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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.
Template variables provide great flexibility when creating/managing the Auto Actions. Setup one *To DELETE an Auto Action to trigger , click "Edit" on multiple/all properties/rooms with the property specific detailsan existing auto action, using the [[Template Variables]]. This removes the need scroll to duplicate your auto actions for each Property. Reducing the ongoing management, multiple copies bottom of the same auto action will require you page and click 'Delete'. '''Trigger Action : ''' You can choose to edit/modify each auto action rather than update one trigger an auto actionautomatically or manually.
Using *'Group Keywords' you 'Manual:''' If set to manual actions can refine be triggered manually from the triggers in the Auto Action to include/exclude properties if the purposeMAIL/message in the Auto action needs to be differentACTION tab of each booking.
'''Auto sending:''' The auto action batch process runs multiple times per hour.
'''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.
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.*Property name - can be accessed in template variable [PROPERTYNAME] 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*Property Address -can be accessed in will test less bookings and perform faster.template variable [PROPERTYADDRESS]
The test tab You will find the full list of the auto action has a button which will show Property Template Variables when you how many and which bookings are being tested by the auto action.go to [[Template_Variables#Property_Variables|Property Variables]]
It is also possible There are additional Property Templates that can be used in Messages/Emails/SMS to specify a booking number and test if the auto action would trigger on guest that booking with some diagnostics information shown to help trouble shootingcan be customised for each Property. Each Property Template can hold customised text that can be used in Auto Actions, Booking Templates, Invoices and Reports.
== Troubleshooting == '''If Auto Actions do not send:''' The list in the "Mail" tab of the booking will tell you why. Common causes are: *Is your outgoing Email address working? Go to {{#fas:cog}} (SETTINGS) ACCOUNT->OUTGOING EMAIL and click on "Send Test Email"PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES you will see the list that are available. *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 of Auto Action:''' See section Performance and testing aboveWhen you create each Room/Unit the information is held in Room/Unit specific template 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 You will find the auto action applies. This might not be the case if full list of Room/Unit Template Variables when you use sub accounts and the Auto Action is set go to trigger for "All Properties". [[Template_Variables#Room_Variables|Room Variables]]
'''You don't have permission to access control2.php on this server''' error message, when See the save button is clicked It is most likely something in your content triggering the firewall. Try adding the content bit by bit until you find the item causing the problem. Often it is a script or HTML item that appears to the firewall as a possible hacking attack. It can also be something that looks innocent like a combination full list of numbers and words like "and" or "or" that hackers often use in sql injection attacks. Once you find the item causing the problem, try rewording it[[Template Variables]].
== Examples ==You can send a message/email to your guests, confirming their booking date, property details and property contact details. Use the property, room and booking templates to build the message/email in one Auto Action, rather than one auto action per property.
=== Send Emails/MessageThis approach will reduce the ongoing management, update one Auto Action and it will apply to all/SMS selected properties rather than having to guests ===edit multiple auto actions with the same overall message.
Message API messages will be shown in the message tab of the booking and in ===Example 1 - Each property has a different access code for the Channel Message centre. Currently this is only available for Booking.com and Airbnb. main building door ===
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an Email to the guest when the status of Your properties have security doors with keycodes, each property has a booking changes to "Cancelled"====</div><div class="mw-collapsible-content">different code.
Trigger tabGo to {{#fas:*Trigger Event = Check-in*Trigger Time = -365*Trigger Window = 365*Booking Source = All cog}} (for exampleSETTINGS)*Booking Status = Cancelled>PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES > Property Template 1 enter the Building Access Code, use this same field in each property and set the appropriate code.
Message tab: For channels using Then in the Message API, then enter the text Auto Action use [PROPERTYTEMPLATE1] in the Plain text box, for emails enter the text in rather than the HTML boxactual value.
If the "Mail & Actions" tab contains There is no need for a "real" Email address the message is sent separate auto action due to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possiblefront door keycode being different.
If no connection to a messaging system ===Example 2 - Housekeeping/Cleaning Team is available the message will send to the Email address from the "Mail & Actions" tab of the Emaildifferent for each Property.===
*'''Email Subject''' - enter Each of your properties has a different housekeeping/cleaning team and you need to send them an email with the subject booking details for your Guestseach booking.
*'''Plain Text Box''' - will send Go to channels using Message API{{#fas:cog}} (SETTINGS) >PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES > Property Template 5 enter the email address for Housekeeping/Cleaning team.
*'''HTML box''' - Email There is no need for a separate auto action as the message will be sentto the appropriate email from property template 5.
Email Text :- It is possible to If you have different teams per room, then use a Room template rather than the same details (URL) as in the Plain Text box aboveProperty Template. Template variables can be used [[Template_Variables| see here]]
<span style=You can setup a "color:#fe746c;“ >{{#fas:exclamation-triangle}} <Group" for your Properties, this has a number of benefits, including sending/excluding messages/span> If you are using deposit collection make sure you set {{#fas:cog}} (SETTINGS) PAYMENTS->PAYMENT COLLECTION emails to a Group of Properties, view a "Non Payment Booking StatusGroup" = Requestof properties in your Calendar and in Reports.
</divTo assign the "Group" to your Properties, go to {{#fas:cog}} (SETTINGS) ></divBOOKING ENGINE >MULTI BOOKING PAGE > PROPERTY SETTINGS > GROUP KEYWORDS.
<div class="mwEnter a Group name, it needs to be a single word -collapsible mw-collapsed"><div class="headline-collapse" >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.
====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-Each property can be in*Trigger Time = -14 (multiple groups, enter multiple keywords separated by a comma, for example to cancel the bookings for the next two weeks)*Trigger Window = 14*Booking Source = Direct *Booking Status = All Not Cancelled:- 4BEDS, OceanView, Dublin.
Booking In the Trigger tab: of the Auto Action, enter the Group keyword in *Booking Status = Cancelled"Send Only To Property Groups" OR "Exclude Property Groups" you want to include/exclude from the Auto Action.
Message tab<span style="color: For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box#f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> This filter will not apply if you are triggering on a single property.
*'''Send Message''' = Booking API/= Using Smart EmailLogic Template Variables ==You can use smart logic template variables to trigger auto actions for specific conditions.
If no connection 1) You need to send a messaging system is available the message will send to remind the Email address from guests to put the "Mail & Actions" tab of rubbish bin out for collection on a Wednesday night. * [IF=:[CURRENTDATE:{%u}]:3:yes|no] will test if the Email.current date is a Wednesday
*'''Email Subject''' - enter 2) Remind the subject for your Guestsguest that the cleaning lady will be at the apartment on Friday morning.
Message Text : %u ISO- enter 8601 numeric representation of the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]]day of the week 1 (for Monday) through 7 (for Sunday)
*'''HTML box''' - Email == 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 senttested on the next cycle etc.If you require the fastest speed, ensure your trigger is designed to test less than 1000 bookings.
Email Text :- It The easiest way to do this is possible usually by reducing the testing window to the smallest necessary and adjusting the trigger condition to use the same details (URL) as 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 the Plain Text box abovewill test less bookings and perform faster. Template variables can be used [[Template_Variables| see here]]
</div></div>The test tab of the auto action has a button that will show you how many and which bookings are being tested by the auto action.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >It is also possible to specify a booking number and test if the auto action would trigger on that booking with some diagnostics information shown to help trouble shooting.
====Send '''Optimising your auto actions''' You can trigger multiple actions in one auto action, *send an email/api message or to the guest, *send an SMS to Guest when , update booking made more than 10 days in advance====settings, <*add/div><div class="mw-collapsible-content">Trigger tab:delete a booking info code, *Trigger Event = Check-intrigger a webook, *Trigger Time = -365 daysadd a pending payment, *Trigger Window = 355 daysupdate/add/delete a Charge/Payment item,*Booking Status = All not cancelledassign an invoice number.
Booking tab:*Execution = One There is no requirement to set an individual auto action for each item if they can all apply at the same time only*Booking Status = No Change.
Message tab<span style="color: For channels using #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> '''It is not possible to specify a specific time for the Message APIauto action to trigger.''' The use of the Trigger time 'Immediate' + 14 hrs (for example) will not trigger the auto action at 2pm local time, then enter this will be the text in first time the Plain text boxbooking could be checked to see if all other conditions are met, and added to the batch for emails enter the text in the HTML boxprocessing.
*== Troubleshooting == '''Send MessageIf Auto Actions do not send:''' = Booking The list in the "Mail" tab of the booking will tell you why. Common causes are: *Is your outgoing Email address working? Go to {{#fas:cog}} (SETTINGS) ACCOUNT->OUTGOING EMAIL and click on "Send Test Email". *Is your Auto Action set to send automatically? *Is the guests Email address valid ("Mails" tab of the booking)? *Is the Plain Text box populated with the text you want to send (required when Message API/Smart Emailis being used? *Is the booking set to allow Allow Auto Actions ("Mails" tab of the booking)? *Do all trigger events apply to the booking?
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 '''Delayed trigger of Auto Action:''' See section Performance and testing above.
If no connection '''Auto Action is not editable''' To have write access to a messaging system is available an auto action an account needs to have write access to all properties to which the message will send to auto action applies. This might not be the Email address from case if you use sub accounts and the Auto Action is set to trigger for "Mail & ActionsAll Properties" tab of the Email.
* '''Email SubjectYou don't have permission to access control2.php on this server'' - enter ' error message, when the subject for save button is clicked It is most likely something in your Guestscontent triggering the firewall. Try adding the content bit by bit until you find the item causing the problem.*'''Plain Text Box''' - will send Often it is a script or HTML item that appears to channels using Message APIthe firewall as a possible hacking attack. It can also be something that looks innocent like a combination of numbers and words like "and" or "or" that hackers often use in sql injection attacks. Once you find the item causing the problem, try rewording it.
Message Text :- enter the text '''Auto Action is not visible in a sub account''' If you wish have sub accounts and need an auto action to send be used across multiple accounts/properties, then create the auto action at the Master Account Level and set Property = 'All visible in account' and ensure the Master account has access to your guests include URLthe properties. Template variables can be used [[Template_Variables| see here]]
*'''HTML box''' - Email will be sent== Examples ==
Email Text :- It is possible === Send Emails/Message/SMS to use the same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]guests ===
SMS tab :<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an Email to the guest when the status of a booking changes to "Cancelled"====</div><div class="mw-collapsible-content">
Please note a charge applies per SMS message. '''Trigger tab:'''
This is a global service and the notifications can be sent to almost phone in any country.Booking Source*Booking Source = All (for example)
The phone number must contain the international country code and phone number as it would be dialed internationally.Booking Conditions*Booking Status = Cancelled
Do not include any leading zeros or other characters and use no spaces'''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.
The number must start with the country code.*Send Message = Booking API/Smart Email
EXAMPLEIf 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.
4415625346*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
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" >
Please note a charge applies per ====Send an message or SMS message. to Guest when booking made more than 10 days in advance====</div><div class="mw-collapsible-content">'''Trigger tab:'''
This is a global service and the notifications can be sent to almost phone in any country.Booking Conditions:*Booking Status = All not cancelled
The phone number must contain the international country code and phone number as it would be dialed internationally.Booking tab:*Execution = One time only*Booking Status = No Change
Do not include any leading zeros or other characters and use no spaces'''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.
The number must start with the country code.*Send Message = Booking API/Smart Email
EXAMPLEIf 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 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 {{#fas:cog}} (SETTINGS) PROPERTIES*HTML box ->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 [UNITNAME]. Check-in from: [UNITNAME:1Template_Variables| see here] . The key code is: [UNITNAME:2]
The template variables will only work if you have entered text in {{#fas:cog}} (SETTINGS) PROPERTIES->ROOMS->SET UP "Unit Names". The context help for this setting will explain how to do this.
If you are using the "Additional Information" function SETTINGS-{{#fas:cog}} (SETTINGS) PROPERTIES->ROOMS->SET UP "Unit Names" you can use template variables [[Template_Variables| see here]]*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 S{{#fas:cog}} (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''' [INVOICETABLE] - Email will be sentinvoice table
Email Text :- It is also possible to use the same details as include a customised invoice table using this template variable :- [INVOICE:PRI_QTY_CUA€] will create an invoice table with price and quantity in the Plain Text box aboveEuros. Template variables can be used [[Template_Variables| see here]]
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
Plain Text (Using *Send Message = Booking 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 /Smart Email
https://beds24If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address.com/bookpayIf only a masked Email address is available the message sends via the channels API messaging systems if possible.php?bookid=[BOOKID]
You can find extra options If no connection to add a messaging system is available the message will send to the payment link if you want to refine Email address from the "Mail & Actions" tab of the details https://wiki.beds24.com/indexEmail.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 to add to the payment link if you want to refine the details https://wikiDo not include any leading zeros or other characters and use no spaces.beds24.com/index.php/Category:Payments#Payment_Request
HTML Message (Send Email) *Edit Email Subject - enter The number must start with 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 optionscountry code.
Booking tab:*SMS Message 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 https://beds24.com/bookpay.php?bookid= Booking (but not after check-in)*Trigger Time = +7 days*Trigger Window = 1 day [BOOKID]
*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] You can find extra options to add to the payment link if you want to refine the details
'''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- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]], change the payin *Trigger Time =100 to the value you require. -42 https://beds24.com/bookpay.php?bookid=[BOOKID]&g=st&capture=0&pay*Trigger Window =100. 42 day
Booking info tabYou can find extra options to add to the payment link if you want to refine the details https: (Optional)//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.
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 boxYou will need to manually add a Booking Info Code to each booking that you have agreed to allow X payments.
*'''Send MessageCreate Auto Action one''' = Internal Only
*'''Internal Email AddressTrigger tab:''' = enter the email address this message should be sent to.
*'''Email TextMessage tab:''' :- Template variables can be used in the message. [[Template_Variables| See here]]
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: Whatever you You wantto capture a Security Deposit for bookings on the day before check-in from your guest.
Booking tab: Whatever Capture of the payment is only held by Stripe for 7 days, if the guest is staying longer you wantwill need to send the request again.
SMS tab:You will need to create multiple emails to capture the payment multiple times for the same booking. *Phone Number = [GUESTMOBILE]*SMS Message = [IF=:[GUESTLANGUAGE]:fr'''Trigger tab:French_text|English_text]</div></div>'''
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Send Remotelock/Lockstate, Nuki PIN or Chekin Link ====
</div>
<div class="mw-collapsible-content">
Trigger tab:
Message tab: *Send Email Message = 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]</div></div>
<div class=If the "mw-collapsible mw-collapsedMail & Actions"><div class=tab contains a "headline-collapsereal" >Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
====Send 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 to all current guest ====.</div><div class="mw*Email Subject -collapsible-content">enter the subject for your GuestsTrigger tab:*Trigger Event = CheckPlain text box -inwill send to channels using Message API*Trigger Time = Immediate*Trigger Window = 14(Message Text :- enter the max number of days text you wish to send to your guests include URL. Template variables can stay)be used [[Template_Variables| see here]], change the pay=100 to the value you require. *Booking Source https://beds24.com/bookpay.php?bookid=[BOOKID]&g=st&capture=0&pay= All100. *Booking Status = All but not cancelledHTML box - Email will be sent *Group bookings = Trigger all on masterEmail 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]]*Any Booking Info Code = CHECKIN*Exclude '''Booking Info Code = CHECKOUT info tab: (Optional)'''
Message tab: *Send Email Booking Info Code = Guest *EMail Subject = Enter the appropriate details SECDEPOSIT (for example)*Email Booking Info Text = Your text which includes the details for your current guests Security deposit request sent.
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.
You can send Invoice or Booking Template attachments to your Guests. Setup your Invoice or Booking Template, go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> INVOICING or {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> BOOKING TEMPLATES
Message tab: *Send Email = Guest API/Smart Email (or one of the other You can find extra options)*Attachment = Select an option from to add to the drop down list. *EMail Subject = Enter payment link if you want to refine the appropriate details *Email Text = Your text which includes the details for your current guests https://wiki.beds24.com/index. php/Category:Payments#Payment_Request
It is assumed you use *HTML Message (Send Email) Email Subject - enter the Checkin/Checkout feature in subject for your GuestsEmail Text :- enter the Dashboard, if not Email text you can either manually add Checkout wish to send to your bookings guests include template variable [PAYLINK] this creates a payment link (Booking info tabHTML A tag) or create an auto action to add for the payment request for the amount in the booking deposit field if non zero, otherwise the Booking Info Codes to outstanding balance. Check the bookingstemplate variables for other options.
If '''Booking tab:'''*Execution = One time only*Flag Text = The text you send Emails with pdf attachment (invoice, booking template) want to Aliasdisplay*Flag Colour -Email addresses created by channels choose the channel might block flag colourBooking changes are applied before the attachment mail is sent so it is not delivered to that the flag template variable can be reflected in the guest. Ask your channel about their policy regarding thisEmail.
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
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'''Trigger tab:'''
Trigger tabTime:*Trigger Event = CheckinBooking
*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings = Trigger all on master
*Template Variable = [UNITSTATUS1] Contains = clean
Message tabBooking Source: *Send Email Booking Source = Guest API/Smart Email All (or one of the other optionsfor example) Booking Conditions:*EMail Subject Booking Status = All Not Cancelled Booking Fields:*Booking Field Contains - select "Language" in the next field enter: the short code for the language this Auto Action is for. '''Message tab:'''Enter the message in the appropriate details language under your default language. *Send Message = Internal Only *Internal Email Text Address = Your textenter the email address this message should be sent to. *Email Subject - enter the subject for your Guests *HTML box - Email will be sent
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 '''Trigger tab:''' 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-inBooking
Booking Info '''SMS tab: '''*Booking Info Code Phone Number = CHECKIN[GUESTMOBILE]*Booking Info Text SMS Message = Auto Checkin[IF=:[GUESTLANGUAGE]:fr:French_text|English_text]
If Time:-*Trigger Event = Check-in*Trigger Time = -2 (the number of days before check-in you need want to use sent 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. or link) *Trigger Window = 2
Trigger tabBooking Souce :*Trigger Event = Check-out*Trigger Time = Immediate*Trigger Window = 1 day
Booking Info tabCodes : -*Info Code = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URL (select the appropriate Booking Info Code for the service you use) '''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Send Message = CHECKOUTBooking 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]] *Booking Info HTML box - Email will be sent Email Text :- It is possible to use the same details (URL) as in the Plain Text = Auto Checkoutbox 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]]
This requires the master booking to be checked-in via the check-in function.
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.
*Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Group bookings" = Trigger all on master*Info Code = CHECKINExample:
Booking info tab : *Info You have 2 units (100 and 101). Access Pin Code for 100 = CHECKIN12345, for 101 - 34567<In "Unit name" enter: (Use (?) in the room setup for more details/div>options) </div>*100|12345*101|34567
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Identify Repeat Guest ====</div><div class="mw-collapsible-content">This requires you to use the Guest database. '''Trigger tab:'''
*Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365Souce :-
*Group bookings" = Trigger all on master
*Template Variable = [GUESTSID1] greater than 0
<div class=If the "Mail & Actions" tab contains a "mw-collapsible mw-collapsedreal">Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.<div class=If no connection to a messaging system is available the message will send to the Email address from the "headline-collapseMail & Actions" > ====Identify bookings with Custom Question ticked/unticked ====tab of the Email.</div><div class="mw*Subject -collapsibleenter the subject for your Guests -content">Your access code (your text) If you have a custom question with a 'Tick *Plain text box' for example, they want a late checkin. - will send to channels using Message API
Setup Message Text :- enter the custom question in {{#fastext you wish to send to your guests include URL. Include these template variables - [UNITNAME] and [UNITNAME:cog}} (SETTINGS) 1] PROPERTIES or [BOOKIDLAST5] -> BOOKING QUESTIONS -> CUSTOM QUESTIONS -> Custom question 1, set with TYPE = Tick BoxLast 5 digits of booking number. See the list of ALL template variables that can be used [[Template_Variables| see here]]
Trigger tab:*HTML box - Email will be sent
*Trigger Event = After Booking*Trigger Time = 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] immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Group bookings" = Trigger all on master*Template Variable = or [BOOKIDLAST5] - Last 5 digits of booking number. see the list of ALL template variables that can be used [[GUESTCUSTOMQ1Template_Variables| see here]] equals ticked (or) not ticked
Booking info tab :
*Info Code = LATECHECKIN
<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: OptionalAdd This auto action will be sent only when the a booking info tab for information and reporting*Flag Text = PendingPayment (for example)*Flag Colour = select payment has been 'authorised' at Stripe. This can be used to ensure that the colour as this will be visible in checkin details are only sent when the guest has completed the Calendar/Bookings listSecurity 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 the pending payment (optional)*Amount = enter sent the amount code or percentage you want to collect*Payment Rule = use auto or manual - if you have set up payment rules in {{#fas:cog}} (SETTINGSlink) GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here *Payment Due Trigger Window = 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 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 title Guests - Not Cancelled Your access code (for exampleyour text)Action = Auto
Payment Trigger :*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]]
''''Create a Payment Rule Time:*Trigger Event = Check-in*Trigger Time = Immediate*Trigger Window = 14(Optionalthe max number of days your guests can stay)''''
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. Booking Source:*Booking Source = All
Go to {{#fasBooking Conditions:cog}} (SETTINGS) *Group bookings = PAYMENTS > PAYMENT RULESTrigger all on master*Booking Status = All but not cancelled
Create a Payment Rule to collect payments if bookings are not cancelled.Info Codes: *Any Booking Info Code = CHECKIN*Exclude Booking Info Code = CHECKOUT
Click '''Create New Payment RuleMessaging 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.
Payment Rule:*Name Send Message = Enter your title - Not Cancelled (for example) Booking API/Smart Email *Action = AutoIf 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.
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 If no connection to a messaging system is available the Booking info code in message will send to the booking)Email address from the "Mail & Actions" tab of the Email.
Payment Action :*Funding Source = Guest card only*Payment value adjustment = Limit to group booking balance*Capture = Yes Subject - 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 enter the booking on failuresubject for your Guests
Prevent Auto Payment :*Prevent payment if booking status = Cancelled*Prevent payment after checkPlain text box -out (days) = 7 (default)*Prevent payment action = Set Manualwill send to channels using Message API
'''Create Auto Actions '''*HTML box - Email will be sent
Collect Email Text :- It is possible to use the outstanding balance for bookings created via your booking pagesame details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
Go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTIONS and click '''Create New Action''' to create them.
'''Collect outstanding balance for direct <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkin to your bookings'''(Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.</div></div>
Trigger tab:<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >*Time**Trigger Event = Checkin**Trigger Time = ==Send invoice after check-out - PDF attachment -3 days (set ''Select from the time you want to collect the payment)predefined template'' ====</div>**Time Window <div class= 3 days (set this to the same number (positive) as Trigger time."mw-collapsible-content">
*Booking Source**Booking Source = Direct. You can have different auto actions/rules for direct bookings -v- channel bookings, then select ‘Direct’ this will include manually created bookings and booking page bookingssend Invoice as an attachment to your Guests.
*Booking Conditions**Group Booking Trigger = Trigger only Master**Status = All not cancelled**Setup your Invoice Balance= Not Zero go to {{#fas:cog}} (can be used to refine the auto action being triggeredSETTINGS) GUEST MANAGEMENT -> INVOICING
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'''
Booking Info tabTime: Optional, for information and reporting*Booking Info Code Trigger Event = BALANCE (for example enter the value - use one word only)Checkout*Booking Info Text Trigger Time = Enter the description/text to show in for the Booking Info Code. Immediate +8hrs*Trigger Window = 1 day
Invoice tabBooking Source:*Booking Source = All (or select the appropriate channel/Direct)
<div class="warning">{{#fasBooking Conditions:exclamation-triangle}} ONLY use Payment Type *Group bookings =‘ Percent of Group balance due’ if you selected Trigger tab > Booking Conditions > Group all on master*Booking Trigger Status = Trigger Only Master.</div> Confirmed
Trigger tab:*Trigger Event = After You can send Booking Template attachments to your Guests. *Trigger Time = immediate*Setup your Booking Source =All Template, go to {{#fas:cog}} (for example, you can also set different rules for different channelsSETTINGS) GUEST MANAGEMENT -> BOOKING TEMPLATES
Invoice '''Trigger 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 styleBooking Source:*Booking Source ="color:#fe746c;“ >{{#fas:exclamation-triangle}} <All (or select the appropriate channel/span> Automatic collection is only available for customer who use [[Stripe]].Direct)
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.Booking Conditions:*Group bookings = Trigger all on master*Booking Status = All but not cancelled
Go to {{#fas'''Messaging tab:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES'''
Payment Rule : *Name Send Message = Enter your title - Security Deposit Guest API/Smart Email (for exampleor one of the other options)*Action = Auto
Payment Trigger :*Booking Status = select from If 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 "Mail & Actions" tab contains a "real" Email address the Booking info code in message is sent to the booking)guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
Payment Action :*Capture = Yes/No - immediately charged (Capture=Yes), if you want If no connection to make sure that the amount a messaging system is available for later capture (Capture=No) *Add info code on success = add a Booking Info item the message will send to the booking on success*Add info code on failure = add a Booking Info item to Email address from the "Mail & Actions" tab of the booking on failure</div></div>Email.
<div class*Attachment ="mwSelect 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 -collapsible mwEmail will be sent Email Text :-collapsed">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="headline" style="color: #f3e504; font-collapsesize: 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.
====Apply an info code and and/or icon when a payment was made====</div><div class="mwIf you send Emails with pdf attachment (invoice, booking template) to Alias-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but 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.
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 {{#fas:cog}} (SETTINGS) ACCOUNT->PREFERENCESuse a link to a file you upload to your web site.
Trigger tab:
*Trigger Event = Check-out
*Trigger Time = Immediate
*Any Booking Info Code = CHECKOUT (optional only if you use the check-out function, if not leave blank)
Invoice To send an automated Email to the guest then they can check you/the cleaner have to add a unit status to the room when it is ready. In this example we used the unit status clean '''Trigger tab:''' Time:*Trigger Event = Checkin*Assign Invoice Number Trigger Time = yesImmediate</div>*Trigger Window = 1 Booking Source:</div>*Booking Source = All
<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:Booking 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 '''Messaging tab: Optional'''*Flag Text Send Email = 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 If the "Mail & Actions" tab:*Payment Type = select on what contains a "real" Email address the message is sent to the payment guests Email address. If only a masked Email address is calculated (Percent of Balance due)available the message sends via the channels API messaging systems if possible. *Description = If no connection to a messaging system is available the text you message will see in send to the Email address from the "Charges and PaymentsMail & Actions" tabof the Email. *Status = if you use Subject - enter the status function add the status you want subject for your Guests *Plain text box - will send to apply to the pending payment (optional)channels using Message API *Amount = Message Text :- enter the amount or percentage text you want wish to collectsend to your guests. Template variables can be used [[Template_Variables| see here]] *Payment Rule = Manual HTML box - if you have set up payment rules in {{#fasEmail will be sent Email Text :cog}} (SETTINGS) GUEST MANAGEMENT->PAYMENT COLLECTION they will It is possible to use the same details as in the Plain Text box above. Template variables can be available used [[Template_Variables| see here *Payment Due = Set when the payment is due]]
The Pending Payment Report is available in Bookings > Pending Payments. This report can be used *Attachment :- if you want to see outstanding pending payments, this send a Booking/Invoice template you can be used to see all outstanding payments, when payment gateways other than Stripe are used, select from the Pending Payments report can be used to see outstanding payments and a checklist for bank transfersdrop down list.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when a booking is cancelledSend Email to your guest - Upselling additional nights - nights available after checkout ====
Trigger tab
*Trigger Event = After Booking
*Trigger Time = 1 Hour
*Trigger Window = 365 days
*Booking Status = Cancelled
Booking tab:To send an automated Email to the guest confirming that it is possible to extend their stay.*Execution = One time only*Booking Status = No Change*Flag text = This example uses fixed values that you have entered into {{#fas:cog}} (enter SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the text you require)template variables and different values rather than duplicating auto actions. *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 (depending on when you want to notify the guest)*Trigger Time = Immediate*Booking Source = Booking.com -2 days (for depending on when you want to notify the guest, in this example2 days before arrival)*Booking Field Contains - select "API Message" in the next field enter: meal_planTrigger Window =Breakfast (or Extra Breakfast - use the text the channel uses)2
<div class="mw-collapsible mw-collapsed">Booking Fields:<div class*Template Variables ="headline-collapse" > ====Apply a flag when deposit was made prior to Check-in====</div>[IFBETWEEN:[TURNOVERDAYS]:0:3:yes|no|no] equal yes<div class="mw-collapsible-content">Trigger tab:This template variable tests if there is 3 days between the guest booking and the next booking.
*Trigger Event = Check-in*Trigger Time = -365 (for example '''Message tab: 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'''
Booking If the "Mail & Actions" tab: (optional)contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
*Execution = One time only*Flag Text = The text you want If no connection to display*Flag Colour - choose a messaging system is available the flag colourmessage will send to the Email address from the "Mail & Actions" tab of the Email.
Booking info tab : (optional)*Email Subject - enter the subject for your Guests
Setting details with the Booking tab and Booking info tab allows [IF<=:[TURNOVERDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to trigger additional [TURNOVERDAYS] extra night(follow ons) Auto Actions and Reports|].</div> </div>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.
<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
Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = BookingTo send an automated Email to the guest confirming that it is possible to extend their stay.com (for example)
Booking tabThis example uses fixed values that you have entered into {{#fas:*Execution = One time only*Flag Text = The text you want cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to display*Flag Colour - choose utilise the flag colourtemplate variables and different values rather than duplicating auto actions.
<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".
Booking tab:
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
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 > Channel Manager > Preferences and set Auto report failed cards = Yesthe guest confirming that it is possible to have a Late checkout on Sundays as the room is available on the day of departure. Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = BOOKINGCOMCARDThis auto action will create a new booking for the date of departure, closing the calendar to any other bookings.
Booking The URL link in the message tab:*Execution = One time only*Flag Text = Failed CC reported , will send the guest to Bookingyour 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.com *Flag Colour - choose the flag colour</div></div>
===Status changes===<div class="mw-collapsible mw-collapsed"This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) ><div class="headline-collapse" PROPERTIES > ==== Change ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the status of all "Request" bookings Property/Rooms, useful way to "Cancelled" after three days ====</div><div class="mw-collapsible-content">Trigger tab*Trigger Event = After Booking*Trigger Time = 3 days*Booking Status = Requestutilise the template variables and different values rather than duplicating auto actions.
Booking tab'''Step 1:*Execution = One time only*Booking Status = Cancelled</div''' Create a new offer in {{#fas:cog}} (SETTINGS) ></divPROPERTIES >OFFERS
<div class*Name ="mwLatecheckout*Enable = Only if Available*Booking Type = Confirmed with Deposit 2 -collapsible mwvia payment gateway '''Step 2:''' Create a Rate or Daily Price, PRICES *Guests = Max Occupancy*Max Stay = 1*Offer = select the offer number as created in the above step. If you are using Rates, select 'Rate allowed' = Sunday, untick all the other days. Channel Tab, untick all channels, leave only 'beds24.com' for your booking page. If using Daily Prices, then go to Calendar, and set the price and date range, then only Sunday, untick all the other days. Enable list, untick all channels, leave only 'beds24.com' for your booking page. '''Step 3: ''' Create the custom question for the booking id Go to {{#fas:cog}} (SETTINGS) > PROPERTIES > BOOKING QUESTIONS > CUSTOM QUESTIONS and create a question*Question = Booking Id*Single Line field*Optional '''Step 4: ''' Create the Auto Action Trigger Tab :-collapsed"><div class*Trigger Event = Checkout*Trigger Time ="headline-collapse" >1 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 1*Booking Source = All *Booking Status = All but not cancelled*Between Booking and Check in = 2 and 999 (to stop the auto action triggering on the new booking)
==== Change the status of all *Group 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)all on master
Booking tab:*Execution Template Variables = [IF= One time only*Booking Status :[LEAVINGDAY:{%a}]:Sun:|[IF>= Request^[TURNOVERDAYS]^1^yes~no]] equal yes
Booking changes are applied before This template variable tests if the mail departure day is senta Sunday and there is at least 1 day between the existing guest booking and the next booking.</div></div>
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 You can use this optionto send data to your Integromat account.
It is assumed you use Set the Checkin/Checkout feature rules in the DashboardTrigger tab, if not when you can either manually add Checkin need to your bookings (Booking info tab) or create an auto action to add send the Booking Info Codes data to the bookingsIntegromat.</div></div>
===API/Webhook===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Use API/Go to Webhook to write to the field 'Message'====</div><div class="mw-collapsible-content">tab:
You can use a webhook in conjunction with the API JSON function '''setBooking''' to write to any field in the bookingURL = https://hook.integromat.com/ followed by your integromat account key. First you have to configure access to the API:
You need two keys to Body Data = you can use our API JSON functions - one for the API itself and one template variables allows in the list for the propertyIntegromat [[https://wiki.beds24. The keys have to consist of 16 characters of your choosingcom/index.<br> '''API key:'''*{{php/Make#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 emptyData_Fields Data fields]]*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 For example:-
Booking Field Contains: Message bookingData= XXX{
Set the webhook like this"bookId":"[BOOKID]",
* URL = <nowiki>https"guestMobileNum"://api.beds24.com/json/setBooking</nowiki>* Custom Header = "[leave emptyGUESTMOBILENUM]",
Body Data::{::"authentication":::{:::"apiKey": "my_very_secret_api_key",:::"propKey": "secret_key_for_prop_XXXXXX"::},::"bookIdguestMobile": "[BOOKIDGUESTMOBILE]",::"message": "[MESSAGE] - Append this message":}</div></div>
<div class="mw-collapsible mw-collapsedguestSMS"><div class=:"headline-collapse[GUESTSMS:44]" >,
====Use API/Webhook to write the value of the 'commission' field to a new invoice item====</div><div class="mw-collapsible-contentguestFirstName">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:"[REPLACE|&|and|[GUESTFIRSTNAME]]",
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"propertyName":cog}} (SETTINGS) ACCOUNT -> ACCOUNT->ACCESS "API Key 1"*API Key = my_very_secret_api_key*API Key Access = allow any IP*IP Whitelist = [leave emptyPROPERTYNAME]*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"propertyId":"[PROPERTYID]", for example:
Booking Source = Booking.com"firstNight":"[FIRSTNIGHTSHORT]",
Set the webhook like this"lastNight":"[LEAVINGDAYSHORT]"
*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": ""
:::}
::]
:}
__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 on multiple/all properties/rooms with the property specific details, using the [[Template Variables]]. This removes the need to duplicate your auto actions for each Property. Reducing the ongoing management, multiple copies of the same auto action will require you to edit/modify each auto action rather than update one or more auto action. Using 'Group Keywords' you can refine the triggers in the Auto Action to include/exclude properties if the purpose/message in the Auto action needs to be different. <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 allow for this. == Setup ==Go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTION *Click 'Add New Action' button. You can be triggered 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 number COPY of different conditionsan Auto Action, like propertyclick "Edit" on an existing auto action, time or booking related conditions. Actions can be scroll to send pre-drafted emails or SMS, change booking or invoice information or run webhooksthe bottom of the page and click 'Save as copy'.
*'''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) GUEST MANAGEMENT ACCOUNT -> AUTO ACTION OUTGOING EMAIL and click on "Edit" follow the instructions to modify an existing auto action or on "Create New Action" connect your email address/account to set up a new auto actionBeds24.
'''You can choose to send an auto action automatically or manuallyAuto sending:'''
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) ACCOUNT GUEST MANAGEMENT -> 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 {{#fas:cog}} (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.
=== 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 messages via the Message API, then enter the text in the 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.
*'''Send Message''' = Booking API/Smart EmailPlease use this code to Access the Main building Door:- [PROPERTYTEMPLATE1]
In the Auto action, *"Send Message Text :- enter the text you wish to send to your guests include URL" = Internal Only. Template variables can be used [*"Internal Email Address" = [Template_Variables| see here]PROPERTYTEMPLATE5]
===Example 3 - Send email to a Group of Properties (not all) ===
If the "Mail & Actions" tab contains you want to send a "real" Email address the message is sent to the guests Email address. If only on a masked Email address is available the message sends via specific day of the channels API messaging systems if possible.week :-
*'''Plain Text Box''' - [IF=:[CURRENTDATE:{%u}]:4:yes|no] will send to channels using Message APItest if the current date is a Thursday
<span style="color:#019cde; font-size: 150%;“ >{{#fas:info-circle}} </span> Message API messages will be shown in the message tab of the booking and in the Channel Message centre. Currently this is only available for Booking.com and Airbnb.
Time:*Trigger Event = Check-in*Send SMS Message : EnableTrigger Time = -365*Phone Number : This is the phone number that will receive the SMS notification.Trigger Window = 365
If no connection to a messaging system is available the message will send to phone number 015625346 in the UK (Country code 44) enter Email address from the "Mail & Actions" tab of the following numberEmail.
</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>
Time:*Trigger Event = Check-in*Send SMS Message : EnableTrigger Time = -365 days*Phone Number : This is the phone number that will receive the SMS notification.Trigger Window = 355 days
If no connection to a messaging system is available the message will send to phone number 015625346 in the UK (Country code 44) enter Email address from the "Mail & Actions" tab of the following numberEmail.
*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*Phone Number : This is the phone number that will receive the SMS notification. This is a global service and the notifications can be sent to almost phone in any country. The phone number must contain the international country code and phone number as it would be dialed internationally. Do not include any leading zeros or other characters and use no spaces. The number must start with the country code. EXAMPLE to send to phone number 015625346 in the UK (Country code 44) enter the following number 4415625346
You can use the template variables [GUESTPHONE] or [GUESTMOBILE] but this will only work if the phone number has exactly the required format.
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:''' Time:
*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]]
'''SMS tab :'''
Please note a charge applies per SMS message. *'''HTML box''' - Email Send SMS Message : Enable*Phone Number : This is the phone number that will receive the SMS notification. This is a global service and the notifications can be sentto almost phone in any country. The phone number must contain the international country code and phone number as it would be dialed internationally. Do not include any leading zeros or other characters and use no spaces. The number must start with the country code. EXAMPLE to send to phone number 015625346 in the UK (Country code 44) enter the following number 4415625346 You can use the template variables [GUESTPHONE] or [GUESTMOBILE] but this will only work if the phone number has exactly the required format.
</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:''' Time:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 1 365 day*Booking Source = Channel Manager
Booking tabConditions:*Execution Booking Status = One time onlyAll not cancelled*Booking Status Invoice Balance = Any Payment made OR Invoice Balance = No Change 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
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
*HTML box - Email will be sent
Email Text :- It is possible to use the same details as in the Plain text box above. Template variables can be used [[Template_Variables| see here]]
You should consider adding the invoice table to the email so the guest can see the booking details including Charges & Payments.
</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 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 = After BookingCheck-out*Trigger Time = Immediate30 days*Trigger Window = 1 day Booking Source = ALL (or select the booking source/Channel)365 days
'''Message tab: Update details as appropriate*Send ''' For channels using the Message = Booking API and Email Smart: If , then enter 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 text in the Email. Messages to Plain text box, for emails enter the Email address entered text in the field "Internal" are sent via EmailHTML box.
*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.
EXAMPLE
to send to phone number 015625346 in the UK (Country code 44) enter the following number
4415625346
You can use the template variables [GUESTPHONE] or [GUESTMOBILE] but this will only work if the phone number has exactly the required format.
'''Booking 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:'''
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:'''
Booking Souce: *'''HTML box''' - Email will be sentBooking Source = ALL (or select the booking source/Channel)
'''Message tab:''' *Send Email Text = Booking API and Email Smart:- It 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 use a messaging system is available the same details 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 (URLUsing Message API) as in Subject - enter the subject for your GuestsPlain Text box aboveMessage :- enter the Message text you wish to send to your guests include the payment link https://beds24.com/bookpay. Template variables can be used [php?bookid=[Template_Variables| see here]BOOKID]
*Booking Info Code = SECDEPOSIT HTML Message (Send Email) Edit Email Subject - enter the subject for example)your Guests*Booking Info Edit Email Text = Security :- 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 request sentfield 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">
*'''Email Subject''' Trigger Event = Booking (but not after check- enter the subject for your Guestsin)*Trigger Time = +7 days*Trigger Window = 1 day
*'''HTML box''' - Email will Booking Source = ALL (or select the booking source/Channel)*Invoice Balance = Not Zero*Any Booking Info Code = MULTIPLE (for example) this can be sentused if you only allow some guests to make multiple payments.
*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. 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 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]
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.
'''Create additional Auto Actions for each period you want to trigger'''
'''Create Auto Action 2 (and 3, 4, 5 - how many you need) '''
*Trigger Time = +14 days (days you want to collect the payments)
*Trigger Window = 1 day
The use the settings in the previous auto action to trigger the next auto action for your booking.
</div>
<div class="headline-collapse" >
====Send SMS in a certain language (if it is the language of the booking) or Request to 'Capture' a default languageSecurity deposit from your guests XX days before check-in - with Stripe====
</div>
<div class="mw-collapsible-content">
*Trigger Event = Check-in
*Trigger Time = -2 (the number of 1 days before check-in you want to sent the code or link) *Trigger Window = 21 day *Booking Source = AllALL (or select the booking source/Channel)*Booking Status = All but not cancelled*Group bookings = Trigger all on master*Info Code = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URL'''Message tab''': For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Send Email with an email to the guest email address when a PDF attachmentpayment FAILS at Stripe====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = CheckoutAfter Booking
*Trigger Time = Immediate
*Trigger Window = 1365*Booking Source = All (or select the appropriate channel/Direct)
*Booking Status = All but not cancelled
*Group bookings Booking Info Code = Trigger all on masterSTRIPEFAIL, CARDFAILSTRIPE '''Message tab:''' Update details as appropriate*Any Send Message = Booking Info Code 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= CHECKOUT[BOOKID]
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Send an Email after in the cleaner has cleaned the roomguests language to an internal Email address ====
</div>
<div class="mw-collapsible-content">
This uses a smart template variable. In this example we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text.
*Trigger Time = Immediate
*Trigger Window = 1
*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 CHECKIN Booking info code to bookings Send SMS in a certain language (if it is the language of the booking) or a default language====
</div>
<div class="mw-collapsible-content">
This uses a smart template variable. In this example the auto action will trigger on Booking and for 1 day, we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text.
*Trigger 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
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Add CHECKOUT Booking info code to bookings Send Remotelock/Lockstate, Nuki PIN or Chekin Link 2 days before Check-in (Self Checkin) - ''Select from the predefined template'' ====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
*Booking Source = All
*Booking Status = All but not cancelledConfirmed Booking Conditions:-
*Group bookings = Trigger all on master
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Group checkSend Pin code to guest, 2 days before Check-in (Self Checkin) ====
</div>
<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 tab Conditions: - *Info Code Group bookings = REPEAT 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.</div><*Send Message = Booking API/div>Smart Email
</div>
</div>
<div class="mw-collapsible mw-collapsed"><div class==Add invoice items to a booking ==="headline-collapse" >
</div>
<div class="mw-collapsible-content">
This auto action will be sent only when the Invoice Balance of the booking is zero. This can be used to ensure that the checkin details are only sent when the guest has completed the payments. '''Trigger tab:''' Time:-*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>
</div>
<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 ====
</div>
<div class="mw-collapsible-content">
Booking Source:-
*Booking Source = All
*Booking Status = All but not cancelled
</div>
<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)====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]]
Info Codes:*Add a Pending Payment to the bookingAny Booking Info Code = CHECKOUT '''Messaging tab:''' **Payment Type Send Email = Percent Guest email - (or one of Group Balance due (select on what the payment is calculatedother options) *Attachment = Invoice Template 1 *Description = Subject - enter the subject for your Guests *Plain text you box - will see in the "Charges and Payments" tabsend to channels using Message API **Status = if you use Message Text :- enter the status function add the status text you want wish to apply send to the pending payment (optional)your guests. Template variables can be used [[Template_Variables| see here]] **Amount = 100 (this HTML box - Email will be 100% of sent Email Text :- It is possible to use the outstanding group balancesame details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]**Payment Rule <span class="" style= Not Cancelled "color: #f3e504; font- See Step 4 above (if you have set up payment rules in size: 150%;" >{{#fas:coglightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkout to your bookings (SETTINGSBooking info tab) PAYMENTS ->PAYMENT RULES they will be available here) **Payment Due = Trigger date**Payment time = set or create an auto action to add the time Booking Info Codes to collect paymentthe bookings. **Invoicee = If you use send Emails with pdf attachment (invoice, booking template) to Alias-Email addresses created by channels the "invoicee" function you can select which invoicee channel might block the pending payment will be assigned attachment so it is not delivered tothe 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="headline-collapse" >
===='Capture' a Security Deposit when Credit card is collected at time of booking. Send Email with Booking Registration Form - PDF attachment====
</div>
<div class="mw-collapsible-content">
Time:
*Trigger Event = Booking
*Trigger Time = Immediate
*Trigger Window = 1 day
</div>
</div>
<div class="headline-collapse" >
====Assign invoice numbersSend Email after the cleaner has cleaned the room====
</div>
<div class="mw-collapsible-content">
Booking Info tabFields:*Optional, add a booking info tab for information and reportingTemplate Variable = [UNITSTATUS1] Contains = clean
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" >
</div>
<div class="mw-collapsible-content">
Booking tabSource:*Execution Booking Source = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colourAll
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.Conditions:</div>*Group bookings = Trigger all on master</div>*Booking Status = All but not cancelled
For channels using the Message tab: API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
*Send Message = Booking API/Smart Email : select appropriate option*Enter : Subject and Email content
*Booking Info Code : DEPOSITPAID (for example)*Booking Info Text : additional Plain text if requiredbox - 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]]
*HTML box - Email will be sent, enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]] [IF<=:[TURNOVERDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [TURNOVERDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. '''Booking tabInfo Tab :Optional '''*Execution Booking info code = One time onlyEXTRANIGHTS *Flag Text Booking Info Description = The text you want to displayUpsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night*Flag Colour - choose the flag colour
</div>
</div>
<div class="headline-collapse" >
====Apply a flag/colour for a booking coming from a certain channelSend Email to your guest - Upselling additional nights - nights available before checkin ====
</div>
<div class="mw-collapsible-content">
'''Trigger Tab :-''' Time:*Trigger Event = Checkin (depending on when you want to notify the guest)*Trigger Time = -2 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 2 Booking Source:*Booking Source = All Booking Conditions:*Group bookings = Trigger all on master*Booking Status = All but not cancelled Booking changes are applied before Fields:*Template Variables = [IFBETWEEN:[VACANTDAYS]:0:3:yes|no|no] equal yes This template variable tests if there is upto 3 days from previous checkout to check in of current booking. '''Messaging tab :- '''*Send Message = Guest API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the mail message is sent so that to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Subject = Enter the appropriate details *Plain Text Box = Your text, using the flag template variable can be reflected variables to modify the specific text in the booking. [IF<=:[VACANTDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [VACANTDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an emailto our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. *HTML Box [IF<=:[VACANTDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [VACANTDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. '''Booking Info Tab :- Optional'''*Booking info code = EXTRANIGHTS, *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night </div></div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply a flag when a payment was madeSend Email to your guest - Offering Early Checkin ====
</div>
<div class="mw-collapsible-content">
To send an automated Email to the guest confirming that it is possible to have an Early Checkin as room is available the day of before arrival. This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. Trigger 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 Status = All but not cancelled*Invoice Balance 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 = Any Payment madeYour text, using the template variables to modify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails) Dear, [GUESTNAME], We are very happy to offer you 'Early Check-in' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK]. If you would like checkin early for your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EARLYARRIVAL’ for the special Price.Best regards, [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS],[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY]. Email :-[PROPERTYEMAIL]Website :- [PROPERTYWEB] Booking Info Tab :- Optional*Booking info code = EARLYARRIVAL, *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Early Checkin
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply a flag when a payment FAILS at StripeSend Email to your guest - Offering Late Checkout ====
</div>
<div class="mw-collapsible-content">
To send an automated Email to the guest confirming that it is possible to have a Late Checkout as room is available the day of departure. This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. Trigger tabTab :- *Trigger Event = After BookingCheckout*Trigger Time = Immediate-1 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 3651*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings = Trigger all on master*Template Variables = [IF>:[TURNOVERDAYS]:1:yes|no] equal yes This template variable tests if there is 1 day between the guest booking and the next booking. Message tab :- *Send Email = Guest API/Smart Email (or one of the other options)*EMail Subject = Enter the appropriate details *Email Text = Your text, using the template variables to modify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails) Dear, [GUESTNAME], We are very happy to offer you 'Late Check-out' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK]. If you would like a late checkout, then please send an email to our Reservations team [PROPERTYEMAIL] confirming you would like the Late Checkout, provide your Booking Reservation Number [BOOKID] and Offer ‘LATECHECKOUT’ for the special Price. Best regards, [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS],[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY]. Email :-[PROPERTYEMAIL]Website :- [PROPERTYWEB] Booking Info Tab :- Optional*Booking info code = LATCHECKOUT, *Booking Info Code Description = STRIPEFAILUpsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Late Checkout
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply Send Email to your guest - Offering Late Checkout Only on a flag to Booking.com bookings and auto report the Credit Card Sunday when a payment FAILS at Stripethere is no new arrival ====
</div>
<div class="mw-collapsible-content">
Message tab :-
*Send Email = Guest API/Smart Email (or one of the other options)
*EMail Subject = Enter the appropriate details
*Email Text = Your text, using the template variables to modify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails)
Dear, [GUESTNAME],
We are very happy to offer you 'Late Check-out' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK].
If you would like a late checkout, please use this link to make the booking and payment.
https://beds24.com/booking2.php?propid=[PROPERTYID]&checkin_hide=[LEAVINGDAYYYYY-MM-DD]&br5-[ROOMID]=Book
<span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> The details in the URL, will direct the guest to make a new booking in the existing room with the check-in date = leaving date and for Offer 7 &br-7 (offer created in Step 1 above)
Enter your Booking Reservation Number [BOOKID] into the Booking id box on the booking page.
Best regards,
[PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME]
Email :-[PROPERTYEMAIL]
Website :- [PROPERTYWEB]
Booking Info Tab :- Optional
*Booking info code = LATCHECKOUT,
*Booking Info Description = Upsell email sent [CURRENTDATE]: Late Checkout
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Send Email to your guest - On a Wednesday (Cleaner is due/Rubbish Collection is due) ====
</div>
<div class="mw-collapsible-content">
To send an automated Email to the guest reminding them that there is an event on a specific day of the week, for instance, the cleaner is due on Wednesday mornings, or the bin collection is due on Thursday mornings.
You will need to check for the day of the week. If the booking is for more than 1 week, you will need multiple auto actions as an email will only be sent once, it is not possible to trigger multiple times.
'''Step 1: ''' Create the Auto Action
Trigger Tab :-
*Trigger Event = Checkin
*Trigger Time = Immediate
*Trigger Window = 8 days
*Booking Source = All
*Booking Status = All but not cancelled
*Template Variables = [IF=:[CURRENTDATE:{%u}]:3:yes|no] equal yes
%u ISO-8601 numeric representation of the day of the week 1 (for Monday) through 7 (for Sunday)
This template variable tests if the current day is a Wednesday.
Message tab :-
*Send Email = Guest API/Smart Email (or one of the other options)
*EMail Subject = Enter the appropriate details
*Email Text = Your text, using the template variables to modify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails)
Dear, [GUESTNAME],
Hope you are enjoying your holiday at [PROPERTYNAME].
We would like to remind you that the cleaner is due to visit you on Thursday morning between 10am and 12am.
Best regards,
[PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME]
Email :-[PROPERTYEMAIL]
Website :- [PROPERTYWEB]
Booking Info Tab :- Optional
*Booking Info code = CLEANWED1
*Booking Info text = Reminder that cleaning is due on the first Thursday of their stay.
This can be used to trigger the next auto action if the duration of their holiday is more than 1 week. Include the Booking Info code in the Trigger tab of the next auto action.
</div>
</div>
===Send an email to the Owner/Internal email address ===
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Send an email to the Owner/Internal email address when a payment FAILS at Stripe====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 365
*Booking Source = All
*Booking Status = All but not cancelled
*Booking Info Code = STRIPEFAIL, CARDFAILSTRIPE
Messaging tab:
*Send Message = Internal
*Internal Email Address = enter the email address to receive the notification
*Subject = Failed Stripe Payment
*HTML Box = Enter the text to be sent, you can use template variables in this message, for example
[BOOKID] - booking reference number
[GUESTNAMES] - name of all guests in the booking on the "summary" tab of the booking
[FIRSTNIGHT]
[LASTNIGHT]
Booking tab: (optional)
*Execution = One time only
*Flag Text = Stripe Payment Failed
*Flag Colour - choose the flag colour
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Send an email to the Owner/Internal email address when a guest completes a Payment Authorisation at Stripe====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 365
*Booking Source = All
*Booking Status = All but not cancelled
*Booking Info Code = STRIPEAUTHORIZE
Messaging tab:
*Send Message = Internal
*Internal Email Address = enter the email address to receive the notification
*Subject = Stripe Payment Authorisation
*HTML Box = Enter the text to be sent, you can use template variables in this message, for example
[BOOKID] - booking reference number
[GUESTNAMES] - name of all guests in the booking on the "summary" tab of the booking
[FIRSTNIGHT]
[LASTNIGHT]
Booking tab: (optional)
*Execution = One time only
*Flag Text = Stripe Authorised
*Flag Colour - choose the flag colour
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Send an email to the Owner/Internal email address for a new booking====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 1 day
*Booking Source = All
*Booking Status = All but not cancelled
Messaging tab:
*Send Message = Internal
*Internal Email Address = enter the email address to receive the notification
*Subject = New Booking
*HTML Box = Enter the text to be sent, you can use template variables in this message, for example
[BOOKID] - booking reference number
[GUESTNAMES] - name of all guests in the booking on the "summary" tab of the booking
[FIRSTNIGHT]
[LASTNIGHT]
</div>
</div>
===Booking Info Codes===
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Add CHECKIN Booking info code to bookings ====
</div>
<div class="mw-collapsible-content">
If you need to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set the Booking info code rather than use the Current guest module in the dashboard.
Trigger tab:
*Trigger Event = Check-in
*Trigger Time = Immediate
*Trigger Window = 1 day
*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings = Trigger all on master
Booking Info tab:
*Booking Info Code = CHECKIN
*Booking Info Text = Auto Checkin
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Add CHECKOUT Booking info code to bookings ====
</div>
<div class="mw-collapsible-content">
If you need to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set the Booking info code rather than use the Current guest module in the dashboard.
Trigger tab:
*Trigger Event = Check-out
*Trigger Time = Immediate
*Trigger Window = 1 day
*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings = Trigger all on master
Booking Info tab:
*Booking Info Code = CHECKOUT
*Booking Info Text = Auto Checkout
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Group check-in - ''Select from predefined templates'' ====
</div>
<div class="mw-collapsible-content">
This requires the master booking to be checked-in via the check-in function.
'''Trigger tab:'''
*Trigger Event = Checkin
*Trigger Time = immediate
*Time Window = 1 day
Booking conditions:
*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings" = Trigger all on master if group
*Info Code = CHECKIN
'''Booking info tab : '''
*Booking Info Code = CHECKIN
*Booking Info Text = Group checked in
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Identify Repeat Guest ====
</div>
<div class="mw-collapsible-content">
This requires you to use the Guest database.
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = immediately
*Trigger Window = 365
*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings" = Trigger all on master
*Template Variable = [GUESTSID1] greater than 0
Booking info tab :
*Info Code = REPEAT
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Identify bookings with Custom Question ticked/unticked ====
</div>
<div class="mw-collapsible-content">
If you have a custom question with a 'Tick box' for example, they want a late checkin.
Setup the custom question in {{#fas:cog}} (SETTINGS) PROPERTIES -> BOOKING QUESTIONS -> CUSTOM QUESTIONS -> Custom question 1, set with TYPE = Tick Box.
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = immediately
*Trigger Window = 365
*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings" = Trigger all on master
*Template Variable = [GUESTCUSTOMQ1] equals ticked (or) not ticked
Booking info tab :
*Info Code = LATECHECKIN
</div>
</div>
===Add invoice items to a booking ===
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Add a fee to all bookings from a channel====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Booking Source = Expedia (for example)
Invoice tab:
*Add Invoice Item = Add new
*Type = Amount
*Description = Cleaning fee (for example) - Template variables can be used.
*Amount = 50 (for example - the amount of your cleaning fee)
*per = Room
*Period = one time
*VAT = 19% (for example - enter the VAT amount if applicable)
The fee will be added the next time the auto actions run.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Add a fee (Penalty) to all bookings with an Outstanding Balance====
</div>
<div class="mw-collapsible-content">
You want to add a 2.2% fee to all bookings if there is an outstanding balance 2 days prior to checkin.
Trigger tab:
Time :
*Trigger Event = Checkin
*Trigger Time = -2 days
*Trigger Window = 2 days
Booking Conditions:
*Status = All not Cancelled
*Invoice Balance = Not Zero
Invoice tab:
*Type = Amount
*Description = Payment Fee||[INVOICEBALANCE:2.2%]
*Amount = 0 (leave as 0 so the value is set from the calculation in Description field)
*Per = Room
*Period = one time
*VAT = 19% (for example - enter the VAT amount if applicable)
The fee will be added the next time the auto actions run.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Add a negative value to Direct bookings for Stripe Charges====
</div>
<div class="mw-collapsible-content">
You want to add the Stripe fee to all Direct bookings to show total value of booking, i.e. if you want to show the booking value. In this example the Stripe charge will be added as a negative figure.
Trigger tab:
Time :
*Trigger Event = Booking
*Trigger Time = Immediate
*Trigger Window = 1 day
Booking Conditions:
*Status = All not Cancelled
Booking Source:
*Booking Source = Direct
Invoice tab:
*Type = Amount
*Description = Stripe Fee||[INVOICECHARGESNUM:-3%]
*Amount = 0 (leave as 0 so the value is set from the calculation in the Description field)
*Per = Room
*Period = one time
*VAT = 19% (for example - enter the VAT amount if applicable)
The fee/charge will be added the next time the auto actions run.
</div>
</div>
===Modify description/values of an existing invoice item in a booking ===
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Update the Description field of a charge/invoice item====
</div>
<div class="mw-collapsible-content">
In some cases Channel bookings have different descriptions for the same charge item - i.e. Cleaning, update the description field in the invoice item so they all match, using the format (findthisinvoicedescription^replacewiththisdescription)
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Booking Source = Expedia (for example)
Invoice tab:
*Add Invoice Item = Update Only
*Type = Change Description
*Description = Cleaning^Cleaning Service Fee
*Invoicee = Ignore (otherwise you can add a specific Invoicee to limit the search)
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Update all values of a charge/invoice item====
</div>
<div class="mw-collapsible-content">
You need to change the charges in bookings due to an update in your prices. Tourist Tax (for example), update the 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: Optional
Add 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: Optional
Add a booking info tab for information and reporting
*Booking Info Code = PENDPAY
*Booking Info Text = Pending payment added
Invoice tab:
*Payment Type = fixed value
*Description = Security Deposit||[IF<=:[INVOICEFIRSTITEMNUM]:800:200|[INVOICEFIRSTITEMNUM][/.0]4]
(Security Deposit is the description, then 2 | symbol, then the calculation for the 'Amount' to be set.)
This calculation, tests if the first invoice item value (usually the Accommodation value) is greater than or = 800 if so set the Security Deposit Amount = 1 quarter of the first invoice item value, otherwise set = 200.
<span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> <span style="font-weight: bold;" >Tip</span> A price value for the invoice item can be specified after a second pipe (|) symbol, this can be used to calculate a price using template variables. If the price value in the description field is zero or absent, the numeric value from the amount field will be used.
*Status = if you use the status function add the status you want to apply to the pending payment (optional)
*Amount = 0
*Payment Rule = use auto or manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) Payments > Payment Rules they will be available here
*Payment Due = Set when the payment is due
Create a Payment Rule to collect a payments when bookings are not cancelled.
Go to Settings > Payments > Payment Rules
Payment Rule :
Name = Enter your title - Not Cancelled (for example)
Action = Auto
Payment Trigger :
*Booking Status = All not cancelled
*Any Booking Info Code = optional
*All Booking Info Codes = optional
*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking)
Payment Action :
*Capture = Yes - immediately charged (Capture=Yes)
*Add info code on success = add a Booking Info item to the booking on success
*Add info code on failure = add a Booking Info item to the booking on failure
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Collect outstanding booking balance 3 days prior to arrival( Credit card details were collected at time of booking)====
</div>
<div class="mw-collapsible-content">
''''Create a Payment Rule (Optional)''''
Standard payment rules in the system are Auto & Manual, you can create additional rules for the collection of outstanding payments, you can control the collection of payments if the booking status is changed, for example the booking is cancelled before the final payment is due to be collected.
Go to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES
Create a Payment Rule to collect payments if bookings are not cancelled.
Click '''Create New Payment Rule''' :
Payment Rule:
*Name = Enter your title - Not Cancelled (for example)
*Action = Auto
Payment Trigger :
*Booking Status = All not cancelled
*Any Booking Info Code (optional)
*All Booking Info Codes (optional)
*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking)
Payment Action :
*Funding Source = Guest card only
*Payment value adjustment = Limit to group booking balance
*Capture = Yes - immediately charged (Capture=Yes)
*Add info code on success = add a Booking Info item to the booking on success
*Add info code on failure = add a Booking Info item to the booking on failure
Prevent Auto Payment :
*Prevent payment if booking status = Cancelled
*Prevent payment after check-out (days) = 7 (default)
*Prevent payment action = Set Manual
'''Create Auto Actions '''
Collect the outstanding balance for bookings created via your booking page.
Go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTIONS and click '''Create New Action''' to create them.
'''Collect outstanding balance for direct bookings'''
Trigger tab:
*Time
**Trigger Event = Checkin
**Trigger Time = -3 days (set the time you want to collect the payment)
**Time Window = 3 days (set this to the same number (positive) as Trigger time.
*Booking Source
**Booking Source = Direct. You can have different auto actions/rules for direct bookings -v- channel bookings, then select ‘Direct’ this will include manually created bookings and booking page bookings.
*Booking Conditions
**Group Booking Trigger = Trigger only Master
**Status = All not cancelled
**Invoice Balance= Not Zero (can be used to refine the auto action being triggered)
Booking tab: Optional
*Flag Text = Pending payment added (for example)
*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list
Booking Info tab: Optional, for information and reporting
*Booking Info Code = BALANCE (for example enter the value - use one word only)
*Booking Info Text = Enter the description/text to show in for the Booking Info Code.
Invoice tab:
<div class="warning">{{#fas:exclamation-triangle}} ONLY use Payment Type =‘ Percent of Group balance due’ if you selected Trigger tab > Booking Conditions > Group Booking Trigger = Trigger Only Master.</div>
*Add a Pending Payment to the booking
**Payment Type = Percent of Group Balance due (select on what the payment is calculated)
**Description = the text you will see in the "Charges and Payments" tab
**Status = if you use the status function add the status you want to apply to the pending payment (optional)
**Amount = 100 (this will be 100% of the outstanding group balance)
**Payment Rule = Not Cancelled - See Step 4 above (if you have set up payment rules in {{#fas:cog}} (SETTINGS) PAYMENTS ->PAYMENT RULES they will be available here)
**Payment Due = Trigger date
**Payment time = set the time to collect payment
**Invoicee = If you use the "invoicee" function you can select which invoicee the pending payment will be assigned to.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
===='Capture' a Security Deposit when Credit card is collected at time of booking. ====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = immediate
*Booking Source =All (for example, you can also set different rules for different channels)
Info Codes:
Any Booking Info Code = CARDTOSTRIPE
Invoice tab:
*Payment Type = Fixed amount
*Description = Security Deposit (the text you will see in the "Charges and Payments" tab)
*Status = if you use the status function add the status you want to apply to the pending payment (optional)
*Amount = 100 (balance is full price so 100% of the balance)
*Payment Rule = Security Deposit (Create a Payment Rule, see below)
*Payment Due = check in
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> Automatic collection is only available for customer who use [[Stripe]].
Create a Payment Rule to 'Capture' a payment only. Captured payments will only be valid for 7 days, then it will expire, if the booking is for a longer period, then you can create a second Capture, you will need to create another auto action for this.
Go to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES
Payment Rule :
*Name = Enter your title - Security Deposit (for example)
*Action = Auto
Payment Trigger :
*Booking Status = select from the drop down list
*Any Booking Info Code = optional
*All Booking Info Codes = optional
*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking)
Payment Action :
*Capture = Yes/No - immediately charged (Capture=Yes), if you want to make sure that the amount is available for later capture (Capture=No)
*Add info code on success = add a Booking Info item to the booking on success
*Add info code on failure = add a Booking Info item to the booking on failure
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Apply an info code and and/or icon when a payment was made====
</div>
<div class="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 = 1 day
Booking Conditions:
*Status = Confirmed
Info Codes:
*Any Booking Info Code = CHECKOUT (optional only if you use the check-out function)
'''Invoice tab:'''
*Assign Invoice Number = yes
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Using Pending Payments as a Payment Reminder====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = After Booking or Before Check-in
*Trigger Time = set the time you want to add the pending payment to the booking
*Booking Source =All (for example, you can also set different rules for different channels)
Booking Info tab:
*Optional, add a booking info tab for information and reporting
Booking tab: Optional
*Flag Text = PaymentDue1 (for example), set multiple if multiple payments are required.
*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list
Invoice tab:
*Payment Type = select on what the payment is calculated (Percent of Balance due)
*Description = the text you will see in the "Charges and Payments" tab
*Status = if you use the status function add the status you want to apply to the pending payment (optional)
*Amount = enter the amount or percentage you want to collect
*Payment Rule = Manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here
*Payment Due = Set when the payment is due
The Pending Payment Report is available in Bookings > Pending Payments. This report can be used to see outstanding pending payments, this can be used to see all outstanding payments, when payment gateways other than Stripe are used, the Pending Payments report can be used to see outstanding payments and a checklist for bank transfers.
</div>
</div>
===Booking Flags/Colours===
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Apply a flag when a booking is cancelled====
</div>
<div class="mw-collapsible-content">
Trigger tab
*Trigger Event = Booking
*Trigger Time = 1 Hour
*Trigger Window = 365 days
*Booking Status = Cancelled
Booking tab:
*Execution = One time only
*Booking Status = No Change
*Flag text = (enter the text you require)
*Flag Colour = 999999 default cancel colour - (Set as required)
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Apply a flag for a bookings from a channel which have breakfast included====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Booking Source = Booking.com (for example)
*Booking Field Contains - select "API Message" in the next field enter: meal_plan=Breakfast (or Extra Breakfast - use the text the channel uses)
Booking tab:
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Apply a flag for a bookings which has BREAKFAST as a charge item====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Booking Source = Booking.com (for example)
*Template Variable = [IF>:[INVOICEITEMBYDESC:Breakfast]:0:yes|no] (Text for Breakfast has to match EXACTLY what is in the booking item Uppercase/Lowercase/Proper)
*Select 'equal' from the selection box
*yes (needs to be exactly the same text/upper/lowercase, as in the equation)
Booking tab:
*Execution = One time only
*Flag Text = Breakfast
*Flag Colour - choose the flag colour
Booking Info tab:
*Booking Info Code = BREAKFAST
*Booking Info Description = Breakfast included
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Apply a flag when deposit was made prior to Check-in====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = Check-in
*Trigger Time = -365 (for example : must be a negative value and the same as the value in Trigger window)
*Trigger Window = 365
*Booking Source = All
*Booking Status = All but not cancelled
*Invoice Balance = Any Payment made
Message tab:
*Send Email : select appropriate option
*Enter : Subject and Email content
Booking tab: (optional)
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
Booking info tab : (optional)
*Booking Info Code : DEPOSITPAID (for example)
*Booking Info Text : additional text if required.
Setting details with the Booking tab and Booking info tab allows you to trigger additional (follow on) Auto Actions and Reports.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Apply a flag when booking is fully paid====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 365
*Booking Source = All
*Booking Status = All not cancelled
*Invoice Balance = ZERO
Booking tab:
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Apply a flag/colour for a booking coming from a certain channel - ''Select from the predefined template'' ====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
*Trigger Event = Booking
*Trigger Time = Immediate
*Booking Source = Booking.com (for example)
'''Booking tab:'''
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the email.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Apply a flag when NO payment is made - ''Select from the predefined template''====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
*Trigger Event = Booking
*Trigger Time = Immediate
*Trigger Window = 1 day
Booking Source:
*Booking Source = All
Booking Conditions:
*Booking Status = All not cancelled
*Invoice Balance = No payment made
'''Booking tab:'''
*Execution = One time only
*Flag Text = Not Paid
*Flag Colour = fee0dd
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Apply a flag when a payment was made====
</div>
<div class="mw-collapsible-content">
<span style="color: #f3e504; font-size: 250%;" >{{#fas:lightbulb}} </span> Also see Example : " Apply a flag when deposit was made prior to Check-in AND/OR Apply a flag when booking is fully paid".
Trigger tab:
*Trigger Event = Booking
*Trigger Time = Immediate
*Trigger Window = 365
*Booking Source = All
*Booking Status = All not cancelled
*Invoice Balance = Any Payment made
Booking tab:
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Apply a flag when a payment FAILS at Stripe - ''Select from predefined template'' ====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
*Trigger Event = Booking (but not after check-in)
*Trigger Time = Immediate
*Trigger Window = 999
Booking Source:
*Booking Source = All
*Booking Status = All but not cancelled
*Booking Info Code = STRIPEFAIL, CARDFAILSTRIPE
'''Booking tab:'''
*Execution = One time only
*Flag Text = Stripe Payment Failed
*Flag Colour - fee0dd
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Apply a flag to Booking.com bookings and auto report the Credit Card when a payment FAILS at Stripe====
</div>
<div class="mw-collapsible-content">
Go to Settings > Channel Manager > Preferences and set Auto report failed cards = Yes
'''Trigger tab:'''
*Trigger Event = Booking (but not after checkout)
*Trigger Time = Immediate
*Trigger Window = 999
Booking Source:
*Booking Source = Booking.com
Booking Conditions:
*Booking Status = All not cancelled
*Booking Info Code = BOOKINGCOMCARD
'''Booking tab:'''
*Execution = One time only
*Flag Text = Failed CC reported to Booking.com
*Flag Colour - choose the flag colour
</div>
</div>
===Status changes===
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
==== Change the status of all "Request" bookings to "Cancelled" after three days ====
</div>
<div class="mw-collapsible-content">
Trigger tab
*Trigger Event = Booking
*Trigger Time = 3 days
*Booking Status = Request
Booking tab:
*Execution = One time only
*Booking Status = Cancelled
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
==== Change the status of all bookings which have been imported from Ical to "Request" ====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Booking Source = Ical Import (1, 2, 3)
Booking tab:
*Execution = One time only
*Booking Status = Request
Booking changes are applied before the mail is sent.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
==== Change Room Unit Status when guest checks out ====
</div>
<div class="mw-collapsible-content">
Trigger tab
*Trigger Event = Check-out
*Trigger Time = Immediate
*Trigger Window = 1 day
*Booking Status = All but not cancelled
*Any Booking Info Code = CHECKOUT
Booking tab:
*Execution = One time only
*Change Room Unit Status = Select the option
It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkin to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.
</div>
</div>
===API/Webhook===
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<div class="headline-collapse" >
====Use API/Webhook to write to the field 'Message'====
</div>
<div class="mw-collapsible-content">
You can use a webhook in conjunction with the API JSON function '''setBooking''' to write to any field in the booking. First you have to configure access to the API:
You need two keys to use our API JSON functions - one for the API itself and one for the property. The keys have to consist of 16 characters of your choosing.<br>
'''API key:'''
*{{#fas:cog}} (SETTINGS) ACCOUNT -> ACCOUNT->ACCESS "API Key 1"
*API Key = my_very_secret_api_key
*API Key Access = allow any IP
*IP Whitelist = [leave empty]
*Allow Writes = Yes
*Property Access = Owned by this account only
*'''Property key:'''
*{{#fas:cog}} (SETTINGS) PROPERTIES > ACCESS > propKey = secret_key_for_prop_XXXXXX
Set the triggers you need, for example:
Booking Field Contains: Message = XXX
Set the webhook like this:
* URL = <nowiki>https://api.beds24.com/json/setBooking</nowiki>
* Custom Header = [leave empty]
Body Data:
:{
::"authentication":
::{
:::"apiKey": "my_very_secret_api_key",
:::"propKey": "secret_key_for_prop_XXXXXX"
::},
::"bookId": "[BOOKID]",
::"message": "[MESSAGE] - Append this message"
:}
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Use API/Webhook to write the value of the 'commission' field to a new invoice item====
</div>
<div class="mw-collapsible-content">
You can create a new invoice item that contains the price of the channel's commission as a negative value to subtract it from the room price. You use the API JSON function '''setBooking''' for this. First you need to configure access to the API:
You need two keys to use our API JSON functions - one for the API itself and one for the property. The keys have to consist of 16 characters of your choosing.<br>
'''API key:'''
*{{#fas:cog}} (SETTINGS) ACCOUNT -> ACCOUNT->ACCESS "API Key 1"
*API Key = my_very_secret_api_key
*API Key Access = allow any IP
*IP Whitelist = [leave empty]
*Allow Writes = Yes
*Property Access = Owned by this account only
*'''Property key:'''
*{{#fas:cog}} (SETTINGS) PROPERTIES > ACCESS> propKey = secret_key_for_prop_XXXXXX
Set the triggers you need, for example:
Booking Source = Booking.com
Set the webhook like this:
*URL = <nowiki>https://api.beds24.com/json/setBooking</nowiki>
*Custom Header = [leave empty]
*Body Data =
:{
::"authentication":
::{
:::"apiKey": "my_very_secret_api_key",
:::"propKey": "secret_key_for_prop_XXXXXX"
::},
::"bookId": "[BOOKID]",
::"invoice":
::[
:::{
::::"description": "Booking.com Commission",
::::"status": "",
::::"qty": "1",
::::"price": "-[COMMISSIONNUM]",
::::"vatRate": "7.00",
::::"type": "0",
::::"invoiceeId": ""
:::}
::]
:}
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
==== Change Room Unit Status when guest checks out Use Auto Action/Webhook to write to send data to Integromat====
</div>
<div class="mw-collapsible-content">
</div>
</div>
*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)
*Trigger Time Window = 365 days
*Booking Status = All not cancelled
*Template Variables [IF>^[MODIFYDATE:{%Y-%m-%d %H:%M:%S}] greater than ^[CURRENTDATE:-1day{%Y-%m-%d %H:%M:%S}]^yes~no] equal yes
Booking tab: (Optional)
