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Auto Actions

78,810 bytes added, 19 February
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== 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 or whether you want to use a template that you 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'.  *To DELETE an Auto Action, click "Edit" on an existing auto action, scroll to the bottom of the page and click 'Delete'.  '''Trigger Action : '''  You can choose to trigger an auto action automatically or manually. *'''Manual:''' If set to manual actions can be triggered manually from the MAIL/ACTION tab of each booking.  *'''Auto:''' Auto action will automatically trigger on a booking based on the rules set in the Trigger tab. Check the details in the MAIL/ACTION tab of each booking. You will see if the auto action has triggered and when, if it has not triggered then you can check if it is due to trigger and when. ===Setup Outgoing Email Service - Required for sending Emails via Auto Actions===Go to {{#fas:cog}} (SETTINGS) ACCOUNT -> OUTGOING EMAIL and follow the instructions to connect your email address/account to Beds24. '''Auto sending:''' The auto action batch process runs multiple times per hour. Auto Action Emails which are sent automatically by the system are sent from the EMail address of the account that created the Auto Action. This is the account set up in in {{#fas:cog}} (SETTINGS-) ACCOUNT-> OUTGOING EMAIL. Automatic actions will trigger every 15 minutes.
'''Manual sending:'''
When sending manually by clicking on the 'Send now' button you will need to make sure you are logged into the account which uses the Email address of the user you want to send fromare logged in as will be be used.
'''Before setting up an auto action please note<span style="color:'''#fe746c;“ >{{#fas:exclamation-triangle}} </span>To use this function you need to set the system to use your own Email address for outgoing emails under {{#fas:cog}} (SETTINGS) ACCOUNT -> OUTGOING EMAIL.
<span style="color:#fe746cf3e504;“ font-size: 150%;" >{{#fas:exclamation-trianglelightbulb}} </span>To use this function you need Confirmation emails will send automatically to set the system to use your own Email address for outgoing emails under guest. You can customize them in {{#fas:cog}} (SETTINGS ) GUEST MANAGEMENT -> ACCOUNT -> OUTGOING EMAILCONFIRMATION MESSAGES.
<span style="color: #f3e504; font-size: 200150%;" >{{#fas:lightbulb}} </span> Confirmation The auto actions will appear on the 'Mail & Actions' tab of each booking where you manually trigger the email/messages will send automatically /changes to the guest. You can customize them in SETTINGS -> GUEST MANAGEMENT -> CONFIRMATION MESSAGESbooking.
<span style="color: #f3e504; font-size: 200150%;" >{{#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 email/messages the Booking and Invoice actions will also be applied before sending the mail.
===Auto Actions and Subaccounts===
Auto Actions are account functions, i.e. they apply per account.
'''1. Account A ''' (master account or subaccount) in which the auto action was created.
Auto Actions are available according to the "Property" setting in the "Trigger" tab. I.e. either for
*all properties visible in the account (properties belonging to the account, properties available in the account).
'''2. Another account B ''' (master account or sub-account) in which the Auto Action has not been created.
Auto Actions are only available for properties that belong to Account A and have been made available in Account B.
Sets the criteria which have to be fulfilled to start the Auto Action.
"Booking Source" = "Direct" applies the Auto Actions only to bookings from your own web site'''Property, manually added bookings and bookings imported though the API (not the channel manager). If you want to apply and Auto Action only to manually added bookings add your username in the "Referrer" field. Room, Unit'''
"Trigger Time" defines when You can refine the action is allowed to start. Once use of the Auto Action, by specifying if it has started it is allowed to go for the "Time Window" period. When the "Time Window" period has elapsed the auto action stopsshould trigger on specific properties or all properties/rooms.
Both "Trigger Time" and "Time Window" are relative to You can select if it should trigger on All properties, All Owned by, All visible in account or a "Trigger Event" ispecific Property.e. check-in, check-out, time of bookingIf you select a specific Property then you can also select a specific Room id.
== Actions ==It is possible to 'Exclude' specific Beds24 Room ids, you can find the Room id from the Room Setup.
=== Messaging/Email ===Go to Email to create or modify a prepared Email template. Templates If required, you can contain [[Template Variables]] to include information also specify specific to the booking Offers/Units in the Email, for example the guests name or the arrival dateRoom Types.
*To send Emails automatically Send/Exclude Property Groups, this will use the values you need to set up your outgoing Email address have entered in {{#fas:cog}} (SETTINGS -) BOOKING PAGE > ACCOUNT -MULTIPLE PROPERTIES > OUTGOING EMAILPROPERTY SETTINGS > GROUP KEYWORDS.
*To send Emails manually open a booking and go to the MAIL tab. Manual Emails will open in a window, you may send it as is or edit it before sending.'''Time'''
Some systems have a limit of about 2000 characters "Trigger Time" defines when the action is allowed to start. Once it has started it is allowed to go for this form of email generationthe "Time Window" period. If When the email will not open try reducing "Time Window" period has elapsed the amount of textauto action stops.
If Auto Action Emails Both "Trigger Time" and "Time Window" are send automatically they are send through your Email serverrelative to a "Trigger Event" i. You should see this on your servere. Whether you see it check-in your Sent box or not depends on your Email program, check-out, time of booking.
If Auto Action Emails are sent manually via a link "Between Booking and Check in the "Email Templates" list in can be used to include/exclude Same day/Near term bookings, set 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 programnumber of days.
If this does not work it will pop "Check In From" and send through your desktop. "Check In this case To" use if you will see it in your Sent boxhave specific information relating to bookings between these dates, special offers, major disruptions etc.
==== Email Attachments ====You can choose to attach an invoice or a booking template as a PDF file to emails sent by Auto Actions. '''Booking Source'''
If you send Emails with pdf attachment (invoice"Booking Source" = "Direct" applies the Auto Actions only to bookings from your own web site, booking template) to Alias-Email addresses created by channels manually added bookings and bookings imported though the channel might block the attachment so it is API (not delivered to the guestchannel manager). Ask If you want to trigger only on manually added bookings add your channel about their policy regarding thisusername in the "Referrer" field.
Other files can not be attached. We recommend you use a link to a file you upload to your web site.'''Booking Conditions'''
=== SMS ==="Group Booking Trigger" - use the (?) context help for the options.You can automatically send SMS messages. Please note that a fee per SMS message applies if "Invoice Balance" - use this function is activatedto for payments and reminders.
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> The SMS will send in the language of the account, not the language of the booking. Read Example 17 for a way to control the language of the SMS.'''Info Codes'''
=== If you use Booking ===Go to the tab 'Booking' Info Codes in your bookings, you can enter values to set up an auto action which modifies something in the bookinginclude/exclude bookings.
=== '''Booking Info ===Set up auto actions which automatically add or remove info codes. Fields'''
=== Invoice ===Automatically add invoice items or pending paymentsSelect the appropriate fields from the drop down lists. You can also use an AND/OR option.
Invoice changes are applied before "Template variables" can be used in the mail is sentfields to generate dynamic values based on the booking.See the options in this section [[Template_Variables#Smart_Logic_Template_Variables|Smart Template Variables]]
==Actions = API ===Create auto actions which trigger HTTP POST notifications.
=== Webhook Messaging/Email ===Create auto actions which trigger Go to "Messaging" to create or modify a web hook when prepared Email/Message template. Templates can contain [[Template Variables]] to include information specific to the trigger conditions are metbooking in the Email/Message, for example the guests name or the arrival date.
== Test ==Test why an auto action did not trigger*To send messages via the Message API, then enter the text in the PLAIN text box, for emails, enter the text in the HTLM Box.
== Troubleshooting == '''If Auto Actions do not *To send:''' The list in the "Mail" tab of the booking will tell Emails automatically you why. Common causes are: *Is need to set up your outgoing Email address working? Go to in {{#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 booking set to allow Allow Auto Actions ("Mails" tab of the booking)? *Do all trigger events apply to the booking?
'''Auto Action is not editable''' *To have write access to an auto action an account needs to have write access to all properties send Emails manually open a booking and go to which the auto action appliesMAIL/Action tab. This might not be the case if Manual Emails will open in a window, you use sub accounts and the Auto Action may send it as is set to trigger for "All Properties"or edit it before sending.
'''You don't Some systems have permission to access control2.php on a limit of about 2000 characters for this server''' error message, when the save button is clicked It is most likely something in your content triggering the firewallform of email generation. Try adding If the content bit by bit until you find the item causing the problem. Often it is a script or HTML item that appears to email will not open try reducing the firewall as a possible hacking attack. It can also be something that looks innocent like a combination amount 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 ittext.
If Auto Action Emails are sent automatically they will 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.
== Examples ==If Auto Action Emails are sent manually via a link in the "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.
If this does not work it will pop and send through your desktop. In this case you will see it in your Sent box. === Send Emails/Message/SMS to guests = Email Attachments ====You can choose to attach an invoice or a booking template as a PDF file to emails sent by Auto Actions.  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 class="mw-collapsible mw-collapsed"><div class="headline-collapse" > =HTML and Templates===Send an Email to the guest when the status of a booking changes If you use HTML you will need to "Cancelled"====</div><div class="mw-collapsible-content">make sure your code is correct and clean otherwise it might trigger our firewall.
Trigger tabHTML messages created by third party services is often convoluted and might contain critical content. Some tools like https:*Trigger Event = Check-//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*Trigger Time = -365*Trigger Window = 365*Booking Source = All (for example)*Booking Status = CancelledBeds24.
Message tab: *Trigger Action = Auto== SMS ===*Send Email = Guest You can automatically send SMS messages. Please note that a fee per SMS message applies if this function is activated.
<span style="color:#fe746c019cde; font-size: 150%;“ >{{#fas:exclamationinfo-trianglecircle}} </span> If you are using deposit collection make sure SMS can only be used to communicate Information about a current booking. For legal reasons you set SETTINGS->PAYMENTS->PAYMENT COLLECTION "Non Payment Booking Status" = Requestcan not use SMS for marketing purposes including discounts or vouchers.
</divspan style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </divspan>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.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > =Booking ===Change Go to the status of all upcoming direct bookings tab 'Booking' to "Cancelled" and send set up an Email to auto action which modifies something in the guest ====booking.</div><div class="mw-collapsible-contentExecution">Trigger tab:*Trigger Event = Check-in*Trigger Time = -14 (for example to cancel default is 'One time only' or 'Allow Repeats' This action can run one time only or repeat within the bookings for the next two weeks)*Trigger Window = 14*Booking Source = Direct *Booking Status = All Not Cancelledtrigger time period.
Booking tab<span style="color: *Booking Status #fe746c;“ >{{#fas:exclamation-triangle}} = Cancelled</span> Emails are always triggered once only regardless of this setting.
Message tab: *Trigger Action = Auto*Send Email = Guest</div>= Booking Info ===<Set up auto actions which automatically add or remove info codes. This is good practice for reporting and also to trigger/div>exclude bookings from other auto actions.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > =Invoice ===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 cancelled
Booking tab:Automatically Assign Invoice Number. Automatically add/update invoice items or pending payments.*Execution = One time only*Booking Status = No ChangePending payments can use Payment Rules defined in {{#fas:cog}} (SETTINGS)->PAYMENTS->PAYMENT RULES.
Message tab or SMS tab:*Update details as appropriate</div></div>Invoice changes are applied before the mail is sent.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > =API ===Send an message 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 inCreate 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 === 7 to 999*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 message or SMS to Guest when booking made more last minute booking - 6 days or less====<When you create a 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 = Booking (but not after checkProperty name -can be accessed in)template variable [PROPERTYNAME] *Trigger Time = Immediate*Trigger Window = 1 dayBetween Booking and Check Property Address - can be accessed in = 0 to 6*Booking Status = All not cancelledtemplate 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 or SMS tab:*Update details as appropriate<There are additional Property Templates that can be used in Messages/div><Emails/div>SMS to the guest that can be customised for each Property. Each Property Template can hold customised text that can be used in Auto Actions, Booking Templates, Invoices and Reports.
<div class="mw-collapsible mw-collapsed"Go to {{#fas:cog}} (SETTINGS) ><div class="headline-collapse" PROPERTIES > ====Send an Email with a key code for a specific unit one day before check-in====</divDESCRIPTION ><div class="mw-collapsible-content">Trigger tab:*Trigger Event = Check-in*Trigger Time = -1 day*Trigger Window = 1 day *Booking Status = All not cancelled*Unit = Select the number of PROPERTY TEMPLATES you will see the unit you want to send this message to. Note list that the number represents the index of the unit not its nameare available.
Booking tab:*Execution = One time only*Booking Status = No ChangeWhen you create each Room/Unit the information is held in Room/Unit specific template variables.
Message tab: *Enter your text. If you are using You will find the "Additional Information" function SETTINGS->PROPERTIES->ROOMS->SET UP "full list of Room/Unit Names" Template Variables when you can use template variables go to [[Template_Variables#Room_Variables|Room Variables]]
Example: Your room is See the full list of [UNITNAME[Template Variables]. Check-in from: [UNITNAME:1] . 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"You can send a message/email to your guests, confirming their booking date, property details and property contact details. The context help for this setting will explain how Use the property, room and booking templates to do thisbuild the message/email in one Auto Action, rather than one auto action per property.</div></div>
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an Email This approach will reduce the ongoing management, update one Auto Action and it will apply to all/selected properties rather than having to edit multiple auto actions with the guest 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)same overall message.
Message tab: *Enter your text. You can use Invoice Template variables showing ===Example 1 - Each property has a different access code for the booking charges/payments.</div></div>main building door ===
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an Email to guests from Channels====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source = Channel ManagerYour properties have security doors with keycodes, each property has a different code.
Booking tabGo to {{#fas:*Execution = One time only*Booking Status = No Change cog}} (SETTINGS) >PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES > Property Template 1 enter the Building Access Code, use this same field in each property and set the appropriate code.
Message tab: *Send Email = Guest *Enter you Then in the Auto Action use [PROPERTYTEMPLATE1] in the textrather than the actual value. If you are using the "Additional Information" function SETTINGS->PROPERTIES->ROOMS->SET UP "Unit Names" you can use template variables
Example*Please use this code to Access the Main building Door: Your room is [UNITNAME]. Check-in from: [UNITNAME:1] . The key code is: [UNITNAME:2PROPERTYTEMPLATE1]
The template variables will only work if you have entered text in SETTINGS->PROPERTIES->ROOMS->SET UP "Unit Names". The context help There is no need for this setting will explain how a separate auto action due to do thisthe front door keycode being different.</div></div>
===Example 2 - Housekeeping/Cleaning Team is different for each Property. ===
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Each of your properties has a message (Email or sms) different housekeeping/cleaning team and you need to guests that have Checked-out 30 days or more====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Check-out*Trigger Time = 30 days*Trigger Window = 365 days send them an email with the booking details for each booking.
Message or SMS tabGo to {{#fas:Enter cog}} (SETTINGS) >PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES > Property Template 5 enter the details you want to sendemail address for Housekeeping/Cleaning team.
Booking tab: (optional)In the Auto action, *Execution "Send Message" = One time onlyInternal Only.*Flag Text "Internal Email Address" = The text you want to display*Flag Colour - choose the flag colour</div></div>[PROPERTYTEMPLATE5]
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send There is no need for a Request for payment separate auto action as the message will be sent to your guests for all bookings====</div><div class="mw-collapsible-content">Trigger tab:the appropriate email from property template 5.
*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 1 day Booking Source = ALL (or select If you have different teams per room, then use a Room template rather than the booking source/Channel)Property Template.
Message tab: ===Example 3 - Send email to a Group of Properties (not all) ===
Send Email : select the appropriate optionYou 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.
Plain Text (Using Message API)*Subject - enter To assign the subject for "Group" to your Guests*Plain Text Message Properties, go to {{#fas:- enter the Message text you wish to send to your guests include the payment link cog}} (SETTINGS) > BOOKING ENGINE > MULTI BOOKING PAGE > PROPERTY SETTINGS > GROUP KEYWORDS.
https://beds24Enter a Group name, it needs to be a single word - for example you want to identify all 4 bedroom properties, then you can add 4BEDS and add this to all 4 Bedroom properties you have.com/bookpay.php?bookid=[BOOKID]
You Each property can find extra options to add to the payment link if you want to refine the details httpsbe in multiple groups, enter multiple keywords separated by a comma, for example ://wiki- 4BEDS, OceanView, Dublin.beds24.com/index.php/Category:Payments#Payment_Request
HTML Message (Send Email) *Edit Email Subject - In the Trigger tab of the Auto Action, enter the subject for your GuestsGroup keyword in *Edit Email Text :- enter the Email text "Send Only To Property Groups" OR "Exclude Property Groups" you wish want 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 /exclude from the template variables for other optionsAuto Action.
Booking tab<span style="color:#f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> This filter will not apply if you are triggering on a single property.
*Execution = One time only*Flag Text = The text you want to displayUsing Smart Logic Template Variables ==*Flag Colour - choose the flag colourBooking changes are applied before the mail is sent so that the flag You can use smart logic template variable can be reflected in the Emailvariables to trigger auto actions for specific conditions.</div></div>
<div class="mwIf you want to send a message on a specific day of the week :-collapsible mw-collapsed"><div class="headline-collapse" >
====Send 1) You need to send a Request for payment message to your remind the guests XX days before arrival====to put the rubbish bin out for collection on a Wednesday night. </div><div class* [IF="mw-collapsible-content">Trigger tab:[CURRENTDATE:{%u}]:3:yes|no] will test if the current date is a Wednesday
*Trigger Event = Check-in *Trigger Time = -42*Trigger Window = 1 day Booking Source = ALL (or select 2) Remind the guest that the cleaning lady will be at the booking source/Channel)apartment on Friday morning.
Message tab* [IF=: [CURRENTDATE:{%u}]:4:yes|no] will test if the current date is a Thursday
Send Email : select %u ISO-8601 numeric representation of the appropriate optionday of the week 1 (for Monday) through 7 (for Sunday)
Plain Text (Using Message API)== Performance and Testing ==*Subject - enter Auto actions will test up to 1000 bookings per cycle, if your trigger condition involves more than 1000 bookings, the subject for your Guestsnext 1000 will be tested on the next cycle etc.*Plain Text Message :- enter If you require the Message text you wish fastest speed, ensure your trigger is designed to send to your guests include the payment link test less than 1000 bookings.
https://beds24The 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.com/bookpayFor example a trigger that tests all bookings from booking time for 1 year will test many bookings while a trigger that tests only the 7 days before check-in will test less bookings and perform faster.php?bookid=[BOOKID]
You can find extra options to add to The test tab of the payment link if auto action has a button that will show you want to refine how many and which bookings are being tested by the details https://wikiauto action.beds24.com/index.php/Category:Payments#Payment_Request
HTML Message (Send Email) *Edit Email Subject - enter the subject for your Guests*Edit Email Text :- enter the Email text you wish It is also possible to send to your guests include template variable [PAYLINK] this creates specify a payment link (HTML A tag) for the payment request for the amount in the booking deposit field number and test if non zero, otherwise the outstanding balance. Check the template variables for other optionsauto action would trigger on that booking with some diagnostics information shown to help trouble shooting.
'''Optimising your auto actions''' You can trigger multiple actions in one auto action,
*send an email/api message to the guest,
*send an SMS, update booking settings,
*add/delete a booking info code,
*trigger a webook,
*add a pending payment,
*update/add/delete a Charge/Payment item,
*assign an invoice number.
Booking tab:There is no requirement to set an individual auto action for each item if they can all apply at the same time.
*Execution <span style= One "color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> '''It is not possible to specify a specific time only*Flag Text = for the auto action to trigger.''' The text you want to display*Flag Colour - choose use of the Trigger time 'Immediate' + 14 hrs (for example) will not trigger the flag colourBooking changes are applied before auto action at 2pm local time, this will be the mail is sent so that first time the flag template variable can booking could be reflected in checked to see if all other conditions are met, and added to the Emailbatch for processing.</div></div>
<div class== Troubleshooting == '''If Auto Actions do not send:''' The list in the "Mail"mwtab of the booking will tell you why. Common causes are: *Is your outgoing Email address working? Go to {{#fas:cog}} (SETTINGS) ACCOUNT-collapsible mw-collapsed>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?<div class=*Is the booking set to allow Allow Auto Actions ("headline-collapseMails" >tab of the booking)? *Do all trigger events apply to the booking?
====Send a Request for payment to your guests XX days after booking==== '''Delayed trigger of Auto Action:'''</div><div class="mw-collapsible-content"> See section Performance and testing above.
You allow your guests '''Auto Action is not editable''' To have write access to make X number of payments 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 their booking"All Properties".
'''You can not trigger the auto action multiple times, unless you manage don't have permission to access control2.php on this manuallyserver''' error message, therefore 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 need find the item causing the problem. Often it is a script or HTML item that appears to create multiple auto actions, so if you allow 3 payments for their booking, then you will need 3 auto actionsthe firewall as a possible hacking attack.  You will need to manually add It can also be something that looks innocent like a Booking Info Code to each booking combination of numbers and words like "and" or "or" that hackers often use in sql injection attacks. Once you have agreed to allow X paymentsfind the item causing the problem, try rewording it.
'''Create Auto Action oneis not visible in a sub account'''Trigger tab: If you have sub accounts and need an auto action to be used across multiple accounts/properties, then create the auto action at the Master Account Level and set Property = 'All visible in account' and ensure the Master account has access to the properties.
*Trigger Event = Booking (but not after check-in)*Trigger Time = +7 days*Trigger Window Examples = 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.
=== Send Emails/Message tab: /SMS to guests ===
Send Email <span style="color: select #019cde; font-size: 150%;“ >{{#fas:info-circle}} </span> Message API messages will be shown in the message tab of the booking and in the appropriate optionChannel Message centre. Currently this is only available for Booking.com and Airbnb.
*Edit Email Subject <div class="mw-collapsible mw- enter the subject for your Guestscollapsed">*Edit Email Text :<div class="headline- enter the collapse" > ====Send an 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 guest when the status of a booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options. changes to "Cancelled"====</div><div class="mw-collapsible-content">
Booking '''Trigger tab:'''
Time:*Execution Trigger Event = One time onlyCheck-in*Flag Text Trigger Time = The text you want to display-365*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.Trigger Window = 365
Booking Source*Booking Source = All (for example) Booking Conditions*Booking Status = Cancelled '''Message tab''Create additional Auto ': 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 each period your Guests *Plain text box - will send to channels using Message API Message Text :- enter the text you want wish to trigger'''send to your guests include URL. Template variables can be used [[Template_Variables| see here]]
'''Create Auto Action 2 (and 3, 4, 5 *HTML box - how may you need) '''*Trigger Time = +14 days (days you want to collect the payments)*Trigger Window = 1 day Email will be sent
'''Setup booking info code'''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]]
Go to SETTINGS -> ACCOUNT -> PREFERENCES -> BOOKINGS -> Booking Info Code Values and enter MULTIPLE (or the value you want to use to trigger)
'''Update <span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> If you are using deposit collection make sure you set {{#fas:cog}} (SETTINGS) PAYMENTS->PAYMENT COLLECTION "Non Payment Booking to allow Multiple payments'''Status" = Request.
*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)
</div>
</div>
 
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Send a Request Change the status of all upcoming direct bookings to 'Capture' a Security deposit from your guests XX days before check-in - with Stripe"Cancelled" and send an Email to the guest ====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
You want Time: *Trigger Event = Check-in*Trigger Time = -14 (for example to capture a Security Deposit cancel the bookings for bookings on the day before check-in from your guest.next two weeks)*Trigger Window = 14
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.Booking Source:*Booking Source = Direct
You will need to create multiple emails to capture the payment multiple times for the same booking.Booking Conditions:*Booking Status = All Not Cancelled
Booking tab:
*Booking Status = Cancelled
'''Create Auto Action oneMessage tab:'''Trigger 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.
*Trigger Event = Check-in*Trigger Time = -1 days*Trigger Window Send Message = 1 day *Booking Source = ALL (or select the booking sourceAPI/Channel)*Status = All not cancelled Message tab: Smart Email
Send If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email : select address. If only a masked Email address is available the message sends via the appropriate optionchannels API messaging systems if possible.
*Edit Email Subject - enter If no connection to a messaging system is available the subject for your Guests*Edit Email Text :- enter message will send to the Email text you wish to send to your guests include URL below, change address from the pay=100 to "Mail & Actions" tab of the value you requireEmail.
https://beds24.com/bookpay.php?bookid=[BOOKID]&g=st&capture=0&pay=100.  Booking info tab: (Optional)*Email Subject - enter the subject for your Guests
*Booking Info Code = SECDEPOSIT (for example)*Booking Info Plain Text = Security deposit request sent.Box - will send to channels using Message API
</div></div> <div class="mwMessage Text :-collapsible mw-collapsed"><div class="headline-collapse" >enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]]
====Send an Email in the guests language to an internal *HTML box - 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.will be sent
Trigger tabEmail Text :*Booking Field Contains - select "Language" It is possible to use the same details (URL) as in the next field enter: the short code for the language this Auto Action is forPlain Text box above.Template variables can be used [[Template_Variables| see here]]
Email tab:
*Enter the message in the appropriate language under your default language.
</div>
</div>
<div class="headline-collapse" >
====Send an message or SMS to Guest when booking made more than 10 days in a certain language (if it is the language of the booking) or a default languageadvance====
</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 = Check-in*Trigger Time = -365 days*Trigger tab: Whatever you wantWindow = 355 days
Booking tabConditions: Whatever you want*Booking Status = All not cancelled
SMS Booking tab:*Phone Number Execution = [GUESTMOBILE]One time only*SMS Booking Status = No Change '''Message = [IF=tab''':[GUESTLANGUAGE]:fr:French_text|English_text]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/div>Smart Email </div>If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
<div class=If no connection to a messaging system is available the message will send to the Email address from the "mw-collapsible mw-collapsedMail & Actions"><div class="headline-collapse" > ====Send Remotelock/Lockstate, Nuki PIN or Chekin Link ====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = Check-in*Trigger Time = -2 (the number of days before check-in you want to sent the code or link) *Trigger Window = 2*Booking Source = All*Booking Status = All but not cancelled*Group bookings = Trigger all on master*Info Code = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URLEmail.
Message tab: *Send Email = Booking API/Email Smart *EMail Subject = Your access code (- enter the subject for your text)*Email Text = Your text which includes the template variable [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN]</div></div>Guests
<div class="mw*Plain Text Box -collapsible mw-collapsed"><div class="headline-collapse" >will send to channels using Message API
====Send Email to all current guest ====</div><div class="mw-collapsible-content">Trigger tabMessage Text :*Trigger Event = Check-in*Trigger Time = Immediate*Trigger Window = 14(enter the max number of days text you wish to send to your guests include URL. Template variables can stay)be used [[Template_Variables| see here]]*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 HTML box - Email will be sent
Message tabEmail Text : *Send Email = Guest *EMail Subject = Enter - It is possible to use the appropriate same details *Email (URL) as in the Plain Text = Your text which includes the details for your current guestsbox above. Template variables can be used [[Template_Variables| see here]]
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 Email with a PDF attachment====</div><div class="mw-collapsible-content">'''SMS tab :'''
You can send Invoice or Booking Template attachments to your Guests Please note a charge applies per SMS message.
Setup your Invoice or Booking Template, go to SETTINGS -> GUEST MANAGEMENT -> INVOICING or SETTINGS -> GUEST MANAGEMENT -> BOOKING TEMPLATES*Send SMS Message : Enable*Phone Number : This is the phone number that will receive the SMS notification.
Trigger tab:*Trigger Event = Checkout*Trigger Time = Immediate*Trigger Window = 1*Booking Source = All (or select This is a global service and the appropriate channel/Direct)*Booking Status = All but not cancelled*Group bookings = Trigger all on master*Any Booking Info Code = CHECKOUTnotifications can be sent to almost phone in any country.
Message tab: *Send Email = Guest API/Smart Email (or one of The phone number must contain 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 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 bookingsinternational country code and phone number as it would be dialed internationally.
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 Do not delivered to the guest. Ask your channel about their policy regarding thisinclude any leading zeros or other characters and use no spaces.
Other files can not be attachedThe number must start with the country code. We recommend you use a link to a file you upload to your web site.</div></div>
EXAMPLE
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email after to send to phone number 015625346 in the cleaner has cleaned UK (Country code 44) enter the room====</div><div class="mw-collapsible-content">following number
To send an automated Email to the guest then they can check you/the cleaner have to add a unitstatus to the room when it is ready. In this example we used the unit status clean4415625346
Trigger tab:*Trigger Event = Checkin*Trigger Time = Immediate*Trigger Window = 1*Booking Source = All *Booking Status = All but not cancelled*Group bookings = Trigger all on master*Template Variable = You can use the template variables [GUESTPHONE] or [UNITSTATUS1GUESTMOBILE] Contains = cleanbut this will only work if the phone number has exactly the required format.
*SMS Message tab: *Send Email = Guest API/Smart Email (or one of the other options)*EMail Subject = Enter the appropriate details *Email Text = Your text.
Enter the message to send, messages will be truncated at 160 characters. Template variables can be used.
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
</div>
</div>
===Booking Info Codes===
<div class="mw-collapsible mw-collapsed">
<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====
</div>
<div class="mw-collapsible-content">
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 = All7 to 999 Booking Conditions:*Booking Status = All but not cancelled*Group bookings = Trigger all on master '''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: *Booking Info Code Send Message = CHECKIN*Booking Info Text = Auto Checkin</div><API/div>Smart Email
<div class=If the "mw-collapsible mw-collapsedMail & Actions"><div class=tab contains a "headline-collapsereal" > ====Add CHECKOUT Booking info code Email address the message is sent to bookings ====</div><div class="mw-collapsible-content">the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
If you need no connection to use a messaging system is available the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set message will send to the Booking info code rather than use Email address from the Current guest module in "Mail & Actions" tab of the dashboardEmail.
Trigger tab:*Trigger Event = CheckEmail Subject -outenter the subject for your Guests*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source = All*Booking Status = All but not cancelled*Group bookings = Trigger all on masterPlain text box - will send to channels using Message API
Booking Info tabMessage Text : *Booking Info Code = CHECKOUT*Booking Info Text = Auto Checkout</div></div>- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]]
<div class="mw*HTML box -collapsible mw-collapsed"><div class="headline-collapse" > ====Group check-in ====</div><div class="mw-collapsible-content">This requires the master booking to Email will be checked-in via the check-in function. sent
Trigger tabEmail Text :- It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
*Trigger Event = After Booking
*Trigger Time = immediately
*Trigger Window = 365
*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings" = Trigger all on master
*Info Code = CHECKIN
Booking info '''SMS tab : *Info Code = CHECKIN</div></div>'''
<div class="mw-collapsible mw-collapsed"> Please note a charge applies per SMS message. <div class="headline-collapse" > ====Identify Repeat Guest ====*Send SMS Message : Enable</div>*Phone Number : This is the phone number that will receive the SMS notification.<div class="mw-collapsible-content">This requires you is a global service and the notifications can be sent to use almost phone in any country. The phone number must contain the Guest databaseinternational country code and phone number as it would be dialed internationally.
Trigger tab:Do not include any leading zeros or other characters and use no spaces.
*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 0The number must start with the country code.
Booking info tab : *Info Code = REPEAT</div></div>EXAMPLE
<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. to send to phone number 015625346 in the UK (Country code 44) enter the following number
Setup the custom question in Properties -> Booking Questions -> Custom Questions -> Custom question 1, set with TYPE = Tick Box. 4415625346
Trigger tab:You can use the template variables [GUESTPHONE] or [GUESTMOBILE] but this will only work if the phone number has exactly the required format.
*Trigger Event = After BookingSMS Message*Trigger Time = immediately*Trigger Window = 365Enter the message to send, messages will be truncated at 160 characters. Template variables can be used.*Booking Source = All*'''Booking Status = All but not cancelledtab:'''*Group bookings" Execution = Trigger all on masterOne time only*Template Variable Booking Status = [GUESTCUSTOMQ1] equals ticked (or) not ticked No Change
Booking info tab :
*Info Code = LATECHECKIN
</div>
</div>
<div class="mw-collapsible mw-collapsed"><div class==Add invoice items to a booking ==="headline-collapse" >
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a fee Send an message or SMS to all bookings from a channelGuest for last minute booking - 6 days or less====
</div>
<div class="mw-collapsible-content">
 '''Trigger tab:''' Time:*Trigger Event = After Booking(but not after check-in)
*Trigger Time = Immediate
*Trigger Window = 1 day*Between Booking Source and Check in = Expedia (for example)0 to 6
Invoice tabBooking Conditions:*Type Booking Status = Amount*Description = Cleaning fee (for example)*Amount = 50 (for example - the amount of your cleaning fee)*per = Room*Period = one time*VAT = 19% (for example - enter the VAT amount if applicable)All not cancelled
The fee will be added the next time the auto actions run.
</div>
</div>
===Payments/Pending Payments==='''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.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a pending payment====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event Send Message = 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)API/Smart Email
Booking Info If the "Mail & Actions" tab:*Optional, add contains a booking info tab for information and reporting"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.
Booking tab: Optional*Flag Text = Pending payment added (for example)*Flag Colour = select If no connection to a messaging system is available the colour as this message will be visible in send to the Email address from the "Mail & Actions" tab of the Calendar/Bookings listEmail.
Invoice tab:*Payment Type = select on what the payment is calculated (Percent of Balance due)*Description = the text you will see in the "Charges and Payments" tab*Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = Email Subject - 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 duesubject for your Guests
*Plain text box - will send to channels using Message API
Create Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- It is possible to use the same details (URL) as in the Plain text box above. Template variables can be used [[Template_Variables| see here]]  '''SMS tab :'''  Please note a Payment Rule 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 collect a payments when bookings are 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 cancelledinclude any leading zeros or other characters and use no spaces. The number must start with the country code.
Go to Settings > Payments > Payment RulesEXAMPLE
Payment Rule :to send to phone number 015625346 in the UK (Country code 44) enter the following number
Name = Enter your title - Not Cancelled (for example)Action = Auto4415625346
Payment Trigger :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 = 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)SMS Message
Payment Action :Enter the message to send, messages will be truncated at 160 characters. Template variables can be used.
'''Booking tab:'''*Capture = Yes - immediately charged (CaptureExecution =Yes)One time only*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure Status = add a Booking Info item to the booking on failureNo Change
</div>
<div class="headline-collapse" >
====Collect outstanding booking balance 3 days prior to arrivalSend an Email with a key code for a specific unit one day before check-in ( Credit card details were collected at time of bookingSelf Checkin)====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Trigger tabProperty, 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 Booking Check-in*Trigger Time = immediate -1 day*Trigger Window = 1 day  Booking Source Conditions *Booking Status =All (for examplenot cancelled '''Message tab:''' For channels using the Message API, then enter the text in the Plain text box, you can also set different rules for different channels)emails enter the text in the HTML box.
Invoice tab:*Payment Type Send Message = 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 -3Booking 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.
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> Automatic collection If no connection to a messaging system is only available for customer who use [[Stripe]]the message will send to the Email address from the "Mail & Actions" tab of the Email.</div></div>
<div class="mw*Email Subject -collapsible mw-collapsed"><div class="headline-collapse" >enter the subject for your Guests
===='Capture' a Security Deposit when Credit card is collected at time of booking. ====</div><div class="mw*Plain text box -collapsible-content">will send to channels using Message API
Trigger tabMessage Text :*Trigger Event = After Booking *Trigger Time = immediate*Booking Source =All (for example, - enter the text you wish to send to your guests. Template variables can also set different rules for different channels)be used [[Template_Variables| see here]]
Invoice tab:*Payment Type = Fixed amount*Description = Security Deposit (the text If you will see in are using the "Charges and PaymentsAdditional Information" tabfunction {{#fas:cog}} (SETTINGS)*Status = if PROPERTIES->ROOMS->SET UP "Unit Names" you can use the status function add the status you want to apply to the pending payment (optional)template variables  *Amount = 100 (balance Example: Your room is [UNITNAME]. Check-in from: [UNITNAME:1] . The key code is full price so 100% of the balance): [UNITNAME:2]  *Payment Rule = Security Deposit The template variables will only work if you have entered text in {{#fas:cog}} (Create a Payment Rule, see belowSETTINGS) *Payment Due = check in PROPERTIES->ROOMS->SET UP "Unit Names". The context help for this setting will explain how to do this.
<span style="color:#fe746c;“ >{{#fas:exclamation*HTML box -triangle}} </span> Automatic collection is only available for customer who use [[Stripe]].Email will be sent
Create a Payment Rule to 'Capture' a payment only. Captured payments will only be valid for 7 days, then it will expire, if If you are using the booking is for a longer period, then "Additional Information" function SETTINGS-{{#fas:cog}} (SETTINGS) PROPERTIES->ROOMS->SET UP "Unit Names" you can create a second Capture, you will need to create another auto action for this.use template variables [[Template_Variables| see here]]
Go to Settings > Payments > Payment RulesExample: Your room is [UNITNAME]. Check-in from: [UNITNAME:1] . The key code is: [UNITNAME:2]
Payment Rule The template variables will only work if you have entered text in S{{#fas: *Name = Enter your title cog}} (SETTINGS) PROPERTIES- Security Deposit (>ROOMS->SET UP "Unit Names". The context help for example)*Action = Autothis setting will explain how to do this.
Payment Trigger '''Booking tab:'''*Booking Status Execution = select from the drop down listOne time only*Any Booking Info Code Status = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking)No Change
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 Send an info code and and/or icon Email to the guest when a payment was is 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 tabTime:*Execution Trigger Event = One time onlyBooking*Info Code Trigger Time = Enter the preset code for the icon or info code which you have created in SETTINGS->ACCOUNT->PREFERENCES. Immediate</div></div>*Trigger Window = 365 day
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Assign invoice numbers====</div><div class="mw-collapsible-content">Trigger tabBooking Conditions:*Trigger Event Booking Status = Check-outAll not cancelled*Trigger Time Invoice Balance = Immediate*Any Booking Info Code Payment made OR Invoice Balance = CHECKOUT Zero (optional only if you use the check-out function, if not leave blankpayment in full)
Invoice '''Message tab:*Assign Invoice Number = yes</div></div>''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
<div class*Send Message ="mw-collapsible mw-collapsed">Booking API/Smart Email <div class=If the "headline-collapseMail & Actions" > ====Using Pending Payments as tab contains a Payment Reminder====</div><div class="mw-collapsible-contentreal">Trigger tab: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.*Trigger Event = After Booking or Before Check-in*Trigger Time = set If no connection to a messaging system is available the time you want message will send to add the pending payment to Email address from the "Mail & Actions" tab of the booking*Booking Source =All (for example, you can also set different rules for different channels)Email.
Booking Info tab:*Optional, add a booking info tab Email Subject - enter the subject for information and reportingyour Guests
Booking tab: Optional*Flag Text = PaymentDue1 (for example), set multiple if multiple payments are required. *Flag Colour = select the colour as this Plain text box - will be visible in the Calendar/Bookings listsend to channels using Message API
Invoice tabMessage Text :*Payment Type = select on what the payment is calculated (Percent of Balance due)*Description = - enter the text you will see in the "Charges and Payments" tab*Status = if you use the status function add the status you want to apply wish to the pending payment (optional)*Amount = enter the amount or percentage you want send to collect*Payment Rule = Manual - if you have set up payment rules in SETTINGS->GUEST MANAGEMENT->PAYMENT COLLECTION they will your guests. Template variables can be available used [[Template_Variables| see here *Payment Due = Set when the payment is due]]
The Pending Payment Report is available in Bookings > Pending Payments. This report can be used You should consider adding the invoice table to see outstanding pending payments, this the email so the guest can be used to see all outstanding payments, when payment gateways other than Stripe are used, the Pending booking details including Charges & Payments report can be used to see outstanding payments and a checklist for bank transfers.
</div></div>[INVOICETABLE] - invoice table
===Booking Flags/Colours===It is also possible to include a customised invoice table using this template variable :- [INVOICE:PRI_QTY_CUA€] will create an invoice table with price and quantity in Euros
<div class="mw*HTML box -collapsible mwEmail will be sent Email Text :-collapsed">It is possible to use the same details as in the Plain text box above. Template variables can be used [[Template_Variables| see here]]<div class="headline-collapse" > ====Apply a flag when a You should consider adding the invoice table to the email so the guest can see the booking is cancelled====details including Charges & Payments. </div><div class="mw[INVOICETABLE] -collapsible-content">invoice tableTrigger tab*Trigger Event = After Booking*Trigger Time = 1 Hour*Trigger Window = 365 days*Booking Status = CancelledIt 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
*Booking Status = No Change
*Flag text = (enter the text you require)
*Flag Colour = Set as required
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >  ====Apply a flag for /colour to a bookings booking when a payment is made - ''Select from a channel which have breakfast includedthe predefined template ''====
</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)'''
Time:*Trigger Event = Booking tab*Trigger Time = Immediate*Trigger Window = 999 day  Booking Conditions:*Execution Booking Status = All not cancelled*Invoice Balance = One time onlyAny 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.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >  ====Apply a flag when deposit was made prior to CheckEmail confirmation for channel bookings -in''Select from the predefined template''====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1 day
*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 Source = Any Payment madeChannel Manager
'''Message tab: ''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
*Send Message = Booking API/Smart Email : select appropriate option*Enter : Subject and Email content
Booking If the "Mail & Actions" tab: (optional)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.
*Execution = One time onlyIf no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.*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 the Booking tab and Booking info tab allows you to trigger additional (follow on) Auto Actions and Reports.</div></div>*HTML box - Email will be sent
<div class="mw-collapsible mw-collapsed"><div class="headlineEmail Text :-collapse" > ====Apply a flag when booking It 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 = ZEROpossible 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 = The text you want to displayNo Change *Flag Colour - choose the flag colour
</div>
</div>
<div class="headline-collapse" >
====Apply Send a flag/colour for a booking coming from a certain channelmessage (Email or sms) to guests that have Checked-out 30 days or more====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Trigger tab:Time*Trigger Event = After BookingCheck-out*Trigger Time = Immediate30 days*Booking Source Trigger Window = Booking365 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.com (for example)
Booking tab:*Execution Send Message = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colourBooking API/Smart Email
Booking changes are applied before If the mail "Mail & Actions" tab contains a "real" Email address the message is sent so that to the guests Email address. If only a masked Email address is available the flag template variable can be reflected in message sends via the emailchannels API messaging systems if possible.</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 If no connection to Check-in AND/OR Apply a flag when booking messaging system is fully paidavailable the message will send to the Email address from the "Mail & Actions"tab of the Email.
Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All not cancelled*Invoice Balance = Any Payment madeEmail 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]] '''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. 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. *SMS Message Enter the message to send, messages will be truncated at 160 characters. Template variables can be used.  '''Booking tab:''' (optional)
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
 
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >  ====Apply a flag when Send a Request for payment FAILS at Stripeto your guests for all bookings====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 3651 day  Booking Source:*Booking Source = AllALL (or select the booking source/Channel) '''Message tab:''' Update details as appropriate*Send Message = Booking Status 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= All but not cancelled[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 *Booking Info Code = STRIPEFAILHTML 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 = Stripe Payment FailedThe 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 Send a flag Request to Booking.com bookings and auto report update the Credit Card when a payment FAILS at Stripeguest's credit card as it will expire before checkin====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Go to Settings > 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 Manager > Preferences ) '''Message tab:'''  *Send Email = Booking API and set Auto report failed cards 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]&g= Yescc You can find extra options to add to the payment link if you want to refine the details
Trigger tabhttps://wiki.beds24.com/index.php/Category:Payments#Payment_Request *Trigger Event = After BookingHTML 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 including the payment link *Trigger Time = Immediate*Trigger Window https://beds24.com/bookpay.php?bookid= 365*Booking Source [BOOKID]&g= Allcc this creates a link (HTML A tag) so the guest can enter their credit card details. Check the template variables for other options. *Booking Status = All but not cancelled*'''Booking Info Code = BOOKINGCOMCARDtab:'''
Booking tab:
*Execution = One time only
*Flag Text = Failed CC reported The text you want to Booking.com 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.
 
'''Booking Info tab:'''
 
*Booking Info Code = NEWCARDREQ
*Booking Info Text = New credit card requested
 
</div>
</div>
===Status changes===
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >  ==== Change the status of all "Send a Request" bookings for payment to "Cancelled" after three your guests XX days before check-in====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time:*Trigger Event = After BookingCheck-in *Trigger Time = 3 days-42*Booking Status Trigger Window = Request42 day
Booking tabSouce:*Execution = One time only*Booking Status Source = Cancelled</div><ALL (or select the booking source/div>Channel)
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >'''Message tab:'''
*Send Email ==== Change Booking API and Email Smart: If the status of all bookings which have been imported from Ical to "RequestMail & Actions" tab contains a "real" ====Email address the message is sent to the guests Email address. </div><div class=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 "mw-collapsible-contentMail & Actions">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Ical Import (1, 2, 3)of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.
Booking tab:*Plain text box (Using Message API)*Execution = One time onlySubject - enter the subject for your Guests*Booking Status = RequestPlain Text Message :- enter the Message text you wish to send to your guests include the payment link
Booking changes are applied before the mail is senthttps://beds24.<com/div></div>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
<div class="mw*HTML Message (Send Email) Edit Email Subject -collapsible mwenter the subject for your GuestsEdit Email Text :-collapsed">enter the Email text you wish to send to your guests include template variable <div class="headline-collapse" >[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.
==== Change Room Unit Status when guest checks out ====</div><div class="mw-collapsible-content">Trigger '''Booking 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 Flag Text = Select The text you want to display*Flag Colour - choose the optionflag colourBooking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
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 Send a Request for payment to write to the field 'Message'your guests XX days after booking====
</div>
<div class="mw-collapsible-content">
You can use a webhook in conjunction with the API JSON function '''setBooking''' allow your guests to write to any field in the make X number of payments for their booking. First you have to configure access to the API:
You can not trigger the auto action multiple times, unless you manage this manually, therefore you need two keys to use our API JSON functions - one create multiple auto actions, so if you allow 3 payments for the API itself and one for the propertytheir booking, then you will need 3 auto actions. The keys have to consist of 16 characters of your choosing.<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 = [leave empty]*Allow Writes = Yes*Property Access = Owned by this account only*'''Property key:'''*Settings > Properties > Access > propKey = secret_key_for_prop_XXXXXX
Set the triggers You will need to manually add a Booking Info Code to each booking that you need, for example:have agreed to allow X payments.
Booking Field Contains: Message = XXX'''Create Auto Action one'''
Set the webhook like this'''Trigger tab:'''
* URL Trigger Event = <nowiki>https://api.beds24.com/json/setBooking</nowiki>Booking (but not after check-in)* Custom Header Trigger Time = [leave empty]+7 days*Trigger Window = 1 day
Body Data::{::"authentication":::{:::"apiKey": "my_very_secret_api_key",:::"propKey": "secret_key_for_prop_XXXXXX"::},*Booking Source = ALL (or select the booking source/Channel)::"bookId": "[BOOKID]",*Invoice Balance = Not Zero::"message": "[MESSAGE] - Append *Any Booking Info Code = MULTIPLE (for example) this message":}</div></div>can be used if you only allow some guests to make multiple payments.
<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 Message tab:'''setBooking''' for this. First you need to configure access to the API:
You need two keys *Send Message = Booking API/Smart EmailIf the "Mail & Actions" tab contains a "real" Email address the message is sent to use our API JSON functions - one for the guests Email address. If only a masked Email address is available the message sends via the channels API itself and one for messaging systems if possible. If no connection to a messaging system is available the property. The keys have message will send to consist the Email address from the "Mail & Actions" tab of 16 characters of your choosingthe Email.<br>'''API key:'''*SETTINGS -> ACCOUNT -> ACCOUNT->ACCESS Messages to the Email address entered in the field "API Key 1Internal"*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:'''*Settings > Properties > Access > propKey = secret_key_for_prop_XXXXXXare sent via Email.
Set *Plain text box (Using Message API)Subject - enter the triggers you need, subject for exampleyour GuestsPlain Text Message :- enter the Message text you wish to send to your guests include the payment link
Booking Source = Bookinghttps://beds24.com/bookpay.php?bookid=[BOOKID]
Set You can find extra options to add to the webhook like 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] thiscreates 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. '''Create additional Auto Actions for each period you want to trigger'''
'''Create Auto Action 2 (and 3, 4, 5 - how many you need) '''*URL Trigger Time = <nowiki>https://api.beds24.com/json/setBooking</nowiki>+14 days (days you want to collect the payments)*Custom Header Trigger Window = [leave empty]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. *Body Data 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 "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 all current guest (Check-in) ====</div><div class="mw-collapsible-content"authentication>'''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="" style="apiKeycolor: #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="my_very_secret_api_keymw-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 "propKeyMail & 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"secret_key_for_prop_XXXXXXEmail 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="mw-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 "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Email Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API, enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]] [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="bookIdheadline-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="mw-collapsible-content"> To send an automated Email to the guest confirming that it is possible to have an Early Checkin as room is available the day of before arrival. This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms,useful way to utilise the template variables and different values rather than duplicating auto actions.  Trigger Tab :- *Trigger Event = Checkin (depending on when you want to notify the guest)*Trigger Time = -2 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 2*Booking Source = All *Booking Status = All but not cancelled*Group bookings = Trigger all on master*Template Variables = [IF>:[VACANTDAYS]:1:yes|no] equal yes This template variable tests if there is 1 day between the guest booking and the next booking.  Message tab :- *Send Email = Guest API/Smart Email (or one of the other options)*EMail Subject = Enter the appropriate details *Email Text = Your text, using the template variables to modify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails) Dear, [GUESTNAME], We are very happy to offer you 'Early Check-in' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK]. If you would like checkin early for your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EARLYARRIVAL’ for the special Price.Best regards, [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS],[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY]. Email :-[PROPERTYEMAIL]Website :- [PROPERTYWEB] Booking Info Tab :- Optional*Booking info code = EARLYARRIVAL, *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Early Checkin </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to your guest - Offering Late Checkout ====</div><div class="mw-collapsible-content"> To send an automated Email to the guest confirming that it is possible to have a Late Checkout as room is available the day of departure. This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions.  Trigger Tab :- *Trigger Event = Checkout*Trigger Time = -1 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 1*Booking Source = All *Booking Status = All but not cancelled*Group bookings = Trigger all on master*Template Variables = [IF>:[TURNOVERDAYS]:1:yes|no] equal yes This template variable tests if there is 1 day between the guest booking and the next booking.  Message tab :- *Send Email = Guest API/Smart Email (or one of the other options)*EMail Subject = Enter the appropriate details *Email Text = Your text, using the template variables to modify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails) Dear, [GUESTNAME], We are very happy to offer you 'Late Check-out' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK]. If you would like a late checkout, then please send an email to our Reservations team [PROPERTYEMAIL] confirming you would like the Late Checkout, provide your Booking Reservation Number [BOOKID] and Offer ‘LATECHECKOUT’ for the special Price. Best regards, [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS],[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY]. Email :-[PROPERTYEMAIL]Website :- [PROPERTYWEB] Booking Info Tab :- Optional*Booking info code = LATCHECKOUT, *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Late Checkout </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to your guest - Offering Late Checkout Only on a Sunday when there is no new arrival ====</div><div class="mw-collapsible-content"> To send an automated Email to the guest confirming that it is possible to have a Late checkout on Sundays as the room is available on the day of departure. This auto action will create a new booking for the date of departure, closing the calendar to any other bookings.  The URL link in the message tab, will send the guest to your guest booking page with set conditions, the leaving date of the existing booking, the room id of the existing booking and the Offer you have created for the LateCheckout.  This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions.  '''Step 1: ''' Create a new offer in {{#fas:cog}} (SETTINGS) > PROPERTIES > OFFERS  *Name = Latecheckout*Enable = Only if Available*Booking Type = Confirmed with Deposit 2 - via payment gateway '''Step 2:''' Create a Rate or Daily Price, PRICES  *Guests = Max 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"description> ====Send an email to the Owner/Internal email address when a payment FAILS at Stripe====</div><div class="mw-collapsible-content"> Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = STRIPEFAIL, CARDFAILSTRIPE Messaging tab:*Send Message = Internal*Internal Email Address = enter the email address to receive the notification*Subject = Failed Stripe Payment*HTML Box = Enter the text to be sent, you can use template variables in this message, for example  [BOOKID] - booking reference number[GUESTNAMES] - name of all guests in the booking on the "summary" tab of the booking[FIRSTNIGHT][LASTNIGHT] Booking tab: (optional)*Execution = One time only*Flag Text = Stripe Payment Failed*Flag Colour - choose the flag colour</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an email to the Owner/Internal email address when a guest completes a Payment Authorisation at Stripe====</div><div class="mw-collapsible-content"> Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = STRIPEAUTHORIZE Messaging tab:*Send Message = Internal*Internal Email Address = enter the email address to receive the notification*Subject = Stripe Payment Authorisation*HTML Box = Enter the text to be sent, you can use template variables in this message, for example  [BOOKID] - booking reference number[GUESTNAMES] - name of all guests in the booking on the "summary" tab of the booking[FIRSTNIGHT][LASTNIGHT] Booking tab: (optional)*Execution = One time only*Flag Text = Stripe Authorised*Flag Colour - choose the flag colour</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an email to the Owner/Internal email address for a new booking====</div><div class="mw-collapsible-content"> Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source = All*Booking Status = All but not cancelled Messaging tab: *Send Message = Internal*Internal Email Address = enter the email address to receive the notification*Subject = New Booking*HTML Box = Enter the text to be sent, you can use template variables in this message, for example  [BOOKID] - booking reference number[GUESTNAMES] - name of all guests in the booking on the "summary" tab of the booking[FIRSTNIGHT][LASTNIGHT] </div></div> ===Booking Info Codes===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add CHECKIN Booking info code to bookings ====</div><div class="mw-collapsible-content"> If you need to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set the Bookinginfo 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" = 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"status><div class="headline-collapse" > ====Identify Repeat Guest ====</div><div class="mw-collapsible-content">This requires you to use the Guest database.  Trigger tab: *Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Group bookings"= Trigger all on master*Template Variable = [GUESTSID1] greater than 0 Booking info tab : *Info Code = REPEAT</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Identify bookings with Custom Question ticked/unticked ====</div><div class="mw-collapsible-content">If you have a custom question with a 'Tick box' for example, they want a late checkin.  Setup the custom question in {{#fas:cog}} (SETTINGS) PROPERTIES -> BOOKING QUESTIONS -> CUSTOM QUESTIONS -> Custom question 1,set with TYPE = Tick Box.  Trigger tab: *Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Group bookings" = Trigger all on master*Template Variable = [GUESTCUSTOMQ1] equals ticked (or) not ticked  Booking info tab :*Info Code = LATECHECKIN</div></div>   ===Add invoice items to a booking === <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a fee to all bookings from a channel====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Expedia (for example) Invoice tab:*Add Invoice Item = Add new*Type = Amount*Description = Cleaning fee (for example) - Template variables can be used. *Amount = 50 (for example - the amount of your cleaning fee)*per = Room*Period = one time*VAT = 19% (for example - enter the VAT amount if applicable) The fee will be added the next time the auto actions run. </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a fee (Penalty) to all bookings with an Outstanding Balance==== </div><div class="qtymw-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||[IF<=:[COMMISSIONNUMINVOICEFIRSTITEMNUM]:800:200|[INVOICEFIRSTITEMNUM][/.0]4] (Security Deposit is the description, then 2 | symbol, then the calculation for the 'Amount' to be set.) This calculation, tests if the first invoice item value (usually the Accommodation value) is greater than or = 800 if so set the Security Deposit Amount = 1 quarter of the first invoice item value, otherwise set = 200. <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> <span style="font-weight: bold;" >Tip</span> A price value for the invoice item can be specified after a second pipe (|) symbol, this can be used to calculate a price using template variables. If the price value in the description field is zero or absent,the numeric value from the amount field will be used. *Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = 0*Payment Rule = use auto or manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) Payments > Payment Rules they will be available here *Payment Due = Set when the payment is due  Create a Payment Rule to collect a payments when bookings are not cancelled.  Go to Settings > Payments > Payment Rules Payment Rule : Name = Enter your title - Not Cancelled (for example)Action = Auto Payment Trigger : *Booking Status = All not cancelled*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action : *Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Collect outstanding booking balance 3 days prior to arrival( Credit card details were collected at time of booking)====</div><div class="mw-collapsible-content"> ''''Create a Payment Rule (Optional)'''' Standard payment rules in the system are Auto & Manual, you can create additional rules for the collection of outstanding payments, you can control the collection of payments if the booking status is changed, for example the booking is cancelled before the final payment is due to be collected.  Go to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES Create a Payment Rule to collect payments if bookings are not cancelled. Click '''Create New Payment Rule''' : Payment Rule:*Name = Enter your title - Not Cancelled (for example) *Action = Auto Payment Trigger :*Booking Status = All not cancelled*Any Booking Info Code (optional)*All Booking Info Codes (optional)*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action :*Funding Source = Guest card only*Payment value adjustment = Limit to group booking balance*Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure Prevent Auto Payment :*Prevent payment if booking status = Cancelled*Prevent payment after check-out (days) = 7 (default)*Prevent payment action = Set Manual  '''Create Auto Actions ''' Collect the outstanding balance for bookings created via your booking page.  Go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTIONS and click '''Create New Action''' to create them. '''Collect outstanding balance for direct bookings''' Trigger tab:*Time**Trigger Event = Checkin**Trigger Time = -3 days (set the time you want to collect the payment)**Time Window = 3 days (set this to the same number (positive) as Trigger time. *Booking Source**Booking Source = Direct. You can have different auto actions/rules for direct bookings -v- channel bookings, then select ‘Direct’ this will include manually created bookings and booking page bookings.  *Booking Conditions**Group Booking Trigger = Trigger only Master**Status = All not cancelled**Invoice Balance= Not Zero (can be used to refine the auto action being triggered) Booking tab: Optional*Flag Text = Pending payment added (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Booking Info tab: Optional, for information and reporting*Booking Info Code = BALANCE (for example enter the value - use one word only)*Booking Info Text = Enter the description/text to show in for the Booking Info Code.  Invoice tab: <div class="warning">{{#fas:exclamation-triangle}} ONLY use Payment Type =‘ Percent of Group balance due’ if you selected Trigger tab > Booking Conditions > Group Booking Trigger = Trigger Only Master.</div>  *Add a Pending Payment to the booking**Payment Type = Percent of Group Balance due (select on what the payment is calculated) **Description = the text you will see in the "Charges and Payments" tab**Status = if you use the status function add the status you want to apply to the pending payment (optional)**Amount = 100 (this will be 100% of the outstanding group balance) **Payment Rule = Not Cancelled - See Step 4 above (if you have set up payment rules in {{#fas:cog}} (SETTINGS) PAYMENTS ->PAYMENT RULES they will be available here) **Payment Due = Trigger date**Payment time = set the time to collect payment**Invoicee = If you use the "invoicee" function you can select which invoicee the pending payment will be assigned to. </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ===='Capture' a Security Deposit when Credit card is collected at time of booking. ====</div><div class="vatRatemw-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="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when a booking is cancelled====</div><div class="mw-collapsible-content">Trigger tab*Trigger Event = Booking*Trigger Time = 1 Hour*Trigger Window = 365 days*Booking Status = Cancelled Booking tab:*Execution = One time only*Booking Status = No Change*Flag text = (enter the text you 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 "typeAPI 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 "invoiceeIdAPI Key 1"*API Key = my_very_secret_api_key*API Key Access = allow any IP*IP Whitelist = [leave empty]*Allow Writes = Yes*Property Access = Owned by this account only*'''Property key:'''*{{#fas:cog}} (SETTINGS) PROPERTIES > ACCESS > propKey = secret_key_for_prop_XXXXXX Set the triggers you need, for example: Booking Field Contains: Message = XXX Set the webhook like this: * URL = <nowiki>https://api.beds24.com/json/setBooking</nowiki>* Custom Header = [leave empty] Body Data::{:: "authentication":::{:::"apiKey": "my_very_secret_api_key",:::"propKey": "secret_key_for_prop_XXXXXX"::},::"bookId": "[BOOKID]",::"message": "[MESSAGE]- Append this message"
:}
</div>
</div>
 
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
 
====Use API/Webhook to write the value of the 'commission' field to a new invoice item====
</div>
<div class="mw-collapsible-content">
You can create a new invoice item that contains the price of the channel's commission as a negative value to subtract it from the room price. You use the API JSON function '''setBooking''' for this. First you need to configure access to the API:
 
You need two keys to use our API JSON functions - one for the API itself and one for the property. The keys have to consist of 16 characters of your choosing.<br>
'''API key:'''
*{{#fas:cog}} (SETTINGS) ACCOUNT -> ACCOUNT->ACCESS "API Key 1"
*API Key = my_very_secret_api_key
*API Key Access = allow any IP
*IP Whitelist = [leave empty]
*Allow Writes = Yes
*Property Access = Owned by this account only
*'''Property key:'''
*{{#fas:cog}} (SETTINGS) PROPERTIES > ACCESS> propKey = secret_key_for_prop_XXXXXX
 
Set the triggers you need, for example:
 
Booking Source = Booking.com
 
Set the webhook like this:
 
*URL = <nowiki>https://api.beds24.com/json/setBooking</nowiki>
*Custom Header = [leave empty]
 
*Body Data =
:{
::"authentication":
::{
:::"apiKey": "my_very_secret_api_key",
:::"propKey": "secret_key_for_prop_XXXXXX"
::},
::"bookId": "[BOOKID]",
::"invoice":
::[
:::{
::::"description": "Booking.com Commission",
::::"status": "",
::::"qty": "1",
::::"price": "-[COMMISSIONNUM]",
::::"vatRate": "7.00",
::::"type": "0",
::::"invoiceeId": ""
:::}
::]
:}
</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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