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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 '''Property, Room, Unit''' You can refine the use of the Auto Actions only Action, by specifying if it should trigger on specific properties or all properties/rooms. You can select if it should trigger on All properties, All Owned by, All visible in account or a specific Property. If you select a specific Property then you can also select a specific Room id. It is possible to bookings from your own web site'Exclude' specific Beds24 Room ids, manually added bookings and bookings imported though you can find the API (not Room id from the channel manager)Room Setup. If required, you want to apply and Auto Action only to manually added bookings add your username can also specify specific Offers/Units in Room Types. Send/Exclude Property Groups, this will use the "Referrer" fieldvalues you have entered in {{#fas:cog}} (SETTINGS) BOOKING PAGE > MULTIPLE PROPERTIES > PROPERTY SETTINGS > GROUP KEYWORDS. '''Time'''
The easiest way to do this is usually by reducing You will find the testing window full list of Property Template Variables when you go to the smallest necessary and adjusting the trigger condition to the most suitable.For example a trigger that tests all bookings from booking time for 1 year will test many bookings while a trigger that tests only the 7 days before check-in will test less bookings and perform faster.[[Template_Variables#Property_Variables|Property Variables]]
The test tab of There are additional Property Templates that can be used in Messages/Emails/SMS to the auto action has a button which will show you how many guest that can be customised for each Property. Each Property Template can hold customised text that can be used in Auto Actions, Booking Templates, Invoices and which bookings are being tested by the auto actionReports.
It is also possible Go to specify a booking number and test if {{#fas:cog}} (SETTINGS) >PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES you will see the auto action would trigger on list that booking with some diagnostics information shown to help trouble shootingare available.
== Troubleshooting == '''If Auto Actions do not send:''' The list When you create each Room/Unit the information is held in the "Mail" tab of the booking will tell you whyRoom/Unit specific template variables. Common causes are: *Is your outgoing Email address working? Go to SETTINGS->ACCOUNT->OUTGOING EMAIL and click on "Send Test Email". *Is your Auto Action set to send automatically? *Is the guests Email address valid ("Mails" tab of the booking)? *Is the booking set to allow Allow Auto Actions ("Mails" tab of the booking)? *Do all trigger events apply to the booking?
'''Delayed trigger You will find the full list of Auto Action:''' See section Performance and testing above. Room/Unit Template Variables when you go to [[Template_Variables#Room_Variables|Room Variables]]
'''Auto Action is not editable''' To have write access to an auto action an account needs to have write access to all properties to which See the auto action applies. This might not be the case if you use sub accounts and the Auto Action is set to trigger for "All Properties"full list of [[Template Variables]].
'''You don't have permission can send a message/email to access control2your guests, confirming their booking date, property details and property contact details.php on this server''' error messageUse the property, when room and booking templates to build the save button is clicked It is most likely something message/email in your content triggering the firewallone Auto Action, rather than one auto action per property. Try adding This approach will reduce the content bit by bit until you find the item causing the problem. Often ongoing management, update one Auto Action and it is a script or HTML item that appears will apply to all/selected properties rather than having to edit multiple auto actions with the firewall as a possible hacking attacksame overall message. It can also be something that looks innocent like ===Example 1 - Each property has a combination of numbers and words like "and" or "or" that hackers often use in sql injection attacks. Once you find different access code for the item causing the problem, try rewording it.main building door ===
== Examples ==Your properties have security doors with keycodes, each property has a different code.
=== Send Emails/Message/SMS Go to guests ==={{#fas:cog}} (SETTINGS) >PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES > Property Template 1 enter the Building Access Code, use this same field in each property and set the appropriate code.
Message API messages will be shown Then in the message tab of Auto Action use [PROPERTYTEMPLATE1] in the booking and in text rather than the Channel Message centre. Currently this is only available for Booking.com and Airbnbactual value.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an Email *Please use this code to Access the guest when the status of a booking changes to "Cancelled"====</div><div class="mw-collapsibleMain building Door:-content">[PROPERTYTEMPLATE1]
Trigger tab:*Trigger Event = Check-in*Trigger Time = -365*Trigger Window = 365*Booking Source = All (There is no need for example)*Booking Status = Cancelleda separate auto action due to the front door keycode being different.
Message tab: For channels using the Message API, then enter the text in the Plain text box, ===Example 2 - Housekeeping/Cleaning Team is different for emails enter the text in the HTML boxeach Property. ===
*'''Send Message''' = Booking APIEach of your properties has a different housekeeping/Smart Emailcleaning team and you need to send them an email with the booking details for each booking.
If the "Mail & Actions" tab contains a "real" Email address the message is sent Go to {{#fas:cog}} (SETTINGS) >PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES > Property Template 5 enter the guests Email address. If only a masked Email email address is available the message sends via the channels API messaging systems if possiblefor Housekeeping/Cleaning team.
If no connection to a messaging system is available the message will send to the Email address from In the Auto action, *"Send Message"Mail & Actions= Internal Only.*" tab of the Internal Email.Address" = [PROPERTYTEMPLATE5]
*'''Email Subject''' - enter There is no need for a separate auto action as the subject for your Guestsmessage will be sent to the appropriate email from property template 5.
*'''Plain Text Box''' - will send to channels using Message APIIf you have different teams per room, then use a Room template rather than the Property Template.
Message Text :===Example 3 - enter the text you wish Send email to send to your guests include URL. Template variables can be used [[Template_Variables| see here]]a Group of Properties (not all) ===
*'''HTML box''' - Email will be sentYou 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.
Email Text To assign the "Group" to your Properties, go to {{#fas:- It is possible to use the same details cog}} (URLSETTINGS) as in the Plain Text box above> BOOKING ENGINE > MULTI BOOKING PAGE > PROPERTY SETTINGS > GROUP KEYWORDS. Template variables can be used [[Template_Variables| see here]]
<span style="colorEach property can be in multiple groups, enter multiple keywords separated by a comma, for example :#fe746c;“ >{{#fas:exclamation-triangle}} </span> If you are using deposit collection make sure you set SETTINGS->PAYMENTS->PAYMENT COLLECTION "Non Payment Booking Status" = Request4BEDS, OceanView, Dublin.
</div>In the Trigger tab of the Auto Action, enter the Group keyword in <*"Send Only To Property Groups" OR "Exclude Property Groups" you want to include/div>exclude from the Auto Action.
Booking tabIf you want to send a message on a specific day of the week : *Booking Status = Cancelled-
Message tab: For channels using 1) You need to send a message to remind the Message API, then enter guests to put the text in the Plain text box, rubbish bin out for emails enter the text in collection on a Wednesday night. * [IF=:[CURRENTDATE:{%u}]:3:yes|no] will test if the HTML box. current date is a Wednesday
*'''Send Message''' = Booking API/Smart Email2) Remind the guest that the cleaning lady will be at the apartment on Friday morning.
If the "Mail & Actions" tab contains a "real" Email address * [IF=:[CURRENTDATE:{%u}]:4:yes|no] will test if the message current date 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.Thursday
If no connection to a messaging system is available the message will send to the Email address from %u ISO-8601 numeric representation of the "Mail & Actions" tab day of the Email.week 1 (for Monday) through 7 (for Sunday)
*'''Email Subject''' - enter == 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 subject for fastest speed, ensure your Gueststrigger is designed to test less than 1000 bookings.
*'''Plain Text Box''' The easiest way to do this is usually by reducing the testing window to the smallest necessary and adjusting the trigger condition to the most suitable.For example a trigger that tests all bookings from booking time for 1 year will test many bookings while a trigger that tests only the 7 days before check- in will send to channels using Message APItest less bookings and perform faster.
Message Text :- enter The test tab of the text auto action has a button that will show you wish to send to your guests include URLhow many and which bookings are being tested by the auto action. Template variables can be used [[Template_Variables| see here]]
*'''HTML box''' - Email will be sentIt 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.
Email Text :- It is possible '''Optimising your auto actions''' You can trigger multiple actions in one auto action, *send an email/api message to use the same details (URL) as in the Plain Text box aboveguest, *send an SMS, update booking settings, *add/delete a booking info code, *trigger a webook, *add a pending payment, *update/add/delete a Charge/Payment item,*assign an invoice number. Template variables can be used [[Template_Variables| see here]]
</div></div>There is no requirement to set an individual auto action for each item if they can all apply at the same time.
Booking tab '''Delayed trigger of Auto Action:'''*Execution = One time only*Booking Status = No Change See section Performance and testing above.
Message tab: For channels using '''Auto Action is not editable''' To have write access to an auto action an account needs to have write access to all properties to which the Message API, then enter auto action applies. This might not be the text in case if you use sub accounts and the Plain text box, Auto Action is set to trigger for emails enter the text in the HTML box"All Properties".
* '''Send MessageYou don't have permission to access control2.php on this server''' = Booking API/Smart Emailerror message, when the save button is clicked It is most likely something in your content triggering the firewall.If Try adding the content bit by bit until you find the "Mail & Actions" tab contains a "real" Email address item causing the message problem. Often it is sent a script or HTML item that appears to the guests Email addressfirewall as a possible hacking attack. If only It can also be something that looks innocent like a masked Email address is available combination of numbers and words like "and" or "or" that hackers often use in sql injection attacks. Once you find the message sends via item causing the channels API messaging systems if possibleproblem, try rewording it.
*'''Email Subject''' - enter the subject for your Guests== Examples ==
*'''Plain Text Box''' - will send === Send Emails/Message/SMS to channels using Message APIguests ===
Message Text <span style="color:#019cde; font-size: 150%;“ >{{#fas:info- enter circle}} </span> Message API messages will be shown in the message tab of the text you wish to send to your guests include URLbooking and in the Channel Message centre. Currently this is only available for Booking.com and Airbnb. Template variables can be used [[Template_Variables| see here]]
*'''HTML box''' <div class="mw- collapsible mw-collapsed"><div class="headline-collapse" > ====Send an Email will be sentto the guest when the status of a booking changes to "Cancelled"====</div><div class="mw-collapsible-content">
Email Text '''Trigger tab:- It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]'''
SMS tab :Booking Source*Booking Source = All (for example)
Please note a charge applies per SMS message. Booking Conditions*Booking Status = Cancelled
*Send SMS '''Message tab''': Enable*Phone Number : This is For channels using the Message API, then enter the text in the Plain text box, for emails enter the phone number that will receive text in the SMS notificationHTML box.
This is a global service and the notifications can be sent to almost phone in any country.*Send Message = Booking API/Smart Email
The phone number must contain If the international country code and phone number as it would be dialed internationally"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.
Do not include any leading zeros or other characters and use If no spacesconnection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
The number must start with *Email Subject - enter the country code.subject for your Guests
EXAMPLE*Plain text box - will send to channels using Message API
4415625346*HTML box - Email will be sent
You can Email Text :- It is possible to use the template same details (URL) as in the Plain Text box above. Template variables can be used [GUESTPHONE[Template_Variables| see here] or [GUESTMOBILE] but this will only work if the phone number has exactly the required format.
*SMS Message
Enter the message to send, messages will be truncated at 160 characters. Template variables can be used<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> If you are using deposit collection make sure you set {{#fas:cog}} (SETTINGS) PAYMENTS->PAYMENT COLLECTION "Non Payment Booking Status" = Request.
Alternatively you an use Between Booking and '''Trigger tab:''' Time: *Trigger Event = Check -in*Trigger Time = -14 (for example to cancel the bookings for the next two weeks)*Trigger Window = 14 Booking Source:*Booking Source = Direct
Trigger tabBooking Conditions:*Trigger Event = Booking (but not after check-in)*Trigger Time = Immediate*Trigger Window = 1 dayBetween Booking and Check in = 7 to 999*Booking Status = All not cancelledNot Cancelled
SMS tab :<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >
Trigger tabTime:
Booking tab:
*Execution = One time only
*Booking Status = No Change
*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.
Booking tab:
*Execution = One time only
*Booking Status = No Change
If you are using the "Additional Information" function SETTINGS*HTML box ->PROPERTIES->ROOMS->SET UP "Unit Names" you can use template variables Email will be sent
ExampleEmail Text : Your room - It is possible to use the same details (URL) as in the Plain text box above. Template variables can be used [[UNITNAMETemplate_Variables| see here]] '''SMS tab :''' Please note a charge applies per SMS message. Check-in from *Send SMS Message : [UNITNAMEEnable*Phone Number :1] This is the phone number that will receive the SMS notification. This is a global service and the notifications can be sent to almost phone in any country. The phone number must contain the international country code and phone number as it would be dialed internationally. Do not include any leading zeros or other characters and use no spaces. The key number must start with the country code is: [UNITNAME:2] .
The template variables will only work if you have entered text in SETTINGS->PROPERTIES->ROOMS->SET UP "Unit Names". The context help for this setting will explain how to do this.EXAMPLE
*'''HTML box''' - Email will be sent4415625346
If you are using the "Additional Information" function SETTINGS->PROPERTIES->ROOMS->SET UP "Unit Names" you You can use the template variables [GUESTPHONE] or [Template_Variables| see here]GUESTMOBILE]but this will only work if the phone number has exactly the required format. *SMS Message
Example: Your room is [UNITNAME]Enter the message to send, messages will be truncated at 160 characters. Check-in from: [UNITNAME:1] Template variables can be used. The key code is: [UNITNAME:2]
The template variables will '''Booking tab:'''*Execution = One time only work if you have entered text in SETTINGS->PROPERTIES->ROOMS->SET UP "Unit Names". The context help for this setting will explain how to do this.*Booking Status = No Change
*Invoice Balance = Any Payment made OR Invoice Balance = Zero (payment in full)
You should consider adding If you are using the invoice table to the email so the guest "Additional Information" function {{#fas:cog}} (SETTINGS) PROPERTIES->ROOMS->SET UP "Unit Names" you can see the booking details including Charges & Paymentsuse template variables Example: Your room is [UNITNAME]. Check-in from: [UNITNAME:1] . The key code is: [UNITNAME:2]
[INVOICETABLE] The template variables will only work if you have entered text in {{#fas:cog}} (SETTINGS) PROPERTIES- invoice table>ROOMS->SET UP "Unit Names". The context help for this setting will explain how to do this.
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.
Email Text If you are using the "Additional Information" function SETTINGS-{{#fas:cog}} (SETTINGS) PROPERTIES->ROOMS- It is possible to >SET UP "Unit Names" you can use the same details as in the Plain Text box above. Template 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 & PaymentsExample: Your room is [UNITNAME]. Check-in from: [UNITNAME:1] . The key code is: [UNITNAME:2]
[INVOICETABLE] The template variables will only work if you have entered text in S{{#fas:cog}} (SETTINGS) PROPERTIES- invoice table>ROOMS->SET UP "Unit Names". The context help for this setting will explain how to do this.
It is also possible to include a customised invoice table using this template variable '''Booking tab:- [INVOICE:PRI_QTY_CUA€] will create an invoice table with price and quantity in Euros.'''*Execution = One time only*Booking Status = No Change
*'''HTML box''' It is also possible to include a customised invoice table using this template variable :- Email [INVOICE:PRI_QTY_CUA€] will be sentcreate an invoice table with price and quantity in Euros
Message tabTime: 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 = Booking*Trigger Time = Immediate*Trigger Window = 999 day
If the "Mail & Actions" '''Booking 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.*Flag Text = Paid *Flag Colour = d4e4b0
*'''Email Subject''' - enter the subject for your Guests</div></div>
*'''Plain Text Box''' <div class="mw- will send to channels using Message APIcollapsible mw-collapsed"><div class="headline-collapse" >
Message Text :====Email confirmation for channel bookings - enter ''Select from the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]]predefined template''====</div><div class="mw-collapsible-content">'''Trigger tab:'''
Email Text '''Message tab:- It is possible to use ''' For channels using the same details as Message API, then enter the text in the Plain Text text box, for emails enter the text in the HTML box above. Template variables can be used [[Template_Variables| see here]]
SMS tab :*Send Message = Booking API/Smart Email
Please note If the "Mail & Actions" tab contains a charge applies per SMS "real" Email address the messageis sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
*Send SMS Message : Enable*Phone Number : This If no connection to a messaging system is available the phone number that message will receive send to the SMS notificationEmail address from the "Mail & Actions" tab of the Email.
This is a global service and *Email Subject - enter the notifications can be sent to almost phone in any country.subject for your Guests
The phone number must contain the international country code and phone number as it would be dialed internationally.*Plain text box - will send to channels using Message API
Do not include any leading zeros or other characters and use no spacesMessage Text :- enter the text you wish to send to your guests.Template variables can be used [[Template_Variables| see here]]
The number must start with the country code.*HTML box - Email will be sent
EXAMPLEEmail 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]]
to send to phone number 015625346 in the UK (Country code 44) enter the following number 4415625346 You can use the template variables [GUESTPHONE] or [GUESTMOBILE] but this will only work if the phone number has exactly the required format. *SMS Message Enter the message to send, messages will be truncated at 160 characters. Template variables can be used. '''Booking tab: (optional)'''*Execution = One time only*Flag Text Booking Status = The text you want to display*Flag Colour - choose the flag colourNo Change
*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 1 day Booking Source = ALL (or select '''Message tab:''' For channels using the booking source/Channel)Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
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 (Using Message API)*Subject - enter If the subject for your Guests*Plain Text Message :- enter "Mail & Actions" tab contains a "real" Email address the Message text you wish message is sent to send to your the guests include Email address. If only a masked Email address is available the payment link message sends via the channels API messaging systems if possible.
https://beds24If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.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 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:*Plain text box - will send to channels using Message API
*Execution = One time only*Flag Message Text = The :- enter the text you want wish to display*Flag Colour - choose the flag colourBooking changes are applied before the mail is sent so that the flag template variable send to your guests. Template variables can be reflected in the Email.</div></div>used [[Template_Variables| see here]]
<div class="mw*HTML box -collapsible mw-collapsed"><div class="headline-collapse" >Email will be sent
====Send a Request for payment Email Text :- It is possible to your guests XX days before arrival====</div><div class="mw-collapsible-content">Trigger tab:use the same details as in the Plain text box above. Template variables can be used [[Template_Variables| see here]]
*Trigger Event = Check-in *Trigger Time = -42*Trigger Window = 1 day Booking Source = ALL (or select the booking source/Channel)'''SMS tab :'''
Message tab: Please note a charge applies per SMS message.
Plain Text (Using Message API)*Subject - enter This is a global service and the subject for your Guests*Plain Text Message :- enter the Message text you wish notifications can be sent to send to your guests include the payment link almost phone in any country.
https://beds24The phone number must contain the international country code and phone number as it would be dialed internationally.com/bookpay.php?bookid=[BOOKID]
You can find extra options 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.
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. Time*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1 day
You can not trigger Booking Source:*Booking Source = ALL (or select the auto action multiple times, unless you manage this manually, therefore you need to create multiple auto actions, so if you allow 3 payments for their booking, then you will need 3 auto actions. source/Channel)
You will need '''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 manually add a Booking Info Code messaging system is available the message will send to each booking that you have agreed the Email address from the "Mail & Actions" tab of the Email. Messages to allow X paymentsthe Email address entered in the field "Internal" are sent via Email.
'''Create Auto Action one'''*Plain text box (Using Message API)
Trigger tabSubject - enter the subject for your GuestsPlain Text Message :- enter the Message text you wish to send to your guests include the payment link
*Trigger Event = Booking (but not after check-in)*Trigger Time = +7 days*Trigger Window = 1 day *Booking Source = ALL (or select the booking source/Channel)*Invoice Balance = Not Zero*Any Booking Info Code = MULTIPLE (for example) this can be used if you only allow some guests to make multiple payments. Message tab: *'''Send Message''' = Booking API/Smart 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 :- enter the Message text you wish to send to your guests include the payment link https://beds24.com/bookpay.php?bookid=[BOOKID]
'''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.
You want to capture a Security Deposit for bookings on the day before Time:*Trigger Event = Booking (not after check-in from your guest.) *Trigger Time = Immediate*Trigger Window = 1 day
Capture of Booking Souce: *Booking Source = ALL (or select the payment is only held by Stripe for 7 days, if the guest is staying longer you will need to send the request again.booking source/Channel)
You will need to create multiple emails to capture the payment multiple times for the same booking.'''Message tab:'''
'''Create Auto Action one'''*Plain text box (Using Message API)Trigger tabSubject - enter the subject for your GuestsPlain Text Message :- enter the Message text you wish to send to your guests including the payment link
*Trigger Event https://beds24.com/bookpay.php?bookid= Check-in*Trigger Time = -1 days*Trigger Window = 1 day *Booking Source = ALL (or select the booking source/Channel)*Status [BOOKID]&g= All not cancelledcc
Message tabYou can find extra options to add to the payment link if you want to refine the details https: //wiki.beds24.com/index.php/Category:Payments#Payment_Request
*Email Subject - https://beds24.com/bookpay.php?bookid=[BOOKID]&g=cc this creates a link (HTML A tag) so the guest can enter their credit card details. Check the subject template variables for your Guestsother options.
Message tab: For channels using *Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the Message API, then enter the text in flag colourBooking changes are applied before the Plain text box, for emails enter mail is sent so that the text flag template variable can be reflected in the HTML boxEmail.
*'''Send MessageBooking Info tab:''' = 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.*Booking Info Code = NEWCARDREQ*Booking Info Text = New credit card requested
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></div>
*'''Email Subject''' <div class="mw- enter the subject for your Guestscollapsible mw-collapsed"><div class="headline-collapse" >
*====Send a Request for payment to your guests XX days before check-in====</div><div class="mw-collapsible-content">'''Plain Text BoxTrigger tab:''' - will send to channels using Message API
Message Text Time:*Trigger Event = Check-in *Trigger Time = - enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]], change the pay42*Trigger Window = 42 day Booking Souce: *Booking Source =100 to ALL (or select the value you require. booking source/Channel) https'''Message tab://beds24.com/bookpay.php?bookid=[BOOKID]&g=st&capture=0&pay=100. '''
Email *Plain text box (Using Message API)Subject - enter the subject for your GuestsPlain Text Message :- It is possible enter the Message text you wish to use the same details (URL) as in send to your guests include the Plain Text box above. Template variables can be used [[Template_Variables| see here]]payment link
Booking info tabhttps: (Optional)//beds24.com/bookpay.php?bookid=[BOOKID]
*Booking Info Code = SECDEPOSIT (for example)You can find extra options to add to the payment link if you want to refine the details*Booking Info Text = Security deposit request senthttps://wiki.beds24.com/index.php/Category:Payments#Payment_Request
This uses a smart template variable. In this example we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text.
Trigger tab:*Booking Field Contains - select "Language" in the next field enter: the short code for the language this Auto Action is You allow your guests to make X number of payments fortheir booking.
Email tab:*Enter You can not trigger the message in the appropriate language under your default languageauto action multiple times, unless you manage this manually, therefore you need to create multiple auto actions, so if you allow 3 payments for their booking, then you will need 3 auto actions.</div></div>
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >You will need to manually add a Booking Info Code to each booking that you have agreed to allow X payments.
====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.'''Create Auto Action one'''
SMS tab:*Booking Source = ALL (or select the booking source/Channel)*Phone Number Invoice Balance = [GUESTMOBILE]Not Zero*SMS Message = [IFAny Booking Info Code =:[GUESTLANGUAGE]:fr:French_text|English_text]MULTIPLE (for example) this can be used if you only allow some guests to make multiple payments. </div></div>'''Message tab:'''
<div class*Send Message =Booking API/Smart EmailIf the "Mail & Actions" tab contains a "real"mwEmail 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 -collapsible mwenter the subject for your GuestsPlain Text Message :-collapsed">enter the Message text you wish to send to your guests include the payment link <div classhttps://beds24.com/bookpay.php?bookid="headline-collapse" > [BOOKID] You can find extra options to add to the payment link if you want to refine the details====Send Remotelock/Lockstate, Nuki PIN or Chekin Link ====<https://wiki.beds24.com/index.php/div>Category:Payments#Payment_Request *HTML Message (Send Email) <div class="mwEdit Email Subject -collapsibleenter the subject for your GuestsEdit Email Text :-content">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. Trigger '''Booking tab:''' *Trigger Event Execution = One time only*Flag Text = CheckThe 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 inthe 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 = -2 +14 days (the number of days before check-in you want to sent collect the code or linkpayments) *Trigger Window = 21 day *Booking Source = All*Booking Status = All but not cancelled*Group bookings = Trigger all on master*Info Code = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URLThe use the settings in the previous auto action to trigger the next auto action for your booking.
Message tab:
*Send Email = Booking API/Email Smart
*EMail Subject = Your access code (your text)
*Email Text = Your text which includes the template variable [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN]
Trigger tab:
*Trigger Event = Check-in
*Trigger Time = Immediate
*Trigger Window = 14(the max number of days your guests can stay)
*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings = Trigger all on master
*Any Booking Info Code = CHECKIN
*Exclude Booking Info Code = CHECKOUT
Message tab: You want to capture a Security Deposit for bookings on the day before check-in from your guest.*Send Email = Guest *EMail Subject = Enter Capture of the payment is only held by Stripe for 7 days, if the guest is staying longer you will need to send the appropriate details request again. *Email Text = Your text which includes You will need to create multiple emails to capture the details payment multiple times for your current gueststhe same booking.
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 '''Trigger tab) or create an auto action to add the Booking Info Codes to the bookings.</div></div>:'''
<div class*Trigger Event ="mwCheck-collapsible mw-collapsed">in<div class*Trigger Time ="headline-collapse" > 1 days*Trigger Window =1 day *Booking Source ===Send Email with a PDF attachment====<ALL (or select the booking source/div>Channel)<div class*Status ="mw-collapsible-content">All not cancelled
You can send Invoice or Booking Template attachments to your Guests'''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.
Setup your Invoice or *Send Message = Booking Template, go to SETTINGS -> GUEST MANAGEMENT -> INVOICING or SETTINGS -> GUEST MANAGEMENT -> BOOKING TEMPLATESAPI/Smart Email
Trigger 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 Event = CheckoutEmail Subject - enter the subject for your Guests *Trigger Time = ImmediatePlain text box - will send to channels using Message API*Trigger Window = 1*Booking Source Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]], change the pay= All (or select 100 to the appropriate channelvalue you require. https:/Direct)*Booking Status /beds24.com/bookpay.php?bookid=[BOOKID]&g=st&capture=0&pay= All but not cancelled100. *Group bookings = Trigger all on master*Any Booking Info Code = CHECKOUTHTML box - Email will be sent
Message tabEmail Text : *Send Email = Guest API/Smart Email - It is possible to use the same details (or one of the other optionsURL)*Attachment = Select an option from the drop down list. *EMail Subject = Enter as in the appropriate details *Email Text = Your Plain text which includes the details for your current guestsbox above. Template variables can be used [[Template_Variables| see here]]
It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkout to your bookings ('''Booking info tab: (Optional) or create an auto action to add the Booking Info Codes to the bookings.'''
If you send Emails with pdf attachment *Booking Info Code = SECDEPOSIT (invoice, booking templatefor example) 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*Booking Info Text = Security deposit request sent.
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email after the cleaner has cleaned an email to the roomguest email address when a payment FAILS at Stripe====
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 clean
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 you need to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set the Booking info code rather than use the Current guest module in the dashboard. '''Trigger tab:'''
Trigger tabTime:*Trigger Event = Check-inBooking
Booking Info tab:
*Booking Info Code = CHECKIN
*Booking Info Text = Auto Checkin
If you need Set the rules 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 dashboardwhen this Auto Action should trigger.
Trigger tabTime:*Trigger Event = Check-outBooking
Booking Info '''SMS tab: '''*Booking Info Code Phone Number = CHECKOUT[GUESTMOBILE]*Booking Info Text SMS Message = Auto Checkout[IF=:[GUESTLANGUAGE]:fr:French_text|English_text]
This requires the master booking to be checked-in via the check-in function. '''Trigger tab:'''
*Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365Souce :-
Booking info tab :
*Info Code = CHECKIN
This requires you to use the Guest database.
Trigger tabThis auto action can be used if you have set a fixed PIN code in the Room Setup or using digits from the Booking id. To setup the PIN code for each Room/Unit then go to {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > UNIT NAMES, then in the unit names, you can add additional information including a pin code. Example:
*Trigger Event You have 2 units (100 and 101). Access Pin Code for 100 = 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 012345, for 101 - 34567
Booking info tab In "Unit name" enter: *Info Code = REPEAT<(Use (?) in the room setup for more details/div></div>options)
<div class="mw-collapsible mw-collapsed">*100|12345<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. *101|34567
Setup the custom question in Properties -> Booking Questions -> Custom Questions -> Custom question 1, set with TYPE = Tick Box. '''Trigger tab:'''
*Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365Souce :-
*Group bookings" = Trigger all on master
*Template Variable = [GUESTCUSTOMQ1] equals ticked (or) not ticked
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a fee Send Email to all bookings from a channelguests with check-in details 2 days before Check-in, booking paid/no outstanding balance ====
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Booking Source = Expedia (for example)
The fee will be added the next time the auto actions run.
===Payments/Pending Payments===
Trigger tab:
*Trigger Event = After Booking or Before Check-in
*Trigger Time = set the time you want to collect the payment
*Booking Source =All (for example, you can also set different rules for different channels)
Booking Info tab:*Optional, add This auto action will be sent only when the a booking info tab for information and reportingpayment 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.
Booking '''Trigger tab: Optional*Flag Text = Pending payment added (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list'''
Invoice tabTime:-*Payment Type Trigger Event = select on what the payment is calculated (Percent of Balance due)Check-in*Description Trigger Time = -2 (the text you will see number of days before check-in the "Charges and Payments" tab*Status = if you use the status function add the status you want to apply to sent the pending payment (optionalcode or link)*Amount Trigger Window = enter the amount or percentage you want to collect*Payment Rule = use auto or manual - if you have set up payment rules in SETTINGS->GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here *Payment Due = Set when the payment is due2
Create a Payment Rule to collect a payments when Booking Conditions:- *Group bookings are not cancelled. = Trigger all on master*Invoice Balance = Zero
Go to Settings > Payments > Payment RulesInfo codes :-*Any Booking Info Code = STRIPEAUTHORIZE
Payment Rule '''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.
Name *Send Message = Enter your title - Not Cancelled (for example)Action = AutoBooking API/Smart Email
Payment Trigger :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
*Booking Status = All not cancelled*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional (Message Text :- enter the text you wish to send to your guests. This can exclude Virtual Credit cardsinclude any information that is important for the checkin of the guest, find for example the Booking info Key code in for the booking)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]]
Payment Action :*HTML box - Email will be sent
*Capture = Yes Email Text :- immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item 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 booking on success*Add info guest, for example the Key code on failure = add a Booking Info item for the door, who to contact if there are any issues, template variables can be used, see the booking on failurelist of ALL template variables that can be used [[Template_Variables| see here]]
Trigger tabTime:*Trigger Event = After Booking Check-in*Trigger Time = immediateImmediate*Booking Source Trigger Window =All 14(for example, you the max number of days your guests can also set different rules for different channelsstay)
Invoice tabBooking Source:*Payment Type Booking Source = Percent of balance due *Description = the text you will see in the "Charges and Payments" tab (Payment Balance) *Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = 100 (balance is full price so 100% of the balance)*Payment Rule = Auto*Payment Due = check in -3All
Trigger tab:*Trigger Event = After Booking *Trigger Time = immediate*Booking Source =All (for example, you You can also set different rules for different channels)send Invoice as an attachment to your Guests.
<span styleTime:*Trigger Event ="colorCheckout*Trigger Time = Immediate +8hrs*Trigger Window = 1 day Booking Source:#fe746c;“ >{{#fas*Booking Source = All (or select the appropriate channel/Direct) Booking Conditions:exclamation-triangle}} *Group bookings = </span> Automatic collection is only available for customer who use [[Stripe]].Trigger all on master*Booking Status = Confirmed Info Codes:*Any Booking Info Code = CHECKOUT
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.'Messaging tab:'''
Go to Settings > Payments > Payment Rules*Send Email = Guest email - (or one of the other options)
Payment Rule : *Name Attachment = Enter your title - Security Deposit (for example)*Action = AutoInvoice Template 1
Payment Trigger :*Booking Status = select from Subject - enter 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)subject for your Guests
Payment Action :*Capture = Yes/No Plain text box - immediately charged (Capture=Yes), if you want will send 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>channels using Message API
Booking Info tab:*Execution = One time only*Info Code = Enter the preset code for the icon or info code which Other files can not be attached. We recommend you have created in SETTINGS->ACCOUNT->PREFERENCESuse a link to a file you upload to your web site.
Invoice tabBooking Source:*Assign Invoice Number Booking Source = yes</div><All (or select the appropriate channel/div>Direct)
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Using Pending Payments as a Payment Reminder====</div><div class="mw-collapsible-content">Trigger tabBooking Conditions:*Trigger Event Group bookings = After Booking or Before Check-in* Trigger Time = set the time you want to add the pending payment to the bookingall on master*Booking Source Status =All (for example, you can also set different rules for different channels)but not cancelled
Booking Info '''Messaging tab:*Optional, add a booking info tab for information and reporting'''
Booking tab: Optional*Flag Text Send Message = PaymentDue1 Guest API/Smart Email (for exampleor one of the other options), 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 If the "Charges and PaymentsMail & Actions" tab*Status = if you use contains a "real" Email address the status function add message is sent to the status you want to apply to guests Email address. If only a masked Email address is available the pending payment (optional)*Amount = enter message sends via the amount or percentage you want to collect*Payment Rule = Manual - channels API messaging systems 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 duepossible.
The Pending Payment Report If no connection to a messaging system is available in Bookings > Pending Payments. This report can be used the message will send 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 transfersEmail address from the "Mail & Actions" tab of the Email.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when a booking is cancelledSend Email after the cleaner has cleaned the room====
Trigger tab
*Trigger Event = After 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 To send an automated Email to the text guest then they can check you require)/the cleaner have to add a unit status to the room when it is ready. In this example we used the unit status clean*Flag Colour = Set as required</div></div>'''Trigger tab:'''
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag for a bookings from a channel which have breakfast included====</div><div class="mw-collapsible-content">Trigger tabTime:*Trigger Event = After BookingCheckin
<div class'''Messaging tab: '''*Send Email ="mw-collapsible mw-collapsed">Guest API/Smart Email (or one of the other options) <div class=If the "headline-collapseMail & Actions" > ====Apply tab contains a flag when deposit was made prior to Check-in====</div><div class="mw-collapsible-contentreal">Trigger tab:Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
*Trigger Event = Check-in*Trigger Time = -365 (for example : must be If no connection to a negative value and messaging system is available the same as message will send to the value in Trigger window)*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Invoice Balance = Any Payment madeEmail address from the "Mail & Actions" tab of the Email.
Message tab: *Subject - enter the subject for your Guests
Booking tabMessage Text : (optional)- enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]]
Booking info tab Email Text : (optional)- It is possible to use the same details as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
Setting details with the Booking tab and Booking info tab allows Other files can not be attached. We recommend you use a link to trigger additional (follow on) Auto Actions and Reportsa file you upload to your web site.
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 send an automated Email to display*Flag Colour - choose the flag colour</div></div>guest confirming that it is possible to extend their stay.
<div class="mw-collapsible mw-collapsed"This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) ><div class="headline-collapse" 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.
====Apply a flag/colour for a booking coming from a certain channel====</div><div class="mw-collapsible-content">'''Trigger Tab :'''
Trigger tabTime:*Trigger Event = After BookingCheckin (depending on when you want to notify the guest)*Trigger Time = Immediate-2 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Booking Source Trigger Window = Booking.com (for example)2
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 a flag when deposit was made prior to Check-in AND/OR Apply a flag when booking is fully paid".
Trigger tab:To send an automated Email to the guest confirming that it is possible to extend their stay.*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All not cancelled*Invoice Balance = Any Payment madeThis 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.
Booking tab'''Trigger Tab :*Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour</div></div>'''
<div classTime:*Trigger Event ="mw-collapsible mw-collapsed">Checkin (depending on when you want to notify the guest)<div class*Trigger Time ="headline-collapse" > 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 =Apply a flag when a payment FAILS at Stripe==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</div><div class=If the "Mail & Actions" tab contains a "mw-collapsible-contentreal">Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. Trigger 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 Event Subject = After BookingEnter the appropriate details *Trigger Time Plain Text Box = Your text, using the template variables to modify the specific text in the booking. [IF<= Immediate:[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. *Trigger Window HTML Box [IF<= 365:[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 Source = AllInfo Tab :- Optional'''*Booking Status info code = All but not cancelledEXTRANIGHTS, *Booking Info Code Description = STRIPEFAILUpsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night
Booking tab:
*Execution = One time only
*Flag Text = Stripe Payment Failed
*Flag Colour - choose the flag colour
Go To send an automated Email to Settings 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) > Channel Manager PROPERTIES > Preferences ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set Auto report failed cards = Yesin the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. Trigger tabTab :- *Trigger Event = After BookingCheckin (depending on when you want to notify the guest)*Trigger Time = Immediate-2 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 3652*Booking Source = All
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
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Booking Source = Ical Import (1, 2, 3)
Booking tab:*Execution = One time only*Booking Status = RequestTo 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.
Booking changes are applied before This auto action will create a new booking for the mail is sentdate of departure, closing the calendar to any other bookings.</div></div>
<div class="mw-collapsible mw-collapsed"This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) ><div class="headline-collapse" 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.
==== Change Room Unit Status when guest checks out ====</div'''Step 1: ''' Create a new offer in {{#fas:cog}} (SETTINGS) ><div class="mw-collapsible-content"PROPERTIES >Trigger tab*Trigger Event = Check-out*Trigger Time = Immediate*Trigger Window = 1 day*Booking Status = All but not cancelled*Any Booking Info Code = CHECKOUTOFFERS
Booking tab:*Name = Latecheckout*Execution Enable = One time onlyOnly if Available*Change Room Unit Status Booking Type = Select the optionConfirmed with Deposit 2 - via payment gateway
It is assumed you use the Checkin/Checkout feature in the Dashboard'''Step 2:''' Create a Rate or Daily Price, 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>PRICES
You can use a webhook in conjunction with 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 API JSON function other days. Enable list, untick all channels, leave only 'beds24.com' for your booking page. '''setBookingStep 3: ''' to write to any field in Create the custom question for the booking. First you have id Go to configure access to the API{{#fas:cog}} (SETTINGS) > PROPERTIES > BOOKING QUESTIONS > CUSTOM QUESTIONS and create a question*Question = Booking Id*Single Line field*Optional
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 keyStep 4:'''*SETTINGS -> ACCOUNT -> ACCOUNT->ACCESS "API Key 1"*API Key = my_very_secret_api_key*API Key Access = allow any IP*IP Whitelist = [leave empty]*Allow Writes = Yes*Property Access = Owned by this account only*'''Property key:'''*Settings > Properties > Access > propKey = secret_key_for_prop_XXXXXXCreate the Auto Action
Set Trigger Tab :- *Trigger Event = Checkout*Trigger Time = -1 days (depending on when you want to notify the triggers you needguest, for 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)
Booking Field Contains: Message *Group bookings = XXX Trigger all on master
Set the webhook like this*Template Variables = [IF=:[LEAVINGDAY:{%a}]:Sun:|[IF>=^[TURNOVERDAYS]^1^yes~no]] equal yes
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 send an automated Email to use our API JSON functions - one the guest reminding them that there is an event on a specific day of the week, for instance, the API itself and one for cleaner is due on Wednesday mornings, or the property. The keys have to consist of 16 characters of your choosingbin collection is due on Thursday mornings.<br>'''API key:'''*SETTINGS -> ACCOUNT -> ACCOUNT->ACCESS "API Key 1"*API Key = my_very_secret_api_key*API Key Access = allow any IP*IP Whitelist = [leave empty]*Allow Writes = Yes*Property Access = Owned by this account only*'''Property key:'''*Settings > Properties > Access > propKey = secret_key_for_prop_XXXXXX
Set You will need to check for the day of the triggers week. If the booking is for more than 1 week, you will needmultiple auto actions as an email will only be sent once, for example:it is not possible to trigger multiple times.
Set the webhook like this[PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME] Email :-[PROPERTYEMAIL] Website :- [PROPERTYWEB]
__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.
"Trigger Time" defines when the action is allowed to start. Once it has started it is allowed to go for the "Time Window" period. When the "Time Window" period has elapsed the auto action stops.
Both "Trigger Time" and "Time Window" are relative to a "Trigger Event" i.e. check-in, check-out, time of booking.
"Between Booking and Check in" can be used to include/exclude Same day/Near term bookings, set the number of days.
"Check In From" and "Check In To" use if you have specific information relating to bookings between these dates, special offers, major disruptions etc.
'''Booking Source'''
"Booking Source" = "Direct" applies the Auto Actions only to bookings from your own web site, manually added bookings and bookings imported though the API (not the channel manager). If you want to trigger only on manually added bookings add your username in the "Referrer" field.
'''Booking Conditions'''
"Group Booking Trigger" - use the (?) context help for the options.
"Invoice Balance" - use this to for payments and reminders.
'''Info Codes'''
If you use Booking Info Codes in your bookings, you can enter values to include/exclude bookings.
'''Booking Fields'''
Select the appropriate fields from the drop down lists. You can also use an AND/OR option.
"Template variables" can be used in the fields to generate dynamic values based on the booking. See the options in this section [[Template_Variables#Smart_Logic_Template_Variables|Smart Template Variables]]
== Actions ==
=== Messaging/Email ===
Go to Email "Messaging" to create or modify a prepared Email /Message template. Templates can contain [[Template Variables]] to include information specific to the booking in the Email/Message, for example the guests name or the arrival date.
*To send Emails automatically you need to set up your outgoing Email address messages via the Message API, then enter the text in SETTINGS -> ACCOUNT -> OUTGOING EMAILthe PLAIN text box, for emails, enter the text in the HTLM Box.
*To send Emails automatically you need to set up your outgoing Email address in {{#fas:cog}} (SETTINGS) ACCOUNT -> OUTGOING EMAIL. *To send Emails manually open a booking and go to the MAIL /Action tab. Manual Emails will open in a window, you may send it as is or edit it before sending.
Some systems have a limit of about 2000 characters for this form of email generation. If the email will not open try reducing the amount of text.
If Auto Action Emails are send sent automatically they are will send through your Email server. You should see this on your server. Whether you see it in your Sent box or not depends on your Email program.
If Auto Action Emails are sent manually via a link in the "Email Templates" list in the booking Beds24 will first try to send through your Email server. You should see this on your server. Whether you see it in your Sent box or not depends on your Email program.
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
===HTML and Templates===
If you use HTML you will need to make sure your code is correct and clean otherwise it might trigger our firewall.
HTML messages created by third party services is often convoluted and might contain critical content. Some tools like https://stripo.email/ or https://www.designedwithbee.com/ that allow you to create your own templates and also provide many templates have tested to work well in Beds24.
=== SMS ===
You can automatically send SMS messages. Please note that a fee per SMS message applies if this function is activated.
<span style="color:#019cde; font-size: 150%;“ >{{#fas:info-circle}} </span> SMS can only be used to communicate Information about a current booking. For legal reasons you can not use SMS for marketing purposes including discounts or vouchers. <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 "Send an Email in the guests language to an internal Email address" for a way to control the language of the SMS.
=== Booking ===
Go to the tab 'Booking' to set up an auto action which modifies something in the booking.
"Execution" - default is 'One time only' or 'Allow Repeats' This action can run one time only or repeat within the trigger time period.
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> Emails are always triggered once only regardless of this setting.
=== Booking Info ===
Set up auto actions which automatically add or remove info codes. This is good practice for reporting and also to trigger/exclude bookings from other auto actions.
=== Invoice ===
Automatically Assign Invoice Number. Automatically add /update invoice items or pending payments. Pending payments can use Payment Rules defined in {{#fas:cog}} (SETTINGS)->PAYMENTS->PAYMENT RULES.
Invoice changes are applied before the mail is sent.
Create auto actions which trigger a web hook when the trigger conditions are met.
== Performance and Testing Multiple Properties ==Auto actions will test up With Multiple Properties, the requirement to have Property specific information in the Messages/emails sent to 1000 bookings per cycle, if your trigger condition involves more than 1000 bookings, the next 1000 will guest/housekeeping/owner can be tested on the next cycle etcachieved using Template Variables.If When you require create a Property/Room in Beds24, the fastest speed make sure your trigger setup of the Property/Room is designed to test less than 1000 bookingsheld in the database and can be accessed via Template Variables. For example in {{#fas:cog}} (SETTINGS) >PROPERTIES >DESCRIPTION, you setup the property specific details. *Property name - can be accessed in template variable [PROPERTYNAME] *Property Address - can be accessed in template variable [PROPERTYADDRESS]
Enter a Group name, it needs to be a single word - for example you want to identify all 4 bedroom properties, then you can add 4BEDS and add this to all 4 Bedroom properties you have.
<div classspan style="mwcolor: #f3e504; font-collapsible mw-collapsedsize: 150%;">{{#fas:lightbulb}} <div class="headline-collapse" /span>This filter will not apply if you are triggering on a single property.
==Using Smart Logic Template Variables ==Change the status of all upcoming direct bookings to "Cancelled" and send an Email to the guest ====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = Check-in*Trigger Time = -14 (for example You can use smart logic template variables to cancel the bookings trigger auto actions for the next two weeks)*Trigger Window = 14*Booking Source = Direct *Booking Status = All Not Cancelledspecific conditions.
<div classspan style="mwcolor: #f3e504; font-collapsible mw-collapsedsize: 150%;">{{#fas:lightbulb}} <div /span> '''It is not possible to specify a specific time for the auto action to trigger.''' class="headline-collapse" >The use of the Trigger time 'Immediate' + 14 hrs (for example) will not trigger the auto action at 2pm local time, this will be the first time the booking could be checked to see if all other conditions are met, and added to the batch for processing.
====Send an message or SMS to Guest when booking made more than 10 days in advance==Troubleshooting ==</div> '''If Auto Actions do not send:'''<div class= The list in the "mw-collapsible-contentMail">Trigger tabof the booking will tell you why. Common causes are: *Trigger Event = CheckIs your outgoing Email address working? Go to {{#fas:cog}} (SETTINGS) ACCOUNT-in>OUTGOING EMAIL and click on "Send Test Email". *Is your Auto Action set to send automatically? *Is the guests Email address valid ("Mails" tab of the booking)? *Trigger Time = -365 daysIs the Plain Text box populated with the text you want to send (required when Message API is being used? *Trigger Window = 355 daysIs the booking set to allow Allow Auto Actions ("Mails" tab of the booking)? *Booking Status = All not cancelledDo all trigger events apply to the booking?
'''Auto Action is not visible in a sub account''' If no connection you have sub accounts and need an auto action to a messaging system is available be used across multiple accounts/properties, then create the message will send to auto action at the Email address from Master Account Level and set Property = 'All visible in account' and ensure the "Mail & Actions" tab of Master account has access to the Emailproperties.
Time:
*Trigger Event = Check-in
*Trigger Time = -365
*Trigger Window = 365
Message Text :- enter the text you wish to send to phone number 015625346 in the UK (Country code 44) enter the following numberyour guests include URL. Template variables can be used [[Template_Variables| see here]]
</div>
<div class="headline-collapse" >
====Send Change the status of all upcoming direct bookings to "Cancelled" and send an message or SMS Email to Guest when booking made more than 7 days in advancethe guest ====
</div>
<div class="mw-collapsible-content">
Booking tab:*Execution = One time only*Booking Status = No ChangeCancelled
'''Message tab: ''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
*'''Send Message''' = Booking API/Smart Email
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
*Email Subject - enter the subject for your Guests
*'''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]]
</div>
</div>
====Send an message or SMS to Guest when booking made more than 10 days in advance====</div><div class="mw-collapsible-content">'''Trigger tab:''' Time:*Trigger Event = Check-in*Trigger Time = -365 days*Trigger Window = 355 days Booking Conditions:*Booking Status = All not cancelled Booking tab:*Execution = One time only*Booking Status = No Change '''Message tab''': For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Send Message = Booking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Email Subject - enter the subject for your Guests *Plain Text Box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]] '''SMS tab :''' Please note a charge applies per SMS message.
*Send SMS Message : Enable
Enter the message to send, messages will be truncated at 160 characters. Template variables can be used.
</div>
</div>
<div class="headline-collapse" >
====Send an message or SMS to Guest when booking made more last minute booking - 6 than 7 days or lessin advance====
</div>
<div class="mw-collapsible-content">
Alternatively you an use Between Booking and Check in
'''Trigger tab:'''
*Trigger Event = Booking (but not after check-in)
*Trigger Time = Immediate
*Trigger Window = 1 day
*Between Booking and Check in = 0 7 to 6999 Booking Conditions:
*Booking Status = All not cancelled
'''Message tab: ''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
*'''Send Message''' = Booking API/Smart Email
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
*'''Email Subject''' - enter the subject for your Guests
*'''Plain Text Box''' 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]]
'''SMS tab :'''
Please note a charge applies per SMS message.
Enter the message to send, messages will be truncated at 160 characters. Template variables can be used.
'''Booking tab:'''
*Execution = One time only
*Booking Status = No Change
</div>
<div class="headline-collapse" >
====Send an Email with a key code message or SMS to Guest for a specific unit one day before checklast minute booking -in6 days or less====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time:*Trigger Event = CheckBooking (but not after check-in)*Trigger Time = -1 dayImmediate*Trigger Window = 1 day *Between Booking and Check in = 0 to 6 Booking Conditions:
*Booking Status = All not cancelled
'''Message tab: ''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
*'''Send Message''' = Booking API/Smart Email
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
*'''Email Subject''' - enter the subject for your Guests
*'''Plain Text Box''' text box - will send to channels using Message API
Message Text :- enter the text you wish to send to your guestsinclude URL. Template variables can be used [[Template_Variables| see here]]
to send to phone number 015625346 in the UK (Country code 44) enter the following number
</div>
<div class="headline-collapse" >
====Send an Email to the guest when with a payment is madekey code for a specific unit one day before check-in (Self Checkin)====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Property, Room, Unit:*Unit = Select the number of the unit you want to send this message to. Note that the number represents the index of the unit not its name. Time:*Trigger Event = After BookingCheck-in*Trigger Time = Immediate-1 day*Trigger Window = 365 1 day Booking Conditions
*Booking Status = All not cancelled
'''Message tab: ''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
*'''Send Message''' = Booking API/Smart Email
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
*'''Email Subject''' - enter the subject for your Guests
*'''Plain Text Box''' 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
</div>
<div class="headline-collapse" >
====Send an Email to guests from Channelsthe guest when a payment is made====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source = Channel Manager'''
Time:*Trigger Event = Booking tab:*Execution Trigger Time = Immediate*Trigger Window = One time only 365 day Booking Conditions: *Booking Status = No Change All not cancelled*Invoice Balance = Any Payment made OR Invoice Balance = Zero (payment in full)
'''Message tab: ''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
*'''Send Message''' = Booking API/Smart Email
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
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''' 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
*HTML box - Email will be sent Email Text :- It is possible to use the same details as in the Plain Text 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.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Send Apply a message (Email or sms) flag/colour to guests that have Checkeda booking when a payment is made -out 30 days or more''Select from the predefined template ''====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:*Trigger Event = After Check-out*Trigger Time = 30 days*Trigger Window = 365 days '''
Booking Conditions: *'''Send Message''' Booking Status = Booking API/Smart EmailAll not cancelled*Invoice Balance = Any Payment made
Time
*Trigger Event = Booking
*Trigger Time = Immediate
*Trigger Window = 1 day
Booking Source*'''HTML box''' - Email will be sentBooking Source = Channel Manager
</div>
</div>
<div class="headline-collapse" >
====Send a Request for payment message (Email or sms) to your guests for all bookingsthat have Checked-out 30 days or more====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time*Trigger Event = Check-out*Trigger Time = 30 days*Trigger Window = 365 days
*Email Subject - enter the subject for your Guests
*Send Email SMS Message : Enable**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 EmailPhone Number : Messages are sent via channels API messaging systems if possible. If no connection to a messaging system This is available the message phone number that will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in receive the field "Internal" are sent via EmailSMS notification.
*SMS Message
'''Booking tab:''' (optional)
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
</div>
</div>
<div class="headline-collapse" >
====Send a Request for payment to your guests XX days after bookingfor all bookings====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
You can find extra options to add to the payment link if you want to refine the details
https://wiki.beds24.com/index.php/Category:Payments#Payment_Request
*HTML Message (Send Email) *Edit Email Subject - enter the subject for your Guests*Edit Email Text :- enter the Email text you wish to send to your guests include template variable
[PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options.
'''Booking tab:'''
*Execution = One time only
*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" >
====Send a Request to update the guest'Capture' a Security deposit from your guests XX days s credit card as it will expire before check-in - with Stripecheckin====
</div>
<div class="mw-collapsible-content">
'''Trigger 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.
*HTML Message (Send Email ) Edit Email Subject - enter the subject for your GuestsEdit Email Text : select - enter the Email text you wish to send to your guests including the appropriate optionpayment link
'''Booking tab:'''
*'''HTML box''' - 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 be send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sentvia Email.
*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
[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 class="headline-collapse" >
====Send an Email in the a Request for payment to your guests language to an internal Email address XX days after booking====
</div>
<div class="mw-collapsible-content">
'''Trigger tab: Whatever you want'''
*Trigger Event = Booking tab: Whatever you want(but not after check-in)*Trigger Time = +7 days*Trigger Window = 1 day
</div>
</div>
<div class="headline-collapse" >
====Send Email a Request to all current guest 'Capture' a Security deposit from your guests XX days before check-in - with Stripe====
</div>
<div class="mw-collapsible-content">
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = CheckinAfter Booking
*Trigger Time = Immediate
*Trigger Window = 1365*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings Booking Info Code = Trigger all on masterSTRIPEFAIL, CARDFAILSTRIPE '''Message tab:''' Update details as appropriate*Template Variable 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= [UNITSTATUS1BOOKID] Contains = clean You can find extra options to add to the payment link if you want to refine the details https://wiki.beds24.com/index.php/Category:Payments#Payment_Request
*HTML Message tab: *(Send Email = Guest API/Smart Email (or one of the other options)*EMail Email Subject = Enter - enter the appropriate details subject for your Guests*Email Text = Your :- enter the Email textyou 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" > ====Add CHECKIN Booking info code Send an Email in the guests language to bookings an internal Email address ====
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<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 Time = Immediate
*Trigger Window = 1 day Booking Source:*Booking Source = All(for example) Booking Conditions:*Booking Status = All but 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 *Group bookings Internal Email Address = Trigger all on masterenter the email address this message should be sent to. *Email Subject - enter the subject for your Guests *HTML box - Email will be sent *Email Text :- Template variables can be used in the message. [[Template_Variables| See here]]
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Add CHECKOUT Booking info code to bookings Send SMS in a certain language (if it is the language of the booking) or a default language====
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<div class="mw-collapsible-content">
This uses a smart template variable. In this example the auto action will trigger on Booking and for 1 day, we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text.
'''Trigger tab:'''
*Trigger Time = Immediate
*Trigger Window = 1 day Booking Source:*Booking Source = All(for example) Booking Conditions:*Booking Status = All but not cancelledNot Cancelled*Group bookings = Trigger all on master
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<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Group checkSend Remotelock/Lockstate, Nuki PIN or Chekin Link 2 days before Check-in (Self Checkin) - ''Select from the predefined template'' ====
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<div class="mw-collapsible-content">
Time:-*Trigger Event = Check-in*Trigger Time = -2 (the number of days before check-in you want to sent the code or link) *Trigger tab:Window = 2
*Booking Source = All
*Booking Status = All but not cancelledConfirmed Booking Conditions:- *Group bookings" = Trigger all on master Info Codes :-*Info Code = CHECKINLOCKSTATE_PIN or NUKI_PIN or CHEKIN_URL (select the appropriate Booking Info Code for the service you use) '''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Send Message = Booking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Subject - enter the subject for your Guests - Your access code (your text) *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests include URL. Include these template variables - [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN] or [BOOKINGINFOCODETEXT:CHEKIN_PIN] see the list of ALL template variables that can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Include these template variables - [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN] or [BOOKINGINFOCODETEXT:CHEKIN_PIN] see the list of ALL template variables that can be used [[Template_Variables| see here]]
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<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Identify Repeat Guest Send Pin code to guest, 2 days before Check-in (Self Checkin) ====
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<div class="mw-collapsible-content">
Time:-*Trigger Event = Check-in*Trigger Time = -2 (the number of days before check-in you want to sent the code or link) *Trigger tab:Window = 2
*Booking Source = All
*Booking Status = All but not cancelled
Booking info Conditions:- *Group bookings = Trigger all on master '''Messaging tab : ''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Info Code Send Message = LATECHECKINBooking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Subject - enter the subject for your Guests - Your access code (your text) *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests include URL. Include these template variables - [UNITNAME] and [UNITNAME:1] or [BOOKIDLAST5] - Last 5 digits of booking number. See the list of ALL template variables that can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Include these template variables - [UNITNAME] and [UNITNAME:1] or [BOOKIDLAST5] - Last 5 digits of booking number. see the list of ALL template variables that can be used [[Template_Variables| see here]]
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<div class="mw-collapsible mw-collapsed"><div class==Add invoice items to a booking ==="headline-collapse" >
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<div class="mw-collapsible-content">
This auto action will be sent only when the Invoice Balance of the booking is zero. This can be used to ensure that the checkin details are only sent when the guest has completed the payments. '''Trigger tab:''' Time:-*Type Trigger Event = AmountCheck-in*Description Trigger Time = Cleaning fee -2 (for examplethe number of days before check-in you want to sent the code or link)*Amount Trigger Window = 50 (for example 2 Booking Source:- *Booking Source = All*Booking Status = All but not cancelled Booking Conditions:- the amount of your cleaning fee)*per Group bookings = Room Trigger all on master*Period Invoice Balance = one timeZero '''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. *VAT Send Message = 19% 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 - enter 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 VAT amount door, who to contact if applicable)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>
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<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Add a pending paymentSend Email to guests with check-in details 2 days before Check-in, Security Deposit Authorised at Stripe ====
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<div class="mw-collapsible-content">
Booking Source:-
*Booking Source = All
*Booking Status = All but not cancelled
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<div class="headline-collapse" >
====Collect outstanding booking balance 3 days prior Send Email to arrivalall current guest ( Credit card details were collected at time of bookingCheck-in)====
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<div class="mw-collapsible-content">
'''Trigger tab:'''
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:#fe746cf3e504;“ font-size: 150%;" >{{#fas:exclamation-trianglelightbulb}} </span> Automatic collection It is only available for customer who assumed you use [[Stripe]]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>
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<div class="headline-collapse" >
====Send invoice after check-out - PDF attachment - ''Select from the predefined template'Capture' a Security Deposit when Credit card is collected at time of booking. ====
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<div class="mw-collapsible-content">
Setup your Invoice tabgo to {{#fas:*Payment Type = Fixed amount*Description = Security Deposit cog}} (the text you will see in the "Charges and Payments" tabSETTINGS)*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 GUEST MANAGEMENT -> INVOICING
'''Trigger tab:'''
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]] <div span class="mw-collapsible mw-collapsed"><div classstyle="headlinecolor: #f3e504; font-collapsesize: 150%;" > ====Apply an info code and and/or icon when a payment was made===={{#fas:lightbulb}} </divspan><div class="mw-collapsible-content">Trigger 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:*Trigger Event = After ) or create an auto action to add the BookingInfo Codes to the bookings.*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but 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 cancelled*Invoice Balance = Any Payment madedelivered to the guest. Ask your channel about their policy regarding this.
</div>
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<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Assign invoice numbersSend Email with Booking Registration Form - PDF attachment====
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<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 = Check-outBooking
*Trigger Time = Immediate
*Any Booking Info Code Trigger Window = CHECKOUT (optional only if you use the check-out function, if not leave blank)1 day
*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==Booking Flags/Colours==="headline-collapse" >
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<div class="mw-collapsible-content">
*Trigger Time = Immediate
*Trigger Window = 1 Booking Source = Booking.com (for example):*Booking Field Contains - select "API Message" in the next field enter: meal_planSource =Breakfast (or Extra Breakfast - use the text the channel uses)All
Booking tab:Conditions*Execution Group bookings = One time only Trigger all on master*Flag Text Booking Status = The text you want to display*Flag Colour - choose the flag colourAll but not cancelled
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.Fields:</div></div>*Template Variable = [UNITSTATUS1] Contains = clean
*Send Email : select appropriate option*Enter : Subject and Email contentPlain text box - will send to channels using Message API
*Execution = One time only*Flag Text = The text you want to display*Flag Colour HTML box - choose the flag colourEmail will be sent
*Booking Info Code Attachment : DEPOSITPAID (for example)*- if you want to send a Booking Info Text : additional text if required/Invoice template you can select from the drop down list.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply a flag when booking is fully paidSend Email to your guest - Upselling additional nights - nights available after checkout ====
</div>
<div class="mw-collapsible-content">
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. *Execution Send Message = One time Booking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If onlya masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Email Subject - enter the subject for your Guests *Flag Text 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<= The text :[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 want would like to displaystay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. *Flag Colour HTML box - choose Email will be sent, enter the flag colourtext 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" > ====Apply a flag when a payment was madeSend Email to your guest - Upselling additional nights - nights available before checkin ====
</div>
<div class="mw-collapsible-content">
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply a flag Send Email to Booking.com bookings and auto report the Credit Card when a payment FAILS at Stripeyour guest - Offering Early Checkin ====
</div>
<div class="mw-collapsible-content">
*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 Code Description = BOOKINGCOMCARDUpsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Early Checkin
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ==== Change the status of all "Request" bookings Send Email to "Cancelled" after three days 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:- *Execution Send Email = One time onlyGuest 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 Status 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 = CancelledUpsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Late Checkout
</div>
</div>
<div class="headline-collapse" >
==== Change the status of all bookings which have been imported from Ical Send Email to "Request" your guest - Offering Late Checkout Only on a Sunday when there is no new arrival ====
</div>
<div class="mw-collapsible-content">
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.
*Guests ===API/Webhook===Max Occupancy<div class*Max Stay ="mw-collapsible mw-collapsed">1<div class*Offer ="headline-collapse" > ====Use API/Webhook to write to select the offer number as created in the field 'Message'====</div><div class="mw-collapsible-content">above step.
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 * URL Email Text = <nowiki>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://api.beds24.com/json/setBookingbooking2.php?propid=[PROPERTYID]&checkin_hide=[LEAVINGDAYYYYY-MM-DD]&br5-[ROOMID]=Book <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </nowikispan>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* Custom Header Booking info code = LATCHECKOUT, *Booking Info Description = Upsell email sent [leave emptyCURRENTDATE]: Late Checkout
</div>
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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 Send Email to your guest - On a new invoice itemWednesday (Cleaner is due/Rubbish Collection is due) ====
</div>
<div class="mw-collapsible-content">
'''Step 1: ''' Create the Auto Action Trigger Tab :- *Trigger Event = Checkin*Trigger Time = Immediate *Trigger Window = 8 days*Booking Source = All *BookingStatus = 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.com Best regards,
Booking Info Tab :- Optional*URL Booking Info code = <nowiki>https://api.beds24.com/json/setBooking</nowiki>CLEANWED1*Custom Header Booking Info text = [leave empty]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*Body Data 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 "authenticationsummary" 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"apiKey>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="my_very_secret_api_keymw-collapsible-content">If you have a custom question with a 'Tick box' for example,they want a late checkin. Setup the custom question in {{#fas:cog}} (SETTINGS) PROPERTIES -> BOOKING QUESTIONS -> CUSTOM QUESTIONS -> Custom question 1, set with TYPE = Tick Box. Trigger tab: *Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Group bookings" = Trigger all on master*Template Variable = [GUESTCUSTOMQ1] equals ticked (or) not ticked Booking info tab :*Info Code = LATECHECKIN</div></div> ===Add invoice items to a booking === <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a fee to all bookings from a channel====</div><div class="propKeymw-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="secret_key_for_prop_XXXXXXmw-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="bookIdheadline-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||[BOOKIDINVOICECHARGESNUM:-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/invoiceitem==== </div><div class="mw-collapsible-content"> You need to change the charges in bookings due to an update in your prices. Tourist Tax (for example), update the description field and value using the format (findthisinvoicedescription^replacewiththisdescription) Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Time Window = 365*Check In From = Select the first date of the Summer Season*Check In To = Select the last date of the Summer Season *Booking Source = Expedia (for example) Invoice tab:*Add Invoice Item = Update Only*Type = Change All *Description = Tourist Tax^Tourist Tax - Summer season 2022 (for example) *Amount = 0.75*Per = Per Person*Period = One time*Invoicee = Ignore (otherwise you can add a specific Invoicee to limit the search) </div></div> ===Payments/Pending Payments=== <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a pending payment====</div><div class="mw-collapsible-content">Trigger tab:[*Trigger Event = After Booking or Before Check-in*Trigger Time = set the time you want to collect the payment*Booking Source =All (for example, you can also set different rules for different channels)*Group Booking Trigger = Trigger only Master (this will trigger on individual bookings and Master booking if a group) Booking Info tab:OptionalAdd a booking info tab for information and reporting*Flag Text = PendingPayment (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Booking tab:Optional*Booking Info Code = PENDPAY*Booking Info Text = Pending payment added Invoice tab:*Payment Type = select on what the payment is calculated (Percent of Balance due OR Group balance if you receive Group bookings)*Description = the text you will see in the "Charges and Payments" tab*Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = enter the amount or percentage you want to collect*Payment Rule = use auto or manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here *Payment Due = Set when the payment is due Create a Payment Rule to collect a payments when bookings are not cancelled. Go to Settings > Payments > Payment Rules Payment Rule : Name = Enter your title - Not Cancelled (for example)Action = Auto Payment Trigger : *Booking Status = All not cancelled*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action : *Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a pending payment - Set the Security Deposit value based on the price of the booking, using a calculation ====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking or Before Check-in*Trigger Time = set the time you want to collect the payment*Booking Source =All (for example, you can also set different rules for different channels) Booking tab: Optional*Flag Text = PendingPayment (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Booking Info tab: OptionalAdd a booking info tab for information and reporting*Booking Info Code = PENDPAY*Booking Info Text = Pending payment added Invoice tab:*Payment Type = fixed value*Description = Security Deposit||[IF<=:[INVOICEFIRSTITEMNUM]:800:200|[INVOICEFIRSTITEMNUM][/.0]4] (Security Deposit is the description, then 2 | symbol, then the calculation for the 'Amount' to be set.) This calculation, tests if the first invoice item value (usually the Accommodation value) is greater than or = 800 if so set the Security Deposit Amount = 1 quarter of the first invoice item value, otherwise set = 200. <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> <span style="font-weight: bold;" >Tip</span> A price value for the invoice item can be specified after a second pipe (|) symbol, this can be used to calculate a price using template variables. If the price value in the descriptionfield is zero or absent, the numeric value from the amount field will be used. *Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = 0*Payment Rule = use auto or manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) Payments > Payment Rules they will be available here *Payment Due = Set when the payment is due Create a Payment Rule to collect a payments when bookings are not cancelled. Go to Settings > Payments > Payment Rules Payment Rule : Name = Enter your title - Not Cancelled (for example)Action = Auto Payment Trigger : *Booking Status = All not cancelled*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action : *Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Collect outstanding booking balance 3 days prior to arrival( Credit card details were collected at time of booking)====</div><div class="mw-collapsible-content"> ''''Create a Payment Rule (Optional)'''' Standard payment rules in the system are Auto & Manual, you can create additional rules for the collection of outstanding payments, you can control the collection of payments if the booking status is changed, for example the booking is cancelled before the final payment is due to be collected. Go to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES Create a Payment Rule to collect payments if bookings are not cancelled. Click '''Create New Payment Rule''' : Payment Rule:*Name = Enter your title - Not Cancelled (for example) *Action = Auto Payment Trigger :*Booking Status = All not cancelled*Any Booking Info Code (optional)*All Booking Info Codes (optional)*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action :*Funding Source = Guest card only*Payment value adjustment = Limit to group booking balance*Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure Prevent Auto Payment : "*Prevent payment if booking status = Cancelled*Prevent payment after check-out (days) = 7 (default)*Prevent payment action = Set Manual '''Create Auto Actions ''' Collect the outstanding balance for bookings created via your booking page. Go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTIONS and click '''Create New Action''' to create them. '''Collect outstanding balance for direct bookings''' Trigger tab:*Time**Trigger Event = Checkin**Trigger Time = -3 days (set the time you want to collect the payment)**Time Window = 3 days (set this to the same number (positive) as Trigger time. *Booking Source**BookingSource = Direct.com Commission"You can have different auto actions/rules for direct bookings -v- channel bookings,then select ‘Direct’ this will include manually created bookings and booking page bookings. *Booking Conditions**Group Booking Trigger = Trigger only Master**Status = All not cancelled**Invoice Balance= Not Zero (can be used to refine the auto action being triggered) Booking tab:Optional*Flag Text = Pending payment added (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Booking Info tab:Optional, for information and reporting*Booking Info Code = BALANCE (for example enter the value - use one word only)*Booking Info Text = Enter the description/text to show in for the Booking Info Code. Invoice tab: <div class="warning">{{#fas:exclamation-triangle}} ONLY use Payment Type =‘ Percent of Group balance due’ if you selected Trigger tab > Booking Conditions > Group Booking Trigger = Trigger Only Master.</div> *Add a Pending Payment to the booking**Payment Type = Percent of Group Balance due (select on what the payment is calculated) **Description = the text you will see in the "Charges and Payments" tab**Status = if you use the statusfunction add the status you want to apply to the pending payment (optional)**Amount = 100 (this will be 100% of the outstanding group balance) **Payment Rule = Not Cancelled - See Step 4 above (if you have set up payment rules in {{#fas:cog}} (SETTINGS) PAYMENTS ->PAYMENT RULES they will be available here) **Payment Due = Trigger date**Payment time = set the time to collect payment**Invoicee = If you use the "invoicee" function you can select which invoicee the pending payment will be assigned to. </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ===='Capture' a Security Deposit when Credit card is collected at time of booking. ====</div><div class="mw-collapsible-content"> Trigger tab: *Trigger Event = After Booking *Trigger Time = immediate*Booking Source =All (for example, you can also set different rules for different channels) Info Codes:Any Booking Info Code = CARDTOSTRIPE Invoice tab:*Payment Type = Fixed amount*Description = Security Deposit (the text you will see in the "Charges and Payments"tab)*Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = 100 (balance is full price so 100% of the balance)*Payment Rule = Security Deposit (Create a Payment Rule, see below) *Payment Due = check in <span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> Automatic collection is only available for customer who use [[Stripe]]. Create a Payment Rule to 'Capture' a payment only. Captured payments will only be valid for 7 days,then it will expire, if the booking is for a longer period, then you can create a second Capture, you will need to create another auto action for this. Go to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES Payment Rule :*Name = Enter your title - Security Deposit (for example)*Action = Auto Payment Trigger :*Booking Status = select from the drop down list*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action :*Capture = Yes/No - immediately charged (Capture=Yes), if you want to make sure that the amount is available for later capture (Capture=No) *Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure</div></div> <div class="mw-collapsible mw-collapsed"qty><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="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag for a bookings from a channel which have breakfast included====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Booking.com (for example)*Booking Field Contains - select "priceAPI Message"in the next field enter: meal_plan=Breakfast (or Extra Breakfast - use the text the channel uses) Booking tab: *Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag for a bookings which has BREAKFAST as a charge item====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Booking.com (for example)*Template Variable = [IF>:[COMMISSIONNUMINVOICEITEMBYDESC: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="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Use API/Webhook to write to the field 'Message'====</div><div class="typemw-collapsible-content"> You can use a webhook in conjunction with the API JSON function '''setBooking''' to write to any field in the booking. First you have to configure access to the API: You need two keys to use our API JSON functions - one for the API itself and one for the property. The keys have to consist of 16 characters of your choosing.<br> '''API key:'''*{{#fas:cog}} (SETTINGS) ACCOUNT -> ACCOUNT->ACCESS "0API Key 1"*API Key = my_very_secret_api_key*API Key Access = allow any IP*IP Whitelist = [leave empty]*Allow Writes = Yes*Property Access = Owned by this account only*'''Property key:'''*{{#fas:cog}} (SETTINGS) PROPERTIES > ACCESS > propKey = secret_key_for_prop_XXXXXX Set the triggers you need,for example: Booking Field Contains:Message = XXX Set the webhook like this: * URL = <nowiki>https://api.beds24.com/json/setBooking</nowiki>* Custom Header = [leave empty] Body Data::{::"authentication":::{:::"invoiceeIdapiKey": "my_very_secret_api_key",:::"propKey": "secret_key_for_prop_XXXXXX"::},::"bookId": "[BOOKID]",::"message": "[MESSAGE] - Append this message"
:}
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Use API/Webhook to write the value of the 'commission' field to a new invoice item====
</div>
<div class="mw-collapsible-content">
You can create a new invoice item that contains the price of the channel's commission as a negative value to subtract it from the room price. You use the API JSON function '''setBooking''' for this. First you need to configure access to the API:
You need two keys to use our API JSON functions - one for the API itself and one for the property. The keys have to consist of 16 characters of your choosing.<br>
'''API key:'''
*{{#fas:cog}} (SETTINGS) ACCOUNT -> ACCOUNT->ACCESS "API Key 1"
*API Key = my_very_secret_api_key
*API Key Access = allow any IP
*IP Whitelist = [leave empty]
*Allow Writes = Yes
*Property Access = Owned by this account only
*'''Property key:'''
*{{#fas:cog}} (SETTINGS) PROPERTIES > ACCESS> propKey = secret_key_for_prop_XXXXXX
Set the triggers you need, for example:
Booking Source = Booking.com
Set the webhook like this:
*URL = <nowiki>https://api.beds24.com/json/setBooking</nowiki>
*Custom Header = [leave empty]
*Body Data =
:{
::"authentication":
::{
:::"apiKey": "my_very_secret_api_key",
:::"propKey": "secret_key_for_prop_XXXXXX"
::},
::"bookId": "[BOOKID]",
::"invoice":
::[
:::{
::::"description": "Booking.com Commission",
::::"status": "",
::::"qty": "1",
::::"price": "-[COMMISSIONNUM]",
::::"vatRate": "7.00",
::::"type": "0",
::::"invoiceeId": ""
:::}
::]
:}
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Use Auto Action/Webhook to write to send data to Integromat====
</div>
<div class="mw-collapsible-content">
You can use this option to send data to your Integromat account.
Set the rules in the Trigger tab, when you need to send the data to Integromat.
Go to Webhook tab:
URL = https://hook.integromat.com/ followed by your integromat account key.
Body Data = you can use the template variables allows in the list for Integromat [[https://wiki.beds24.com/index.php/Make#Data_Fields Data fields]]
For example :-
bookingData={
"bookId":"[BOOKID]",
"guestMobileNum":"[GUESTMOBILENUM]",
"guestMobile":"[GUESTMOBILE]",
"guestSMS":"[GUESTSMS:44]",
"guestFirstName":"[REPLACE|&|and|[GUESTFIRSTNAME]]",
"propertyName":"[PROPERTYNAME]",
"propertyId":"[PROPERTYID]",
"firstNight":"[FIRSTNIGHTSHORT]",
"lastNight":"[LEAVINGDAYSHORT]"
}
</div>
</div>
===Testing for Modified bookings===
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====Use Template Variables to test for Modified bookings====
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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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