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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 ===Set up auto actions which automatically add or remove info codes. Fields'''
=== Invoice ===Automatically add invoice items or pending paymentsSelect the appropriate fields from the drop down lists. You can also use an AND/OR option.
Invoice changes are applied before "Template variables" can be used in the mail is sentfields to generate dynamic values based on the booking.See the options in this section [[Template_Variables#Smart_Logic_Template_Variables|Smart Template Variables]]
== Performance and Testing ==Auto actions will test up to 1000 bookings per cycle*To send messages via the Message API, if your trigger condition involves more than 1000 bookingsthen enter the text in the PLAIN text box, for emails, enter the next 1000 will be tested on the next cycle etc.If you require text in the fastest speed make sure your trigger is designed to test less than 1000 bookingsHTLM Box.
The easiest way *To send Emails automatically you need to do this is usually by reducing the testing window to the smallest necessary and adjusting the trigger condition to the most suitable.For example a trigger that tests all bookings from booking time for 1 year will test many bookings while a trigger that tests only the 7 days before checkset up your outgoing Email address in {{#fas:cog}} (SETTINGS) ACCOUNT -in will test less bookings and perform faster> OUTGOING EMAIL.
The test *To send Emails manually open a booking and go to the MAIL/Action tab of the auto action has . Manual Emails will open in a button which will show window, you how many and which bookings are being tested by the auto actionmay send it as is or edit it before sending.
It is also possible to specify Some systems have a booking number and test if limit of about 2000 characters for this form of email generation. If the auto action would trigger on that booking with some diagnostics information shown to help trouble shootingemail will not open try reducing the amount of text.
== Troubleshooting == '''If Auto Actions do not Action Emails are sent automatically they will send:''' The list in the "Mail" tab of the booking will tell you why. Common causes are: *Is 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.
'''Delayed trigger of If Auto Action:''' See section Performance and testing aboveEmails are sent manually via a link in the "Email Templates" list in the booking Beds24 will first try to send through your Email server. You should see this on your server. Whether you see it in your Sent box or not depends on your Email program.
'''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 ==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 Other files can not be attached. We recommend you use a link to guests ===a file you upload to your web site.
Message API messages ===HTML and Templates===If you use HTML you will be shown in the message tab of the booking and in the Channel Message centre. Currently this need to make sure your code is only available for Booking.com correct and Airbnbclean otherwise it might trigger our firewall.
<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: #019cde; font-size: 150%;“ >{{#fas:info-circle}} </span> SMS can only be used to communicate Information about a current booking. For channels using the Message API, then enter the text in the Plain text box, legal reasons you can not use SMS for emails enter the text in the HTML boxmarketing purposes including discounts or vouchers.
*'''Send Message''' <span style= Booking API"color:#fe746c;“ >{{#fas:exclamation-triangle}} </Smart span> The SMS will send in the language of the account, not the language of the booking. Read Example "Send an Email in the guests language to an internal Emailaddress" for a way to control the language of the SMS.
If === Booking ===Go to the "Mail & Actions" tab contains a "real" Email address the message is sent 'Booking' to set up an auto action which modifies something in the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possiblebooking.
If no connection to a messaging system is available the message will send to the Email address from the "Mail & ActionsExecution" tab of - default is 'One time only' or 'Allow Repeats' This action can run one time only or repeat within the Emailtrigger time period.
*'''Email Subject''' <span style="color:#fe746c;“ >{{#fas:exclamation- enter the subject for your Gueststriangle}} </span> Emails are always triggered once only regardless of this setting.
*'''Plain Text Box''' - will send === Booking Info ===Set up auto actions which automatically add or remove info codes. This is good practice for reporting and also to channels using Message APItrigger/exclude bookings from other auto actions.
Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]]=== Invoice ===
*'''HTML box''' - Email will be sentAutomatically Assign Invoice Number. Automatically add/update invoice items or pending payments.
Email Text Pending payments can use Payment Rules defined in {{#fas:- It is possible to use the same details cog}} (URLSETTINGS) as in the Plain Text box above->PAYMENTS->PAYMENT RULES. Template variables can be used [[Template_Variables| see here]]
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> If you are using deposit collection make sure you set SETTINGS->PAYMENTS->PAYMENT COLLECTION "Non Payment Booking Status" = Request= API ===Create auto actions which trigger HTTP POST notifications.
</div>=== Webhook ===</div>Create auto actions which trigger a web hook when the trigger conditions are met.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >Multiple Properties ==
====Change With Multiple Properties, the status of all upcoming direct bookings requirement to "Cancelled" and send an Email have Property specific information in the Messages/emails sent 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 Cancelledhousekeeping/owner can be achieved using Template Variables.
Booking tabWhen you create a Property/Room in Beds24, the setup of the Property/Room is held in the database and can be accessed via Template Variables. For example in {{#fas: *Booking Status = Cancelledcog}} (SETTINGS) >PROPERTIES >DESCRIPTION, you setup the property specific details.
Message tab: For channels using the Message API, then enter the text *Property name - can be accessed in the Plain text box, for emails enter the text template variable [PROPERTYNAME] *Property Address - can be accessed in the HTML box. template variable [PROPERTYADDRESS]
*'''Send Message''' = Booking API/Smart EmailYou will find the full list of Property Template Variables when you go to [[Template_Variables#Property_Variables|Property Variables]]
If the "Mail & Actions" tab contains a "real" Email address the message is sent There are additional Property Templates that can be used in Messages/Emails/SMS 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 possibleEach Property Template can hold customised text that can be used in Auto Actions, Booking Templates, Invoices and Reports.
If no connection Go to a messaging system is available the message {{#fas:cog}} (SETTINGS) >PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES you will send to see the Email address from the "Mail & Actions" tab of the Emaillist that are available.
*'''Email Subject''' - enter When you create each Room/Unit the subject for your Guestsinformation is held in Room/Unit specific template variables.
*'''Plain Text Box''' - You will send find the full list of Room/Unit Template Variables when you go to channels using Message API[[Template_Variables#Room_Variables|Room Variables]]
Message Text :- enter See the text you wish to send to your guests include URL. Template variables can be used full list of [[Template_Variables| see hereTemplate Variables]].
*'''HTML box''' - Email will be sentYou can send a message/email to your guests, confirming their booking date, property details and property contact details. Use the property, room and booking templates to build the message/email in one Auto Action, rather than one auto action per property.
Email Text :- It is possible This approach will reduce the ongoing management, update one Auto Action and it will apply to use all/selected properties rather than having to edit multiple auto actions with the same details (URL) as in the Plain Text box aboveoverall message. Template variables can be used [[Template_Variables| see here]]
</div></div>===Example 1 - Each property has a different access code for the main building door ===
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >Your properties have security doors with keycodes, each property has a different code.
====Send an message or SMS Go to Guest when booking made more than 10 days in advance====</div{{#fas:cog}} (SETTINGS) >PROPERTIES >DESCRIPTION ><div class="mw-collapsible-content"PROPERTY TEMPLATES >Trigger tab:*Trigger Event = Check-Property Template 1 enter the Building Access Code, use this same field in*Trigger Time = -365 days*Trigger Window = 355 days*Booking Status = All not cancelledeach property and set the appropriate code.
Booking tab:*Execution = One time only*Booking Status = No ChangeThen in the Auto Action use [PROPERTYTEMPLATE1] in the text rather than the actual value.
Message tab*Please use this code to Access the Main building Door: For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. - [PROPERTYTEMPLATE1]
*'''Send Message''' = Booking API/Smart EmailThere is no need for a separate auto action due to the front door keycode being different.
If the "Mail & Actions" tab contains a "real" Email address the message ===Example 2 - Housekeeping/Cleaning Team 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 possibledifferent for each Property.===
If no connection Each of your properties has a different housekeeping/cleaning team and you need to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of them an email with the Emailbooking details for each booking.
*'''Email Subject''' - Go to {{#fas:cog}} (SETTINGS) >PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES > Property Template 5 enter the subject email address for your GuestsHousekeeping/Cleaning team.
Message Text :- enter There is no need for a separate auto action as the text you wish message will be sent to send to your guests include URLthe appropriate email from property template 5. Template variables can be used [[Template_Variables| see here]]
*'''HTML box''' - Email will be sentIf you have different teams per room, then use a Room template rather than the Property Template.
Email Text :===Example 3 - It is possible Send email to use the same details a Group of Properties (URLnot all) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]===
SMS tab To assign the "Group" to your Properties, go to {{#fas:cog}} (SETTINGS) > BOOKING ENGINE > MULTI BOOKING PAGE > PROPERTY SETTINGS > GROUP KEYWORDS.
Please note Enter a charge applies per SMS messageGroup 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.
*Send SMS Message Each property can be in multiple groups, enter multiple keywords separated by a comma, for example : Enable*Phone Number : This is the phone number that will receive the SMS notification- 4BEDS, OceanView, Dublin.
This is a global service and In the notifications can be sent Trigger tab of the Auto Action, enter the Group keyword in *"Send Only To Property Groups" OR "Exclude Property Groups" you want to almost phone in any countryinclude/exclude from the Auto Action.
The phone number must contain the international country code and phone number as it would be dialed internationally<span style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> This filter will not apply if you are triggering on a single property.
Do not include any leading zeros or other characters and == Using Smart Logic Template Variables ==You can use no spacessmart logic template variables to trigger auto actions for specific conditions.
The number must start with If you want to send a message on a specific day of the country code.week :-
EXAMPLE1) You need to send a message to remind the guests to put the rubbish bin out for collection on a Wednesday night. * [IF=:[CURRENTDATE:{%u}]:3:yes|no] will test if the current date is a Wednesday
to send to phone number 015625346 in 2) Remind the UK (Country code 44) enter guest that the cleaning lady will be at the following numberapartment on Friday morning.
4415625346* [IF=:[CURRENTDATE:{%u}]:4:yes|no] will test if the current date is a Thursday
You can use %u ISO-8601 numeric representation of the template variables [GUESTPHONE] or [GUESTMOBILE] but this will only work if day of the phone number has exactly the required format.week 1 (for Monday) through 7 (for Sunday)
*SMS Message== Performance and Testing ==Auto actions will test up to 1000 bookings per cycle, if your trigger condition involves more than 1000 bookings, the next 1000 will be tested on the next cycle etc.If you require the fastest speed, ensure your trigger is designed to test less than 1000 bookings.
Enter The easiest way to do this is usually by reducing the message testing window to send, messages the smallest necessary and adjusting the trigger condition to the most suitable.For example a trigger that tests all bookings from booking time for 1 year will test many bookings while a trigger that tests only the 7 days before check-in will be truncated at 160 characters.Template variables can be usedtest less bookings and perform faster.
</div></div>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.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >It is also possible to specify a booking number and test if the auto action would trigger on that booking with some diagnostics information shown to help trouble shooting.
====Send '''Optimising your auto actions''' You can trigger multiple actions in one auto action, *send an email/api message or to the guest, *send an SMS to Guest when , update booking made more than 7 days in advance====settings, <*add/div>delete a booking info code, *trigger a webook, <div class="mw-collapsible-content">*add a pending payment, Alternatively you *update/add/delete a Charge/Payment item,*assign an use Between Booking and Check ininvoice number.
Trigger tab:*Trigger Event = Booking (but not after check-in)*Trigger Time = Immediate*Trigger Window = 1 dayBetween Booking and Check in = 7 There is no requirement to 999*Booking Status = All not cancelledset an individual auto action for each item if they can all apply at the same time.
Booking tab<span style="color: #f3e504; font-size: 150%;" >{{#fas:*Execution = One lightbulb}} </span> '''It is not possible to specify a specific time for the auto action to trigger.''' The use of the Trigger time 'Immediate' + 14 hrs (for example) will not trigger the auto action at 2pm local time, this will be the first time only*Booking Status = No Changethe booking could be checked to see if all other conditions are met, and added to the batch for processing.
Message tab or SMS tab== Troubleshooting == '''If Auto Actions do not send:'''*Update details as appropriate**Booking API and Email Smart: If The list in the "Mail & Actions" tab contains a "real" of the booking will tell you why. Common causes are: *Is your outgoing Email address the message is sent working? Go to the guests {{#fas:cog}} (SETTINGS) ACCOUNT->OUTGOING EMAIL and click on "Send Test Email address". If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection *Is your Auto Action set to a messaging system is available the message will send to automatically? *Is the guests Email address from the valid ("Mail & ActionsMails" tab of the Email. Messages to booking)? *Is the Email address entered in Plain Text box populated with the field "Internal" are sent via Email.text you want to send (required when Message API is being used? **Booking API and Email: Messages are sent via channels API messaging systems if possible. If no connection to a messaging system is available Is the message will send booking set to the Email address from the allow Allow Auto Actions ("Mail & ActionsMails" tab of the Email. Messages booking)? *Do all trigger events apply to the Email address entered in the field "Internal" are sent via Email.booking? </div> '''Delayed trigger of Auto Action:'''</div> See section Performance and testing above.
<div class="mw-collapsible mw-collapsed"> '''Auto Action is not editable'''<div class=To have write access to an auto action an account needs to have write access to all properties to which the auto action applies. This might not be the case if you use sub accounts and the Auto Action is set to trigger for "headline-collapseAll Properties" >.
====Send an '''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 SMS HTML item that appears to Guest when booking made more last minute booking - 6 days 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 less====</div><div class="mw-collapsible-contentor">that hackers often use in sql injection attacks. Once you find the item causing the problem, try rewording it.
Trigger tab:*Trigger Event = Booking (but '''Auto Action is not after check-visible in)*Trigger Time = Immediatea sub account'''*Trigger Window = 1 dayBetween Booking If you have sub accounts and Check in = 0 need an auto action to 6*Booking Status be used across multiple accounts/properties, then create the auto action at the Master Account Level and set Property = 'All not cancelledvisible in account' and ensure the Master account has access to the properties.
Booking tab:== Examples == *Execution = One time only*Booking Status = No Change= Send Emails/Message/SMS to guests ===
Message tab or SMS tab<span style="color:#019cde; font-size:*Update details as appropriate**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.</div></div>
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.Conditions**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.Status = Cancelled
*Enter your '''Message tab''': For channels using the Message API, then enter the text in the Plain text box, for emails enter the textin the HTML box. 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 from: [UNITNAME:1] . The key code is: [UNITNAME:2] *Send Message = Booking API/Smart Email
The template variables will If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only work a masked Email address is available the message sends via the channels API messaging systems if you have entered text in SETTINGS->PROPERTIES->ROOMS->SET UP possible. If no connection to a messaging system is available the message will send to the Email address from the "Unit NamesMail & Actions"tab of the Email. The context help *Email Subject - enter the subject for this setting your Guests *Plain text box - will explain how send to channels using Message API Message Text :- enter the text you wish to do thissend to your guests include URL.Template variables can be used [[Template_Variables| see here]]</div></div>*HTML box - Email will be sent
<div class="mwEmail Text :-collapsible mw-collapsed"><div class="headline-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 an Email 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)
Message tab<span style="color: *Update details as appropriate**Booking API and Email Smart#fe746c;“ >{{#fas: exclamation-triangle}} </span> 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" you are sent via Email.**Booking API and Emailusing deposit collection make sure you set {{#fas: 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 cog}} (SETTINGS) PAYMENTS->PAYMENT COLLECTION "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "InternalNon Payment Booking Status" are sent via Email= Request.
You can use Invoice Template variables showing the booking charges/payments.
Message tabBooking Conditions: *Send Email Booking Status = Guest *Enter you text. If you are using the "Additional Information" function SETTINGS->PROPERTIES->ROOMS->SET UP "Unit Names" you can use template variables All Not Cancelled
ExampleBooking tab: Your room is [UNITNAME]. Check-in from: [UNITNAME:1] . The key code is: [UNITNAME:2] *Booking Status = Cancelled
The template variables will only work if you have entered '''Message tab:''' For channels using the Message API, then enter the text in SETTINGS->PROPERTIES->ROOMS->SET UP "Unit Names". The context help the Plain text box, for this setting will explain how to do thisemails enter the text in the HTML box.</div></div>
<div class=If the "mw-collapsible mw-collapsedMail & Actions"><div class=tab contains a "headline-collapsereal" > ====Send a Email address the message (Email or sms) is sent to the guests that have Checked-out 30 days or more====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Check-out*Trigger Time = 30 days*Trigger Window = 365 days Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
Message 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 Subject - enter the field "Internal" are sent via Email.subject for your Guests **Booking Plain Text Box - will send to channels using Message API and Email Message Text : Messages are sent via channels API messaging systems if possible. If no connection - enter the text you wish to a messaging system is available the message will send to the your guests include URL. Template variables can be used [[Template_Variables| see here]] *HTML box - Email address from the "Mail & Actions" tab of the will be sent Email. Messages Text :- It is possible to use the Email address entered same details (URL) as in the field "Internal" are sent via EmailPlain Text box above.Template variables can be used [[Template_Variables| see here]]
Booking tab: (optional)
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
Message tabBooking Conditions: Update details as appropriate*Send Message Booking Status = 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.All not cancelled
Plain Text (Using Message API)Booking tab:*Subject - enter the subject for your GuestsExecution = One time only*Plain Text Message :- enter the Message text you wish to send to your guests include the payment link Booking Status = No Change
https'''Message tab'''://beds24For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.com/bookpay.php?bookid=[BOOKID]
You can find extra options to add to the payment link if you want to refine the details https:*Send Message = Booking API//wiki.beds24.com/index.php/Category:Payments#Payment_RequestSmart Email
HTML Message (Send Email) *Email Subject - enter If the subject for your Guests*"Mail & Actions" tab contains a "real" Email Text :- enter address the Email text you wish message is sent to send to your the guests include template variable [PAYLINK] this creates Email address. If only a payment link (HTML A tag) for the payment request for masked Email address is available the amount in message sends via the booking deposit field channels API messaging systems if non zero, otherwise the outstanding balance. Check the template variables for other optionspossible.
Booking 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.
<div class="mw*Plain Text Box -collapsible mw-collapsed"><div class="headline-collapse" >will send to channels using Message API
====Send a Request for payment Message Text :- enter the text you wish to send to your guests XX days before arrival====</div><div class="mw-collapsible-content">Trigger tab:include URL. Template variables can be used [[Template_Variables| see here]]
Message tabEmail Text : - It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
*Send Email :
**Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.
**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.
Plain Text (Using Message API)*Subject - enter the subject for your Guests*Plain Text Message '''SMS tab :- enter the Message text you wish to send to your guests include the payment link '''
https://beds24 Please note a charge applies per SMS message.com/bookpay.php?bookid=[BOOKID]
You *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 find extra options be sent to almost phone in any country. The phone number must contain the international country code and phone number as it would be dialed internationally. Do not include any leading zeros or other characters and use no spaces. The number must start with the country code. EXAMPLE to add send to phone number 015625346 in the payment link if you want to refine UK (Country code 44) enter the detailsfollowing number https://wiki.beds24.com/index.php/Category:Payments#Payment_Request4415625346
HTML Message (Send Email) *Edit Email Subject - enter You can use the subject for your Guests*Edit Email Text :- enter the Email text you wish to send to your guests include template variable variables [PAYLINKGUESTPHONE] or [GUESTMOBILE] but this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field will only work if non zero, otherwise the outstanding balance. Check phone number has exactly the template variables for other optionsrequired format.
Booking tab:Enter the message to send, messages will be truncated at 160 characters. Template variables can be used.
*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 to make X number of payments for their booking. '''Trigger tab:'''
You can Time:*Trigger Event = Booking (but not trigger the auto action multiple times, unless you manage this manually, therefore you need after check-in)*Trigger Time = Immediate*Trigger Window = 1 day*Between Booking and Check in = 7 to create multiple auto actions, so if you allow 3 payments for their booking, then you will need 3 auto actions. 999
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 tab:
*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)*Subject - enter If no connection to a messaging system is available the subject for your Guests*Plain Text Message :- enter the Message text you wish to message will send to your guests include the payment link Email address from the "Mail & Actions" tab of the Email.
https://beds24.com/bookpay.php?bookid=[BOOKID]*Email Subject - enter the subject for your Guests
You can find extra options *Plain text box - will send to add to the payment link if you want to refine the details https://wiki.beds24.com/index.php/Category:Payments#Payment_Requestchannels using Message API
HTML Message (Send Email) *Edit Email Subject - enter the subject for your Guests*Edit Email Text :- enter the Email text you wish to send to your guests include template variable URL. Template variables can be used [[PAYLINKTemplate_Variables| see here]] 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 tabEmail Text :- It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
*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 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 Please note a charge applies per SMS message.
'''Setup booking info code'''*Send SMS Message : Enable*Phone Number : This is the phone number that will receive the SMS notification.
Go to SETTINGS -> ACCOUNT -> PREFERENCES -> BOOKINGS -> Booking Info Code Values This is a global service and enter MULTIPLE (or the value you want to use notifications can be sent to trigger) almost phone in any country.
'''Update Booking to allow Multiple payments'''The phone number must contain the international country code and phone number as it would be dialed internationally.
*Open the booking**Go to Booking Info Tab Do not include any leading zeros or other characters and from the drop down list **Select the value 'MULTIPLE' (or the value you want to use to trigger)</div></div>no spaces.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >EXAMPLE
====Send a Request to 'Capture' a Security deposit from your guests XX days before check-send to phone number 015625346 in - with Stripe====</div><div class="mw-collapsible-content">the UK (Country code 44) enter the following number
You want to capture a Security Deposit for bookings on the day before check-in from your guest.4415625346
Capture of You can use the payment is template variables [GUESTPHONE] or [GUESTMOBILE] but this will only held by Stripe for 7 days, work if the guest is staying longer you will need to send phone number has exactly the request againrequired format.
You will need to create multiple emails to capture the payment multiple times for the same booking.*SMS Message
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.
Email tabTime:*Enter the message Trigger Event = Booking (but not after check-in the appropriate language under your default language.)</div>*Trigger Time = Immediate</div>*Trigger Window = 1 day*Between Booking and Check in = 0 to 6
<div class="mw-collapsible mw-collapsed">Booking Conditions: <div class*Booking Status ="headline-collapse" >All not cancelled
====Send SMS in a certain language (if it is the language of the booking) or a default language====
</div>
<div class="mw-collapsible-content">
This uses a smart template variable. In this example we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text.
Trigger '''Message tab: Whatever you want''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
SMS If the "Mail & Actions" tab:*Phone Number = [GUESTMOBILE]*SMS Message = [IF=:[GUESTLANGUAGE]:fr:French_text|English_text]</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" > ====Send Remotelock/Lockstate, Nuki PIN or Chekin Link ====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = Check-in*Trigger Time = -2 (the number of days before check-in you want to sent the code or link) *Trigger Window = 2*Booking Source = All*Booking Status = All but not cancelled*Group bookings = Trigger all on master*Info Code = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URLEmail.
Message tab: *Send Email = Booking API/Email Smart *EMail Subject = Your access code (- enter the subject for your text)*Email Text = Your text which includes the template variable [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN]</div></div>Guests
<div class="mw*Plain text box -collapsible mw-collapsed"><div class="headline-collapse" >will send to channels using Message API
====Send Email to all current guest ====</div><div class="mw-collapsible-content">Trigger tabMessage Text :*Trigger Event = Check-in*Trigger Time = Immediate*Trigger Window = 14(enter the max number of days text you wish to send to your guests include URL. Template variables can stay)*Booking Source = All*Booking Status = All but not cancelled*Group bookings = Trigger all on master*Any Booking Info Code = CHECKIN*Exclude Booking Info Code = CHECKOUT be used [[Template_Variables| see here]]
Message tab: *Send HTML box - Email = Guest *EMail Subject = Enter the appropriate details *Email Text = Your text which includes the details for your current guests. will be sent
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Send Email with a PDF attachment====
</div>
<div class="mw-collapsible-content">
You can send Invoice or Booking Template attachments to your Guests. '''SMS tab :'''
Setup your Invoice or Booking Template, go to SETTINGS -> GUEST MANAGEMENT -> INVOICING or SETTINGS -> GUEST MANAGEMENT -> BOOKING TEMPLATES Please note a charge applies per SMS message.
Trigger tab*Send SMS Message :Enable*Trigger Event = Checkout*Trigger Time = Immediate*Trigger Window = 1*Booking Source = All (or select Phone Number : This is the phone number that will receive the appropriate channel/Direct)*Booking Status = All but not cancelled*Group bookings = Trigger all on master*Any Booking Info Code = CHECKOUTSMS notification.
Message tab: *Send Email = Guest API/Smart Email (or one of This is a global service and the other options)*Attachment = Select an option from the drop down list. *EMail Subject = Enter the appropriate details *Email Text = Your text which includes the details for your current guestsnotifications can be sent to almost phone in any country.
It is assumed you use The phone number must contain the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkout to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookingsinternational country code and phone number as it would be dialed internationally.
If you send Emails with pdf attachment (invoice, booking template) to Alias-Email addresses created by channels the channel might block the attachment so it is Do not delivered to the guest. Ask your channel about their policy regarding thisinclude any leading zeros or other characters and use no spaces.
Other files can not be attachedThe number must start with the country code. We recommend you use a link to a file you upload to your web site.</div></div>
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email after to send to phone number 015625346 in the cleaner has cleaned UK (Country code 44) enter the room====</div><div class="mw-collapsible-content">following number
To send an automated Email to the guest then they can check you/the cleaner have to add a unitstatus to the room when it is ready. In this example we used the unit status clean4415625346
Trigger tab:*Trigger Event = Checkin*Trigger Time = Immediate*Trigger Window = 1*Booking Source = All *Booking Status = All You can use the template variables [GUESTPHONE] or [GUESTMOBILE] but not cancelledthis will only work if the phone number has exactly the required format.*Group bookings = Trigger all on master*Template Variable = [UNITSTATUS1] Contains = cleanSMS Message
Message tab: *Send Email = Guest API/Smart Email (or one of the other options)*EMail Subject = Enter the appropriate details *Email Text = Your textmessage to send, messages will be truncated at 160 characters. Template variables can be used.
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
===Booking Info Codes===
If Property, Room, Unit:*Unit = Select the number of the unit you need want to send this message to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set . Note that the Booking info code rather than use number represents the Current guest module in index of the dashboardunit not its name.
Trigger tabTime:
Booking Info '''Message tab: *Booking Info Code = CHECKIN*Booking Info Text = Auto Checkin</div></div>''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
<div class*Send Message ="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add CHECKOUT Booking info code to bookings ====<API/div><div class="mw-collapsible-content">Smart Email
Trigger If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tabof the Email. *Email Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]] If you are using the "Additional Information" function {{#fas:cog}} (SETTINGS) PROPERTIES->ROOMS->SET UP "Unit Names" you can use template variables *Trigger Event = Example: Your room is [UNITNAME]. Check-outin from: [UNITNAME:1] . The key code is: [UNITNAME:2] The template variables will only work if you have entered text in {{#fas:cog}} (SETTINGS) PROPERTIES->ROOMS->SET UP "Unit Names". The context help for this setting will explain how to do this. *Trigger Time = ImmediateHTML 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]] *Trigger Window = Example: Your room is [UNITNAME]. Check-in from: [UNITNAME:1 day] . The key code is: [UNITNAME:2] The template variables will only work if you have entered text in S{{#fas:cog}} (SETTINGS) PROPERTIES->ROOMS->SET UP "Unit Names". The context help for this setting will explain how to do this. '''Booking tab:'''*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 = CHECKOUT
*Booking Info Text = Auto Checkout
This requires the master booking to be checked-in via the check-in function. '''Trigger tab:'''
*Trigger Event = After BookingConditions: *Trigger Time Booking Status = immediatelyAll not cancelled*Trigger Window Invoice Balance = 365Any 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 Source = AllAPI/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. *Booking Status = All but not cancelledEmail Subject - enter the subject for your Guests *Group bookings" = Trigger all on masterPlain 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]] 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 :- [INVOICE:PRI_QTY_CUA€] will create an invoice table with price and quantity in Euros *Info Code = CHECKINHTML 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]] 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 :- [INVOICE:PRI_QTY_CUA€] will create an invoice table with price and quantity in Euros.
Booking info tab :
*Info Code = CHECKIN
This requires you to use the Guest database. '''Trigger tab:''' Time:*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 999 day Booking Conditions: *Booking Status = All not cancelled*Invoice Balance = Any Payment made
Trigger '''Booking tab:'''
Booking info tab :
*Info Code = REPEAT
If you have a custom question with a 'Tick box' for example, they want a late checkin. 'Trigger tab:'''
Setup the custom question in Properties -> Time*Trigger Event = Booking Questions -> Custom Questions -> Custom question *Trigger Time = Immediate*Trigger Window = 1, set with TYPE = Tick Box. day
Trigger tab:Booking Source*Booking Source = Channel Manager
Booking info tab :
*Info Code = LATECHECKIN
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add Send a fee message (Email or sms) to all bookings from a channelguests that have Checked-out 30 days or more====
Invoice tab:*Type Send Message = Amount*Description = Cleaning fee (for example)*Amount = 50 (for example - the amount of your cleaning fee)*per = Room*Period = one time*VAT = 19% (for example - enter the VAT amount if applicable)Booking API/Smart Email
The fee will be added If the next time "Mail & Actions" tab contains a "real" Email address the auto actions runmessage 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>
===Payments/Pending Payments===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.
<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 CheckEmail Subject -in*Trigger Time = set the time you want to collect enter the payment*Booking Source =All (for example, you can also set different rules subject for different channels)your Guests
Booking Info tab:*Optional, add a booking info tab for information and reportingPlain text box - will send to channels using Message API
Booking tabMessage Text : Optional*Flag Text = Pending payment added (for example)*Flag Colour = select - enter the colour as this will text you wish to send to your guests. Template variables can be visible in the Calendar/Bookings listused [[Template_Variables| see here]]
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 = use auto or manual - if you have set up payment rules in SETTINGS->GUEST MANAGEMENTHTML box ->PAYMENT COLLECTION they Email will be available here *Payment Due = Set when the payment is duesent
Create a Payment Rule to collect a payments when bookings are not cancelled. '''SMS tab :'''
Go to Settings > Payments > Payment Rules Please note a charge applies per SMS message.
Payment Rule *Send SMS Message :Enable*Phone Number : This is the phone number that will receive the SMS notification.
Name = Enter your title - Not Cancelled (for example)Action = AutoThis is a global service and the notifications can be sent to almost phone in any country.
Payment Trigger :The phone number must contain the international country code and phone number as it would be dialed internationally.
*Booking Status = All Do not cancelledinclude any leading zeros or other characters and use no spaces. *Any Booking Info Code = optionalThe number must start with the country code. EXAMPLE*All Booking Info Codes = optional*Exclude Booking Info Code = optional to send to phone number 015625346 in the UK (Country code 44) enter the following number 4415625346 You can exclude Virtual Credit cards, find use the template variables [GUESTPHONE] or [GUESTMOBILE] but this will only work if the Booking info code in phone number has exactly the booking)required format. *SMS Message
Payment Action :Enter the message to send, messages will be truncated at 160 characters. Template variables can be used.
*Capture = Yes - immediately charged '''Booking tab:''' (Capture=Yesoptional)*Add info code on success Execution = add a Booking Info item to the booking on successOne time only*Add info code on failure Flag Text = add a Booking Info item The text you want to display*Flag Colour - choose the booking on failureflag colour
Trigger tab:Time*Trigger Event = After Booking *Trigger Time = immediateImmediate*Trigger Window = 1 day Booking Source:*Booking Source =All ALL (or select the booking source/Channel) '''Message tab:''' Update details as appropriate*Send Message = Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address.If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email. *Plain text box (Using Message API) Subject - enter the subject for example, your GuestsPlain Text Message :- enter the Message text you wish to send to your guests include the payment link https://beds24.com/bookpay.php?bookid=[BOOKID] You can also set different rules for different channels)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 tab:*Payment Type = Percent of balance due *Description = the text you will see in the "Charges and Payments" tab HTML Message (Payment BalanceSend Email) *Status = if you use Email Subject - enter the status function add subject for your GuestsEmail Text :- enter the status Email text you want wish to apply send to the pending your guests include template variable [PAYLINK] this creates a payment link (optionalHTML A tag)*Amount = 100 (for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance is full price so 100% of . Check the balance)*Payment Rule = Auto*Payment Due = check in -3template variables for other options.
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> Automatic collection is only available for customer who use [[Stripe]].
Trigger tabTime:*Trigger Event = After Booking (not after check-in) *Trigger Time = immediateImmediate*Trigger Window = 1 day Booking Souce: *Booking Source =All ALL (for example, you can also set different rules for different channelsor select the booking source/Channel) '''Message tab:'''
Invoice tab:*Payment Type Send Email = Fixed amount*Description = Security Deposit (the text you will see in Booking API and Email Smart: If the "Charges and PaymentsMail & Actions" tab)contains a "real" Email address the message is sent to the guests Email address. *Status = if you use If only a masked Email address is available the status function add message sends via the status you want channels API messaging systems if possible. If no connection to apply a messaging system is available the message will send to the pending payment (optional)*Amount = 100 (balance is full price so 100% Email address from the "Mail & Actions" tab of the balance)*Payment Rule = Security Deposit (Create a Payment Rule, see below) *Payment Due = check Email. Messages to the Email address entered inthe field "Internal" are sent via Email.
<span style="colorhttps:#fe746c;“ >{{#fas:exclamation-triangle}} </span> Automatic collection is only available for customer who use /beds24.com/bookpay.php?bookid=[[StripeBOOKID]].&g=cc
Create a Payment Rule You can find extra options to 'Capture' a add to the payment only. Captured payments will only be valid for 7 days, then it will expire, link if the booking is for a longer period, then you can create a second Capture, you will need want to create another auto action for thisrefine the details https://wiki.beds24.com/index.php/Category:Payments#Payment_Request
Go *HTML Message (Send Email) Edit Email Subject - enter the subject for your GuestsEdit Email Text :- enter the Email text you wish to Settings > Payments > Payment Rulessend to your guests including the payment link
Payment Rule https: *Name //beds24.com/bookpay.php?bookid= Enter your title - Security Deposit [BOOKID]&g=cc this creates a link (HTML A tag) so the guest can enter their credit card details. Check the template variables for example)*Action = Autoother options.
Payment Trigger '''Booking tab:*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 :*Execution = One time only*Capture Flag Text = Yes/No - immediately charged (Capture=Yes), if The text you want to make sure that the amount is available for later capture (Capture=No) display*Add info code on success = add a Booking Info item to Flag Colour - choose the booking on successflag colour*Add info code on failure = add a Booking Info item to changes are applied before the mail is sent so that the flag template variable can be reflected in the booking on failureEmail.</div></div>'''Booking Info tab:'''
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply an info code and and/or icon when a payment was made====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window Info Code = 365NEWCARDREQ*Booking Source = All*Booking Status = All but not cancelled*Invoice Balance Info Text = Any Payment madeNew credit card requested
Booking Info tab:
*Execution = One time only
*Info Code = Enter the preset code for the icon or info code which you have created in SETTINGS->ACCOUNT->PREFERENCES.
Invoice tab:
*Assign Invoice Number = yes
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 You allow your guests to make X number of payments for their booking info tab for information and reporting.
Booking tab: Optional*Flag Text = PaymentDue1 (for example)You can not trigger the auto action multiple times, unless you manage this manually, set therefore you need to create multiple auto actions, so if multiple you allow 3 payments are requiredfor their booking, then you will need 3 auto actions. *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 You will see in the "Charges and Payments" tab*Status = if you use the status function need to manually add the status you want a Booking Info Code to apply to the pending payment (optional)*Amount = enter the amount or percentage each booking that you want have agreed to collect*Payment Rule = 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 dueallow X payments.
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. '''Create Auto Action one'''
</div></div>'''Trigger tab:'''
==*Trigger Event =Booking Flags/Colours=(but not after check-in)*Trigger Time =+7 days*Trigger Window =1 day
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ===*Booking Source =Apply a flag when a ALL (or select the booking is cancelled====<source/div><div class="mw-collapsible-content">Trigger tab*Trigger Event = After Booking*Trigger Time = 1 HourChannel)*Trigger Window Invoice Balance = 365 daysNot Zero*Any Booking Status Info Code = CancelledMULTIPLE (for example) this can be used if you only allow some guests to make multiple payments.
Booking '''Message tab:*Execution = One time only*Booking Status = No Change*Flag text = (enter the text you require)*Flag Colour = Set as required</div></div>'''
<div class*Send Message =Booking API/Smart EmailIf the "mw-collapsible mw-collapsedMail & Actions"><div class=tab contains a "headline-collapsereal" > ====Apply Email address the message is sent to the guests Email address. If only a flag for masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a bookings messaging system is available the message will send to the Email address from a channel which have breakfast included====the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email. </div>*Plain text box (Using Message API)<div class="mwSubject -collapsibleenter the subject for your GuestsPlain Text Message :-content">enter the Message text you wish to send to your guests include the payment link Trigger tabhttps://beds24.com/bookpay.php?bookid=[BOOKID] *Trigger Event = After BookingYou can find extra options to add to the payment link if you want to refine the details*Trigger Time = Immediate *Booking Source = Bookinghttps://wiki.beds24.com /index.php/Category:Payments#Payment_Request *HTML Message (for exampleSend Email)*Booking Field Contains Edit Email Subject - select "API Message" in enter the next field entersubject for your GuestsEdit Email Text : meal_plan=Breakfast (or Extra Breakfast - use 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 channel uses)template variables for other options. '''Booking tab:'''
Booking tab:
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
Trigger tab:
*Trigger Event = CheckYou want to capture a Security Deposit for bookings on the day before check-infrom your guest. *Trigger Time = -365 (Capture of the payment is only held by Stripe for example : must be a negative value and 7 days, if the same as guest is staying longer you will need to send the value in Trigger window)*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Invoice Balance = Any Payment maderequest again.
Message tab: You will need to create multiple emails to capture the payment multiple times for the same booking.
*Send Email : select appropriate option
*Enter : Subject and Email content
Booking '''Trigger tab: (optional)'''
Booking info '''Message tab ''': (optional)For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
Setting details with If the Booking "Mail & Actions" tab and Booking info tab allows you contains a "real" Email address the message is sent to trigger additional (follow on) Auto Actions and Reportsthe 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=If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions"mwtab of the Email. *Email Subject -collapsible mwenter the subject for your Guests *Plain text box - will send to channels using Message API Message Text :-collapsed">enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]], change the pay=100 to the value you require. <div class="headline-collapse" > https://beds24.com/bookpay.php?bookid=[BOOKID]&g=st&capture=0&pay=Apply a flag when booking is fully paid====100. </div><div class="mw*HTML box -collapsibleEmail will be sent Email Text :-content">It is possible to use the same details (URL) as in the Plain text box above. Template variables can be used [[Template_Variables| see here]] Trigger '''Booking info tab:(Optional)'''*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source Info Code = AllSECDEPOSIT (for example)*Booking Status Info Text = All not cancelled*Invoice Balance = ZERO 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 changes are applied before the mail is sent so that the flag template variable can be reflected in the email.
<span style="color: #f3e504; font-size: 250%;" >{{#fas:lightbulb}} </span> Also see Example : " Apply This uses a flag when deposit was made prior to Check-smart template variable. In this example we check whether the guest booked in AND/OR Apply French. If yes, then we send a flag when booking is fully paid"French text. If no, we send an English text. '''Trigger tab:'''
Trigger tabTime:*Trigger Event = After Booking
Booking tab:
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
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
Booking '''SMS tab:'''*Execution Phone Number = One time only[GUESTMOBILE]*Flag Text SMS Message = Stripe Payment Failed*Flag Colour - choose the flag colour[IF=:[GUESTLANGUAGE]:fr:French_text|English_text]
Go to Settings > Channel Manager > Preferences and set Auto report failed cards = Yes Trigger tabTime:-*Trigger Event = After BookingCheck-in*Trigger Time = Immediate -2 (the number of days before check-in you want to sent the code or link) *Trigger Window = 3652 Booking Souce :-
Booking tab:
*Execution = One time only
*Flag Text = Failed CC reported to Booking.com
*Flag Colour - choose the flag colour
===Status changes===
Trigger tab
*Trigger Event = After Booking
*Trigger Time = 3 days
*Booking Status = Request
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >Example:
==== Change the status of all bookings which You have been imported from Ical to "Request" 2 units (100 and 101). Access Pin Code for 100 ====</div><div class="mw12345, for 101 -collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Ical Import (1, 2, 3)34567
Booking tabIn "Unit name" enter:*Execution = One time only*Booking Status = Request(Use (?) in the room setup for more details/options)
Booking changes are applied before the mail is sent.*100|12345</div></div>*101|34567
<div classTime:-*Trigger Event = Check-in*Trigger Time ="mw -collapsible mw2 (the number of days before check-collapsed">in you want to sent the code or link) <div class*Trigger Window ="headline-collapse" >2
==== Change Room Unit Status when guest checks out ====</div><div class="mw-collapsible-content">Trigger tab*Trigger Event = CheckBooking Souce :-out*Trigger Time = Immediate*Trigger Window Booking Source = 1 dayAll
*Any Booking Info Code = CHECKOUT
It is assumed you use '''Messaging tab:''' For channels using the Checkin/Checkout feature Message API, then enter the text in the DashboardPlain text box, if not you can either manually add Checkin to your bookings (Booking info tab) or create an auto action to add for emails enter the Booking Info Codes to text in the bookingsHTML box.</div></div>
You can use If the "Mail & Actions" tab contains a webhook in conjunction with "real" Email address the API JSON function '''setBooking''' message is sent to write to any field in the bookingguests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. First you have 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 Field ContainsMessage Text : Message = XXX- enter the text you wish to send to your guests include URL. Include these template variables - [UNITNAME] and [UNITNAME:1] or [BOOKIDLAST5] - Last 5 digits of booking number. See the list of ALL template variables that can be used [[Template_Variables| see here]]
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]]
Body Data:
:{
::"authentication":
::{
:::"apiKey": "my_very_secret_api_key",
:::"propKey": "secret_key_for_prop_XXXXXX"
::},
::"bookId": "[BOOKID]",
::"message": "[MESSAGE] - Append this message"
:}
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 This auto action will be sent only when the API itself and one for Invoice Balance of the propertybooking is zero. The keys have This can be used to consist of 16 characters of your choosingensure that the checkin details are only sent when the guest has completed the payments.<br> '''API keyTrigger tab:'''*SETTINGS -> ACCOUNT -> ACCOUNTTime:->ACCESS "API Key 1"*API Key Trigger Event = my_very_secret_api_keyCheck-in*API Key Access Trigger Time = allow any IP*IP Whitelist = [leave empty]*Allow Writes = Yes*Property Access = Owned by this account only -2 (the number of days before check-in you want to sent the code or link) *'''Property key:'''*Settings > Properties > Access > propKey Trigger Window = secret_key_for_prop_XXXXXX2
Set the triggers you need, for exampleBooking Source:- *Booking Source = All*Booking Status = All but not cancelled
Set '''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the webhook like this:text in the HTML box.
__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.
==Actions = API ===Create auto actions which trigger HTTP POST notifications.
=== Webhook Messaging/Email ===Create auto actions which trigger Go to "Messaging" to create or modify a web hook when prepared Email/Message template. Templates can contain [[Template Variables]] to include information specific to the trigger conditions are metbooking in the Email/Message, for example the guests name or the arrival date.
Invoice changes are applied before the mail is sent.
In the Auto action, *'''Plain Text Box''' - will send to channels using "Send Message API" = Internal Only.*"Internal Email Address" = [PROPERTYTEMPLATE5]
You can setup a "Group" for your Properties, this has a number of benefits, including sending/excluding messages/emails to a Group of Properties, view a "Group" of properties in your Calendar and in Reports.
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Send an Email with to the guest when the status of a key code for a specific unit one day before check-inbooking changes to "Cancelled"====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time:
*Trigger Event = Check-in
*Trigger Time = -1 day365*Trigger Window = 1 day *Booking Status = All not cancelled*Unit = Select the number of the unit you want to send this message to. Note that the number represents the index of the unit not its name. 365
Booking tab:*Execution = One time onlySource*Booking Status Source = No ChangeAll (for example)
</div>
</div>
<div class="headline-collapse" >
====Send Change the status of all upcoming direct bookings to "Cancelled" and send an Email to guests from Channelsthe guest ====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time:*Trigger Event = After BookingCheck-in*Trigger Time = Immediate-14 (for example to cancel the bookings for the next two weeks)*Trigger Window = 1 day*Booking Source = Channel Manager14
Booking tabSource:*Execution = One time only*Booking Status Source = No Change Direct
*Send Message = Booking API/Smart Email
</div>
</div>
<div class="headline-collapse" >
====Send a Request for payment an message or SMS to your guests for all bookingsGuest when booking made more than 10 days in advance====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Time:*Trigger Event = After BookingCheck-in*Trigger Time = Immediate-365 days*Trigger Window = 1 day Booking Source = ALL (or select the booking source/Channel)355 days
*Execution = One time only*Flag Text = The text you want to display*Flag Colour Email Subject - choose enter the flag colourBooking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.</div></div>subject for your Guests
*Trigger Event = CheckHTML box -in *Trigger Time = -42*Trigger Window = 1 day Booking Source = ALL (or select the booking source/Channel)Email will be sent
*SMS Message
</div>
</div>
<div class="headline-collapse" >
====Send a Request for payment an message or SMS to your guests XX Guest when booking made more than 7 days after bookingin advance====
</div>
<div class="mw-collapsible-content">
Alternatively you an use Between Booking and Check in
*Send Message tab: = Booking API/Smart Email
*HTML box - Email will be sent
'''Create additional Auto Actions for each period you want to triggerSMS tab :'''
The number must start with the country code.
Enter the message to send, messages will be truncated at 160 characters. Template variables can be used.
'''Create Auto Action oneBooking tab:'''Trigger tab: *Trigger Event = Check-in*Trigger Time = -1 days*Trigger Window Execution = 1 day One time only*Booking Source = ALL (or select the booking source/Channel)*Status = All not cancelled Message tab: Send Email : select the appropriate option *Email Subject - enter the subject for your Guests*Email Text :- enter the Email text you wish to send to your guests include URL below, change the pay=100 to the value you require. https://beds24.com/bookpay.php?bookid=[BOOKID]&g=st&capture=0&pay=100. Booking info tab: (Optional) *Booking Info Code = SECDEPOSIT (for example)*Booking Info Text = Security deposit request sent.No Change
</div>
<div class="headline-collapse" >
====Send an Email in the guests language message or SMS to an internal Email address Guest for last minute booking - 6 days or less====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:*Booking Field Contains - select "Language" in the next field enter: the short code for the language this Auto Action is for.'''
*Send Message = Booking tab: Whatever you wantAPI/Smart Email
Email Text :- It is assumed you possible to use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkin to your bookings same details (Booking info tabURL) or create an auto action to add as in the Booking Info Codes to the bookingsPlain text box above.</div></div>Template variables can be used [[Template_Variables| see here]]
EXAMPLE
'''Booking tab:'''
*Execution = One time only
*Booking Status = No Change
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Add CHECKIN 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 = Check-in
*Trigger Time = Immediate -1 day*Trigger Window = 1 day*Booking Source = AllConditions *Booking Status = All but not cancelled*Group bookings = Trigger all on master
If you need the "Mail & Actions" tab contains a "real" Email address the message is sent to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set the Booking info code rather than use guests Email address. If only a masked Email address is available the Current guest module in message sends via the dashboardchannels API messaging systems if possible.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Group check-in 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 tab:Window = 365 day
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Identify Repeat Guest Apply a flag/colour to a booking when a payment is made - ''Select from the predefined template ''====
</div>
<div class="mw-collapsible-content">
*Trigger Event Flag Text = After BookingPaid *Trigger Time Flag Colour = immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Group bookings" = Trigger all on master*Template Variable = [GUESTSID1] greater than 0d4e4b0
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Identify Email confirmation for channel bookings with Custom Question ticked/unticked - ''Select from the predefined template''====
</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. *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. *Trigger Time = immediatelyEmail Subject - enter the subject for your Guests *Trigger Window = 365Plain 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]] *Booking Source = AllHTML 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]] *'''Booking Status = All but not cancelledtab:'''*Group bookings" Execution = Trigger all on masterOne time only*Template Variable Booking Status = [GUESTCUSTOMQ1] equals ticked (or) not ticked No Change
</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 BookingCheck-out*Trigger Time = Immediate30 days*Booking Source Trigger Window = Expedia (365 days '''Message tab:''' For channels using the Message API, then enter the text in the Plain text box, for example)emails enter the text in the HTML box.
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 class="headline-collapse" >
====Collect outstanding booking balance 3 days prior Send a Request for payment to arrival( Credit card details were collected at time of booking)your guests for all bookings====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
'''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="headline-collapse" >
====Send a Request to update the guest'Capture' a Security Deposit when Credit s credit card is collected at time of booking. as it will expire before checkin====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
*Plain text box (Using Message API)
Subject - enter the subject for your Guests
Plain Text Message :- enter the Message text you wish to send to your guests including the payment link
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Assign invoice numbersSend a Request for payment to your guests XX days before check-in====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time:*Trigger Event = Check-outin *Trigger Time = Immediate-42*Trigger Window = 42 day Booking Souce: *Any Booking Info Code Source = CHECKOUT ALL (optional or select the booking source/Channel) '''Message tab:''' *Send Email = Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email. *Plain text box (Using Message API)Subject - enter the subject for your GuestsPlain Text Message :- enter the Message text you wish to send to your guests include the payment link https://beds24.com/bookpay.php?bookid=[BOOKID] You can find extra options to add to the payment link if you use want to refine the details https://wiki.beds24.com/index.php/Category:Payments#Payment_Request *HTML Message (Send Email) Edit Email Subject - enter the checksubject for your GuestsEdit Email Text :-out functionenter 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, if not leave blank)otherwise the outstanding balance. Check the template variables for other options. '''Booking tab:''' *Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colourBooking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Using Pending Payments as Send a Payment ReminderRequest for payment to your guests XX days after booking====
</div>
<div class="mw-collapsible-content">
*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 many you need) '''
*Trigger Time = +14 days (days you want to collect the payments)
*Trigger Window = 1 day
The use the settings in the previous auto action to trigger the next auto action for your booking.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply Send a flag when Request to 'Capture' a Security deposit was made prior to Checkfrom your guests XX days before check-in- with Stripe====
</div>
<div class="mw-collapsible-content">
*Execution Trigger Event = One time onlyCheck-in*Trigger Time = -1 days*Flag Text Trigger Window = The text you want to display1 day *Flag Colour - choose Booking Source = ALL (or select the flag colourbooking source/Channel)*Status = All not cancelled
*Send Message = Booking Info Code : DEPOSITPAID (for example)*Booking Info Text : additional text if required. API/Smart Email
</div>
</div>
<div class="headline-collapse" >
====Apply Send an email to the guest email address when a flag/colour for a booking coming from a certain channelpayment 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*BookingInfo Code = STRIPEFAIL, CARDFAILSTRIPE '''Message tab:''' Update details as appropriate*Send Message = Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address.If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email. *Plain text box (Using Message API) Subject - enter the subject for your GuestsPlain Text Message :- enter the Message text you wish to send to your guests including the payment link https://beds24.com /bookpay.php?bookid=[BOOKID] You can find extra options to add to the payment link if you want to refine the details https://wiki.beds24.com/index.php/Category:Payments#Payment_Request *HTML Message (Send Email) Email Subject - enter the subject for exampleyour GuestsEmail Text :- enter the Email text you wish to send to your guests include template variable [PAYLINK] this creates a payment link (HTML A tag)for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options.
'''Booking tab:'''
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply a flag when a payment was madeSend an Email in the guests language to an internal Email address ====
</div>
<div class="mw-collapsible-content">
*Trigger Time = Immediate
*Trigger Window = 3651 Booking Source:*Booking Source = All(for example) Booking Conditions:*Booking Status = All not cancelledNot 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 *Invoice Balance Internal Email Address = Any Payment madeenter 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]]
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<div class="headline-collapse" > ====Apply Send SMS in a flag when certain language (if it is the language of the booking) or a payment FAILS at Stripedefault language====
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*Trigger Time = Immediate
*Trigger Window = 3651 Booking Source:*Booking Source = All(for example) Booking Conditions:*Booking Status = All but not cancelledNot Cancelled*Booking Info Code = STRIPEFAIL
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<div class="headline-collapse" > ====Apply a flag to Booking.com bookings and auto report Send Remotelock/Lockstate, Nuki PIN or Chekin Link 2 days before Check-in (Self Checkin) - ''Select from the Credit Card when a payment FAILS at Stripepredefined template'' ====
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'''Trigger tab:'''
*Booking Source = All
*Booking Status = All but not cancelledConfirmed Booking Conditions:- *Group bookings = Trigger all on master Info Codes :-*Info Code = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URL (select the appropriate Booking Info Code for the service you use) '''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Send Message = BOOKINGCOMCARDBooking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Subject - enter the subject for your Guests - Your access code (your text) *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests include URL. Include these template variables - [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN] or [BOOKINGINFOCODETEXT:CHEKIN_PIN] see the list of ALL template variables that can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Include these template variables - [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN] or [BOOKINGINFOCODETEXT:CHEKIN_PIN] see the list of ALL template variables that can be used [[Template_Variables| see here]]
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<div class="headline-collapse" > ==== Change the status of all "Request" bookings Send Pin code to "Cancelled" after three guest, 2 days before Check-in (Self Checkin) ====
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This auto action can be used if you have set a fixed PIN code in the Room Setup or using digits from the Booking tab:*Execution = One time onlyid.*Booking Status = Cancelled<To setup the PIN code for each Room/divUnit then go to {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS ></divSETUP >UNIT NAMES, then in the unit names, you can add additional information including a pin code.
'''Trigger tab:'''
*Booking Status = All but not cancelled
Booking tabConditions:- *Execution Group bookings = One time only*Change Room Unit Status = Select the option Trigger all on master
*Send Message ===Booking API/Webhook===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Use API/Webhook to write to the field 'Message'====</div><div class="mw-collapsible-content">Smart Email
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<div class="headline-collapse" > ====Use APISend Email to guests with check-in details 2 days before Check-in, booking paid/Webhook to write the value of the 'commission' field to a new invoice itemno outstanding balance ====
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Booking Source Conditions:- *Group bookings = Booking.com Trigger all on master*Invoice Balance = Zero
*URL Send Message = <nowiki>https:Booking API//api.beds24.com/json/setBooking</nowiki>*Custom Header = [leave empty]Smart Email
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Subject - enter the subject for your Guests - Your access code (your text) *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests. This can include any information that is important for the checkin of the guest, for example the Key code for the door, who to contact if there are any issues, template variables can be used, see the list of ALL template variables that can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- Enter the text you wish to send to your guests this can include URLs. Include any information that is important for the checkin of the guest, for example the Key code for the door, who to contact if there are any issues, template variables can be used, see the list of ALL template variables that can be used [[Template_Variables| see here]] </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to guests with check-in details 2 days before Check-in, Security Deposit Authorised at Stripe ====</div><div class="mw-collapsible-content"> This auto action will be sent only when the a payment has been 'authorised' at Stripe. This can be used to ensure that the checkin details are only sent when the guest has completed the Security Deposit Authorisation. '''Trigger tab:''' Time:-*Trigger Event = Check-in*Trigger Time = -2 (the number of days before check-in you want to sent the code or link) *Trigger Window = 2 Booking Source:- *Booking Source = All*Booking Status = All but not cancelled Booking Conditions:- *Group bookings = Trigger all on master*Invoice Balance = Zero Info codes :-*Any Booking Info Code = STRIPEAUTHORIZE '''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Send Message = Booking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Subject - enter the subject for your Guests - Your access code (your text) *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests. This can include any information that is important for the checkin of the guest, for example the Key code for the door, who to contact if there are any issues, template variables can be used, see the list of ALL template variables that can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- Enter the text you wish to send to your guests this can include URLs. Include any information that is important for the checkin of the guest, for example the Key code for the door, who to contact if there are any issues, template variables can be used, see the list of ALL template variables that can be used [[Template_Variables| see here]] </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to all current guest (Check-in) ====</div><div class="mw-collapsible-content">'''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*Body Data 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"authenticationEmail address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions"tab of the Email. *Email Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API, enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]] [IF<=:[TURNOVERDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [TURNOVERDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. *HTML box - Email will be sent, enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]] [IF<=:[TURNOVERDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [TURNOVERDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. '''Booking Info Tab : Optional '''*Booking info code = EXTRANIGHTS *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to your guest - Upselling additional nights - nights available before checkin ====</div><div class="mw-collapsible-content"> To send an automated Email to the guest confirming that it is possible to extend their stay. This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. '''Trigger Tab :-''' Time:*Trigger Event = Checkin (depending on when you want to notify the guest)*Trigger Time = -2 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 2 Booking Source:*Booking Source = All Booking Conditions:*Group bookings = Trigger all on master*Booking Status = All but not cancelled Booking Fields:*Template Variables = [IFBETWEEN:[VACANTDAYS]:0:3:yes|no|no] equal yes This template variable tests if there is upto 3 days from previous checkout to check in of current booking. '''Messaging tab :- '''*Send Message = Guest API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Subject = Enter the appropriate details *Plain Text Box = Your text, using the template variables to modify the specific text in the booking. [IF<=:[VACANTDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [VACANTDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. *HTML Box [IF<=:[VACANTDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [VACANTDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. '''Booking Info Tab :- Optional'''*Booking info code = EXTRANIGHTS, *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night </div></div> <div class="apiKeymw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to your guest - Offering Early Checkin ====</div><div class="mw-collapsible-content"> To send an automated Email to the guest confirming that it is possible to have an Early Checkin as room is available the day of before arrival. This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. Trigger Tab :- *Trigger Event = Checkin (depending on when you want to notify the guest)*Trigger Time = -2 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 2*Booking Source = All *Booking Status = All but not cancelled*Group bookings = Trigger all on master*Template Variables = [IF>:[VACANTDAYS]:1:yes|no] equal yes This template variable tests if there is 1 day between the guest booking and the next booking. Message tab :- *Send Email = Guest API/Smart Email (or one of the other options)*EMail Subject = Enter the appropriate details *Email Text = Your text, using the template variables to modify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails) Dear, [GUESTNAME], We are very happy to offer you 'Early Check-in' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK]. If you would like checkin early for your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EARLYARRIVAL’ for the special Price.Best regards, [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS],[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY]. Email :-[PROPERTYEMAIL]Website :- [PROPERTYWEB] Booking Info Tab :- Optional*Booking info code = EARLYARRIVAL, *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Early Checkin </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to your guest - Offering Late Checkout ====</div><div class="mw-collapsible-content"> To send an automated Email to the guest confirming that it is possible to have a Late Checkout as room is available the day of departure. This example uses fixed values that you have entered into {{#fas: cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. Trigger Tab :- *Trigger Event = Checkout*Trigger Time = -1 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 1*Booking Source = All *Booking Status = All but not cancelled*Group bookings = Trigger all on master*Template Variables = [IF>:[TURNOVERDAYS]:1:yes|no] equal yes This template variable tests if there is 1 day between the guest booking and the next booking. Message tab :- *Send Email = Guest API/Smart Email (or one of the other options)*EMail Subject = Enter the appropriate details *Email Text = Your text, using the template variables to modify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails) Dear, [GUESTNAME], We are very happy to offer you 'Late Check-out' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK]. If you would like a late checkout, then please send an email to our Reservations team [PROPERTYEMAIL] confirming you would like the Late Checkout, provide your Booking Reservation Number [BOOKID] and Offer ‘LATECHECKOUT’ for the special Price. Best regards, [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS],[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY]. Email :-[PROPERTYEMAIL]Website :- [PROPERTYWEB] Booking Info Tab :- Optional*Booking info code = LATCHECKOUT, *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Late Checkout </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse"my_very_secret_api_key> ====Send Email to your guest - Offering Late Checkout Only on a Sunday when there is no new arrival ====</div><div class="mw-collapsible-content"> To send an automated Email to the guest confirming that it is possible to have a Late checkout on Sundays as the room is available on the day of departure. This auto action will create a new booking for the date of departure, closing the calendar to any other bookings. The URL link in the message tab, will send the guest to your guest booking page with set conditions, the leaving date of the existing booking, the room id of the existing booking and the Offer you have created for the LateCheckout. This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. '''Step 1: ''' Create a new offer in {{#fas:cog}} (SETTINGS) > PROPERTIES > OFFERS *Name = Latecheckout*Enable = Only if Available*Booking Type = Confirmed with Deposit 2 - via payment gateway '''Step 2:''' Create a Rate or Daily Price, PRICES *Guests = Max Occupancy*Max Stay = 1*Offer = select the offer number as created in the above step. If you are using Rates, select 'Rate allowed' = Sunday, untick all the other days. Channel Tab, untick all channels, leave only 'beds24.com' for your booking page. If using Daily Prices, then go to Calendar, and set the price and date range, then only Sunday, untick all the other days. Enable list, untick all channels, leave only 'beds24.com' for your booking page. '''Step 3: ''' Create the custom question for the booking id Go to {{#fas:cog}} (SETTINGS) > PROPERTIES > BOOKING QUESTIONS > CUSTOM QUESTIONS and create a question*Question = Booking Id*Single Line field*Optional '''Step 4: ''' Create the Auto Action Trigger Tab :- *Trigger Event = Checkout*Trigger Time = -1 days (depending on when you want to notify the guest,in this example 2 days before arrival)*Trigger Window = 1*Booking Source = All *Booking Status = All but not cancelled*Between Booking and Check in = 2 and 999 (to stop the auto action triggering on the new booking) *Group bookings = Trigger all on master *Template Variables = [IF=:[LEAVINGDAY:{%a}]:Sun:|[IF>=^[TURNOVERDAYS]^1^yes~no]] equal yes This template variable tests if the departure day is a Sunday and there is at least 1 day between the existing guest booking and the next booking. Message tab :- *Send Email = Guest API/Smart Email (or one of the other options)*EMail Subject = Enter the appropriate details *Email Text = Your text, using the template variables to modify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails) Dear, [GUESTNAME], We are very happy to offer you 'Late Check-out' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK]. If you would like a late checkout, please use this link to make the booking and payment. https://beds24.com/booking2.php?propid=[PROPERTYID]&checkin_hide=[LEAVINGDAYYYYY-MM-DD]&br5-[ROOMID]=Book <span class="" style="propKeycolor: #f3e504; font-size: 150%;">{{#fas:lightbulb}} </span> The details in the URL, will direct the guest to make a new booking in the existing room with the check-in date = leaving date and for Offer 7 &br-7 (offer created in Step 1 above) Enter your Booking Reservation Number [BOOKID] into the Booking id box on the booking page. Best regards, [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME] Email :-[PROPERTYEMAIL] Website :- [PROPERTYWEB] Booking Info Tab :- Optional*Booking info code = LATCHECKOUT, *Booking Info Description = Upsell email sent [CURRENTDATE]: Late Checkout </div></div> <div class="secret_key_for_prop_XXXXXXmw-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 Booking info code in the booking) Payment Action : *Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a pending payment - Set the Security Deposit value based on the price of the booking, using a calculation ====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Bookingor 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][/.com Commission0]4] (Security Deposit is the description, then 2 | symbol, then the calculation for the 'Amount' to be set.) This calculation, tests if the first invoice item value (usually the Accommodation value) is greater than or = 800 if so set the Security Deposit Amount = 1 quarter of the first invoice item value, otherwise set = 200. <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> <span style="font-weight: bold;">Tip</span> A price value for the invoice item can be specified after a second pipe (|) symbol, this can be used to calculate a price using template variables. If the price value in the description field is zero or absent,the numeric value from the amount field will be used. *Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = 0*Payment Rule = use auto or manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) Payments > Payment Rules they will be available here *Payment Due = Set when the payment is due Create a Payment Rule to collect a payments when bookings are not cancelled. Go to Settings > Payments > Payment Rules Payment Rule : Name = Enter your title - Not Cancelled (for example)Action = Auto Payment Trigger : *Booking Status = All not cancelled*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action : *Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Collect outstanding booking balance 3 days prior to arrival( Credit card details were collected at time of booking)====</div><div class="mw-collapsible-content"> ''''Create a Payment Rule (Optional)'''' Standard payment rules in the system are Auto & Manual, you can create additional rules for the collection of outstanding payments, you can control the collection of payments if the booking statusis changed, for example the booking is cancelled before the final payment is due to be collected. Go to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES Create a Payment Rule to collect payments if bookings are not cancelled. Click '''Create New Payment Rule''' : Payment Rule:*Name = Enter your title - Not Cancelled (for example) *Action = Auto Payment Trigger :*Booking Status = All not cancelled*Any Booking Info Code (optional)*All Booking Info Codes (optional)*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action :*Funding Source = Guest card only*Payment value adjustment = Limit to group booking balance*Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure Prevent Auto Payment :*Prevent payment if booking status = Cancelled*Prevent payment after check-out (days) = 7 (default)*Prevent payment action = Set Manual '''Create Auto Actions ''' Collect the outstanding balance for bookings created via your booking page. Go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTIONS and click '''Create New Action''' to create them. '''Collect outstanding balance for direct bookings''' Trigger tab:*Time**Trigger Event = Checkin**Trigger Time = -3 days (set the time you want to collect the payment)**Time Window = 3 days (set this to the same number (positive) as Trigger time. *Booking Source**Booking Source = Direct. You can have different auto actions/rules for direct bookings -v- channel bookings, then select ‘Direct’ this will include manually created bookings and booking page bookings. *Booking Conditions**Group Booking Trigger = Trigger only Master**Status = All not cancelled**Invoice Balance= Not Zero (can be used to refine the auto action being triggered) Booking tab: Optional*Flag Text = Pending payment added (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Booking Info tab: Optional, for information and reporting*Booking Info Code = BALANCE (for example enter the value - use one word only)*Booking Info Text = Enter the description/text to show in for the Booking Info Code. Invoice tab: <div class="warning">{{#fas:exclamation-triangle}} ONLY use Payment Type =‘ Percent of Group balance due’ if you selected Trigger tab > Booking Conditions > Group Booking Trigger = Trigger Only Master.</div> *Add a Pending Payment to the booking**Payment Type = Percent of Group Balance due (select on what the payment is calculated) **Description = the text you will see in the "Charges and Payments" tab**Status = if you use the status function add the status you want to apply to the pending payment (optional)**Amount = 100 (this will be 100% of the outstanding group balance) **Payment Rule = Not Cancelled - See Step 4 above (if you have set up payment rules in {{#fas:cog}} (SETTINGS) PAYMENTS ->PAYMENT RULES they will be available here) **Payment Due = Trigger date**Payment time = set the time to collect payment**Invoicee = If you use the "invoicee" function you can select which invoicee the pending payment will be assigned to. </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ===='Capture' a Security Deposit when Credit card is collected at time of booking. ====</div><div class="mw-collapsible-content"> Trigger tab: *Trigger Event = After Booking *Trigger Time = immediate*Booking Source =All (for example, you can also set different rules for different channels) Info Codes:Any Booking Info Code = CARDTOSTRIPE Invoice tab:*Payment Type = Fixed amount*Description = Security Deposit (the text you will see in the "Charges and Payments" tab)*Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = 100 (balance is full price so 100% of the balance)*Payment Rule = Security Deposit (Create a Payment Rule, see below) *Payment Due = check in <span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> Automatic collection is only available for customer who use [[Stripe]]. Create a Payment Rule to 'Capture' a payment only. Captured payments will only be valid for 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="qtymw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply an info code and and/or icon when a payment was made====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Invoice Balance = Any Payment made Booking Info tab:*Booking Info Code : Enter the preset code for the icon or info code which you have created in {{#fas:cog}} (SETTINGS) ACCOUNT->PREFERENCES.*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="pricemw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag for a bookings from a channel which have breakfast included====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Booking.com (for example)*Booking Field Contains - select "API Message"in the next field enter: meal_plan=Breakfast (or Extra Breakfast - use the text the channel uses) Booking tab:*Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag for a bookings which has BREAKFAST as a charge item====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Booking.com (for example)*Template Variable = [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="headline-collapse" > ====Apply a flag when a payment was made====</div><div class="vatRatemw-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="typemw-collapsible mw-collapsed"><div class="headline-collapse" > ====Use API/Webhook to write to the field 'Message'====</div><div class="mw-collapsible-content"> You can use a webhook in conjunction with the API JSON function '''setBooking''' to write to any field in the booking. First you have to configure access to the API: You need two keys to use our API JSON functions - one for the API itself and one for the property. The keys have to consist of 16 characters of your choosing.<br> '''API key:'''*{{#fas:cog}} (SETTINGS) ACCOUNT -> ACCOUNT->ACCESS "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::{::"invoiceeIdauthentication":::{::: "apiKey": "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===
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Use Template Variables to test for Modified bookings====
</div>
<div class="mw-collapsible-content">
You can test if the booking has been modified, adding a booking info code to the booking will then allow you to trigger other auto actions, run reports etc.
Trigger tab
*Trigger Event = Booking (but not after Check-in) OR Booking
*Trigger Time = 1 day (this will ensure that NEW bookings do not trigger this auto action)
*Time Window = 365 days
*Booking Status = All not cancelled
*Template Variables [IF>^[MODIFYDATE:{%Y-%m-%d %H:%M:%S}]^[CURRENTDATE:-1day{%Y-%m-%d %H:%M:%S}]^yes~no] equal yes
Booking tab: (Optional)
*Flag text = (enter the text you require)
*Flag Colour = Set as required
Booking Info tab : (optional)
*Booking Info Code = MODIFIED
*Booking Info Text = Booking modification
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