class="headline-collapse" > ====Send an message default is 'One time only' or 'Allow Repeats' This action can run one time only or SMS to Guest when booking made more than 7 days in advance====</div><div class="mw-collapsible-content">Alternatively you an use Between Booking and Check inrepeat within the trigger time period.
Trigger tab<span style="color:#fe746c;“ >{{#fas:*Trigger Event = Booking (but not after checkexclamation-in)*Trigger Time = Immediate*Trigger Window = 1 dayBetween Booking and Check in = 7 to 999*Booking Status = All not cancelledtriangle}} </span> Emails are always triggered once only regardless of this setting.
=== Booking tab:*Execution Info === One time only*Booking Status = No ChangeSet up auto actions which automatically add or remove info codes. This is good practice for reporting and also to trigger/exclude bookings from other auto actions.
Message tab or SMS tab:*Update details as appropriate</div></div>=== Invoice ===
<div class="mwAutomatically Assign Invoice Number. Automatically add/update invoice items or pending payments. Pending payments can use Payment Rules defined in {{#fas:cog}} (SETTINGS)-collapsible mw>PAYMENTS-collapsed">PAYMENT RULES. Invoice changes are applied before the mail is sent.<div class="headline-collapse" > ====Send an message or SMS to Guest when booking made more last minute booking - 6 days or less=API ===</div><div class="mw-collapsible-content">Create auto actions which trigger HTTP POST notifications.
Trigger tab:*Trigger Event = Booking (but not after check-in)*Trigger Time = Immediate*Trigger Window = 1 dayBetween Booking and Check in Webhook === 0 to 6*Booking Status = All not cancelledCreate auto actions which trigger a web hook when the trigger conditions are met.
Booking tab:*Execution = One time only*Booking Status = No ChangeMultiple Properties ==
Message tab or SMS tab:*Update details as appropriate<With Multiple Properties, the requirement to have Property specific information in the Messages/div><emails sent to the guest/div>housekeeping/owner can be achieved using Template Variables.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an Email with When you create a key code for a specific unit one day before check-Property/Room in====<Beds24, the setup of the Property/divRoom is held in the database and can be accessed via Template Variables. For example in {{#fas:cog}} (SETTINGS) ><div class="mw-collapsible-content"PROPERTIES >DESCRIPTION, you setup the property specific details. Trigger tab:*Trigger Event = CheckProperty name -can be accessed intemplate variable [PROPERTYNAME] *Trigger Time = Property Address -1 day*Trigger Window = 1 day *Booking Status = All not cancelled*Unit = Select the number of the unit you want to send this message to. Note that the number represents the index of the unit not its name. can be accessed in template variable [PROPERTYADDRESS]
Booking tab:*Execution = One time only*Booking Status = No ChangeYou will find the full list of Property Template Variables when you go to [[Template_Variables#Property_Variables|Property Variables]]
Message tab: *Enter your text. If you There are using additional Property Templates that can be used in Messages/Emails/SMS to the "Additional Information" function SETTINGS->PROPERTIES->ROOMS->SET UP "Unit Names" you guest that can be customised for each Property. Each Property Template can hold customised text that can use template variables be used in Auto Actions, Booking Templates, Invoices and Reports.
ExampleGo to {{#fas: Your room is [UNITNAME]cog}} (SETTINGS) >PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES you will see the list that are available. Check-in from: [UNITNAME:1] . The key code is: [UNITNAME:2]
The template variables will only work if When you have entered text create each Room/Unit the information is held in SETTINGS->PROPERTIES->ROOMS->SET UP "Room/Unit Names"specific template variables. The context help for this setting will explain how to do this.</div></div>
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an Email to You will find the guest full list of Room/Unit Template Variables when a payment is made====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365 day *Booking Status = All not cancelled*Invoice Balance = Any Payment made OR Invoice Balance = Zero (payment in full)you go to [[Template_Variables#Room_Variables|Room Variables]]
Message tab: *Enter your text. You can use Invoice See the full list of [[Template variables showing the booking charges/paymentsVariables]].</div></div>
<div class="mw-collapsible mw-collapsed">You can send a message/email to your guests, confirming their booking date, property details and property contact details. Use the property, room and booking templates to build the message/email in one Auto Action, rather than one auto action per property. <div class="headline-collapse" > ====Send an Email This approach will reduce the ongoing management, update one Auto Action and it will apply to guests from Channels====<all/div>selected properties rather than having to edit multiple auto actions with the same overall message.<div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = Example 1 day*Booking Source - Each property has a different access code for the main building door === Channel Manager
Booking tab:*Execution = One time only*Booking Status = No Change Your properties have security doors with keycodes, each property has a different code.
Message tabGo to {{#fas: *Send Email = Guest *Enter you text. If you are using the "Additional Information" function cog}} (SETTINGS-) >PROPERTIES->ROOMS-DESCRIPTION >PROPERTY TEMPLATES >SET UP "Unit Names" you can Property Template 1 enter the Building Access Code, use template variables this same field in each property and set the appropriate code.
Example: Your room is Then in the Auto Action use [UNITNAMEPROPERTYTEMPLATE1]. Check-in from: [UNITNAME:1] the text rather than the actual value. The key code is: [UNITNAME:2]
The template variables will only work if you have entered text in SETTINGS->PROPERTIES->ROOMS->SET UP "Unit Names". The context help for *Please use this setting will explain how code to do this.</div></div>Access the Main building Door:- [PROPERTYTEMPLATE1]
There is no need for a separate auto action due to the front door keycode being different.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send a message (Email or sms) to guests that have CheckedExample 2 -out 30 days or more====<Housekeeping/div><div classCleaning Team is different for each Property. ="mw-collapsible-content">Trigger tab:*Trigger Event = After Check-out*Trigger Time = 30 days*Trigger Window = 365 days
Message or SMS tab:Enter the details Each of your properties has a different housekeeping/cleaning team and you want need to sendthem an email with the booking details for each booking.
Booking tabGo to {{#fas: cog}} (optionalSETTINGS)>PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES > Property Template 5 enter the email address for Housekeeping/Cleaning team.  In the Auto action, *Execution "Send Message" = One time onlyInternal Only.*Flag Text "Internal Email Address" = The text you want [PROPERTYTEMPLATE5] There is no need for a separate auto action as the message will be sent to display*Flag Colour - choose the flag colour</div></div>appropriate email from property template 5.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send If you have different teams per room, then use a Request for payment to your guests for all bookings====</div><div class="mw-collapsible-content">Trigger tab:Room template rather than the Property Template.
*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 1 day Booking Source = ALL Example 3 - Send email to a Group of Properties (or select the booking source/Channelnot all)===
Message tab: You can setup a "Group" for your Properties, this has a number of benefits, including sending/excluding messages/emails to a Group of Properties, view a "Group" of properties in your Calendar and in Reports.
Send Email To assign the "Group" to your Properties, go to {{#fas: select the appropriate optioncog}} (SETTINGS) > BOOKING ENGINE > MULTI BOOKING PAGE > PROPERTY SETTINGS > GROUP KEYWORDS.
*Edit Email Subject Enter a Group name, it needs to be a single word - enter the subject for your Guests*Edit Email Text :- enter the Email text example you wish want to send identify all 4 bedroom properties, then you can add 4BEDS and add this to your guests include template variable [PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other optionsall 4 Bedroom properties you have.
Booking tabEach property can be in multiple groups, enter multiple keywords separated by a comma, for example :- 4BEDS, OceanView, Dublin.
*Execution = One time onlyIn the Trigger tab of the Auto Action, enter the Group keyword in *Flag Text = The text "Send Only To Property Groups" OR "Exclude Property Groups" you want to display*Flag Colour - choose include/exclude from the flag colourBooking changes are applied before the mail is sent so that the flag template variable can be reflected in the EmailAuto Action.</div></div>
<div classspan style="mwcolor: #f3e504; font-collapsible mw-collapsedsize: 150%;">{{#fas:lightbulb}} <div class="headline-collapse" /span> This filter will not apply if you are triggering on a single property. ==Using Smart Logic Template Variables ==Send a Request You can use smart logic template variables to trigger auto actions for payment to your guests XX days before arrival====</div><div class="mw-collapsible-content">Trigger tab:specific conditions.
*Trigger Event = Check-in *Trigger Time = -42*Trigger Window = 1 If you want to send a message on a specific day Booking Source = ALL (or select of the booking source/Channel)week :-
Message tab1) 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
Send Email : select 2) Remind the appropriate optionguest that the cleaning lady will be at the apartment on Friday morning.
*Edit Email Subject - enter the subject for your Guests*Edit Email Text [IF=:- enter the Email text you wish to send to your guests include template variable [PAYLINKCURRENTDATE:{%u}] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field :4:yes|no] will test if non zero, otherwise the outstanding balance. Check the template variables for other options. current date is a Thursday
Booking tab: %u ISO-8601 numeric representation of the day of the week 1 (for Monday) through 7 (for Sunday)
*Execution = One time only= Performance and Testing ==*Flag Text = The text you want Auto actions will test up to display*Flag Colour - choose 1000 bookings per cycle, if your trigger condition involves more than 1000 bookings, the next 1000 will be tested on the flag colournext cycle etc.Booking changes are applied before If you require the mail fastest speed, ensure your trigger is sent so that the flag template variable can be reflected in the Emaildesigned to test less than 1000 bookings.</div></div>
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > 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.====Send For example a Request trigger that tests all bookings from booking time for payment to your guests XX 1 year will test many bookings while a trigger that tests only the 7 days after booking====</div><div class="mw-collapsiblebefore check-content">in will test less bookings and perform faster.
You allow your guests to make X number The test tab of payments for their bookingthe auto action has a button that will show you how many and which bookings are being tested by the auto action.
You can not trigger It is also possible to specify a booking number and test if the auto action multiple times, unless you manage this manually, therefore you need would trigger on that booking with some diagnostics information shown to create multiple auto actions, so if you allow 3 payments for their booking, then you will need 3 auto actionshelp trouble shooting.
'''Optimising your auto actions''' You will need can trigger multiple actions in one auto action, *send an email/api message to manually the guest, *send an SMS, update booking settings, *add /delete a Booking Info Code to each booking that you have agreed to allow X paymentsinfo code, *trigger a webook, *add a pending payment, *update/add/delete a Charge/Payment item,*assign an invoice number.
'''Create Auto Action one'''Trigger tab:There is no requirement to set an individual auto action for each item if they can all apply at the same time.
*Trigger Event <span style= Booking (but "color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> '''It is not after check-in)*possible to specify a specific time for the auto action to trigger.''' The use of the Trigger Time = time 'Immediate' +7 days*Trigger Window = 1 day *Booking Source = ALL (or select the booking source/Channel)*Invoice Balance = Not Zero*Any Booking Info Code = MULTIPLE 14 hrs (for example) will not trigger the auto action at 2pm local time, this can will be used the first time the booking could be checked to see if you only allow some guests all other conditions are met, and added to make multiple paymentsthe batch for processing.
== Troubleshooting == '''If Auto Actions do not send:''' The list in the "Mail" tab of the booking will tell you why. Common causes are: *Is your outgoing Email address working? Go to {{#fas:cog}} (SETTINGS) ACCOUNT->OUTGOING EMAIL and click on "Send Test Email". *Is your Auto Action set to send automatically? *Is the guests Email address valid ("Mails" tab of the booking)? *Is the Plain Text box populated with the text you want to send (required when Message API is being used? *Is the booking set to allow Allow Auto Actions ("Mails" tab: of the booking)? *Do all trigger events apply to the booking?
Send Email '''Delayed trigger of Auto Action: select the appropriate option''' See section Performance and testing above.
*Edit Email Subject - enter the subject for your Guests '''Auto Action is not editable'''*Edit Email Text :- enter the Email text you wish To have write access to an auto action an account needs to have write access to send all properties to your guests include template variable [PAYLINK] this creates a payment link (HTML A tag) for which the payment request for the amount in auto action applies. This might not be the booking deposit field case if non zero, otherwise you use sub accounts and the outstanding balance. Check the template variables Auto Action is set to trigger for other options"All Properties".
Booking tab: '''You don't have permission to access control2.php on this server''' error message, when the save button is clicked It is most likely something in your content triggering the firewall. Try adding the content bit by bit until you find the item causing the problem. Often it is a script or HTML item that appears to the firewall as a possible hacking attack. It can also be something that looks innocent like a combination of numbers and words like "and" or "or" that hackers often use in sql injection attacks. Once you find the item causing the problem, try rewording it.
*Execution = One time only '''Auto Action is not visible in a sub account'''*Flag Text = The text If you want have sub accounts and need an auto action to display*Flag Colour - choose be used across multiple accounts/properties, then create the flag colourBooking changes are applied before auto action at the mail is sent so that Master Account Level and set Property = 'All visible in account' and ensure the flag template variable can be reflected in Master account has access to the Emailproperties.
'''Create additional Auto Actions for each period you want to trigger'''== Examples ==
'''Create Auto Action 2 (and 3, 4, 5 - how may you need) '''*Trigger Time = +14 days (days you want to collect the payments)*Trigger Window = 1 day  '''Setup booking info code''' Go to SETTINGS -> ACCOUNT -> PREFERENCES -> BOOKINGS -> Booking Info Code Values and enter MULTIPLE (or the value you want to use to trigger)  '''Update Booking to allow Multiple payments''' *Open the booking**Go to Booking Info Tab and from the drop down list **Select the value 'MULTIPLE' (or the value you want to use to trigger)<= Send Emails/div><Message/div>SMS to guests ===
<span style="color:#019cde; font-size: 150%;“ >{{#fas:info-circle}} </span> Message API messages will be shown in the message tab of the booking and in the Channel Message centre. Currently this is only available for Booking.com and Airbnb.
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====Send an Email in to the guest when the status of a the guests language booking changes to an internal Email address "Cancelled"====
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This uses a smart template variable. In this example we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text.
'''Trigger tab:*Booking Field Contains - select "Language" in the next field enter: the short code for the language this Auto Action is for.'''
Email tabTime:*Enter the message Trigger Event = Check-in the appropriate language under your default language.</div>*Trigger Time = -365</div>*Trigger Window = 365
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > Booking Source*Booking Source ====Send SMS in a certain language All (if it is the language of the bookingfor example) or a default language====</div><div class="mw-collapsible-content">This uses a smart template variable. In this example we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text.
Trigger Booking Conditions*Booking Status = Cancelled '''Message tab''': Whatever For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.  *Send Message = Booking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Email Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API Message Text :- enter the text you wantwish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]] *HTML box - Email will be sent
Booking tabEmail Text : Whatever you want- It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
SMS tab:
*Phone Number = [GUESTMOBILE]
*SMS Message = [IF=:[GUESTLANGUAGE]:fr:French_text|English_text]
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<div classspan style="mw-collapsible mwcolor:#fe746c;“ >{{#fas:exclamation-collapsed"><div triangle}} class="headline-collapse" > ====Assign invoice numbers====</divspan><div class="mwIf you are using deposit collection make sure you set {{#fas:cog}} (SETTINGS) PAYMENTS-collapsible-content>PAYMENT COLLECTION ">Trigger tab:*Trigger Event = Check-out*Trigger Time = Immediate*Any Non Payment Booking Info Code Status" = CHECKOUT (optional only if you use the check-out function, if not leave blank)Request.
Invoice tab:
*Assign Invoice Number = yes
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<div class="headline-collapse" >  ====Group check-in Change the status of all upcoming direct bookings to "Cancelled" and send an Email to the guest ====
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This requires the master booking to be checked-in via the check-in function. '''Trigger tab:'''
Time: *Trigger Event = Check-in*Trigger Time = -14 (for example to cancel the bookings for the next two weeks)*Trigger Window = 14 Booking Source:*Booking Source = Direct  Booking Conditions:*Booking Status = All Not Cancelled Booking tab:*Booking Status = Cancelled
*Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Group bookings" = Trigger all on master*Info Code = CHECKIN'''Message tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
Booking info tab : *Info Code Send Message = CHECKIN</div><Booking API/div>Smart Email
<div class=If the "Mail & Actions" tab contains a "mw-collapsible mw-collapsedreal">Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. <div class=If no connection to a messaging system is available the message will send to the Email address from the "headline-collapseMail & Actions" > tab of the Email.====Send Remotelock/Lockstate, Nuki PIN or Chekin Link ====</div><div class="mw*Email Subject -collapsible-content">enter the subject for your GuestsTrigger tab:*Trigger Event = CheckPlain Text Box -inwill send to channels using Message API *Trigger Time = Message Text :-2 (enter the number of days before check-in text you want wish to send to sent the code or link) *Trigger Window = 2your guests include URL. Template variables can be used [[Template_Variables| see here]]*Booking Source = All*Booking Status = All but not cancelledHTML box - Email will be sent*Group bookings = Trigger all on master*Info Code = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URLEmail 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]]
Message tab:
*Send Email = Guest and cc
*EMail Subject = Your access code (your text)
*Email Text = Your text which includes the template variable [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN]
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====Send Email an message or SMS to all current guest Guest when booking made more than 10 days in advance====
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'''Trigger tab:''' Time:
*Trigger Event = Check-in
*Trigger Time = Immediate-365 days*Trigger Window = 14(the max number of 355 days your guests can stay)*Booking Source = All*Booking Status = All but not cancelled*Group bookings = Trigger all on master*Any Booking Info Code = CHECKIN*Exclude Booking Info Code = CHECKOUT
Message tabBooking Conditions: *Send Email Booking Status = Guest All not cancelled Booking tab:*EMail Subject Execution = Enter the appropriate details One time only*Email Text Booking Status = Your text which includes the details for your current guests. No Change
It is assumed you use '''Message tab''': For channels using the Checkin/Checkout feature Message API, then enter the text in the DashboardPlain text box, if not you can either manually add Checkin to your bookings (Booking info tab) or create an auto action to add for emails enter the Booking Info Codes to text in the bookingsHTML box.</div></div>
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====*Send Email with a PDF attachment===Message =<Booking API/div><div class="mw-collapsible-content">Smart Email
You can send Invoice or Booking Template attachments If the "Mail & Actions" tab contains a "real" Email address the message is sent to your Gueststhe guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
Setup your Invoice or Booking Template, go If no connection to SETTINGS -> GUEST MANAGEMENT -> INVOICING or SETTINGS -> GUEST MANAGEMENT -> BOOKING TEMPLATESa messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
Trigger tab:*Trigger Event = Checkout*Trigger Time = Immediate*Trigger Window = 1*Booking Source = All (or select Email Subject - enter the appropriate channel/Direct)*Booking Status = All but not cancelled*Group bookings = Trigger all on master*Any Booking Info Code = CHECKOUTsubject for your Guests
*Plain Text Box - will send to channels using Message tab: *Send Email = Guest API/Smart Email (or one of the other options)*Attachment = Select an option from the drop down list. *EMail Subject = Enter the appropriate details *Email Text = Your text which includes the details for your current guests.
It is assumed you use Message Text :- enter the Checkin/Checkout feature in the Dashboard, if not text you can either manually add Checkout wish to send to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookingsguests include URL.Template variables can be used [[Template_Variables| see here]]
If you send Emails with pdf attachment (invoice, booking template) to Alias*HTML box -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.will be sent
Other files Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Template variables can not be attachedused [[Template_Variables| see here]]  '''SMS tab :'''  Please note a charge applies per SMS message.  *Send SMS Message : Enable*Phone Number : This is the phone number that will receive the SMS notification. This is a global service and the notifications can be sent to almost phone in any country. The phone number must contain the international country code and phone number as it would be dialed internationally. We recommend you  Do not include any leading zeros or other characters and use a link no spaces. The number must start with the country code. EXAMPLE to send to a file you upload phone number 015625346 in the UK (Country code 44) enter the following number 4415625346 You can use the template variables [GUESTPHONE] or [GUESTMOBILE] but this will only work if the phone number has exactly the required format. *SMS Message Enter the message to your web sitesend, messages will be truncated at 160 characters. Template variables can be used. </div></div>
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<div class="headline-collapse" >  ====Add CHECKIN Booking info code Send an message or SMS to bookings Guest when booking made more than 7 days in advance====
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Alternatively you an use Between Booking and Check in
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 tabTime:*Trigger Event = CheckBooking (but not after check-in)
*Trigger Time = Immediate
*Trigger Window = 1 day
*Between Booking Source and Check in = All*Booking Status = All but not cancelled*Group bookings = Trigger all on master7 to 999
Booking Info tabConditions: *Booking Info Code Status = CHECKIN*Booking Info Text = Auto Checkin</div></div>All not cancelled
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====Add CHECKOUT Booking info code to bookings ====
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If you need to use '''Message tab:''' For channels using the Booking info code CHECKIN/CHECKOUT for reporting/other auto actionsMessage API, you can set then enter the Booking info code rather than use text in the Plain text box, for emails enter the Current guest module text in the dashboardHTML box.
Trigger tab:*Trigger Event Send Message = Check-out*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source = All*Booking Status = All but not cancelled*Group bookings = Trigger all on masterAPI/Smart Email
Booking Info If the "Mail & Actions" tab: *Booking Info Code = CHECKOUT*Booking Info Text = Auto Checkout</div></div>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.
===Add invoice items If no connection to a booking ===messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Email Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]] *HTML box - Email will be sent
<div class="mw-collapsible mw-collapsed"><div class="headlineEmail Text :-collapse" > ====Add a fee It is possible to all bookings from a channel====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Expedia use the same details (for exampleURL)as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
Invoice tab:
*Type = Amount
*Description = Cleaning fee (for example)
*Amount = 50 (for example - the amount of your cleaning fee)
*per = Room
*Period = one time
*VAT = 19% (for example - enter the VAT amount if applicable)
The fee will be added the next time the auto actions run. </div></div>'''SMS tab :'''
===Payments/Pending Payments=== Please note a charge applies per SMS message.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a pending payment====</div><div class="mw-collapsible-content">Trigger tab*Send SMS Message :Enable*Trigger Event = After Booking or Before Check-in*Trigger Time = set Phone Number : This is the time you want to collect phone number that will receive the paymentSMS notification.*Booking Source =All (for example, you This is a global service and the notifications can also set different rules for different channels)be sent to almost phone in any country.
Booking Info tab:*Optional, add a booking info tab for information The phone number must contain the international country code and reportingphone number as it would be dialed internationally.
Booking tab: Optional*Flag Text = Pending payment added (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings listDo not include any leading zeros or other characters and use no spaces.
Invoice tab:*Payment Type = select on what The number must start with the payment is calculated (Percent of Balance due)*Description = the text you will see in the "Charges and Payments" tab*Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = enter the amount or percentage you want to collect*Payment Rule = use auto or manual - if you have set up payment rules in SETTINGS->GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here *Payment Due = Set when the payment is duecountry code.
EXAMPLE
Create a Payment Rule to collect a payments when bookings are not cancelled. send to phone number 015625346 in the UK (Country code 44) enter the following number
Go to Settings > Payments > Payment Rules4415625346
Payment Rule :You can use the template variables [GUESTPHONE] or [GUESTMOBILE] but this will only work if the phone number has exactly the required format.
Name = Enter your title - Not Cancelled (for example)Action = AutoPayment Trigger :*SMS Message
Booking Status = All not cancelledAny Booking Info Code = optionalAll Booking Info Codes = optionalExclude Booking Info Code = optional (Enter the message to send, messages will be truncated at 160 characters. Template variables can exclude Virtual Credit cards, find the Booking info code in the booking)Payment Action :be used.
Capture = Yes - immediately charged (Capture'''Booking tab:'''*Execution =Yes)One time onlyAdd info code on success = add a *Booking Info item to the booking on successAdd info code on failure Status = add a Booking Info item to the booking on failureNo Change
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====Collect outstanding Send an message or SMS to Guest for last minute booking balance 3 - 6 days prior to arrival( Credit card details were collected at time of booking)or less====
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'''Trigger tab:''' Time:*Trigger Event = After Booking (but not after check-in)*Trigger Time = immediateImmediate*Trigger Window = 1 day*Between Booking and Check in = 0 to 6 Booking Conditions: *Booking Source Status =All (for example, you can also set different rules for different channels)not cancelled
Invoice tab:
*Payment Type = Percent of balance due
*Description = the text you will see in the "Charges and Payments" tab (Payment Balance)
*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 = Auto
*Payment Due = check in -3
'''Message tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
<span style*Send Message ="color:#fe746c;“ >{{#fas:exclamation-triangle}} <Booking API/span> Automatic collection is only available for customer who use [[Stripe]].</div></div>Smart Email
<div class=If the "mw-collapsible mw-collapsedMail & Actions"><div class=tab contains a "headline-collapsereal" >Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
===='Capture' If no connection to a Security Deposit when Credit card messaging system is collected at time available the message will send to the Email address from the "Mail & Actions" tab of bookingthe Email. ====</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 Email Subject - enter the subject for different channels)your Guests
Invoice tab:*Payment Type = Fixed amount*Description = Security Deposit (the Plain text you box - will see in the "Charges and Payments" tab)send to channels using Message API *Status = if you use Message Text :- enter the status function add the status text you want wish to apply send to the pending payment (optional)your guests include URL. Template variables can be used [[Template_Variables| see here]] *Amount = 100 (balance HTML box - Email will be sent Email Text :- It is full price so 100% of possible to use the balance)*Payment Rule = Security Deposit same details (Create a Payment Rule, see belowURL) *Payment Due = check as inthe Plain text box above. Template variables can be used [[Template_Variables| see here]]
<span style="color'''SMS tab :#fe746c;“ >{{#fas:exclamation-triangle}} </span> Automatic collection is only available for customer who use [[Stripe]].'''
Create Please note 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 thischarge applies per SMS message.
Go to Settings > Payments > Payment Rules*Send SMS Message : Enable*Phone Number : This is the phone number that will receive the SMS notification.
Payment Rule : *Name = Enter your title - Security Deposit (for example)*Action = AutoThis is a global service and the notifications can be sent to almost phone in any country.
Payment Trigger :*Booking Status = select from The phone number must contain 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 international country code in the booking)and phone number as it would be dialed internationally.
Payment Action :*Capture = Yes/No - immediately charged (Capture=Yes), if you want to make sure that the amount is available for later capture (Capture=No) *Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure</div></div>Do not include any leading zeros or other characters and use no spaces.
<div class="mw-collapsible mw-collapsed">The number must start with the country code. EXAMPLE<div class="headline-collapse" > ====Apply an info to send to phone number 015625346 in the UK (Country code and and/or icon when a payment was made====44) enter the following number</div><div class="mw-collapsible-content">4415625346Trigger tab:*Trigger Event = After BookingYou can use the template variables [GUESTPHONE] or [GUESTMOBILE] but this will only work if the phone number has exactly the required format.*Trigger Time = Immediate*Trigger Window = 365*Booking Source = AllSMS Message*Booking Status = All but not cancelled*Invoice Balance = Any Payment madeEnter the message to send, messages will be truncated at 160 characters. Template variables can be used.
'''Booking Info tab:'''
*Execution = One time only
*Info Code Booking Status = Enter the preset code for the icon or info code which you have created in SETTINGS->ACCOUNT->PREFERENCES.No Change 
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<div class="mw-collapsible mw-collapsed"><div class==Booking Flags/Colours==="headline-collapse" >
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply Send an Email with a flag when key code for a booking is cancelledspecific unit one day before check-in (Self Checkin)====
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'''Trigger tab:''' Property, Room, Unit:*Unit = Select the number of the unit you want to send this message to. Note that the number represents the index of the unit not its name.  Time: *Trigger Event = After BookingCheck-in*Trigger Time = -1 Hourday*Trigger Window = 365 days*Booking Status = Cancelled 1 day
Booking tab:*Execution = One time onlyConditions *Booking Status = No Change*Flag text = (enter the text you require)*Flag Colour = Set as required</div></div>All not cancelled
<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 '''Message tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Booking.com (for example)*Booking Field Contains - select "''' For channels using the Message API Message" , then enter the text in the next field Plain text box, for emails enter: meal_plan=Breakfast (or Extra Breakfast - use the text in the channel uses)HTML box.
*Send Message = Booking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Email Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]] If you are using the "Additional Information" function {{#fas:cog}} (SETTINGS) PROPERTIES->ROOMS->SET UP "Unit Names" you can use template variables  Example: Your room is [UNITNAME]. Check-in from: [UNITNAME:1] . The key code is: [UNITNAME:2]  The template variables will only work if you have entered text in {{#fas:cog}} (SETTINGS) PROPERTIES->ROOMS->SET UP "Unit Names". The context help for this setting will explain how to do this.  *HTML box - Email will be sent If you are using the "Additional Information" function SETTINGS-{{#fas:cog}} (SETTINGS) PROPERTIES->ROOMS->SET UP "Unit Names" you can use template variables [[Template_Variables| see here]] Example: Your room is [UNITNAME]. Check-in from: [UNITNAME:1] . The key code is: [UNITNAME:2]  The template variables will only work if you have entered text in S{{#fas:cog}} (SETTINGS) PROPERTIES->ROOMS->SET UP "Unit Names". The context help for this setting will explain how to do this. '''Booking tab:'''
*Execution = One time only
*Flag Text Booking Status = The text you want to display*Flag Colour - choose the flag colourNo Change
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
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<div class="headline-collapse" >  ====Apply Send an Email to the guest when a flag when deposit was payment is made prior to Check-in====
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'''Trigger tab:'''
Time:*Trigger Event = Check-inBooking*Trigger Time = -365 (for example : must be a negative value and the same as the value in Trigger window) Immediate*Trigger Window = 365day  *Booking Source = AllConditions: *Booking Status = All but not cancelled*Invoice Balance = Any Payment madeOR Invoice Balance = Zero (payment in full) '''Message tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
*Send Message tab: = Booking API/Smart Email
*Send If the "Mail & Actions" tab contains a "real" Email : select appropriate option*Enter : Subject and address the message is sent to the guests Email contentaddress. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
Booking If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab: (optional)of the Email.
*Execution = One time only*Flag Text = The text you want to display*Flag Colour Email Subject - choose enter the flag coloursubject for your Guests
Booking info tab : (optional)*Plain text box - will send to channels using Message API
*Booking Info Code : DEPOSITPAID (for example)*Booking Info Message Text : additional - enter the text if requiredyou wish to send to your guests. Template variables can be used [[Template_Variables| see here]]
Setting details with You should consider adding the Booking tab and Booking info tab allows you invoice table to trigger additional (follow on) Auto Actions and Reportsthe email so the guest can see the booking details including Charges & Payments.</div></div>
<div class="mw[INVOICETABLE] -collapsible mw-collapsed">invoice table<div class="headline-collapse" > ====Apply It is also possible to include a flag when booking is fully paid====customised invoice table using this template variable :- [INVOICE:PRI_QTY_CUA€] will create an invoice table with price and quantity in Euros</div><div class="mw*HTML box -collapsible-content">Email will be sent Trigger tabEmail Text :- It is possible to use the same details as in the Plain text box above. Template variables can be used [[Template_Variables| see here]]*Trigger Event = After Booking*Trigger Time = ImmediateYou should consider adding the invoice table to the email so the guest can see the booking details including Charges & Payments. *Trigger Window = 365*Booking Source = All[INVOICETABLE] - invoice table*Booking Status = All not cancelled*Invoice Balance = ZEROIt is also possible to include a customised invoice table using this template variable :- [INVOICE:PRI_QTY_CUA€] will create an invoice table with price and quantity in Euros.
Booking tab:
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
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====Apply a flag/colour for to a booking coming when a payment is made - ''Select from a certain channelthe predefined template ''====
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'''Trigger tab:'''
Trigger tabTime:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source Trigger Window = Booking.com (for example) 999 day
Booking tabConditions:*Execution Booking Status = One time onlyAll not cancelled*Invoice Balance = Any Payment made '''Booking tab:''' *Flag Text = The text you want to displayPaid *Flag Colour - choose the flag colour= d4e4b0
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the email.
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</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >  ====Apply a flag when a payment was madeEmail confirmation for channel bookings - ''Select from the predefined template''====
</div>
<div class="mw-collapsible-content">
<span style="color'''Trigger tab: #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:Time*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 3651 day *Booking Source = All*Booking Status = All not cancelled*Invoice Balance Source = Any Payment madeChannel Manager
Booking '''Message tab:*Execution = One time only*Flag Text = The ''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text you want to display*Flag Colour - choose in the flag colour</div></div>HTML box.
<div class*Send Message =Booking API/Smart Email If the "mw-collapsible mw-collapsedMail & Actions"><div class=tab contains a "headline-collapsereal" > ====Apply Email address the message is sent to the guests Email address. If only a flag when a payment FAILS at Stripe====masked Email address is available the message sends via the channels API messaging systems if possible.</div><div class=If no connection to a messaging system is available the message will send to the Email address from the "mw-collapsible-contentMail & Actions">tab of the Email.  *Email Subject - enter the subject for your GuestsTrigger tab:*Trigger Event = After BookingPlain text box - will send to channels using Message API *Trigger Time = ImmediateMessage Text :- enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]]*Trigger Window = 365*Booking Source = AllHTML box - Email will be sent*Booking Status = All but not cancelled*Booking Info Code = STRIPEFAILEmail Text :- It is possible to use the same details as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
'''Booking tab:'''
*Execution = One time only
*Flag Text Booking Status = Stripe Payment FailedNo Change *Flag Colour - choose the flag colour
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >  ====Apply Send a flag message (Email or sms) to Booking.com bookings and auto report the Credit Card when a payment FAILS at Stripeguests that have Checked-out 30 days or more====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
 
Time
*Trigger Event = Check-out
*Trigger Time = 30 days
*Trigger Window = 365 days
 
'''Message tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
 
*Send Message = Booking API/Smart Email
 
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
Go If no connection to Settings > Channel Manager > Preferences and set Auto report failed cards = Yes Trigger a messaging system is available the message will send to the Email address from the "Mail & Actions" tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = BOOKINGCOMCARDof the Email.
Booking tab:*Execution = One time only*Flag Text = Failed CC reported to Booking.com *Flag Colour Email Subject - choose enter the flag colour</div></div>subject for your Guests
===Status changes===*Plain text box - will send to channels using Message API<div class="mw-collapsible mw-collapsed"><div class="headlineMessage Text :-collapse" > ==== Change enter the status of all "Request" bookings text you wish to send to "Cancelled" after three days ====your guests. Template variables can be used [[Template_Variables| see here]]</div><div class="mw*HTML box -collapsibleEmail will be sent Email Text :-content">It is possible to use the same details as in the Plain text box above. Template variables can be used [[Template_Variables| see here]]Trigger '''SMS tab:'''  Please note a charge applies per SMS message.  *Trigger Event = After BookingSend SMS Message : Enable*Trigger Time = 3 daysPhone Number : This is the phone number that will receive the SMS notification. This is a global service and the notifications can be sent to almost phone in any country. The phone number must contain the international country code and phone number as it would be dialed internationally. Do not include any leading zeros or other characters and use no spaces. The number must start with the country code. EXAMPLE to send to phone number 015625346 in the UK (Country code 44) enter the following number 4415625346 You can use the template variables [GUESTPHONE] or [GUESTMOBILE] but this will only work if the phone number has exactly the required format. *Booking Status = RequestSMS Message Enter the message to send, messages will be truncated at 160 characters. Template variables can be used.
'''Booking tab:''' (optional)
*Execution = One time only
*Booking Status Flag Text = CancelledThe text you want to display*Flag Colour - choose the flag colour 
</div>
</div>
<div class="headline-collapse" >
==== Change the status of Send a Request for payment to your guests for all bookings which have been imported from Ical to "Request" ====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 1 day  Booking Source:*Booking Source = Ical Import ALL (1, 2or select the booking source/Channel) '''Message tab:''' Update details as appropriate*Send Message = Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address.If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email. *Plain text box (Using Message API) Subject - enter the subject for your GuestsPlain Text Message :- enter the Message text you wish to send to your guests include the payment link  https://beds24.com/bookpay.php?bookid=[BOOKID] You can find extra options to add to the payment link if you want to refine the details https://wiki.beds24.com/index.php/Category:Payments#Payment_Request *HTML Message (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 [PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, 3)otherwise the outstanding balance. Check the template variables for other options.
'''Booking tab:'''
*Execution = One time only
*Flag Text = The text you want to display*Flag Colour - choose the flag colourBooking Status = Requestchanges are applied before the mail is sent so that the flag template variable can be reflected in the Email.
Booking changes are applied before the mail is sent.
</div>
</div>
===API/Webhook===
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >  ====Use API/Webhook to write Send a Request to update the field 'Messageguest's credit card as it will expire before checkin====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
 
Time:
*Trigger Event = Booking (not after check-in)
*Trigger Time = Immediate
*Trigger Window = 1 day
 
Booking Souce:
*Booking Source = ALL (or select the booking source/Channel)
 
'''Message tab:'''
 
*Send Email = Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address.
If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.
You can use a webhook in conjunction with *Plain text box (Using Message API)Subject - enter the API JSON function '''setBooking''' to write to any field in subject for your GuestsPlain Text Message :- enter the booking. First Message text you have wish to configure access send to your guests including the API:payment link
You need two keys to use our API JSON functions - one for the API itself and one for the propertyhttps://beds24. The keys have to consist of 16 characters of your choosingcom/bookpay.<br> '''API key:'''*SETTINGS -> ACCOUNT -> ACCOUNT->ACCESS "API Key 1"*API Key = my_very_secret_api_key*API Key Access = allow any IP*IP Whitelist php?bookid= [leave emptyBOOKID]*Allow Writes = Yes*Property Access = Owned by this account only*'''Property key:'''*Settings > Properties > Access > propKey &g= secret_key_for_prop_XXXXXXcc
Set You can find extra options to add to the triggers payment link if you need, for examplewant to refine the details https://wiki.beds24.com/index.php/Category:Payments#Payment_Request
Booking Field Contains*HTML Message (Send Email) Edit Email Subject - enter the subject for your GuestsEdit Email Text : Message = XXX- enter the Email text you wish to send to your guests including the payment link
Set https://beds24.com/bookpay.php?bookid=[BOOKID]&g=cc this creates a link (HTML A tag) so the webhook like this:guest can enter their credit card details. Check the template variables for other options.
'''Booking tab:''' * URL Execution = <nowiki>httpsOne time only*Flag Text = The text you want to display*Flag Colour - choose the flag colourBooking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email. '''Booking Info tab://api.beds24.com/json/setBooking</nowiki>''' *Booking Info Code = NEWCARDREQ* Custom Header Booking Info Text = [leave empty]New credit card requested
Body Data:
:{
::"authentication":
::{
:::"apiKey": "my_very_secret_api_key",
:::"propKey": "secret_key_for_prop_XXXXXX"
::},
::"bookId": "[BOOKID]",
::"message": "[MESSAGE] - Append this message"
:}
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >  ====Use API/Webhook Send a Request for payment to write the value of the 'commission' field to a new invoice itemyour guests XX days before check-in====
</div>
<div class="mw-collapsible-content">
You can create a new invoice item that contains the price of the channel's commission as a negative value to subtract it from the room price. You use the API JSON function ''Trigger tab:'setBooking''' for this. First you need to configure access to the API:
You need two keys to use our API JSON functions - one for the API itself and one for the property. The keys have to consist of 16 characters of your choosing.<br>'''API keyTime:'''*SETTINGS -> ACCOUNT Trigger Event = Check-> ACCOUNT->ACCESS "API Key 1"in *API Key Trigger Time = my_very_secret_api_key*API Key Access = allow any IP*IP Whitelist = [leave empty]*Allow Writes = Yes*Property Access = Owned by this account only*'''Property key:'''-42*Settings > Properties > Access > propKey Trigger Window = secret_key_for_prop_XXXXXX42 day
Set Booking Souce: *Booking Source = ALL (or select the booking source/Channel) '''Message tab:'''  *Send Email = Booking API and Email Smart: If the triggers "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email. *Plain text box (Using Message API)Subject - enter the subject for your GuestsPlain Text Message :- enter the Message text you wish to send to your guests include the payment link  https://beds24.com/bookpay.php?bookid=[BOOKID] You can find extra options to add to the payment link if you need, for examplewant to refine the details https://wiki.beds24.com/index.php/Category:Payments#Payment_Request
Booking Source = Booking*HTML Message (Send Email) Edit Email Subject - enter the subject for your GuestsEdit Email Text :- enter the Email text you wish to send to your guests include template variable [PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options.com
Set the webhook like this'''Booking tab:'''
*URL Execution = <nowiki>https://api.beds24.com/json/setBooking</nowiki>One time only*Custom Header Flag Text = [leave empty]The text you want to display*Flag Colour - choose the flag colourBooking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send a Request for payment to your guests XX days after booking====</div><div class="mw-collapsible-content"> You allow your guests to make X number of payments for their booking.  You can not trigger the auto action multiple times, unless you manage this manually, therefore you need to create multiple auto actions, so if you allow 3 payments for their booking, then you will need 3 auto actions.  You will need to manually add a Booking Info Code to each booking that you have agreed to allow X payments.  '''Create Auto Action one''' '''Trigger tab:''' *Trigger Event = Booking (but not after check-in)*Trigger Time = +7 days*Trigger Window = 1 day  *Booking Source = ALL (or select the booking source/Channel)*Invoice Balance = Not Zero*Any Booking Info Code = MULTIPLE (for example) this can be used if you only allow some guests to make multiple payments.  '''Message tab:''' *Send Message = Booking API/Smart EmailIf the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email. *Plain text box (Using Message API)Subject - enter the subject for your GuestsPlain Text Message :- enter the Message text you wish to send to your guests include the payment link  https://beds24.com/bookpay.php?bookid=[BOOKID] You can find extra options to add to the payment link if you want to refine the details https://wiki.beds24.com/index.php/Category:Payments#Payment_Request *HTML Message (Send Email) Edit Email Subject - enter the subject for your GuestsEdit Email Text :- enter the Email text you wish to send to your guests include template variable [PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options.   '''Booking tab:''' *Body Data Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colourBooking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email. '''Create additional Auto Actions for each period you want to trigger''' '''Create Auto Action 2 (and 3, 4, 5 - how many you need) '''*Trigger Time = +14 days (days you want to collect the payments)*Trigger Window = 1 day  The use the settings in the previous auto action to trigger the next auto action for your booking.  </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send a Request to 'Capture' a Security deposit from your guests XX days before check-in - with Stripe====</div><div class="mw-collapsible-content"> You want to capture a Security Deposit for bookings on the day before check-in from your guest. Capture of the payment is only held by Stripe for 7 days, if the guest is staying longer you will need to send the request again. You will need to create multiple emails to capture the payment multiple times for the same booking.  '''Trigger tab:''' *Trigger Event = Check-in*Trigger Time = -1 days*Trigger Window = 1 day *Booking Source = ALL (or select the booking source/Channel)*Status = All not cancelled '''Message tab''': For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.  *Send Message = Booking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Email Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]], change the pay=100 to the value you require. https://beds24.com/bookpay.php?bookid=[BOOKID]&g=st&capture=0&pay=100.  *HTML box - Email will be sent Email Text :- It is possible to use the same details (URL) as in the Plain text box above. Template variables can be used [[Template_Variables| see here]] '''Booking info tab: (Optional)''' *Booking Info Code = SECDEPOSIT (for example)*Booking Info Text = Security deposit request sent. </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an email to the guest 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 '''Message tab:''' Update details as appropriate*Send Message = Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address.If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email. *Plain text box (Using Message API) Subject - enter the subject for your GuestsPlain Text Message :- enter the Message text you wish to send to your guests including the payment link  https://beds24.com/bookpay.php?bookid=[BOOKID] You can find extra options to add to the payment link if you want to refine the details https://wiki.beds24.com/index.php/Category:Payments#Payment_Request *HTML Message (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 [PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options.  '''Booking tab:'''*Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colourBooking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email. </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an Email in the guests language to an internal Email address ====</div><div class="mw-collapsible-content">This uses a smart template variable. In this example we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text. '''Trigger tab:''' Time:*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1 Booking Source:*Booking Source = All (for example) Booking Conditions:*Booking Status = All Not Cancelled Booking Fields:*Booking Field Contains - select "Language" in the next field enter: the 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="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send SMS in a certain language (if it is the language of the booking) or a default language====</div><div class="mw-collapsible-content">This uses a smart template variable. In this example the auto action will trigger on Booking and for 1 day, we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text. '''Trigger tab:'''  Set the rules to when this Auto Action should trigger. Time:*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1 Booking Source:*Booking Source = All (for example) 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) - ''Select from the predefined template'' ====</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 = Confirmed 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. *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]] </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Pin code to guest, 2 days before Check-in (Self Checkin) ====</div><div class="mw-collapsible-content"> 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:''' 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 '''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 include URL. Include these template variables - [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 :- It is possible to use the same details (URL) as in the Plain Text box above. Include these template variables - [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> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to 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 = -2 (the number of days before 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*Invoice Balance = Zero '''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Send Message = Booking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Subject - enter the subject for your Guests - Your access code (your text) *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests. This can include any information that is important for the checkin of the guest, for example the Key code for the door, who to contact if there are any issues, template variables can be used, see the list of ALL template variables that can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- Enter the text you wish to send to your guests this can include URLs. Include any information that is important for the checkin of the guest, for example the Key code for the door, who to contact if there are any issues, template variables can be used, see the list of ALL template variables that can be used [[Template_Variables| see here]] </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to guests with check-in details 2 days before Check-in, Security Deposit Authorised at Stripe ====</div><div class="mw-collapsible-content"> This auto action will be sent only when the a payment has been 'authorised' at Stripe. This can be used to ensure that the checkin details are only sent when the guest has completed the Security Deposit Authorisation.  '''Trigger tab:''' Time:-*Trigger Event = Check-in*Trigger Time = -2 (the number of days before check-in you want to sent the code or link) *Trigger Window = 2 Booking Source:- *Booking Source = All*Booking Status = All but not cancelled Booking Conditions:- *Group bookings = Trigger all on master*Invoice Balance = Zero Info codes :-*Any Booking Info Code = STRIPEAUTHORIZE '''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Send Message = Booking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "authenticationMail & Actions" tab of the Email. *Subject - enter the subject for your Guests - Your access code (your text) *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests. This can include any information that is important for the checkin of the guest, for example the Key code for the door, who to contact if there are any issues, template variables can be used, see the list of ALL template variables that can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- Enter the text you wish to send to your guests this can include URLs. Include any information that is important for the checkin of the guest, for example the Key code for the door, who to contact if there are any issues, template variables can be used, see the list of ALL template variables that can be used [[Template_Variables| see here]] </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to all current guest (Check-in) ====</div><div class="mw-collapsible-content">'''Trigger tab:''' Time:*Trigger Event = Check-in*Trigger Time = Immediate*Trigger Window = 14(the max number of days your guests can stay) Booking Source:*Booking Source = All Booking Conditions: *Group bookings = Trigger all on master*Booking Status = All but not cancelled Info Codes: *Any Booking Info Code = CHECKIN*Exclude Booking Info Code = CHECKOUT  '''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Send Message = Booking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions"tab of the Email. *Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]  <span class="" style="color:#f3e504; font-size:150%;" >{{#fas:lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkin to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send invoice after check-out - PDF attachment - ''Select from the predefined template'' ====</div><div class="mw-collapsible-content"> You can send Invoice as an attachment to your Guests.  Setup your Invoice go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> INVOICING '''Trigger tab:''' Time:*Trigger Event = Checkout*Trigger Time = Immediate +8hrs*Trigger Window = 1 day Booking Source:*Booking Source = All (or select the appropriate channel/Direct) Booking Conditions:*Group bookings = Trigger all on master*Booking Status = Confirmed Info Codes:*Any Booking Info Code = CHECKOUT '''Messaging tab:'''  *Send Email = Guest email - (or one of the other options) *Attachment = Invoice Template 1 *Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests. 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=""apiKeystyle="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. Other files can not be attached. We recommend you use a link to a file you upload to your web site.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email with Booking Registration Form - PDF attachment====</div><div class="mw-collapsible-content"> You can send Booking Template attachments to your Guests.  Setup your Booking Template, go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> BOOKING TEMPLATES '''Trigger tab:''' Time:*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1 day Booking Source: *Booking Source = All (or select the appropriate channel/Direct) Booking Conditions:*Group bookings = Trigger all on master*Booking Status = All but not cancelled '''Messaging tab:'''  *Send Message = Guest API/Smart Email (or one of the other options) If the "my_very_secret_api_keyMail & 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 guests include URL. Template variables can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]] <span class="" style="color: #f3e504; font-size: 150%;">{{#fas:lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard,if not you can either manually add 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. Other files can not be attached. We recommend you use a link to a file you upload to your web site.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email after the cleaner has cleaned the room====</div><div class="mw-collapsible-content"> To send an automated Email to the guest then they can check you/the cleaner have to add a unit status to the room when it is ready. In this example we used the unit status clean '''Trigger tab:''' Time:*Trigger Event = Checkin*Trigger Time = Immediate*Trigger Window = 1 Booking Source:*Booking Source = All  Booking Conditions*Group bookings = Trigger all on master*Booking Status = All but not cancelled Booking Fields:*Template Variable = [UNITSTATUS1] Contains = clean '''Messaging tab:'''*Send 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. *Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests. 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 as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]] *Attachment :- if you want to send a Booking/Invoice template you can select from the drop down list.  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="propKeymw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to your guest - 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 extend their stay. This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions.  '''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 3 days between the guest booking and the next booking.  '''Message tab:'''  For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.  *Send Message = Booking API/Smart Email If the "Mail & Actions" tab contains a "secret_key_for_prop_XXXXXXreal" 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]] [IF<=:[TURNOVERDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [TURNOVERDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price.   *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<=:[TURNOVERDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [TURNOVERDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price.  '''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 - Upselling additional nights - nights available before checkin ====</div><div class="mw-collapsible-content"> To send an automated Email to the guest confirming that it is possible to extend their stay. This example uses fixed values that you have entered into {{#fas:cog}}(SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions.  '''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:[VACANTDAYS]:0:3:yes|no|no] equal yes This template variable tests if there is upto 3 days from previous checkout to check in of current booking.  '''Messaging tab :- '''*Send Message = Guest 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 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  [IF<=:[VACANTDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [VACANTDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price.  '''Booking Info Tab :- Optional'''*Booking info code = EXTRANIGHTS, *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to your guest - Offering Early Checkin ====</div><div class="bookIdmw-collapsible-content"> To send an automated Email to the guest confirming that it is possible to have an Early Checkin as room is available the day of before arrival. This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions.  Trigger Tab :- *Trigger Event = Checkin (depending on when you want to notify the guest)*Trigger Time = -2 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 2*Booking Source = All *Booking Status = All but not cancelled*Group bookings = Trigger all on master*Template Variables = [IF>:[VACANTDAYS]:1:yes|no] equal yes This template variable tests if there is 1 day between the guest booking and the next booking.  Message tab : - *Send Email = Guest API/Smart Email (or one of the other options)*EMail Subject = Enter the appropriate details *Email Text = Your text, using the template variables to modify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails) Dear, [GUESTNAME], We are very happy to offer you 'Early Check-in' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK]. If you would like checkin early for your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EARLYARRIVAL’ for the special Price.Best regards, [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS],[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY]. Email :-[PROPERTYEMAIL]Website :- [PROPERTYWEB] Booking Info Tab :- Optional*Booking info code = EARLYARRIVAL, *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Early Checkin </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to your guest - Offering Late Checkout ====</div><div class="mw-collapsible-content"> To send an automated Email to the guest confirming that it is possible to have a Late Checkout as room is available the day of departure. This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions.  Trigger Tab :- *Trigger Event = Checkout*Trigger Time = -1 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 1*Booking Source = All *Booking Status = All but not cancelled*Group bookings = Trigger all on master*Template Variables = [IF>:[TURNOVERDAYS]:1:yes|no] equal yes This template variable tests if there is 1 day between the guest booking and the next booking.  Message tab :- *Send Email = Guest API/Smart Email (or one of the other options)*EMail Subject = Enter the appropriate details *Email Text = Your text, using the template variables to modify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails) Dear, [GUESTNAME], We are very happy to offer you 'Late Check-out' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK]. If you would like a late checkout, then please send an email to our Reservations team [PROPERTYEMAIL] confirming you would like the Late Checkout, provide your Booking Reservation Number [BOOKID]and Offer ‘LATECHECKOUT’ for the special Price. Best regards, [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS],[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY]. Email :-[PROPERTYEMAIL]Website :- [PROPERTYWEB] Booking Info Tab :- Optional*Booking info code = LATCHECKOUT, *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Late Checkout </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to your guest - Offering Late Checkout Only on a Sunday when there is no new arrival ====</div><div class="mw-collapsible-content"> To send an automated Email to the guest confirming that it is possible to have a Late checkout on Sundays as the room is available on the day of departure. This auto action will create a new booking for the date of departure, closing the calendar to any other bookings.  The URL link in the message tab, will send the guest to your guest booking page with set conditions, the leaving date of the existing booking, the room id of the existing booking and the Offer you have created for the LateCheckout.  This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions.  '''Step 1: ''' Create a new offer in {{#fas:cog}} (SETTINGS) > PROPERTIES > OFFERS  *Name = Latecheckout*Enable = Only if Available*Booking Type = Confirmed with Deposit 2 - via payment gateway '''Step 2:''' Create a Rate or Daily Price, PRICES  *Guests = Max 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="invoicecolor: #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 "descriptionsummary"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.com Commission Trigger tab:*Trigger Event = Check-in*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source = All*Booking Status = All but not cancelled*Group bookings = Trigger all on master Booking Info tab: *Booking Info Code = CHECKIN*Booking Info Text = Auto Checkin</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add CHECKOUT Booking info code to bookings ====</div><div class="mw-collapsible-content"> If you need to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions,you can set the Booking info code rather than use the Current guest module in the dashboard.  Trigger tab:*Trigger Event = Check-out*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source = All*Booking Status = All but not cancelled*Group bookings = Trigger all on master Booking Info tab:*Booking Info Code = CHECKOUT*Booking Info Text = Auto Checkout</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Group check-in - ''Select from predefined templates'' ====</div><div class="mw-collapsible-content">This requires the master booking to be checked-in via the check-in function.  '''Trigger tab:''' *Trigger Event = Checkin*Trigger Time = immediate*Time Window = 1 day Booking conditions:*Booking Source = All*Booking Status = All but not cancelled *Group bookings"status= Trigger all on master if group*Info Code = CHECKIN '''Booking info tab : ''' *Booking Info Code = CHECKIN*Booking Info Text = Group checked in</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Identify Repeat Guest ====</div><div class="mw-collapsible-content">This requires you to use the Guest database.  Trigger tab: *Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Group bookings"= Trigger all on master*Template Variable = [GUESTSID1] greater than 0 Booking info tab : *Info Code = REPEAT</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Identify bookings with Custom Question ticked/unticked ====</div><div class="mw-collapsible-content">If you have a custom question with a 'Tick box' for example,they want a late checkin.  Setup the custom question in {{#fas:cog}} (SETTINGS) PROPERTIES -> BOOKING QUESTIONS -> CUSTOM QUESTIONS -> Custom question 1, set with TYPE = Tick Box.  Trigger tab: *Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Group bookings" = Trigger all on master*Template Variable = [GUESTCUSTOMQ1] equals ticked (or) not ticked  Booking info tab :*Info Code = LATECHECKIN</div></div>   ===Add invoice items to a booking === <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a fee to all bookings from a channel====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Expedia (for example) Invoice tab:*Add Invoice Item = Add new*Type = Amount*Description = Cleaning fee (for example) - Template variables can be used. *Amount = 50 (for example - the amount of your cleaning fee)*per = Room*Period = one time*VAT = 19% (for example - enter the VAT amount if applicable) The fee will be added the next time the auto actions run. </div></div> <div class="qtymw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a fee (Penalty) to all bookings with an Outstanding Balance==== </div><div class="mw-collapsible-content">You want to add a 2.2% fee to all bookings if there is an outstanding balance 2 days prior to checkin.  Trigger tab: Time :*Trigger Event = Checkin *Trigger Time = -2 days*Trigger Window = 2 days  Booking Conditions:*Status = All not Cancelled *Invoice Balance = Not Zero Invoice tab: *Type = Amount*Description = Payment Fee||[INVOICEBALANCE:2.2%]*Amount = 0 (leave as 0 so the value is set from the calculation in Description field)*Per = Room*Period = one time*VAT = 19% (for example - enter the VAT amount if applicable) The fee will be added the next time the auto actions run. </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a negative value to Direct bookings for Stripe Charges==== </div><div class="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 negative figure.  Trigger tab: Time :*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1day  Booking Conditions:*Status = All not Cancelled  Booking Source:*Booking Source = Direct 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. </div></div> ===Modify description/values of an existing invoice item in a booking === <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Update the Description field of a charge/invoice item==== </div><div class="mw-collapsible-content"> In some cases Channel bookings have different descriptions for the same charge item - i.e. Cleaning, update the description field in the invoice item so they all match, using the format (findthisinvoicedescription^replacewiththisdescription) Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Expedia (for example) Invoice tab:*Add Invoice Item = Update Only*Type = Change Description *Description = Cleaning^Cleaning Service Fee*Invoicee = Ignore (otherwise you can add a specific Invoicee to limit the search)  </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Update all values of a charge/invoice item==== </div><div class="mw-collapsible-content"> You need to change the charges in bookings due to an update in your prices. Tourist Tax (for example), update the description field and value using the format (findthisinvoicedescription^replacewiththisdescription) Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Time Window = 365*Check In From = Select the first date of the Summer Season*Check In To = Select the last date of the Summer Season *Booking Source = Expedia (for example) Invoice tab:*Add Invoice Item = Update Only*Type = Change All *Description = Tourist Tax^Tourist Tax - Summer season 2022 (for example) *Amount = 0.75*Per = Per Person*Period = One time*Invoicee = Ignore (otherwise you can add a specific Invoicee to limit the search)  </div></div> ===Payments/Pending Payments=== <div class="mw-collapsible mw-collapsed"><div class="headline-collapse"> ====Add a pending payment====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking or Before Check-in*Trigger Time = set the time you want to collect the payment*Booking Source =All (for example,you can also set different rules for different channels)*Group Booking Trigger = Trigger only Master (this will trigger on individual bookings and Master booking if a group) Booking Info tab:OptionalAdd a booking info tab for information and reporting*Flag Text = PendingPayment (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Booking tab: Optional*Booking Info Code = PENDPAY*Booking Info Text = Pending payment added Invoice tab:*Payment Type = select on what the payment is calculated (Percent of Balance due OR Group balance if you receive Group bookings)*Description = the text you will see in the "Charges and Payments" tab*Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = enter the amount or percentage you want to collect*Payment Rule = use auto or manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here *Payment Due = Set when the payment is due  Create a Payment Rule to collect a payments when bookings are not cancelled.  Go to Settings > Payments > Payment Rules Payment Rule : Name = Enter your title - Not Cancelled (for example)Action = Auto Payment Trigger : *Booking Status = All not cancelled*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action : *Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse"> ====Add a pending payment - Set the Security Deposit value based on the priceof the booking, using a calculation ====</div><div class="mw-collapsible-content">Trigger tab: "*Trigger Event = After Booking or Before Check-in*Trigger Time = set the time you want to collect the payment*Booking Source =All (for example, you can also set different rules for different channels) Booking tab: Optional*Flag Text = PendingPayment (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Booking Info tab: OptionalAdd a booking info tab for information and reporting*Booking Info Code = PENDPAY*Booking Info Text = Pending payment added Invoice tab:*Payment Type = fixed value*Description = Security Deposit||[COMMISSIONNUMIF<=:[INVOICEFIRSTITEMNUM]:800:200|[INVOICEFIRSTITEMNUM][/.0]4] (Security Deposit is the description, then 2 | symbol, then the calculation for the 'Amount' to be set.) This calculation, tests if the first invoice item value (usually the Accommodation value) is greater than or = 800 if so set the Security Deposit Amount = 1 quarter of the first invoice item value, otherwise set = 200. <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> <span style="font-weight: bold;" >Tip</span> A price value for the invoice item can be specified after a second pipe (|) symbol,this can be used to calculate a price using template variables. If the price value in the description field is zero or absent, the numeric value from the amount field will be used. *Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = 0*Payment Rule = use auto or manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) Payments > Payment Rules they will be available here *Payment Due = Set when the payment is due  Create a Payment Rule to collect a payments when bookings are not cancelled.  Go to Settings > Payments > Payment Rules Payment Rule : Name = Enter your title - Not Cancelled (for example)Action = Auto Payment Trigger : *Booking Status = All not cancelled*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action : *Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Collect outstanding booking balance 3 days prior to arrival( Credit card details were collected at time of booking)====</div><div class="vatRatemw-collapsible-content"> ''''Create a Payment Rule (Optional)'''' Standard payment rules in the system are Auto & Manual, you can create additional rules for the collection of outstanding payments, you can control the collection of payments if the booking status is changed, for example the booking is cancelled before the final payment is due to be collected.  Go to {{#fas: cog}} (SETTINGS) PAYMENTS > PAYMENT RULES Create a Payment Rule to collect payments if bookings are not cancelled. Click '''Create New Payment Rule''' : Payment Rule:*Name = Enter your title - Not Cancelled (for example) *Action = Auto Payment Trigger :*Booking Status = All not cancelled*Any Booking Info Code (optional)*All Booking Info Codes (optional)*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action :*Funding Source = Guest card only*Payment value adjustment = Limit to group booking balance*Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure Prevent Auto Payment :*Prevent payment if booking status = Cancelled*Prevent payment after check-out (days) = 7 (default)*Prevent payment action = Set Manual  '''Create Auto Actions ''' Collect the outstanding balance for bookings created via your booking page.  Go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTIONS and click '''Create New Action''' to create them. '''Collect outstanding balance for direct bookings''' Trigger tab:*Time**Trigger Event = Checkin**Trigger Time = -3 days (set the time you want to collect the payment)**Time Window = 3 days (set this to the same number (positive) as Trigger time. *Booking Source**Booking Source = Direct. You can have different auto actions/rules for direct bookings -v- channel bookings, then select ‘Direct’ this will include manually created bookings and booking page bookings.  *Booking Conditions**Group Booking Trigger = Trigger only Master**Status = All not cancelled**Invoice Balance= Not Zero (can be used to refine the auto action being triggered) Booking tab: Optional*Flag Text = Pending payment added (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Booking Info tab: Optional, for information and reporting*Booking Info Code = BALANCE (for example enter the value - use one word only)*Booking Info Text = Enter the description/text to show in for the Booking Info Code.  Invoice tab: <div class="warning">{{#fas:exclamation-triangle}} ONLY use Payment Type =‘ Percent of Group balance due’ if you selected Trigger tab > Booking Conditions > Group Booking Trigger = Trigger Only Master.</div>  *Add a Pending Payment to the booking**Payment Type = Percent of Group Balance due (select on what the payment is calculated) **Description = the text you will see in the "Charges and Payments" tab**Status = if you use the status function add the status you want to apply to the pending payment (optional)**Amount = 100 (this will be 100% of the outstanding group balance) **Payment Rule = Not Cancelled - See Step 4 above (if you have set up payment rules in {{#fas:cog}} (SETTINGS) PAYMENTS ->PAYMENT RULES they will be available here) **Payment Due = Trigger date**Payment time = set the time to collect payment**Invoicee = If you use the "invoicee" function you can select which invoicee the pending payment will be assigned to. </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ===='Capture' a Security Deposit when Credit card is collected at time of booking. ====</div><div class="mw-collapsible-content"> Trigger tab:*Trigger Event = After Booking *Trigger Time = immediate*Booking Source =All (for example, you can also set different rules for different channels) Info Codes:Any Booking Info Code = CARDTOSTRIPE Invoice tab:*Payment Type = Fixed amount*Description = Security Deposit (the text you will see in the "Charges and Payments" tab)*Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = 100 (balance is full price so 100% of the balance)*Payment Rule = Security Deposit (Create a Payment Rule, see below) *Payment Due = check in  <span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> Automatic collection is only available for customer who use [[Stripe]]. Create a Payment Rule to 'Capture' a payment only. Captured payments will only be valid for 7days, then it will expire, if the booking is for a longer period, then you can create a second Capture, you will need to create another auto action for this. Go to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES Payment Rule : *Name = Enter your title - Security Deposit (for example)*Action = Auto Payment Trigger :*Booking Status = select from the drop down list*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action :*Capture = Yes/No - immediately charged (Capture=Yes), if you want to make sure that the amount is available for later capture (Capture=No) *Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply an info code and and/or icon when a payment was made====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Invoice Balance = Any Payment made Booking Info tab:*Booking Info Code : Enter the preset code for the icon or info code which you have created in {{#fas:cog}} (SETTINGS) ACCOUNT->PREFERENCES.00*Booking Info Text : Enter the text you wish to show Process Template Variables : When created </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Automatically apply invoice number at check-out - ''Select from predefined templates'' ====</div><div class="mw-collapsible-content">'''Trigger tab:''' *Trigger Event = Check-out*Trigger Time = Immediate*Time window = 1 day Booking Conditions:*Status = Confirmed Info Codes:*Any Booking Info Code = CHECKOUT (optional only if you use the check-out function) '''Invoice tab:''' *Assign Invoice Number = yes</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Using Pending Payments as a Payment Reminder====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking or Before Check-in*Trigger Time = set the time you want to add the pending payment to the booking*Booking Source =All (for example,you can also set different rules for different channels) Booking Info tab:*Optional, add a booking info tab for information and reporting Booking tab:Optional*Flag Text = PaymentDue1 (for example), set multiple if multiple payments are required. *Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Invoice tab:*Payment Type = select on what the payment is calculated (Percent of Balance due)*Description = the text you will see in the "Charges and Payments" tab*Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = enter the amount or percentage you want to collect*Payment Rule = Manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here *Payment Due = Set when the payment is due The Pending Payment Report is available in Bookings > Pending Payments. This report can be used to see outstanding pending payments, this can be used to see all outstanding payments, when payment gateways other than Stripe are used, the Pending Payments report can be used to see outstanding payments and a checklist for bank transfers.  </div></div> ===Booking Flags/Colours=== <div class="typemw-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 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 variable can be reflected in the Email.</div></div> <div class="mw-collapsible mw-collapsed"><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====</div><div class="mw-collapsible-content">Trigger tab: *Trigger Event = Check-in*Trigger Time = -365 (for example : must be a negative value and the same as the value in Trigger window)*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Invoice Balance = Any Payment made Message tab:  *Send Email : select appropriate option*Enter : Subject and Email content Booking tab: (optional) *Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour Booking info tab : (optional) *Booking Info Code : DEPOSITPAID (for example)*Booking Info Text : additional text if required.  Setting details with the Booking tab and Booking info tab allows you to trigger additional (follow on) Auto Actions and Reports.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when booking is fully paid====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All not cancelled*Invoice Balance = ZERO Booking tab:*Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag/colour for a booking coming from a certain channel - ''Select from the predefined template'' ====</div><div class="mw-collapsible-content"> '''Trigger tab:''' *Trigger Event = Booking*Trigger Time = Immediate*Booking Source = Booking.com (for example) '''Booking tab:''' *Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the email.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when NO payment is made - ''Select from the predefined template''====</div><div class="mw-collapsible-content"> '''Trigger tab:''' *Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1 day Booking Source:*Booking Source = All Booking Conditions: *Booking Status = All not cancelled*Invoice Balance = No payment made '''Booking tab:''' *Execution = One time only*Flag Text = Not Paid*Flag Colour = fee0dd</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 = 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 - ''Select from predefined template'' ====</div><div class="mw-collapsible-content"> '''Trigger tab:''' *Trigger Event = Booking (but not after check-in)*Trigger Time = Immediate*Trigger Window = 999 Booking Source:*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 - fee0dd</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag to Booking.com bookings and auto report the Credit Card when a payment FAILS at Stripe====</div><div class="mw-collapsible-content"> Go to Settings > Channel Manager > Preferences and set Auto report failed cards = Yes '''Trigger tab:''' *Trigger Event = Booking (but not after checkout)*Trigger Time = Immediate*Trigger Window = 999 Booking Source:*Booking Source = Booking.com Booking Conditions:*Booking Status = All not cancelled*Booking Info Code = BOOKINGCOMCARD '''Booking tab:''' *Execution = One time only*Flag Text = Failed CC reported to Booking.com *Flag Colour - choose the flag colour</div></div> ===Status changes===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ==== Change the status of all "Request" bookings to "Cancelled" after three days ====</div><div class="mw-collapsible-content">Trigger tab*Trigger Event = Booking*Trigger Time = 3 days*Booking Status = Request Booking tab:*Execution = One time only*Booking Status = Cancelled</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ==== Change the status of all bookings which have been imported from Ical to "Request" ====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Ical Import (1, 2, 3) Booking tab:*Execution = One time only*Booking Status = Request Booking changes are applied before the mail is sent.</div></div>  <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ==== Change Room Unit Status when guest checks out ====</div><div class="mw-collapsible-content">Trigger tab*Trigger Event = Check-out*Trigger Time = Immediate*Trigger Window = 1 day*Booking Status = All but not cancelled*Any Booking Info Code = CHECKOUT Booking tab:*Execution = One time only*Change Room Unit Status = Select the option It is assumed you use the Checkin/Checkout feature in the Dashboard,if not you can either manually add Checkin to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.</div></div> ===API/Webhook===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Use API/Webhook to write to the field 'Message'====</div><div class="mw-collapsible-content"> You can use a webhook in conjunction with the API JSON function '''setBooking''' to write to any field in the booking. First you have to configure access to the API:  You need two keys to use our API JSON functions - one for the API itself and one for the property. The keys have to consist of 16 characters of your choosing.<br> '''API key:'''*{{#fas:cog}} (SETTINGS) ACCOUNT -> ACCOUNT->ACCESS "API Key 1"*API Key = my_very_secret_api_key*API Key Access = allow any IP*IP Whitelist = [leave empty]*Allow Writes = Yes*Property Access = Owned by this account only*'''Property key:'''*{{#fas:cog}} (SETTINGS) PROPERTIES > ACCESS > propKey = secret_key_for_prop_XXXXXX Set the triggers you need, for example: Booking Field Contains: Message = XXX Set the webhook like this: * URL = <nowiki>https://api.beds24.com/json/setBooking</nowiki>* Custom Header = [leave empty] Body Data::{::"authentication":::{:::"invoiceeIdapiKey": "my_very_secret_api_key",:::"propKey": "secret_key_for_prop_XXXXXX"::},::"bookId": "[BOOKID]",::"message": "[MESSAGE] - Append this message"
:}
</div>
</div>
 
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
 
====Use API/Webhook to write the value of the 'commission' field to a new invoice item====
</div>
<div class="mw-collapsible-content">
You can create a new invoice item that contains the price of the channel's commission as a negative value to subtract it from the room price. You use the API JSON function '''setBooking''' for this. First you need to configure access to the API:
 
You need two keys to use our API JSON functions - one for the API itself and one for the property. The keys have to consist of 16 characters of your choosing.<br>
'''API key:'''
*{{#fas:cog}} (SETTINGS) ACCOUNT -> ACCOUNT->ACCESS "API Key 1"
*API Key = my_very_secret_api_key
*API Key Access = allow any IP
*IP Whitelist = [leave empty]
*Allow Writes = Yes
*Property Access = Owned by this account only
*'''Property key:'''
*{{#fas:cog}} (SETTINGS) PROPERTIES > ACCESS> propKey = secret_key_for_prop_XXXXXX
 
Set the triggers you need, for example:
 
Booking Source = Booking.com
 
Set the webhook like this:
 
*URL = <nowiki>https://api.beds24.com/json/setBooking</nowiki>
*Custom Header = [leave empty]
 
*Body Data =
:{
::"authentication":
::{
:::"apiKey": "my_very_secret_api_key",
:::"propKey": "secret_key_for_prop_XXXXXX"
::},
::"bookId": "[BOOKID]",
::"invoice":
::[
:::{
::::"description": "Booking.com Commission",
::::"status": "",
::::"qty": "1",
::::"price": "-[COMMISSIONNUM]",
::::"vatRate": "7.00",
::::"type": "0",
::::"invoiceeId": ""
:::}
::]
:}
</div>
</div>
 
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
 
====Use Auto Action/Webhook to write to send data to Integromat====
</div>
<div class="mw-collapsible-content">
 
You can use this option to send data to your Integromat account.
 
Set the rules in the Trigger tab, when you need to send the data to Integromat.
 
Go to Webhook tab:
 
URL = https://hook.integromat.com/ followed by your integromat account key.
 
Body Data = you can use the template variables allows in the list for Integromat [[https://wiki.beds24.com/index.php/Make#Data_Fields Data fields]]
 
For example :-
 
bookingData={
 
"bookId":"[BOOKID]",
 
"guestMobileNum":"[GUESTMOBILENUM]",
 
"guestMobile":"[GUESTMOBILE]",
 
"guestSMS":"[GUESTSMS:44]",
 
"guestFirstName":"[REPLACE|&|and|[GUESTFIRSTNAME]]",
 
"propertyName":"[PROPERTYNAME]",
 
"propertyId":"[PROPERTYID]",
 
"firstNight":"[FIRSTNIGHTSHORT]",
 
"lastNight":"[LEAVINGDAYSHORT]"
 
}
 
</div>
</div>
 
===Testing for Modified bookings===
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Use Template Variables to test for Modified bookings====
</div>
<div class="mw-collapsible-content">
 
You can test if the booking has been modified, adding a booking info code to the booking will then allow you to trigger other auto actions, run reports etc.
 
Trigger tab
*Trigger Event = Booking (but not after Check-in) OR Booking
*Trigger Time = 1 day (this will ensure that NEW bookings do not trigger this auto action)
*Time Window = 365 days
*Booking Status = All not cancelled
 
*Template Variables [IF>^[MODIFYDATE:{%Y-%m-%d %H:%M:%S}]^[CURRENTDATE:-1day{%Y-%m-%d %H:%M:%S}]^yes~no] equal yes
 
Booking tab: (Optional)
*Flag text = (enter the text you require)
*Flag Colour = Set as required
 
Booking Info tab : (optional)
*Booking Info Code = MODIFIED
*Booking Info Text = Booking modification
</div>
</div>
Lesley
2,902

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