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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.
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
'''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.
"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 ===Fields'''Set up auto actions which automatically add or remove info codesSelect the appropriate fields from the drop down lists. You can also use an AND/OR option.
=== Invoice ===Automatically add invoice items or pending payments"Template variables" can be used in the fields to generate dynamic values based on the booking.See the options in this section [[Template_Variables#Smart_Logic_Template_Variables|Smart Template Variables]]
Invoice changes are applied before the mail is sent.== Actions ==
=== Webhook ===Create auto actions which trigger a web hook when *To send messages via the trigger conditions are metMessage API, then enter the text in the PLAIN text box, for emails, enter the text in the HTLM Box.
== Performance and Testing ==Auto actions will test *To send Emails automatically you need to set up to 1000 bookings per cycle, if your trigger condition involves more than 1000 bookings, the next 1000 will be tested on the next cycle etc.If you require the fastest speed make sure your trigger is designed to test less than 1000 bookingsoutgoing Email address in {{#fas:cog}} (SETTINGS) ACCOUNT -> OUTGOING EMAIL.
The easiest way to do this is usually by reducing the testing window to the smallest necessary *To send Emails manually open a booking and adjusting the trigger condition go to the most suitableMAIL/Action tab.For example a trigger that tests all bookings from booking time for 1 year Manual Emails will test many bookings while open in a trigger that tests only the 7 days window, you may send it as is or edit it before check-in will test less bookings and perform fastersending.
The test tab Some systems have a limit of about 2000 characters for this form of email generation. If the auto action has a button which email will show you how many and which bookings are being tested by not open try reducing the auto actionamount of text.
It is also possible to specify a booking number and test if the auto action would trigger If Auto Action Emails are sent automatically they will send through your Email server. You should see this on that booking with some diagnostics information shown to help trouble shootingyour server. Whether you see it in your Sent box or not depends on your Email program.
== Troubleshooting == '''If Auto Actions do not send:''' The list Action Emails are sent manually via a link in the "MailEmail Templates" tab of list in the booking Beds24 will tell you why. Common causes are: *Is first try to send through your outgoing Email address working? Go to SETTINGS->ACCOUNT->OUTGOING EMAIL and click server. You should see this on "Send Test Email"your server. *Is Whether you see it in your Sent box or not depends on 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?program.
'''Auto Action is If this does not editable''' To have write access to an auto action an account needs to have write access to all properties to which the auto action applieswork it will pop and send through your desktop. This might not be the In this case if you use sub accounts and the Auto Action is set to trigger for "All Properties"will see it in your Sent box.
'''==== Email Attachments ====You don't have permission can choose to access control2.php on this server''' error message, when the save button is clicked It is most likely something in your content triggering the firewall. Try adding the content bit by bit until you find the item causing the problem. Often it is attach an invoice or a script or HTML item that appears to the firewall booking template as a possible hacking attack. It can also be something that looks innocent like a combination of numbers and words like "and" or "or" that hackers often use in sql injection attacks. Once you find the item causing the problem, try rewording itPDF file to emails sent by Auto Actions.
== Examples ==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 HTML messages created by third party services is often convoluted and might contain critical content. Some tools like https://stripo.email/ or https://www.designedwithbee.com/ that allow you to create your own templates and also provide many class="headline-collapse" > ====Send an Email to the guest when the status of a booking changes templates have tested to "Cancelled"====</div><div class="mw-collapsible-content">work well in Beds24.
Trigger tab:*Trigger Event = Check-in*Trigger Time = -365*Trigger Window = 365*Booking Source SMS === All (for example)*Booking Status = CancelledYou can automatically send SMS messages. Please note that a fee per SMS message applies if this function is activated.
Message tab<span style="color: *Trigger Action = Auto*Send Email = Guest #019cde; font-size: 150%;“ >{{#fas:info-circle}} </span> SMS can only be used to communicate Information about a current booking. For legal reasons you can not use SMS for marketing purposes including discounts or vouchers.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > =Invoice ===Change the status of all upcoming direct bookings to "Cancelled" and send an Email to the guest ====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = Check-in*Trigger Time = -14 (for example to cancel the bookings for the next two weeks)*Trigger Window = 14*Booking Source = Direct *Booking Status = All Not Cancelled
Booking tab: Automatically Assign Invoice Number. *Booking Status = CancelledAutomatically add/update invoice items or pending payments.
Message tabPending payments can use Payment Rules defined in {{#fas: *Trigger Action = Auto*Send Email = Guest</divcog}} (SETTINGS)-></divPAYMENTS->PAYMENT RULES.
<div class="mw-collapsible mw-collapsed">Invoice changes are applied before the mail is sent.<div class="headline-collapse" > ====Send an message or SMS to Guest when booking made more than 10 days in advance==API ==</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = Check-in*Trigger Time = -365 days*Trigger Window = 355 days*Booking Status = All not cancelledCreate auto actions which trigger HTTP POST notifications.
Booking tab:*Execution = One time only== Webhook ===*Booking Status = No ChangeCreate auto actions which trigger a web hook when the trigger conditions are met.
Message tab or SMS tab:*Update details as appropriate**Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.**Booking API and Email: Messages are sent via channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.</div></div>== Multiple Properties ==
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >With Multiple Properties, the requirement to have Property specific information in the Messages/emails sent to the guest/housekeeping/owner can be achieved using Template Variables.
====Send an message or SMS to Guest when booking made more than 7 days When you create a Property/Room in advance====<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 >Alternatively DESCRIPTION, you an use Between Booking and Check insetup 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 = 7 to 999*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 There are additional Property Templates that can be used in Messages/Emails/SMS tab:*Update details as appropriate**Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email addressguest that can be customised for each Property. 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 & Each Property Template can hold customised text that can be used in Auto Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.**, Booking API Templates, Invoices and Email: Messages are sent via channels API messaging systems if possibleReports. 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.</div></div>
<div class="mw-collapsible mw-collapsed"Go to {{#fas:cog}} (SETTINGS) ><div class="headline-collapse" PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES you will see the list that are available.
====Send an message or SMS to Guest when booking made more last minute booking - 6 days or less====<When you create each Room/div><div class="mw-collapsible-content">Unit the information is held in Room/Unit specific template variables.
Trigger tab:*Trigger Event = Booking (but not after check-in)*Trigger Time = Immediate*Trigger Window = 1 dayBetween Booking and Check in = 0 You will find the full list of Room/Unit Template Variables when you go to 6*Booking Status = All not cancelled[[Template_Variables#Room_Variables|Room Variables]]
Booking tab:*Execution = One time only*Booking Status = No ChangeSee the full list of [[Template Variables]].
Message tab or SMS tab:*Update details as appropriate**Booking API and Email Smart: If the "Mail & Actions" tab contains You can send a "real" Email address the message is sent /email to the your guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible, confirming their booking date, property details and property contact details. If no connection to a messaging system is available Use the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.**Booking API property, room and Email: Messages are sent via channels API messaging systems if possible. If no connection booking templates to a messaging system is available build the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered /email in the field "Internal" are sent via Emailone Auto Action, rather than one auto action per property.</div></div>
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >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 same overall message.
Booking tabYour properties have security doors with keycodes, each property has a different code. Go to {{#fas: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. Then in the Auto Action use [PROPERTYTEMPLATE1] in the text rather than the actual value. *Execution = One time only*Booking Status = No ChangePlease use this code to Access the Main building Door:- [PROPERTYTEMPLATE1]
Message tab: *Update details as appropriate**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 There is available the message sends via the channels API messaging systems if possible. If no connection to need for a messaging system is available the message will send separate auto action due to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.**Booking API and Email: Messages are sent via channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Emailfront door keycode being different.
*Enter your text===Example 2 - Housekeeping/Cleaning Team is different for each Property. If you are using the "Additional Information" function SETTINGS->PROPERTIES->ROOMS->SET UP "Unit Names" you can use template variables ===
Example: Your room is [UNITNAME]Each of your properties has a different housekeeping/cleaning team and you need to send them an email with the booking details for each booking. Check-in from: [UNITNAME:1] . The key code is: [UNITNAME:2]
The template variables will only work if you have entered text in Go to {{#fas:cog}} (SETTINGS-) >PROPERTIES->ROOMS-DESCRIPTION >SET UP "Unit Names". The context help PROPERTY TEMPLATES > Property Template 5 enter the email address for this setting will explain how to do thisHousekeeping/Cleaning team.</div></div>
<div class=In the Auto action, *"mw-collapsible mw-collapsedSend Message">= Internal Only.<div class=*"headline-collapseInternal Email Address" >= [PROPERTYTEMPLATE5]
====Send an Email There is no need for a separate auto action as the message will be sent to 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)appropriate email from property template 5.
Message tab: *Update details as appropriate**Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.**Booking API and Email: Messages are sent via channels API messaging systems if possible. If no connection to you have different teams per room, then use 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 Room template rather than the field "Internal" are sent via EmailProperty Template.
You can use Invoice Template variables showing the booking charges/payments.</div></div>===Example 3 - Send email to a Group of Properties (not all) ===
<div class=You can setup a "mw-collapsible mw-collapsedGroup"><div class=for your Properties, this has a number of benefits, including sending/excluding messages/emails to a Group of Properties, view a "headline-collapseGroup" >of properties in your Calendar and in Reports.
====Send an Email To assign the "Group" to guests from Channels====</divyour Properties, go to {{#fas:cog}} (SETTINGS) ><div class="mw-collapsible-content"BOOKING ENGINE > MULTI BOOKING PAGE > PROPERTY SETTINGS >Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source = Channel ManagerGROUP KEYWORDS.
Booking tab:*Execution = One time only*Booking Status = No Change Enter 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.
Message tabEach property can be in multiple groups, enter multiple keywords separated by a comma, for example : *Send Email = Guest *Enter you text- 4BEDS, OceanView, Dublin. If you are using the "Additional Information" function SETTINGS->PROPERTIES->ROOMS->SET UP "Unit Names" you can use template variables
Example: Your room is [UNITNAME]. Check-In the Trigger tab of the Auto Action, enter the Group keyword in *"Send Only To Property Groups" OR "Exclude Property Groups" you want to include/exclude from: [UNITNAME:1] the Auto Action. The key code is: [UNITNAME:2]
The template variables will only work if you have entered text in SETTINGS->PROPERTIES<span style="color: #f3e504; font->ROOMS->SET UP "Unit Namessize: 150%;". The context help for this setting will explain how to do this.</div>{{#fas:lightbulb}} </divspan>This filter will not apply if you are triggering on a single property.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send If you want to send a message (Email or sms) to guests that have Checked-out 30 days or more====</div><div class="mw-collapsible-content">Trigger tabon a specific day of the week :*Trigger Event = After Check-out*Trigger Time = 30 days*Trigger Window = 365 days
Message or SMS tab:*Update details as appropriate**Booking API and Email Smart: If the "Mail & Actions" tab contains 1) You need to send a "real" Email address the message is sent to remind the guests Email address. If only a masked Email address is available the message sends via to put the channels API messaging systems if possible. If no connection to rubbish bin out for collection on 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 EmailWednesday night.**Booking API and Email[IF=:[CURRENTDATE:{%u}]:3: Messages are sent via channels API messaging systems if possible. If yes|no connection to a messaging system is available the message ] will send to test if 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.current date is a Wednesday
Booking tab: (optional2)*Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose Remind the flag colour</div></div>guest that the cleaning lady will be at the apartment on Friday morning.
<div class* [IF="mw-collapsible mw-collapsed"><div class="headline-collapse" >:[CURRENTDATE:{%u}]:4:yes|no] will test if the current date is a Thursday
*Trigger Event = After BookingThe 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.*Trigger Time = Immediate*Trigger Window = For example a trigger that tests all bookings from booking time for 1 day Booking Source = ALL (or select year will test many bookings while a trigger that tests only the booking source/Channel)7 days before check-in will test less bookings and perform faster.
Message The test tab: of the auto action has a button that will show you how many and which bookings are being tested by the auto action.
*Update details as appropriate**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 It is available the message sends via the channels API messaging systems if also possible. If no connection to specify a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.**Booking API booking number and Email: Messages are sent via channels API messaging systems test if possible. If no connection to a messaging system is available the message will send auto action would trigger on that booking with some diagnostics information shown 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 Emailhelp trouble shooting.
Plain Text (Using Message API)'''Optimising your auto actions''' You can trigger multiple actions in one auto action, *Subject - enter send an email/api message to the subject for your Guestsguest, *Plain Text Message :- enter the Message text you wish to send to your guests include the an SMS, update booking settings, *add/delete a booking info code, *trigger a webook, *add a pending payment link , *update/add/delete a Charge/Payment item,*assign an invoice number.
https://beds24There is no requirement to set an individual auto action for each item if they can all apply at the same time.com/bookpay.php?bookid=[BOOKID]
You can find extra options <span style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> '''It is not possible to add specify a specific time for the auto action to trigger.''' The use of the Trigger time 'Immediate' + 14 hrs (for example) will not trigger the payment link auto action at 2pm local time, this will be the first time the booking could be checked to see if you want all other conditions are met, and added to refine the details https://wikibatch for processing.beds24.com/index.php/Category:Payments#Payment_Request
HTML Message == Troubleshooting == '''If Auto Actions do not send:''' The list in the "Mail" tab of the booking will tell you why. Common causes are: *Is your outgoing Email address working? Go to {{#fas:cog}} (SETTINGS) ACCOUNT->OUTGOING EMAIL and click on "Send Test Email) ". *Is your Auto Action set to send automatically? *Edit Is the guests Email Subject - enter address valid ("Mails" tab of the subject for your Guestsbooking)? *Edit Email Is the Plain Text :- enter box populated with the Email text you wish want to send (required when Message API is being used? *Is the booking set to your guests include template variable [PAYLINK] this creates a payment link allow Allow Auto Actions (HTML A tag"Mails" tab of the booking) for the payment request for the amount in ? *Do all trigger events apply to the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options. ?
Booking tab '''Delayed trigger of Auto Action:''' See section Performance and testing above.
*Execution = One time only '''Auto Action is not editable'''*Flag Text = The text you want To have write access to an auto action an account needs to have write access to all properties to display*Flag Colour - choose which the auto action applies. This might not be the flag colourBooking changes are applied before case if you use sub accounts and the mail Auto Action is sent so that the flag template variable can be reflected in the Emailset to trigger for "All Properties".</div></div>
<div class= '''You don't have permission to access control2.php on this server''' error message, when the save button is clicked It is most likely something in your content triggering the firewall. Try adding the content bit by bit until you find the item causing the problem. Often it is a script or HTML item that appears to the firewall as a possible hacking attack. It can also be something that looks innocent like a combination of numbers and words like "and" or "mw-collapsible mw-collapsedor">that hackers often use in sql injection attacks.<div class="headline-collapse" >Once you find the item causing the problem, try rewording it.
====Send '''Auto Action is not visible in a Request for payment sub account''' If you have sub accounts and need an auto action to your guests XX days before arrival====<be used across multiple accounts/div><div classproperties, then create the auto action at the Master Account Level and set Property ="mw-collapsible-content">Trigger tab:'All visible in account' and ensure the Master account has access to the properties.
*Trigger Event = Check-in *Trigger Time = -42*Trigger Window Examples = 1 day Booking Source = ALL (or select the booking source/Channel)
*Send Email <span style="color:#019cde; font-size: **Booking API and Email Smart150%;“ >{{#fas: 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 info-circle}} </span> Message API messaging systems if possible. If no connection to a messaging system is available messages will be shown in the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered booking and in the field "Internal" are sent via EmailChannel Message centre.**Booking API and Email: Messages are sent via channels API messaging systems if possible. If no connection to a messaging system Currently this is only available the message will send to the Email address from the "Mail & Actions" tab of the Emailfor Booking. Messages to the Email address entered in the field "Internal" are sent via Emailcom and Airbnb.
Plain Text <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an Email to the guest when the status of a booking changes to "Cancelled"====</div><div class="mw-collapsible-content"> '''Trigger tab:''' Time:*Trigger Event = Check-in*Trigger Time = -365*Trigger Window = 365 Booking Source*Booking Source = All (Using Message APIfor example) Booking Conditions*Subject - Booking Status = Cancelled '''Message tab''': For channels using the Message API, then enter the subject text in the Plain text box, for your Guestsemails enter the text in the HTML box. *Plain Text Send Message :- enter = 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 Message text you wish 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 include the payment link Guests
https*Plain text box - will send to channels using Message API Message Text ://beds24- enter the text you wish to send to your guests include URL.com/bookpay.php?bookid=Template variables can be used [[BOOKIDTemplate_Variables| see here]]
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 box - Email will be sent
HTML Message (Send Email) *Edit Email Subject - enter the subject for your Guests*Edit Email Text :- enter It is possible to use the Email text you wish to send to your guests include template variable [PAYLINK] this creates a payment link same details (HTML A tagURL) for the payment request for the amount as in the booking deposit field if non zero, otherwise the outstanding balancePlain Text box above. Check the template Template variables for other options. can be used [[Template_Variables| see here]]
*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.
You allow your guests Time: *Trigger Event = Check-in*Trigger Time = -14 (for example to make X number of payments cancel the bookings for their booking. the next two weeks)*Trigger Window = 14
You can not trigger the auto action multiple times, unless you manage this manually, therefore you need to create multiple auto actions, so if you allow 3 payments for their booking, then you will need 3 auto actions. Booking Source:*Booking Source = Direct
You will need to manually add a Booking Info Code to each booking that you have agreed to allow X payments. Conditions:*Booking Status = All Not Cancelled
'''Create Auto Action one'''Trigger Booking tab:*Booking Status = Cancelled
*Trigger Event = Booking (but not after check-'''Message tab:''' For channels using the Message API, then enter the text in)*Trigger Time = +7 days*Trigger Window = 1 day *Booking Source = ALL (or select the booking source/Channel)*Invoice Balance = Not Zero*Any Booking Info Code = MULTIPLE (Plain text box, for example) this can be used if you only allow some guests to make multiple paymentsemails enter the text in the HTML box.
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.
Plain Text (Using Message API)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 Message :- enter the Message text you wish to send to your guests include the payment link
https://beds24.com/bookpay.php?bookid=[BOOKID]*Plain Text Box - will send to channels using Message API
You can find extra options to add to Message Text :- enter the payment link if text you want wish to refine the details https://wikisend to your guests include URL.beds24.com/index.php/Category:Payments#Payment_RequestTemplate variables can be used [[Template_Variables| see here]]
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.
'''Create additional Auto Actions for each period you want to trigger'''
'''Create Auto Action 2 (and 3, 4, 5 - how may you need) '''
*Trigger Time = +14 days (days you want to collect the payments)
*Trigger Window = 1 day
'''Setup booking info code'''
Go to SETTINGS -> ACCOUNT -> PREFERENCES -> BOOKINGS -> Booking Info Code Values and enter MULTIPLE (or the value you want to use to trigger)
'''Update Booking to allow Multiple payments'''
*Open the booking
**Go to Booking Info Tab and from the drop down list
**Select the value 'MULTIPLE' (or the value you want to use to trigger)
You want to capture a Security Deposit for bookings on the day before checkTime:*Trigger Event = Check-in from your guest.*Trigger Time = -365 days*Trigger Window = 355 days
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 Conditions:*Booking Status = All not cancelled
You will need to create multiple emails to capture the payment multiple times for the same booking.Booking tab:*Execution = One time only*Booking Status = No Change
*Trigger Event = Check-in*Trigger Time = -1 days*Trigger Window = 1 day *Booking Source = ALL (or select the booking source/Channel)*Status = All not cancelledEXAMPLE
Message tab: to send to phone number 015625346 in the UK (Country code 44) enter the following number
Send Email : select the appropriate option4415625346
*Edit Email Subject - enter You can use the subject for your Guests*Edit Email Text :- enter template variables [GUESTPHONE] or [GUESTMOBILE] but this will only work if the Email text you wish to send to your guests include URL below, change phone number has exactly the pay=100 to the value you require. https://beds24.com/bookpay.php?bookid=[BOOKID]&g=st&capture=0&pay=100required format.
Booking info tab: (Optional)*SMS Message
*Booking Info Code = SECDEPOSIT (for example)*Booking Info Text = Security deposit request sentEnter the message to send, messages will be truncated at 160 characters. Template variables can be used.
This uses a smart template variable. In this example we Alternatively you an use Between Booking and Check in '''Trigger tab:''' Time:*Trigger Event = Booking (but not after check whether the guest booked -in)*Trigger Time = Immediate*Trigger Window = 1 day*Between Booking and Check in French. If yes, then we send a French text. If no, we send an English text.= 7 to 999 Booking Conditions:*Booking Status = All not cancelled
Trigger '''Message tab:*Booking Field Contains - select "Language" ''' For channels using the Message API, then enter the text in the next field Plain text box, for emails enter: the short code for text in the language this Auto Action is forHTML box.
Email tab:*Enter the message in the appropriate language under your default language.<Send Message = Booking API/div></div>Smart Email
<div class=If the "mw-collapsible mw-collapsedMail & Actions"><div class=tab contains a "headline-collapsereal" >Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
====Send SMS in If no connection to a certain language (if it messaging system is available the message will send to the language of Email address from the booking) or a default language====</div><div class="mw-collapsible-contentMail & Actions">This uses a smart template variable. In this example we check whether tab of the guest booked in French. If yes, then we send a French text. If no, we send an English textEmail.
Trigger tab: Whatever you want*Email Subject - enter the subject for your Guests
Booking tab: Whatever you want*Plain text box - will send to channels using Message API
SMS tabMessage Text :*Phone Number = - enter the text you wish to send to your guests include URL. Template variables can be used [GUESTMOBILE]*SMS Message = [IF=:[GUESTLANGUAGETemplate_Variables| see here]:fr:French_text|English_text]</div></div>
<div class="mw*HTML box -collapsible mw-collapsed">Email will be sent <div class="headlineEmail Text :-collapse" > 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]]====Send Remotelock/Lockstate, Nuki PIN or Chekin Link ====</div><div class="mw-collapsible-content">Trigger '''SMS tab:''' Please note a charge applies per SMS message. *Trigger Event = Check-inSend SMS Message : Enable*Trigger Time = -2 (Phone Number : This is the phone number of days before check-that will receive the SMS notification. This is a global service and the notifications can be sent to almost phone in you want 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 sent phone number 015625346 in the UK (Country code 44) enter the following number 4415625346 You can use the template variables [GUESTPHONE] or link) [GUESTMOBILE] but this will only work if the phone number has exactly the required format. *Trigger Window = 2SMS Message Enter 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*Info Code Booking Status = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URLNo Change
Message tab:
*Send Email = Booking API/Email Smart
*EMail Subject = Your access code (your text)
*Email Text = Your text which includes the template variable [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN]
Message tabBooking Conditions: *Send Email Booking Status = Guest *EMail Subject = Enter the appropriate details *Email Text = Your text which includes the details for your current guests. All not cancelled
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">'''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.
You can send Invoice or *Send Message = Booking Template attachments to your Guests. API/Smart Email
Setup your Invoice or Booking Template, go If the "Mail & Actions" tab contains a "real" Email address the message is sent to SETTINGS -> GUEST MANAGEMENT -> INVOICING or SETTINGS -> GUEST MANAGEMENT -> BOOKING TEMPLATESthe guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
Trigger If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab:*Trigger Event = Checkout*Trigger Time = Immediate*Trigger Window = 1*Booking Source = All (or select of the appropriate channel/Direct)*Booking Status = All but not cancelled*Group bookings = Trigger all on master*Any Booking Info Code = CHECKOUTEmail.
Message tab: *Send Email = Guest API/Smart Email (or one of Subject - enter the other options)subject for your Guests*Attachment = Select an option from the drop down list. *EMail Subject = Enter the appropriate details *Email Text = Your Plain text which includes the details for your current guests. box - will send to channels using Message API
It is assumed you use Message Text :- enter the Checkin/Checkout feature in the Dashboard, if not text you can either manually add Checkout wish to send to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookingsguests include URL.Template variables can be used [[Template_Variables| see here]]
If you send Emails with pdf attachment (invoice, booking template) to Alias*HTML box -Email addresses created by channels the channel might block the attachment so it is not delivered to the guest. Ask your channel about their policy regarding this.will be sent
Other files Email Text :- It is possible to use the same details (URL) as in the Plain text box above. Template variables can not be attached. We recommend you use a link to a file you upload to your web site.</div></div>used [[Template_Variables| see here]]
<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">'''SMS tab :'''
To send an automated Email to the guest then they can check you/the cleaner have to add Please note a unitstatus to the room when it is readycharge applies per SMS message. In this example we used the unit status clean
Trigger tab*Send SMS Message :Enable*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 = [UNITSTATUS1] Contains = cleanPhone Number : This is the phone number that will receive the SMS notification.
Message tab: *Send Email = Guest API/Smart Email (or one of This is a global service and the other options)*EMail Subject = Enter the appropriate details *Email Text = Your textnotifications can be sent to almost phone in any country.
Other files can Do not be attached. We recommend you include any leading zeros or other characters and use a link to a file you upload to your web siteno spaces.</div></div>
===Booking Info Codes===The number must start with the country code.<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > EXAMPLE====Add CHECKIN Booking info to send to phone number 015625346 in the UK (Country code to bookings ====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.</div><div class="mw-collapsible-content">*SMS Message
If you need Enter the message to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actionssend, you messages will be truncated at 160 characters. Template variables can set the Booking info code rather than use the Current guest module in the dashboardbe used.
Trigger '''Booking tab:'''*Trigger Event = Check-in*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source Execution = AllOne time only*Booking Status = All but not cancelled*Group bookings = Trigger all on masterNo Change
Booking Info tab:
*Booking Info Code = CHECKIN
*Booking Info Text = Auto Checkin
If Property, Room, Unit:*Unit = Select the number of the unit you need want to use send this message to. Note that the number represents the index of the unit not its name. Time: *Trigger Event = Check-in*Trigger Time = -1 day*Trigger Window = 1 day Booking info code CHECKIN/CHECKOUT for reporting/other auto actionsConditions *Booking Status = All not cancelled '''Message tab:''' For channels using the Message API, you can set then enter the text in the Booking info code rather than use Plain text box, for emails enter the Current guest module text in the dashboardHTML box.
Trigger tab:*Trigger Event Send Message = Check-out*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source = All*Booking Status = All but not cancelled*Group bookings = Trigger all on masterAPI/Smart Email
Booking Info If the "Mail & Actions" tab: *Booking Info Code = CHECKOUT*Booking Info Text = Auto Checkout</div></div>contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
<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" > ====Group check-in ====</div><div class="mw-collapsible-content">This requires the master booking to be checked-in via tab of the check-in functionEmail.
Trigger tab:*Email Subject - enter the subject for your Guests
Booking info tab :
*Info Code = CHECKIN
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 bookingsIf no connection to a messaging system is available the message will send to the Email address from the " = Trigger all on master*Template Variable = [GUESTSID1] greater than 0Mail & Actions" tab of the Email.
Booking info tab : *Info Code = REPEAT</div></div>Email Subject - enter the subject for your Guests
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Identify bookings with Custom Question ticked/unticked ====</div><div class="mw*Plain text box -collapsible-content">If you have a custom question with a 'Tick box' for example, they want a late checkin. will send to channels using Message API
Setup Message Text :- enter the custom question in Properties -> Booking Questions -> Custom Questions -> Custom question 1, set with TYPE = Tick Boxtext you wish to send to your guests. Template variables can be used [[Template_Variables| see here]]
Trigger tab:You should consider adding the invoice table to the email so the guest can see the booking details including Charges & Payments.
*Trigger Event = After Booking[INVOICETABLE] - invoice table*Trigger Time = immediately*Trigger Window = 365It 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 Source = All*Booking Status = All but not cancelledHTML box - Email will be sent*Group bookings" = Trigger all on master*Email Text :- It is possible to use the same details as in the Plain text box above. Template Variable = variables can be used [[Template_Variables| see here]] You should consider adding the invoice table to the email so the guest can see the booking details including Charges & Payments. [INVOICETABLE] - invoice table It is also possible to include a customised invoice table using this template variable :- [GUESTCUSTOMQ1INVOICE:PRI_QTY_CUA€] equals ticked (or) not ticked will create an invoice table with price and quantity in Euros.
Booking info tab :
*Info Code = LATECHECKIN
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add Apply a fee flag/colour to all bookings a booking when a payment is made - ''Select from a channelthe predefined template ''====
Invoice tabBooking Conditions:*Type Booking Status = AmountAll not cancelled*Description Invoice Balance = Cleaning fee (for example)Any Payment made*Amount = 50 (for example - the amount of your cleaning fee)*per = Room'''Booking tab:''' *Period Flag Text = one timePaid *VAT Flag Colour = 19% (for example - enter the VAT amount if applicable)d4e4b0
The fee will be added the next time the auto actions run.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a pending paymentEmail confirmation for channel bookings - ''Select from the predefined template''====
Booking '''Message tab: Optional*Flag Text = Pending payment added (''' For channels using the Message API, then enter the text in the Plain text box, for example)*Flag Colour = select emails enter the colour as this will be visible text in the Calendar/Bookings listHTML box.
Invoice tab:*Payment Type Send Message = select on what the payment is calculated (Percent of Balance due)*Description = the text you will see in the "Charges and Payments" tab*Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = enter the amount or percentage you want to collect*Payment Rule = use auto or manual - if you have set up payment rules in SETTINGS->GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here *Payment Due = Set when the payment is dueBooking API/Smart Email
Create If no connection to a Payment Rule messaging system is available the message will send to collect a payments when bookings are not cancelledthe Email address from the "Mail & Actions" tab of the Email. Go to Settings > Payments > Payment Rules
Payment Rule :*Email Subject - enter the subject for your Guests
Name = Enter your title *Plain text box - Not Cancelled (for example)Action = Autowill send to channels using Message API
Payment Trigger Message Text :- enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]]
Payment Action 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]]
Trigger tab:Time*Trigger Event = After Booking Check-out*Trigger Time = immediate30 days*Booking Source Trigger Window =All (for example365 days '''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
<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 you HTML box - Email 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 inbe sent
<span style="color'''SMS tab :#fe746c;“ >{{#fas:exclamation-triangle}} </span> Automatic collection is only available for customer who use [[Stripe]].'''
Create Please note a Payment Rule to 'Capture' a payment only. Captured payments will only be valid for 7 days, then it will expire, if the booking is for a longer period, then you can create a second Capture, you will need to create another auto action for thischarge applies per SMS message.
Go to Settings > Payments > Payment Rules*Send SMS Message : Enable*Phone Number : This is the phone number that will receive the SMS notification.
Payment Rule : This is a global service and the notifications can be sent to almost phone in any country.*Name = Enter your title - Security Deposit 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 (for exampleCountry 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. *Action = AutoSMS Message Enter the message to send, messages will be truncated at 160 characters. Template variables can be used.
Payment Trigger '''Booking tab:''' (optional)*Booking Status = select from the drop down list*Any Booking Info Code Execution = optionalOne time only*All Booking Info Codes Flag Text = optionalThe text you want to display*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find Flag Colour - choose the Booking info code in the booking)flag colour
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
Invoice '''Message tab:*Assign Invoice Number = yes</div></div>'''
<div class*Send Email =Booking API and Email Smart: If the "mw-collapsible mw-collapsedMail & Actions"><div class=tab contains a "headline-collapsereal" > Email address the message is sent to the guests Email address. ====Using Pending Payments as If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a Payment Reminder====</div><div class=messaging system is available the message will send to the Email address from the "mw-collapsible-contentMail & Actions">Trigger tab:*Trigger Event = After Booking or Before Check-in*Trigger Time = set of the time you want Email. Messages to add the pending payment to Email address entered in the booking*Booking Source =All (for example, you can also set different rules for different channels)field "Internal" are sent via Email.
Booking Info tab:*Plain text box (Using Message API)*Optional, add a booking info tab Subject - enter the subject for information and reportingyour GuestsPlain Text Message :- enter the Message text you wish to send to your guests including the payment link
Booking tabhttps: Optional*Flag Text //beds24.com/bookpay.php?bookid= PaymentDue1 (for example), set multiple if multiple payments are required. *Flag Colour [BOOKID]&g= select the colour as this will be visible in the Calendar/Bookings listcc
Invoice tabYou 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 *Payment Type = select on what the payment is calculated HTML Message (Percent of Balance dueSend Email)*Description = the text you will see in Edit Email Subject - enter the "Charges and Payments" tabsubject for your Guests*Status = if you use Edit Email Text :- enter the status function add the status Email text you want wish to apply send to your guests including the pending payment link https://beds24.com/bookpay.php?bookid=[BOOKID]&g=cc this creates a link (optionalHTML A tag)so the guest can enter their credit card details. Check the template variables for other options. '''Booking tab:''' *Execution = One time only*Amount Flag Text = enter the amount or percentage The text you want to collectdisplay*Payment Rule = Manual Flag Colour - if you have set up payment rules in SETTINGS->GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here choose the flag colour*Payment Due = Set when Booking changes are applied before the payment mail is duesent so that the flag template variable can be reflected in the Email. '''Booking Info tab:'''
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. *Booking Info Code = NEWCARDREQ*Booking Info Text = New credit card requested
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply Send a flag when a booking is cancelledRequest for payment to your guests XX days before check-in====
Booking tab:
*Booking Status = No Change*Flag text Text = (enter the The text you require)want to display*Flag Colour = Set as required- 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 tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Booking Source = Booking.com (for example)
*Booking Field Contains - select "API Message" in the next field enter: meal_plan=Breakfast (or Extra Breakfast - use the text the channel uses)
Booking tab:You allow your guests to make X number of payments for their booking. *Execution = One time only*Flag Text = The text You can not trigger the auto action multiple times, unless you want manage this manually, therefore you need to displaycreate multiple auto actions, so if you allow 3 payments for their booking, then you will need 3 auto actions. *Flag Colour - choose the flag colourYou will need to manually add a Booking Info Code to each booking that you have agreed to allow X payments.
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.</div></div>'''Create Auto Action one'''
<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:'''
*Send Email : select appropriate option
*Enter : Subject and Email content
Booking info tab : (optional)'''Create additional Auto Actions for each period you want to trigger'''
*Booking Info Code : DEPOSITPAID '''Create Auto Action 2 (for exampleand 3, 4, 5 - how many you need)'''*Booking Info Text : additional text if required. Setting details with the Booking tab and Booking info tab allows Trigger Time = +14 days (days you want to trigger additional (follow oncollect the payments) Auto Actions and Reports.</div></div>*Trigger Window = 1 day
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when The use the settings in the previous auto action to trigger the next auto action for your 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
Trigger tab:You want to capture a Security Deposit for bookings on the day before check-in from your guest.*Trigger Event = After Booking*Trigger Time = ImmediateCapture 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 = BookingYou will need to create multiple emails to capture the payment multiple times for the same 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>'''Trigger tab:'''
<div class*Trigger Event ="mwCheck-collapsible mw-collapsed">in<div class*Trigger Time ="headline-collapse" > 1 days*Trigger Window =1 day *Booking Source ===Apply a flag when a payment was made====<ALL (or select the booking source/div>Channel)<div class*Status ="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".All not cancelled
Trigger '''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. *Trigger Event Send Message = After BookingAPI/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 *Trigger Time 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= Immediate100 to the value you require. *Trigger Window https://beds24.com/bookpay.php?bookid=[BOOKID]&g=st&capture=0&pay= 365100. *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 Source = Allinfo tab: (Optional)''' *Booking Status Info Code = All not cancelledSECDEPOSIT (for example)*Invoice Balance Booking Info Text = Any Payment made Security deposit request sent.
Booking tab:
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
Booking '''Message tab:''' Update details as appropriate*Execution Send Message = One time 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*Flag Text = Stripe Payment Failed*Flag Colour - choose 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 flag colour</div></div>field "Internal" are sent via Email.
<div class="mw*Plain text box (Using Message API) Subject -collapsible mw-collapsed">enter the subject for your Guests<div class="headlinePlain Text Message :-collapse" > ====Apply a flag enter the Message text you wish to send to Booking.com bookings and auto report your guests including the Credit Card when a payment FAILS at Stripe====link <https://beds24.com/div><div classbookpay.php?bookid="mw-collapsible-content">[BOOKID]
Go You can find extra options to Settings > Channel Manager > Preferences and set Auto report failed cards = Yesadd 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 Booking*Trigger Time = ImmediateHTML Message (Send Email) *Trigger Window = 365Email Subject - enter the subject for your Guests*Booking Source = All*Booking Status = All but not cancelledEmail Text :- enter the Email text you wish to send to your guests include template variable *Booking Info Code = BOOKINGCOMCARD[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.
===Status changes===
Booking tab:
*Execution = One time only
*Booking Status = Cancelled
Booking tab:
*Execution = One time only
*Booking Status = Request
Booking changes are applied before the mail is sent.'''SMS tab:'''*Phone Number = [GUESTMOBILE]*SMS Message = [IF=:[GUESTLANGUAGE]:fr:French_text|English_text]
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.
===API/Webhook===
You This auto action can use be used if you have set a webhook fixed PIN code in conjunction with the API JSON function '''setBooking''' Room Setup or using digits from the Booking id. To setup the PIN code for each Room/Unit then go to write to any field {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > UNIT NAMES, then in the bookingunit names, you can add additional information including a pin code. First you have to configure access to the API Example:
You need two keys to use our API JSON functions - one for the API itself have 2 units (100 and one for the property. The keys have to consist of 16 characters of your choosing101).<br> '''API key:'''*SETTINGS -> ACCOUNT -> ACCOUNT->ACCESS "API Key 1"*API Key = my_very_secret_api_key*API Key Access Pin Code for 100 = 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_XXXXXX12345, for 101 - 34567
Set In "Unit name" enter: (Use (?) in the triggers you need, room setup for example:more details/options)
Booking Field Contains: Message = XXX*100|12345*101|34567
Set the webhook like this'''Trigger tab:'''
Body DataBooking Souce ::{::"authentication":::{:::"apiKey": "my_very_secret_api_key",:::"propKey": "secret_key_for_prop_XXXXXX"::},::"bookId": "[BOOKID]",::"message": "[MESSAGE] - Append this message":}</div>*Booking Source = All</div>*Booking Status = All but not cancelled
<div class="mwBooking Conditions:-collapsible mw-collapsed"><div *Group bookings = class="headline-collapse" > Trigger all on master ====Use '''Messaging tab:''' For channels using the Message API/Webhook to write , then enter the text in the Plain text box, for emails enter the value of text in the 'commission' field to a new invoice item===HTML box. *Send Message =Booking API/Smart Email</div><div class=If the "mw-collapsible-contentMail & Actions">You can create tab contains a new invoice item that contains "real" Email address the price of message is sent to the channel's commission as guests Email address. If only a negative value to subtract it from masked Email address is available the room price. You use message sends via the channels API JSON function '''setBooking''' for thismessaging systems if possible. First you need If no connection to configure access a messaging system is available the message will send to the API:Email address from the "Mail & Actions" tab of the Email.
You need two keys to use our API JSON functions *Subject - one for enter the API itself and one subject for the property. The keys have to consist of 16 characters of your choosing.<br>'''API key:'''*SETTINGS Guests -> 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_XXXXXXYour access code (your text)
Set the triggers you need, for example:*Plain text box - will send to channels using Message API
Booking Source = BookingMessage Text :- enter the text you wish to send to your guests include URL.comInclude 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]]
Set the webhook like this:*HTML box - Email will be sent
*Email Text :- It is possible to use the same details (URL = <nowiki>https) as in the Plain Text box above. Include these template variables - [UNITNAME] and [UNITNAME://api1] or [BOOKIDLAST5] - Last 5 digits of booking number.beds24.com/json/setBooking</nowiki>*Custom Header = see the list of ALL template variables that can be used [[leave emptyTemplate_Variables| see here]]
__TOC__
== General Information and Setup ==An Auto Action is an action which can be programmed to run at a specific time relative to the time of the '''booking''', to the '''check-in''' date or to the '''check-out''' date.
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.
*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.
<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.
=== API Messaging/Email ===Create auto actions which trigger HTTP POST notificationsGo to "Messaging" to create or modify a prepared Email/Message template. Templates can contain [[Template Variables]] to include information specific to the booking in the Email/Message, for example the guests name or the arrival date.
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.
=== Send Emails/Message/SMS to guests HTML and Templates===If you use HTML you will need to make sure your code is correct and clean otherwise it might trigger our firewall.
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> If you are using deposit collection make sure you set SETTINGS->PAYMENTS->PAYMENT COLLECTION The SMS will send in the language of the account, not the language of the booking. Read Example "Non Payment Booking StatusSend an Email in the guests language to an internal Email address" = Requestfor a way to control the language of the SMS.
=== Booking ===Go to the tab 'Booking' to set up an auto action which modifies something in the booking. "Execution" - default is 'One time only' or 'Allow Repeats' This action can run one time only or repeat within the trigger time period. <span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </divspan>Emails are always triggered once only regardless of this setting.<=== 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.
====Send an Email with Example 1 - Each property has a key different access code for a specific unit one day before check-in====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = Check-in*Trigger Time = -1 day*Trigger Window the main building door = 1 day *Booking Status = All not cancelled*Unit = Select the number of the unit you want to send this message to. Note that the number represents the index of the unit not its name.
== Using Smart Logic Template Variables ==
You can use smart logic template variables to trigger auto actions for specific conditions.
%u ISO-8601 numeric representation of the day of the week 1 (for Monday) through 7 (for Sunday) ==Performance and Testing ==Send a Request for payment Auto actions will test up to 1000 bookings per cycle, if your guests for all trigger condition involves more than 1000 bookings====, the next 1000 will be tested on the next cycle etc.</div><div class="mw-collapsible-content">Trigger tab:If you require the fastest speed, ensure your trigger is designed to test less than 1000 bookings.
=== Send Emails/Message tab: /SMS to guests ===
<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 tab:Status" = Request.
</div>
</div>
<div class="headline-collapse" >
====Send a Request for payment Change the status of all upcoming direct bookings to your guests XX days after booking"Cancelled" and send an Email to the guest ====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
*Send Message tab: = Booking API/Smart Email
*HTML Message (Send Email) *Edit Email Subject - enter the subject for your Guests*Edit Email Text :box - 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. 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]]
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Send a Request an message or SMS to 'Capture' a Security deposit from your guests XX Guest when booking made more than 10 days before check-in - with Stripeadvance====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
'''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]] *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]] '''Create Auto Action oneSMS tab :'''Trigger 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.
</div>
<div class="headline-collapse" >
====Send an Email message or SMS to Guest when booking made more than 7 days in the guests language to an internal Email address advance====
</div>
<div class="mw-collapsible-content">
</div>
</div>
<div class="headline-collapse" >
====Send Email an message or SMS to all current guest Guest for last minute booking - 6 days or less====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time:*Trigger Event = CheckBooking (but not after check-in)
*Trigger Time = Immediate
*Trigger Window = 14(the max number of days your guests can stay)1 day*Between Booking Source and Check in = All*Booking Status = All but not cancelled*Group bookings = Trigger all on master*Any Booking Info Code = CHECKIN*Exclude Booking Info Code = CHECKOUT 0 to 6
The phone number must contain the international country code and phone number as it would be dialed internationally.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Add CHECKOUT Booking info Send an Email with a key code to bookings for a specific unit one day before check-in (Self Checkin)====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
*Trigger Event = After BookingPlain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]] If you are using the "Additional Information" function {{#fas:cog}} (SETTINGS) PROPERTIES->ROOMS->SET UP "Unit Names" you can use template variables Example: Your room is [UNITNAME]. Check-in from: [UNITNAME:1] . The key code is: [UNITNAME:2] *Trigger Time = The template variables will only work if you have entered text in {{#fas:cog}} (SETTINGS) immediatelyPROPERTIES->ROOMS->SET UP "Unit Names". The context help for this setting will explain how to do this. *Trigger Window = 365HTML box - Email will be sent If you are using the "Additional Information" function SETTINGS-{{#fas:cog}} (SETTINGS) PROPERTIES->ROOMS->SET UP "Unit Names" you can use template variables [[Template_Variables| see here]] Example: Your room is [UNITNAME]. Check-in from: [UNITNAME:1] . The key code is: [UNITNAME:2] The template variables will only work if you have entered text in S{{#fas:cog}} (SETTINGS) PROPERTIES->ROOMS->SET UP "Unit Names". The context help for this setting will explain how to do this.*Booking Source = All*'''Booking Status = All but not cancelledtab:'''*Group bookings" Execution = Trigger all on masterOne time only*Info Code Booking Status = CHECKINNo Change
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Identify Repeat Guest Send an Email to the guest when a payment is made====
</div>
<div class="mw-collapsible-content">
Time:*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 365 day Booking Conditions: *Booking Status = All not cancelled*Invoice Balance = Any Payment made OR Invoice Balance = Zero (payment in full) '''Message tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Send Message = 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.
</div>
</div>
<div class="mw-collapsible mw-collapsed"><div class==Add invoice items to a booking ==="headline-collapse" >
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source Trigger Window = Expedia (for example) 999 day
</div>
</div>
<div class="mw-collapsible mw-collapsed"><div class==Payments/Pending Payments==="headline-collapse" >
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time*Trigger Event = After Booking or Before Check-in*Trigger Time = set the time you want to collect the paymentImmediate*Booking Source Trigger Window =All (for example, you can also set different rules for different channels)1 day
Booking Info tab:Source*Optional, add a booking info tab for information and reportingBooking Source = Channel Manager
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.
*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)HTML box - Email will be sent
'''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 a message ( Credit card details were collected at time of bookingEmail or sms)to guests that have Checked-out 30 days or more====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
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]]
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply an info code and and/or icon when Send a Request for payment was madeto 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 *Invoice Balance = Any Payment madeHTML 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 Info tab:'''
*Execution = One time only
*Info Code Flag Text = Enter The text you want to display*Flag Colour - choose the flag colourBooking changes are applied before the preset code for mail is sent so that the icon or info code which you have created flag template variable can be reflected in SETTINGS->ACCOUNT->PREFERENCESthe Email.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Assign invoice numbersSend a Request to update the guest's credit card as it will expire before checkin====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time:*Trigger Event = CheckBooking (not after check-outin)
*Trigger Time = Immediate
*Any Trigger Window = 1 day Booking Souce: *Booking Info Code Source = CHECKOUT ALL (optional only if you use or select the check-out function, if not leave blankbooking source/Channel)
</div>
</div>
<div class="mw-collapsible mw-collapsed"><div class==Booking Flags/Colours==="headline-collapse" >
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time:*Trigger Event = After BookingCheck-in *Trigger Time = 1 Hour-42*Trigger Window = 365 days42 day Booking Souce: *Booking Source = ALL (or select the booking source/Channel) '''Message tab:''' *Send Email = 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= 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 *HTML Message (Send Email) Edit Email Subject - enter the subject for your GuestsEdit Email Text :- enter the Email text you wish to send to your guests include template variable [PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options. '''Booking tab:'''
*Execution = One time only
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply Send a flag Request for a bookings from a channel which have breakfast includedpayment to your guests XX days after booking====
</div>
<div class="mw-collapsible-content">
*Trigger Event = CheckBooking (but not after check-in)*Trigger Time = -365 (for example : must be a negative value and the same as the value in Trigger window)+7 days*Trigger Window = 3651 day *Booking Source = AllALL (or select the booking source/Channel)*Invoice Balance = Not Zero*Any Booking Status Info Code = All but not cancelledMULTIPLE (for example) this can be used if you only allow some guests to make multiple payments. '''Message tab:''' *Send Message = Booking API/Smart EmailIf the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email. *Invoice Balance 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= Any Payment made[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 tab(Send Email) Edit Email Subject - enter the subject for your GuestsEdit Email Text : - enter the Email text you wish to send to your guests include template variable [PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options.
'''Booking tab: (optional)'''
*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="headline-collapse" >
====Apply Send a flag/colour for Request to 'Capture' a booking coming Security deposit from a certain channelyour guests XX days before check-in - with Stripe====
</div>
<div class="mw-collapsible-content">
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply a flag Send an email to the guest email address when a payment FAILS at Stripe====
</div>
<div class="mw-collapsible-content">
*Booking Source = All
*Booking Status = All but not cancelled
*Booking Info Code = STRIPEFAIL, CARDFAILSTRIPE
'''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.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ==== Change Send an Email in the status of all "Request" bookings guests language to "Cancelled" after three days 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 = After Booking*Trigger Time = 3 daysImmediate*Trigger Window = 1 Booking Source:*Booking Source = All (for example) Booking Conditions:*Booking Status = RequestAll Not Cancelled Booking Fields:*Booking Field Contains - select "Language" in the next field enter: the short code for the language this Auto Action is for. '''Message tab:'''Enter the message in the appropriate language under your default language. *Send Message = Internal Only *Internal Email Address = enter the email address this message should be sent to. *Email Subject - enter the subject for your Guests *HTML box - Email will be sent *Email Text :- Template variables can be used in the message. [[Template_Variables| See here]]
</div>
</div>
<div class="headline-collapse" >
==== Change Send SMS in a certain language (if it is the status language of all bookings which have been imported from Ical to "Request" 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 = After Booking
*Trigger Time = Immediate
*Trigger Window = 1 Booking Source:*Booking Source = Ical Import All (1, 2, 3for example) Booking Conditions:*Booking Status = All Not Cancelled
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
==== Change Room Unit Status when guest checks out 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*Trigger Event = Check-out*Trigger Time = Immediate*Trigger Window = 1 day*Booking Status = All but not cancelled*Any Booking Info Code = CHECKOUT:'''
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. *Execution Send Message = One time Booking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If onlya 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. *Change Room Unit Status = Select 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 optionlist of ALL template variables that can be used [[Template_Variables| see here]]
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<div class="headline-collapse" > ====Use API/Webhook Send Pin code to write to the field 'Message'guest, 2 days before Check-in (Self Checkin) ====
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Time:-*Trigger Event = Check-in* URL Trigger Time = <nowiki>https://api.beds24.com/json/setBooking</nowiki> -2 (the number of days before check-in you want to sent the code or link) * Custom Header Trigger Window = [leave empty]2
</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]] *Body Data 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">'''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="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkout to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings. If you send Emails with pdf attachment (invoice, booking template) to Alias-Email addresses created by channels the channel might block the attachment so it is not delivered to the guest. Ask your channel about their policy regarding this. Other files can not be attached. We recommend you use a link to a file you upload to your web site.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email with Booking Registration Form - PDF attachment====</div><div class="mw-collapsible-content"> You can send Booking Template attachments to your Guests. Setup your Booking Template, go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> BOOKING TEMPLATES '''Trigger tab:''' Time:*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1 day Booking Source:*Booking Source = All (or select the appropriate channel/Direct) Booking Conditions:*Group bookings = Trigger all on master*Booking Status = All but not cancelled '''Messaging tab:''' *Send Message = Guest API/Smart Email (or one of the other options) If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Attachment = Select Booking Template from the drop down list. *Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]] <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkout to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings. If you send Emails with pdf attachment (invoice, booking template) to Alias-Email addresses created by channels the channel might block the attachment so it is not delivered to the guest. Ask your channel about their policy regarding this. Other files can not be attached. We recommend you use a link to a file you upload to your web site.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email after the cleaner has cleaned the room====</div><div class="mw-collapsible-content"> To send an automated Email to the guest then they can check you/the cleaner have to add a unit status to the room when it is ready. In this example we used the unit status clean '''Trigger tab:''' Time:*Trigger Event = Checkin*Trigger Time = Immediate*Trigger Window = 1 Booking Source:*Booking Source = All Booking Conditions*Group bookings = Trigger all on master*Booking Status = All but not cancelled Booking Fields:*Template Variable = [UNITSTATUS1] Contains = clean '''Messaging tab: '''*Send Email = Guest API/Smart Email (or one of the other options) If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- It is possible to use the same details as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]] *Attachment :- if you want to send a Booking/Invoice template you can select from the drop down list. Other files can not be attached. We recommend you use a link to a file you upload to your web site.</div></div> <div class="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="headline-collapse" > ====Send Email to your guest - Upselling additional nights - nights available before checkin ====</div><div class="mw-collapsible-content"> To send an automated Email to the guest confirming that it is possible to extend their stay. This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. '''Trigger Tab :-''' Time:*Trigger Event = Checkin (depending on when you want to notify the guest)*Trigger Time = -2 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 2 Booking Source:*Booking Source = All Booking Conditions:*Group bookings = Trigger all on master*Booking Status = All but not cancelled Booking Fields:*Template Variables = [IFBETWEEN:[VACANTDAYS]:0:3:yes|no|no] equal yes This template variable tests if there is upto 3 days from previous checkout to check in of current booking. '''Messaging tab :- '''*Send Message = Guest API/Smart Email If the "authenticationMail & 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="apiKeymw-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="my_very_secret_api_keymw-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="propKey"style="color: #f3e504; font-size: 150%;"secret_key_for_prop_XXXXXX>{{#fas:lightbulb}} </span> The details in the URL, will direct the guest to make a new booking in the existing room with the check-in date = leaving date and for Offer 7 &br-7 (offer created in Step 1 above) Enter your Booking Reservation Number [BOOKID] into the Booking id box on the booking page. Best regards, [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME] Email :-[PROPERTYEMAIL] Website :- [PROPERTYWEB] Booking Info Tab :- Optional*Booking info code = LATCHECKOUT, *Booking Info Description = Upsell email sent [CURRENTDATE]: Late Checkout </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to your guest - On a Wednesday (Cleaner is due/Rubbish Collection is due) ====</div><div class="mw-collapsible-content"> To send an automated Email to the guest reminding them that there is an event on a specific day of the week, for instance, the cleaner is due on Wednesday mornings, or the bin collection is due on Thursday mornings. You will need to check for the day of the week. If the booking is for more than 1 week, you will need multiple auto actions as an email will only be sent once, it is not possible to trigger multiple times. '''Step 1:''' Create the Auto Action Trigger Tab :- *Trigger Event = Checkin*Trigger Time = Immediate *Trigger Window = 8 days*Booking Source = All *Booking Status = All but not cancelled *Template Variables = [IF=:[CURRENTDATE:{%u}]:3:yes|no] equal yes %u ISO-8601 numeric representation of the day of the week 1 (for Monday) through 7 (for Sunday) This template variable tests if the current day is a Wednesday. Message tab :- *Send Email = Guest API/Smart Email (or one of the other options)*EMail Subject = Enter the appropriate details *Email Text = Your text, using the template variables to modify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails) Dear, [GUESTNAME], Hope you are enjoying your holiday at [PROPERTYNAME]. We would like to remind you that the cleaner is due to visit you on Thursday morning between 10am and 12am. Best regards, [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME] Email :-[PROPERTYEMAIL] Website :- [PROPERTYWEB] Booking Info Tab :- Optional*Booking Info code = CLEANWED1*Booking Info text = Reminder that cleaning is due on the first Thursday of their stay. This can be used to trigger the next auto action if the duration of their holiday is more than 1 week. Include the Booking Info code in the Trigger tab of the next auto action. </div></div> ===Send an email to the Owner/Internal email address ===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an email to the Owner/Internal email address when a payment FAILS at Stripe====</div><div class="mw-collapsible-content"> Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = STRIPEFAIL,CARDFAILSTRIPE Messaging tab:*Send Message = Internal*Internal Email Address = enter the email address to receive the notification*Subject = Failed Stripe Payment*HTML Box = Enter the text to be sent, you can use template variables in this message, for example [BOOKID] - booking reference number[GUESTNAMES] - name of all guests in the booking on the "summary" tab of the booking[FIRSTNIGHT][LASTNIGHT] Booking tab:(optional)*Execution = One time only*Flag Text = Stripe Payment Failed*Flag Colour - choose the flag colour</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an email to the Owner/Internal email address when a guest completes a Payment Authorisation at Stripe====</div><div class="mw-collapsible-content"> Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = STRIPEAUTHORIZE Messaging tab:*Send Message = Internal*Internal Email Address = enter the email address to receive the notification*Subject = Stripe Payment Authorisation*HTML Box = Enter the text to be sent, you can use template variables in this message, for example [BOOKID] - booking reference number[GUESTNAMES] - name of all guests in the booking on the "bookIdsummary"tab of the booking[FIRSTNIGHT][LASTNIGHT] Booking tab: (optional)*Execution = One time only*Flag Text = Stripe Authorised*Flag Colour - choose the flag colour</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an email to the Owner/Internal email address for a new booking====</div><div class="mw-collapsible-content"> Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source = All*Booking Status = All but not cancelled Messaging tab:*Send Message = Internal*Internal Email Address = enter the email address to receive the notification*Subject = New Booking*HTML Box = Enter the text to be sent, you can use template variables in this message, for example [BOOKID]- booking reference number[GUESTNAMES] - name of all guests in the booking on the "summary" tab of the booking[FIRSTNIGHT][LASTNIGHT] </div></div> ===Booking Info Codes===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add CHECKIN Booking info code to bookings ====</div><div class="mw-collapsible-content"> If you need to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set the Booking info code rather than use the Current guest module in the dashboard. 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"><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 invoiceitems 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="mw-collapsible-content">You want to add a 2.2% fee to all bookings if there is an outstanding balance 2 days prior to checkin. Trigger tab: Time :*Trigger Event = Checkin *Trigger Time = -2 days*Trigger Window = 2 days Booking Conditions:*Status = All not Cancelled *Invoice Balance = Not Zero Invoice tab:*Type = Amount*Description = Payment Fee||[INVOICEBALANCE:2.2%]*Amount = 0 (leave as 0 so the value is set from the calculation in Description field)*Per = Room*Period = one time*VAT = 19% (for example - enter the VAT amount if applicable) The fee will be added the next time the auto actions run. </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a negative value to Direct bookings for Stripe Charges==== </div><div class="mw-collapsible-content">You want to add the Stripe fee to all Direct bookings to show total value of booking, i.e. if you want to show the booking value. In this example the Stripe charge will be added as a negative figure. Trigger tab: Time :*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1 day 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 descriptionfield 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 Bookinginfo 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 price of 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<=:[INVOICEFIRSTITEMNUM]:800:200|[INVOICEFIRSTITEMNUM][/.0]4] (Security Deposit is the description, then 2 | symbol, then the calculation for the 'Amount' to be set.) This calculation, tests if the first invoice item value (usually the Accommodation value) is greater than or = 800 if so set the Security Deposit Amount = 1 quarter of the first invoice item value, otherwise set = 200. <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> <span style="font-weight: bold;" >Tip</span> A price value for the invoice item can be specified after a second pipe (|) symbol, this can be used to calculate a price using template variables. If the price value in the description field is zero or absent, the numeric value from the amount field will be used. *Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = 0*Payment Rule = use auto or manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) Payments > Payment Rules they will be available here *Payment Due = Set when the payment is due Create a Payment Rule to collect a payments when bookings are not cancelled.com Commission 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 statusfunction add the status you want to apply to the pending payment (optional)**Amount = 100 (this will be 100% of the outstanding group balance) **Payment Rule = Not Cancelled - See Step 4 above (if you have set up payment rules in {{#fas:cog}} (SETTINGS) PAYMENTS ->PAYMENT RULES they will be available here) **Payment Due = Trigger date**Payment time = set the time to collect payment**Invoicee = If you use the "invoicee" function you can select which invoicee the pending payment will be assigned to. </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse"> ===='Capture' a Security Deposit when Credit card is collected at time of booking. ====</div><div class="mw-collapsible-content"> Trigger tab: *Trigger Event = After Booking *Trigger Time = immediate*Booking Source =All (for example, you can also set different rules for different channels) Info Codes:Any Booking Info Code = CARDTOSTRIPE Invoice tab:*Payment Type = Fixed amount*Description = Security Deposit (the text you will see in the "Charges and Payments"tab)*Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = 100 (balance is full price so 100% of the balance)*Payment Rule = Security Deposit (Create a Payment Rule,see below) *Payment Due = check in <span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> Automatic collection is only available for customer who use [[Stripe]]. Create a Payment Rule to 'Capture' a payment only. Captured payments will only be valid for 7 days, then it will expire, if the booking is for a longer period, then you can create a second Capture, you will need to create another auto action for this. Go to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES Payment Rule :*Name = Enter your title - Security Deposit (for example)*Action = Auto Payment Trigger :*Booking Status = select from the drop down list*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action :*Capture = Yes/No - immediately charged (Capture=Yes), if you want to make sure that the amount is available for later capture (Capture=No) *Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply an info code and and/or icon when a payment was made====</div><div class="qtymw-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.*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 = 1day 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 "priceAPI 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 = [COMMISSIONNUMIF>:[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="vatRateheadline-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"7.00 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"type><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 "0API Key 1"*API Key = my_very_secret_api_key*API Key Access = allow any IP*IP Whitelist = [leave empty]*Allow Writes = Yes*Property Access = Owned by this account only*'''Property key:'''*{{#fas:cog}} (SETTINGS) PROPERTIES > ACCESS > propKey = secret_key_for_prop_XXXXXX Set the triggers you need,for example: Booking Field Contains: Message = XXX Set the webhook like this: * URL = <nowiki>https://api.beds24.com/json/setBooking</nowiki>* Custom Header = [leave empty] Body Data::{::"authentication":::{:::"invoiceeIdapiKey": "my_very_secret_api_key",:::"propKey": "secret_key_for_prop_XXXXXX"::},::"bookId": "[BOOKID]",::"message": "[MESSAGE] - Append this message"
:}
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<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====
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<div class="mw-collapsible-content">
You can create a new invoice item that contains the price of the channel's commission as a negative value to subtract it from the room price. You use the API JSON function '''setBooking''' for this. First you need to configure access to the API:
You need two keys to use our API JSON functions - one for the API itself and one for the property. The keys have to consist of 16 characters of your choosing.<br>
'''API key:'''
*{{#fas:cog}} (SETTINGS) ACCOUNT -> ACCOUNT->ACCESS "API Key 1"
*API Key = my_very_secret_api_key
*API Key Access = allow any IP
*IP Whitelist = [leave empty]
*Allow Writes = Yes
*Property Access = Owned by this account only
*'''Property key:'''
*{{#fas:cog}} (SETTINGS) PROPERTIES > ACCESS> propKey = secret_key_for_prop_XXXXXX
Set the triggers you need, for example:
Booking Source = Booking.com
Set the webhook like this:
*URL = <nowiki>https://api.beds24.com/json/setBooking</nowiki>
*Custom Header = [leave empty]
*Body Data =
:{
::"authentication":
::{
:::"apiKey": "my_very_secret_api_key",
:::"propKey": "secret_key_for_prop_XXXXXX"
::},
::"bookId": "[BOOKID]",
::"invoice":
::[
:::{
::::"description": "Booking.com Commission",
::::"status": "",
::::"qty": "1",
::::"price": "-[COMMISSIONNUM]",
::::"vatRate": "7.00",
::::"type": "0",
::::"invoiceeId": ""
:::}
::]
:}
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<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Use Auto Action/Webhook to write to send data to Integromat====
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<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]"
}
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===Testing for Modified bookings===
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<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
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