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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 Using 'Group Keywords' you can refine the triggers in the Auto Actions. Setup one Auto Action to trigger on multipleinclude/all exclude propertiesif the purpose/rooms with message in 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 Auto action will require you needs to edit/modify each auto action rather than update one auto actionbe different.
Using 'Group Keywords' <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 can refine the set your triggers in the Auto Action to include/exclude properties if the purpose/message in the Auto action needs to be differentallow for this.
Go You can choose to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> AUTO ACTION and click on "Edit" to modify trigger an existing auto action automatically or on "Create New Action" to set up a new auto actionmanually.
'''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 With Multiple Properties, the testing window requirement to have Property specific information in the smallest necessary and adjusting the trigger condition Messages/emails sent to the most suitable.For example a trigger that tests all bookings from booking time for 1 year will test many bookings while a trigger that tests only the 7 days before check-in will test less bookings and perform fasterguest/housekeeping/owner can be achieved using Template Variables.
The test tab When you create a Property/Room in Beds24, the setup of the auto action has a button which will show Property/Room is held in the database and can be accessed via Template Variables. For example in {{#fas:cog}} (SETTINGS) >PROPERTIES >DESCRIPTION, you how many and which bookings are being tested by setup the auto actionproperty specific details.
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.*Property name - can be accessed in template variable [PROPERTYNAME] *Property Address - can be accessed in template variable [PROPERTYADDRESS]
== Troubleshooting == '''If Auto Actions do not send:''' The You will find the full list in the "Mail" tab of the booking will tell Property Template Variables when you why. Common causes are: *Is your outgoing Email address working? Go go to {{[[Template_Variables#fas:cog}} (SETTINGS) ACCOUNT->OUTGOING EMAIL and click on "Send Test Email". *Is your Auto Action set to send automatically? *Is the guests Email address valid ("Mails" tab of the booking)? *Is the booking set to allow Allow Auto Actions ("Mails" tab of the booking)? *Do all trigger events apply to the booking?Property_Variables|Property Variables]]
'''Delayed trigger of There are additional Property Templates that can be used in Messages/Emails/SMS to the guest that can be customised for each Property. Each Property Template can hold customised text that can be used in Auto Action:''' See section Performance Actions, Booking Templates, Invoices and testing aboveReports.
'''Auto Action is not editable''' To have write access Go to an auto action an account needs to have write access to all properties to which the auto action applies. This might not be the case if {{#fas:cog}} (SETTINGS) >PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES you use sub accounts and will see the Auto Action is set to trigger for "All Properties"list that are available.
'''You don't have permission to access control2.php on this server''' error message, when the save button is clicked It is most likely something in your content triggering the firewall. Try adding the content bit by bit until When you find create each Room/Unit the item causing the problem. Often it information is a script or HTML item that appears to the firewall as a possible hacking attack. It can also be something that looks innocent like a combination of numbers and words like "and" or "or" that hackers often use held in sql injection attacks. Once you find the item causing the problem, try rewording itRoom/Unit specific template variables.
== Examples ==You will find the full list of Room/Unit Template Variables when you go to [[Template_Variables#Room_Variables|Room Variables]]
=== Send Emails/Message/SMS to guests ===See the full list of [[Template Variables]].
Message API messages will be shown in the You can send a message tab of the /email to your guests, confirming their booking date, property details and in property contact details. Use the Channel Message centre. Currently this is only available for Booking.com property, room and Airbnbbooking templates to build the message/email in one Auto Action, rather than one auto action per property.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an Email to the guest when This approach will reduce the status of a booking changes ongoing management, update one Auto Action and it will apply to "Cancelled"====<all/div><div class="mw-collapsible-content">selected properties rather than having to edit multiple auto actions with the same overall message.
Trigger tab:*Trigger Event = Check-in*Trigger Time = =Example 1 -365*Trigger Window Each property has a different access code for the main building door = 365*Booking Source = All (for example)*Booking Status = Cancelled
Message tab: For channels using the Message APIYour properties have security doors with keycodes, then enter the text in the Plain text box, for emails enter the text in the HTML boxeach property has a different code.
*'''Send Message''' = Booking API/Smart EmailGo to {{#fas:cog}} (SETTINGS) >PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES > Property Template 1 enter the Building Access Code, use this same field in each property and set the appropriate code.
If Then in the "Mail & Actions" tab contains a "real" Email address Auto Action use [PROPERTYTEMPLATE1] in the message is sent to text rather than the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possibleactual value.
If no connection *Please use this code to a messaging system is available Access the message will send to the Email address from the "Mail & Actions" tab of the Email.Main building Door:- [PROPERTYTEMPLATE1]
*'''Email Subject''' - enter There is no need for a separate auto action due to the subject for your Guestsfront door keycode being different.
*'''Plain Text Box''' ===Example 2 - will send to channels using Message APIHousekeeping/Cleaning Team is different for each Property. ===
Message Text :- enter the text Each of your properties has a different housekeeping/cleaning team and you wish need to send to your guests include URLthem an email with the booking details for each booking. Template variables can be used [[Template_Variables| see here]]
*'''HTML box''' - Email will be sentGo to {{#fas:cog}} (SETTINGS) >PROPERTIES >DESCRIPTION >PROPERTY TEMPLATES > Property Template 5 enter the email address for Housekeeping/Cleaning team.
Email Text :- It is possible to use the same details (URL) as in In the Plain Text box aboveAuto action, *"Send Message" = Internal Only. Template variables can be used [*"Internal Email Address" = [Template_Variables| see here]PROPERTYTEMPLATE5]
<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" = Requesthave different teams per room, then use a Room template rather than the Property Template.
</div></div>===Example 3 - Send email to a Group of Properties (not all) ===
<div class=You can setup a "mw-collapsible mw-collapsedGroup"><div class=for your Properties, this has a number of benefits, including sending/excluding messages/emails to a Group of Properties, view a "headline-collapseGroup" >of properties in your Calendar and in Reports.
====Change To assign the status of all upcoming direct bookings to "CancelledGroup" and send an Email to the guest ====</divyour Properties, go to {{#fas:cog}} (SETTINGS) > BOOKING ENGINE > MULTI BOOKING PAGE ><div class="mw-collapsible-content"PROPERTY SETTINGS >GROUP KEYWORDS. Trigger tab:*Trigger Event = CheckEnter a Group name, it needs to be a single word -in*Trigger Time = -14 (for example you want to identify all 4 bedroom properties, then you can add 4BEDS and add this to cancel the bookings all 4 Bedroom properties you have. Each property can be in multiple groups, enter multiple keywords separated by a comma, for example :- 4BEDS, OceanView, Dublin. In the next two weeks)*Trigger Window = 14tab of the Auto Action, enter the Group keyword in *Booking Source = Direct *Booking Status = All Not Cancelled"Send Only To Property Groups" OR "Exclude Property Groups" you want to include/exclude from the Auto Action.
Booking tab<span style="color: #f3e504; font-size: 150%;" >{{#fas: *Booking Status = Cancelledlightbulb}} </span> This filter will not apply if you are triggering on a single property.
Message tab: For channels using the Message API, then enter the text in the Plain text box, == Using Smart Logic Template Variables ==You can use smart logic template variables to trigger auto actions for emails enter the text in the HTML boxspecific conditions.
*'''Send Message''' = Booking API/Smart EmailIf you want to send a message on a specific day of the week :-
If the "Mail & Actions" tab contains 1) You need to send a "real" Email address the message is sent to remind the guests Email addressto put the rubbish bin out for collection on a Wednesday night. If only * [IF=:[CURRENTDATE:{%u}]:3:yes|no] will test if the current date is a masked Email address is available the message sends via the channels API messaging systems if possible.Wednesday
If no connection to a messaging system is available 2) Remind the message guest that the cleaning lady will send to the Email address from the "Mail & Actions" tab of be at the Emailapartment on Friday morning.
*'''Plain Text Box''' %u ISO- will send to channels using Message API8601 numeric representation of the day of the week 1 (for Monday) through 7 (for Sunday)
Message Text :- enter == Performance and Testing ==Auto actions will test up to 1000 bookings per cycle, if your trigger condition involves more than 1000 bookings, the text next 1000 will be tested on the next cycle etc.If you wish require the fastest speed, ensure your trigger is designed to send to your guests include URLtest less than 1000 bookings. Template variables can be used [[Template_Variables| see here]]
*'''HTML box''' The easiest way to do this is usually by reducing the testing window to the smallest necessary and adjusting the trigger condition to the most suitable.For example a trigger that tests all bookings from booking time for 1 year will test many bookings while a trigger that tests only the 7 days before check- Email in will be senttest less bookings and perform faster.
Email Text :- It is possible to use The test tab of the same details (URL) as in auto action has a button that will show you how many and which bookings are being tested by the Plain Text box aboveauto action. Template variables can be used [[Template_Variables| see here]]
</div></div>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.
<div class="mw-collapsible mw-collapsed">'''Optimising your auto actions''' You can trigger multiple actions in one auto action, <div class="headline-collapse" >*send an email/api message to the guest, *send an SMS, update booking settings, *add/delete a booking info code, *trigger a webook, *add a pending payment, *update/add/delete a Charge/Payment item,*assign an invoice number.
====Send There is no requirement to set an message or SMS to Guest when booking made more than 10 days in advance====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = Check-in*Trigger Time = -365 days*Trigger Window = 355 days*Booking Status = All not cancelledindividual auto action for each item if they can all apply at the same time.
Booking tab<span style="color: #f3e504; font-size: 150%;" >{{#fas:*Execution = One lightbulb}} </span> '''It is not possible to specify a specific time for the auto action to trigger.''' The use of the Trigger time 'Immediate' + 14 hrs (for example) will not trigger the auto action at 2pm local time, this will be the first time only*Booking Status = No Changethe booking could be checked to see if all other conditions are met, and added to the batch for processing.
Message == Troubleshooting == '''If Auto Actions do not send:''' The list in the "Mail" tabof the booking will tell you why. Common causes are: For channels using *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 Message API, then enter guests Email address valid ("Mails" tab of the text in booking)? *Is the Plain text Text box, for emails enter populated with the text in you want to send (required when Message API is being used? *Is the booking set to allow Allow Auto Actions ("Mails" tab of the booking)? *Do all trigger events apply to the HTML box. booking?
* '''Send MessageDelayed trigger of Auto Action:''' = Booking API/Smart Email See section Performance and testing above.
If the "Mail & Actions" tab contains a "real" Email address the message '''Auto Action is sent not editable''' To have write access to an auto action an account needs to have write access to all properties to which the guests Email addressauto action applies. If only a masked Email address is available This might not be the message sends via case if you use sub accounts and the channels API messaging systems if possibleAuto Action is set to trigger for "All Properties".
If no connection '''You don't have permission to a messaging system access control2.php on this server''' error message, when the save button is clicked It is available most likely something in your content triggering the message will send 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 Email address from the firewall as a possible hacking attack. It can also be something that looks innocent like a combination of numbers and words like "and" or "Mail & Actionsor" tab of that hackers often use in sql injection attacks. Once you find the item causing the Emailproblem, try rewording it.
* '''Email SubjectAuto Action is not visible in a sub account''' - enter If you have sub accounts and need an auto action to be used across multiple accounts/properties, then create the subject for your Guestsauto action at the Master Account Level and set Property = 'All visible in account' and ensure the Master account has access to the properties.
*'''Plain Text Box''' - will send to channels using Message API== Examples ==
*'''HTML box''' <span style="color:#019cde; font- Email size: 150%;“ >{{#fas:info-circle}} </span> Message API messages will be sentshown in the message tab of the booking and in the Channel Message centre. Currently this is only available for Booking.com and Airbnb.
SMS tab Time:*Trigger Event = Check-in*Trigger Time = -365*Trigger Window = 365
Please note a charge applies per SMS message. Booking Source*Booking Source = All (for example)
*Send SMS Message : EnableBooking Conditions*Phone Number : This is the phone number that will receive the SMS notification.Booking Status = Cancelled
This is a global service and '''Message tab''': For channels using the notifications can be sent to almost phone Message API, then enter the text in any countrythe Plain text box, for emails enter the text in the HTML box.
The phone number must contain the international country code and phone number as it would be dialed internationally.*Send Message = Booking API/Smart Email
Do not include any leading zeros or other characters and use no spacesIf 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.
The number must start with If no connection to a messaging system is available the country codemessage will send to the Email address from the "Mail & Actions" tab of the Email.
EXAMPLE*Email Subject - enter the subject for your Guests
to *Plain text box - will send to phone number 015625346 in the UK (Country code 44) enter the following numberchannels using Message API
4415625346Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]]
You can use the template variables [GUESTPHONE] or [GUESTMOBILE] but this *HTML box - Email will only work if the phone number has exactly the required format.be sent
*SMS MessageEmail 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]]
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
Trigger tabTime:
Booking tab:
*Execution = One time only
*Booking Status = No Change
*Unit = Select the number of the unit you want to send this message to. Note that the number represents the index of the unit not its name.
Booking tab:
*Execution = One time only
*Booking Status = No Change
If you are using the "Additional Information" function {{#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 [[UNITNAMETemplate_Variables| see here]] '''SMS tab :''' Please note a charge applies per SMS message. Check-in from *Send SMS Message : [UNITNAMEEnable*Phone Number :1] This is the phone number that will receive the SMS notification. This is a global service and the notifications can be sent to almost phone in any country. The phone number must contain the international country code and phone number as it would be dialed internationally. Do not include any leading zeros or other characters and use no spaces. The key number must start with the country code is: [UNITNAME:2] . EXAMPLE
The template variables will only work if you have entered text to send to phone number 015625346 in {{#fas:cog}} the UK (SETTINGSCountry code 44) PROPERTIES->ROOMS->SET UP "Unit Names". The context help for this setting will explain how to do this.enter the following number
*'''HTML box''' - Email You can use the template variables [GUESTPHONE] or [GUESTMOBILE] but this will be sentonly work if the phone number has exactly the required format.
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
*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 1 day Booking Source = ALL (or select '''Message tab:''' For channels using the booking source/Channel)Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
Message tab: Update details as appropriate*Send Message = Booking API and Email /Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.
Plain Text (Using Message API)*Subject - enter If the subject for your Guests*Plain Text Message :- enter "Mail & Actions" tab contains a "real" Email address the Message text you wish message is sent to send to your the guests include Email address. If only a masked Email address is available the payment link message sends via the channels API messaging systems if possible.
https://beds24If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.com/bookpay.php?bookid=[BOOKID]
You can find extra options to add to the payment link if you want to refine the details
https://wiki.beds24.com/index.php/Category:Payments#Payment_Request
HTML Message (Send Email)
*Email Text :- enter the Email text you wish to send to your guests include template variable
[PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options.
Booking tab:*Plain text box - will send to channels using Message API
*Execution = One time only*Flag Message Text = The :- enter the text you want wish to display*Flag Colour - choose the flag colourBooking changes are applied before the mail is sent so that the flag template variable send to your guests. Template variables can be reflected in the Email.</div></div>used [[Template_Variables| see here]]
<div class="mw*HTML box -collapsible mw-collapsed"><div class="headline-collapse" >Email will be sent
====Send a Request for payment Email Text :- It is possible to your guests XX days before arrival====</div><div class="mw-collapsible-content">Trigger tab:use the same details as in the Plain text box above. Template variables can be used [[Template_Variables| see here]]
*Trigger Event = Check-in *Trigger Time = -42*Trigger Window = 1 day Booking Source = ALL (or select the booking source/Channel)'''SMS tab :'''
Message tab: Please note a charge applies per SMS message.
Plain Text (Using Message API)*Subject - enter This is a global service and the subject for your Guests*Plain Text Message :- enter the Message text you wish notifications can be sent to send to your guests include the payment link almost phone in any country.
https://beds24The phone number must contain the international country code and phone number as it would be dialed internationally.com/bookpay.php?bookid=[BOOKID]
You can find extra options Do not include any leading zeros or other characters and use no spaces. The number must start with the country code. EXAMPLE to add send to phone number 015625346 in the payment link if you want to refine UK (Country code 44) enter the detailsfollowing number https://wiki.beds24.com/index.php/Category:Payments#Payment_Request4415625346
HTML Message (Send Email) *Edit Email Subject - enter You can use the subject for your Guests*Edit Email Text :- enter the Email text you wish to send to your guests include template variable variables [PAYLINKGUESTPHONE] or [GUESTMOBILE] but this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field will only work if non zero, otherwise the outstanding balance. Check phone number has exactly the template variables for other optionsrequired format.
Booking tab:Enter the message to send, messages will be truncated at 160 characters. Template variables can be used.
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
You allow your guests to make X number of payments for their Booking Source:*Booking Source = ALL (or select the booking. source/Channel)
You can not trigger '''Message tab:''' Update details as appropriate*Send Message = Booking API and Email Smart: If the auto action multiple times, unless you manage this manually, therefore you need "Mail & Actions" tab contains a "real" Email address the message is sent to create multiple auto actions, so the guests Email address.If only a masked Email address is available the message sends via the channels API messaging systems if you allow 3 payments for their booking, then you possible. If no connection to a messaging system is available the message will need 3 auto actionssend 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.
You will need to manually add a Booking Info Code to each booking that you have agreed to allow X payments. *Plain text box (Using Message API)
'''Create Auto Action one'''Subject - enter the subject for your GuestsPlain Text Message :- enter the Message text you wish to send to your guests include the payment link
Trigger tab: *Trigger Event = Booking (but not after check-in)*Trigger Time = +7 days*Trigger Window = 1 day *Booking Source = ALL (or select the booking source/Channel)*Invoice Balance = Not Zero*Any Booking Info Code = MULTIPLE (for example) this can be used if you only allow some guests to make multiple payments. Message tab: *'''Send Message''' = Booking API/Smart Email**Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.**Booking API and Email: Messages are sent via channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email. Plain Text (Using Message API)*Subject - enter the subject for your Guests*Plain Text Message :- enter the Message text you wish to send to your guests include the payment link https://beds24.com/bookpay.php?bookid=[BOOKID]
'''Create additional Auto Actions for each period you want to trigger'''
'''Create Auto Action 2 (and 3, 4, 5 - how many you need) '''
*Trigger Time = +14 days (days you want to collect the payments)
*Trigger Window = 1 day
The use the settings in the previous auto action to trigger the next auto action for your booking.
You want to capture a Security Deposit for bookings on the day before Time:*Trigger Event = Booking (not after check-in from your guest.) *Trigger Time = Immediate*Trigger Window = 1 day
Capture of Booking Souce: *Booking Source = ALL (or select the payment is only held by Stripe for 7 days, if the guest is staying longer you will need to send the request again.booking source/Channel)
You will need to create multiple emails to capture the payment multiple times for the same booking.'''Message tab:'''
'''Create Auto Action one'''*Plain text box (Using Message API)Trigger tabSubject - enter the subject for your GuestsPlain Text Message :- enter the Message text you wish to send to your guests including the payment link
*Trigger Event https://beds24.com/bookpay.php?bookid= Check-in*Trigger Time = -1 days*Trigger Window = 1 day *Booking Source = ALL (or select the booking source/Channel)*Status [BOOKID]&g= All not cancelledcc
Message tabYou can find extra options to add to the payment link if you want to refine the details https: //wiki.beds24.com/index.php/Category:Payments#Payment_Request
*Email Subject - https://beds24.com/bookpay.php?bookid=[BOOKID]&g=cc this creates a link (HTML A tag) so the guest can enter their credit card details. Check the subject template variables for your Guestsother options.
Message tab: For channels using *Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the Message API, then enter the text in flag colourBooking changes are applied before the Plain text box, for emails enter mail is sent so that the text flag template variable can be reflected in the HTML boxEmail.
*'''Send MessageBooking Info tab:''' = Booking API/Smart Email
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.*Booking Info Code = NEWCARDREQ*Booking Info Text = New credit card requested
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.</div></div>
*'''Email Subject''' <div class="mw- enter the subject for your Guestscollapsible mw-collapsed"><div class="headline-collapse" >
*====Send a Request for payment to your guests XX days before check-in====</div><div class="mw-collapsible-content">'''Plain Text BoxTrigger tab:''' - will send to channels using Message API
Message Text Time:*Trigger Event = Check-in *Trigger Time = - enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]], change the pay42*Trigger Window = 42 day Booking Souce: *Booking Source =100 to ALL (or select the value you require. booking source/Channel) https'''Message tab://beds24.com/bookpay.php?bookid=[BOOKID]&g=st&capture=0&pay=100. '''
Email *Plain text box (Using Message API)Subject - enter the subject for your GuestsPlain Text Message :- It is possible enter the Message text you wish to use the same details (URL) as in send to your guests include the Plain Text box above. Template variables can be used [[Template_Variables| see here]]payment link
Booking info tabhttps: (Optional)//beds24.com/bookpay.php?bookid=[BOOKID]
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.
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 code or link) *Trigger Window = 2 Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set the Souce :- *Booking Source = All*Booking info code rather than use the Current guest module in the dashboard. Status = Confirmed
Trigger tabBooking Conditions:*Trigger Event = Check-out*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source = All*Booking Status = All but not cancelled
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. Example: You have 2 units (100 and 101). Access Pin Code for 100 = 12345, for 101 - 34567
*Group bookings" = Trigger all on master
*Info Code = CHECKIN
This requires you to use the Guest database.
*Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365Source:-
*Group bookings" = Trigger all on master
*Template Variable = [GUESTSID1] greater than 0
If you have a custom question with a 'Tick box' for example, they want a late checkin.
Setup This auto action will be sent only when the custom question in {{#fasa payment has been 'authorised' at Stripe. This can be used to ensure that the checkin details are only sent when the guest has completed the Security Deposit Authorisation. '''Trigger tab:cog}} (SETTINGS) PROPERTIES -> BOOKING QUESTIONS -> CUSTOM QUESTIONS -> Custom question 1, set with TYPE = Tick Box. '''
*Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365Source:-
*Group bookings" = Trigger all on master
*Template Variable = [GUESTCUSTOMQ1] equals ticked (or) not ticked
===Add invoice items to a booking ===
Invoice tabBooking Conditions:*Type Group bookings = Amount Trigger all on master*Description Booking Status = Cleaning fee (for example)*Amount = 50 (for example - the amount of your cleaning fee)*per = Room*Period = one time*VAT = 19% (for example - enter the VAT amount if applicable)All but not cancelled
The fee will be added the next time the auto actions run. Info Codes: </div>*Any Booking Info Code = CHECKIN</div>*Exclude Booking Info Code = CHECKOUT
===Payments/Pending Payments==='''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 class*Send Message ="mw-collapsible mw-collapsed">Booking API/Smart Email<div class=If the "headline-collapseMail & Actions" > ====Add tab contains a pending payment====</div><div class="mw-collapsible-contentreal">Trigger tab:*Trigger Event = After Booking or Before Check-in*Trigger Time = set Email address the time you want message is sent to collect the payment*Booking Source =All (for example, you can also set different rules for different guests Email address. If only a masked Email address is available the message sends via the channels)API messaging systems if possible.
Booking Info tab: OptionalAdd If no connection to a booking info tab for information and reporting*Flag Text = PendingPayment (for example)*Flag Colour = select messaging system is available the colour as this message will be visible in send to the Email address from the "Mail & Actions" tab of the Calendar/Bookings listEmail.
Booking tab: Optional*Flag Text = Pending payment added (Subject - enter the subject for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings listyour Guests
Invoice tab:*Payment Type = select on what the payment is calculated (Percent of Balance due)*Description = the Plain text you box - will see in the "Charges and Payments" tab*Status = if you use the status function add the status you want to apply send 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 duechannels using Message API
Create a Payment Rule to collect a payments when bookings are not cancelled. *HTML box - Email will be sent
Go Email Text :- It is possible to Settings > Payments > Payment Rulesuse the same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
Payment Rule :
Name <span class= Enter your title "" style="color: #f3e504; font- Not Cancelled (for example)Action = Auto Payment Trigger size: 150%;" >{{#fas: *Booking Status = All lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not cancelled*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional you can either manually add Checkin to your bookings (can exclude Virtual Credit cards, find the Booking info code in the bookingtab) Payment Action : *Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = or create an auto action to add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item Codes to the booking on failurebookings.</div>
''''Create a Payment Rule (Optional)''''You can send Invoice as an attachment to your Guests.
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 Setup your Invoice go to be collected. {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> INVOICING
Go to {{#fas'''Trigger tab:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES'''
Create a Payment Rule to collect payments if bookings are not cancelled.Time:*Trigger Event = Checkout*Trigger Time = Immediate +8hrs*Trigger Window = 1 day
Click '''Create New Payment Rule''' Booking Source:*Booking Source = All (or select the appropriate channel/Direct)
Payment RuleBooking Conditions:*Name Group bookings = Enter your title - Not Cancelled (for example) Trigger all on master*Action Booking Status = AutoConfirmed
Payment Trigger Info Codes:*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)CHECKOUT
Payment Action '''Messaging tab:*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 Send Email = Cancelled*Prevent payment after checkGuest email -out (days) = 7 (defaultor one of the other options)*Prevent payment action = Set Manual
'''Create Auto Actions '''*Subject - enter the subject for your Guests
Collect the outstanding balance for bookings created via your booking page. *Plain text box - will send to channels using Message API
Go Message Text :- enter the text you wish to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTIONS and click '''Create New Action''' send to create themyour guests.Template variables can be used [[Template_Variables| see here]]
'''Collect outstanding balance for direct bookings'''*HTML box - Email will be sent
Trigger tabEmail Text :*Time**Trigger Event = Checkin**Trigger Time = -3 days (set the time you want to collect the payment)**Time Window = 3 days (set this It is possible to use the same number details (positiveURL) as Trigger timein the Plain Text box above.Template variables can be used [[Template_Variables| see here]]
*Booking Source**Booking Source <span class="" style= Direct. You can have different auto actions"color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you use the Checkin/rules for direct bookings -v- channel bookingsCheckout feature in the Dashboard, then select ‘Direct’ this will include if not you can either manually created add Checkout to your bookings and booking page (Booking info tab) or create an auto action to add the Booking Info Codes to the 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 If you send Emails with pdf attachment (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Booking Info tab: Optionalinvoice, for information and reporting*Booking Info Code = BALANCE (for example enter the value - use one word onlybooking template)*Booking Info Text = Enter the description/text to show in for the Booking Info Code. Invoice tab: <div class="warning">{{#fas:exclamationAlias-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 Email addresses created by channels the booking**Payment Type = Percent of Group Balance due (select on what channel might block the payment attachment so it 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 not delivered to the pending payment (optional)**Amount = 100 (guest. Ask your channel about their policy regarding 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.
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 '''Trigger tab:'''
Invoice tabTime:*Payment Type Trigger Event = Fixed amountBooking*Description Trigger Time = Security Deposit (the text you will see in the "Charges and Payments" tab)Immediate*Status Trigger Window = 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 in1 day
<span styleBooking Conditions:*Group bookings ="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> Automatic collection is only available for customer who use [[Stripe]].Trigger all on master*Booking Status = All but not cancelled
Create a Payment Rule to 'Capture' a payment only. Captured payments will only be valid for 7 days, then it will expire, if the booking is for a longer period, then you can create a second Capture, you will need to create another auto action for this.'Messaging tab:'''
Go to {{#fas:cog}} *Send Message = Guest API/Smart Email (SETTINGSor one of the other options) PAYMENTS > PAYMENT RULES
Payment Rule : *Name = Enter your title - Security Deposit (for example)*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 = select If no connection to a messaging system is available the message will send to the Email address 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 "Mail & Actions" tab of the booking)Email.
Payment Action :*Attachment = Select Booking Template from the drop down list. *Capture = Yes/No Subject - immediately charged (Capture=Yes), if you want to make sure that enter the amount is available subject for later capture (Capture=No) your Guests *Add info code on success = add a Booking Info item Plain text box - will send to channels using Message API Message Text :- enter the booking on successtext you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]] *Add info code on failure = add a Booking Info item HTML box - Email will be sent Email Text :- It is possible to use the booking on failure</div></div>same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
====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.
Invoice tabBooking Source:*Assign Invoice Number Booking Source = yes</div></div>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><div class="mw-collapsible-content">Trigger tab[IFBETWEEN:[TURNOVERDAYS]:0:3:yes|no|no] equal yes
*Trigger Event = Check-in*Trigger Time = -365 (for example : must be a negative value This template variable tests if there is 3 days between the guest booking 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 madenext booking.
*Send Email : select appropriate option*Enter : Subject and Email contentFor channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
*Execution = One time If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only*Flag Text = The text you want to display*Flag Colour - choose a masked Email address is available the message sends via the flag colourchannels API messaging systems if possible.
Booking info If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab : (optional)of the Email.
Setting details with *Plain text box - will send to channels using Message API, enter the Booking tab and Booking info tab allows text you wish to send to trigger additional (follow on) Auto Actions and Reportsyour guests.</div></div>Template variables can be used [[Template_Variables| see here]]
Booking tab:
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
Trigger tab:To send an automated Email to the guest confirming that it is possible to extend their stay.*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Booking.com This example uses fixed values that you have entered into {{#fas:cog}} (for exampleSETTINGS)> PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions.
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the email.
<span style="color: #f3e504; font-size: 250%;" >{{#fas:lightbulb}} </span> Also see Example : " Apply a flag when deposit was made prior to Check-in AND/OR Apply a flag when booking is fully paid".
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:This auto action will create a new booking for the date of departure, closing the calendar to any other bookings. *Trigger Event = After Booking*Trigger Time = ImmediateThe URL link in the message tab, will send the guest to your guest booking page with set conditions, the leaving date of the existing booking, the room id of the existing booking and the Offer you have created for the LateCheckout. *Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = BOOKINGCOMCARDThis example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions.
Booking tab'''Step 1:*Execution = One time only*Flag Text = Failed CC reported to Booking.com *Flag Colour - choose the flag colour</div''' Create a new offer in {{#fas:cog}} (SETTINGS) ></divPROPERTIES >OFFERS
===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 Name = After BookingLatecheckout*Trigger Time Enable = 3 daysOnly if Available*Booking Status Type = RequestConfirmed with Deposit 2 - via payment gateway
Booking tab'''Step 2:*Execution = One time only*Booking Status = Cancelled</div></div>''' Create a Rate or Daily Price, PRICES
<div class*Guests ="mwMax 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 :-collapsible mw*Trigger Event = Checkout*Trigger Time = -collapsed">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) <div *Group bookings = classTrigger all on master *Template Variables ="headline-collapse" [IF=:[LEAVINGDAY:{%a}]:Sun:|[IF>=^[TURNOVERDAYS]^1^yes~no]] equal yes
==== Change This template variable tests if 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 (departure day is a Sunday and there is at least 1, 2, 3)day between the existing guest booking and the next booking.
Booking Message tab:- *Execution Send Email = One time onlyGuest API/Smart Email (or one of the other options)*Booking Status EMail Subject = RequestEnter 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)
Booking changes are applied before the mail is sent.</div></div>Dear, [GUESTNAME],
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": ""
:::}
::]
:}
== General Information ==
An Auto Action is an action which can be programmed to run at a specific time relative to the time of the '''booking''', to the '''check-in''' date or to the '''check-out''' date.
Template variables provide great flexibility when creating/managing the Auto actions have Actions. Setup one or more Auto Action to trigger conditions and one or more actions. They can be triggered on a number of different conditions, like multiple/all properties/rooms with the propertyspecific details, time or booking related conditionsusing the [[Template Variables]]. Actions can be This removes the need to send pre-drafted emails or SMSduplicate your auto actions for each Property. Reducing the ongoing management, change booking or invoice information or run webhooksmultiple copies of the same auto action will require you to edit/modify each auto action rather than update one auto action.
== Setup ==
Go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTION
*Click 'Add New Action' button. You can choose whether you want to start with an empty Auto Action or whether you want to use a template that you can customise further.
*To MODIFY an Auto Action, scroll to the Auto Action and click on "Edit", make the changes and click SAVE.
*To create a COPY of an Auto Action, click "Edit" on an existing auto action, scroll to the bottom of the page and click 'Save as copy'.
*To DELETE an Auto Action, click "Edit" on an existing auto action, scroll to the bottom of the page and click 'Delete'.
'''Trigger Action : '''
*'''You can choose to send an auto action automatically or manuallyManual:'''If set to manual actions can be triggered manually from the MAIL/ACTION tab of each booking.
*'''Auto sending:''' Auto action will automatically trigger on a booking based on the rules set in the Trigger tab. Check the details in the MAIL/ACTION tab of each booking. You will see if the auto action has triggered and when, if it has not triggered then you can check if it is due to trigger and when.
===Setup Outgoing Email Service - Required for sending Emails via Auto Actions===Go to {{#fas:cog}} (SETTINGS) ACCOUNT -> OUTGOING EMAIL and follow the instructions to connect your email address/account to Beds24. '''Auto sending:''' The auto action batch process runs multiple times per hour. Auto Action Emails which are sent automatically by the system are sent from the EMail address of the account that created the Auto Action. This is the account set up in in {{#fas:cog}} (SETTINGS) ACCOUNT-> OUTGOING EMAIL. Automatic actions will trigger every 15 minutes.
'''Manual sending:'''
When sending manually by clicking on the 'Send now' button you will need to make sure you are logged into the account which uses the Email address of the user you want to send fromare logged in as will be be used.
<span style="color:#fe746cf3e504;“ font-size: 150%;" >{{#fas:exclamation-trianglelightbulb}} </span>To use this function you need Confirmation emails will send automatically to set the system to use your own Email address for outgoing emails under guest. You can customize them in {{#fas:cog}} (SETTINGS) 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.
*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.
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 "Send an Email in the guests language to an internal Email address" for a way to control the language of the SMS.
Create auto actions which trigger a web hook when the trigger conditions are met.
== Performance and Testing Multiple Properties ==Auto actions will test up to 1000 bookings per cycle, if your trigger condition involves more than 1000 bookings, the next 1000 will be tested on the next cycle etc.If you require the fastest speed make sure your trigger is designed to test less than 1000 bookings.
There is no need for a separate auto action as the message will be sent to the appropriate email from property template 5.
*'''Email Subject''' - enter [IF=:[CURRENTDATE:{%u}]:4:yes|no] will test if the subject for your Guestscurrent date is a Thursday
=== Send Emails/Message Text :- enter the text you wish /SMS to send to your guests include URL. Template variables can be used [[Template_Variables| see here]]===
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an Email Text :- It is possible to use the same details (URL) as in guest when the Plain Text box above. Template variables can be used [[Template_Variables| see here]]status of a booking changes to "Cancelled"====</div><div class="mw-collapsible-content">
'''Trigger tab:'''
</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>
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an message or SMS to Guest when booking made more than 10 days in advance====</div><div class="mw-collapsible-content">'''Trigger tab :''' Time:*Trigger Event = Check-in*Trigger Time = -365 days*Trigger Window = 355 days Booking Conditions:*Booking Status = All not cancelled Booking tab:*Execution = One time only*Booking Status = No Change '''Message tab''': For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Send Message = Booking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Email Subject - enter the subject for your Guests *Plain Text Box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]] '''SMS tab :'''
Please note a charge applies per SMS message.
Enter the message to send, messages will be truncated at 160 characters. Template variables can be used.
</div>
</div>
<div class="headline-collapse" >
====Send an message or SMS to Guest when booking made more last minute booking - 6 than 7 days or lessin advance====
</div>
<div class="mw-collapsible-content">
Alternatively you an use Between Booking and Check in
'''Trigger tab:'''
*Trigger Event = Booking (but not after check-in)
*Trigger Time = Immediate
*Trigger Window = 1 day
*Between Booking and Check in = 0 7 to 6999 Booking Conditions:
*Booking Status = All not cancelled
'''Message tab: ''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
*'''Send Message''' = Booking API/Smart Email
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
*'''Email Subject''' - enter the subject for your Guests
*'''Plain Text Box''' text box - will send to channels using Message API
Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]]
*'''HTML box''' - Email will be sent
Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
'''SMS tab :'''
Please note a charge applies per SMS message.
Enter the message to send, messages will be truncated at 160 characters. Template variables can be used.
'''Booking tab:'''
*Execution = One time only
*Booking Status = No Change
</div>
<div class="headline-collapse" >
====Send an Email with a key code message or SMS to Guest for a specific unit one day before checklast minute booking -in6 days or less====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time:*Trigger Event = CheckBooking (but not after check-in)*Trigger Time = -1 dayImmediate*Trigger Window = 1 day *Between Booking and Check in = 0 to 6 Booking Conditions:
*Booking Status = All not cancelled
'''Message tab: ''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
*'''Send Message''' = Booking API/Smart Email
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
*'''Email Subject''' - enter the subject for your Guests
*'''Plain Text Box''' text box - will send to channels using Message API
Message Text :- enter the text you wish to send to your guestsinclude URL. Template variables can be used [[Template_Variables| see here]]
4415625346
</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 = Check-out*Trigger Time = 30 days*Trigger Window = 365 days
*Email Subject - enter the subject for your Guests
*Send Email SMS Message : Enable**Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.**Booking API and EmailPhone Number : Messages are sent via channels API messaging systems if possible. If no connection to a messaging system This is available the message phone number that will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in receive the field "Internal" are sent via EmailSMS notification.
*SMS Message
'''Booking tab:''' (optional)
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
</div>
</div>
<div class="headline-collapse" >
====Send a Request for payment to your guests XX days after bookingfor all bookings====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Time
*Trigger Event = Booking
*Trigger Time = Immediate
*Trigger Window = 1 day
You can find extra options to add to the payment link if you want to refine the details
https://wiki.beds24.com/index.php/Category:Payments#Payment_Request
*HTML Message (Send Email) *Edit Email Subject - enter the subject for your Guests*Edit Email Text :- enter the Email text you wish to send to your guests include template variable
[PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options.
'''Booking tab:'''
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Send a Request to update the guest'Capture' a Security deposit from your guests XX days s credit card as it will expire before check-in - with Stripecheckin====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
*Send Email = Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address.
If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.
*HTML Message (Send Email ) Edit Email Subject - enter the subject for your GuestsEdit Email Text : select - enter the Email text you wish to send to your guests including the appropriate optionpayment link
'''Booking tab:'''
*'''HTML box''' - Send Email = Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will be send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sentvia Email.
You can find extra options to add to the payment link if you want to refine the details https://wiki.beds24.com/index.php/Category:Payments#Payment_Request *Booking Info Code = 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
*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. '''HTML boxMessage tab:''' - *Send Message = Booking API/Smart EmailIf the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will be send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sentvia Email. *Plain text box (Using Message API)Subject - enter the subject for your GuestsPlain Text Message :- enter the Message text you wish to send to your guests include the payment link https://beds24.com/bookpay.php?bookid=[BOOKID] You can find extra options to add to the payment link if you want to refine the details https://wiki.beds24.com/index.php/Category:Payments#Payment_Request *HTML Message (Send Email) Edit Email Subject - enter the subject for your GuestsEdit Email Text :- enter the Email text you wish to send to your guests include template variable [PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options. '''Booking tab:'''
*'''Email Execution = One time only*Flag Text''' := The text you want to display*Flag Colour - Template variables choose the flag colourBooking changes are applied before the mail is sent so that the flag template variable can be used reflected in the messageEmail. [[Template_Variables| See here]]
'''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====
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<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.
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<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====
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<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]
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<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 ====
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<div class="mw-collapsible-content">
This uses a smart template variable. In this example we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text.
*Trigger Time = Immediate
*Trigger Window = 1
*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====
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<div class="mw-collapsible-content">
This uses a smart template variable. In this example the auto action will trigger on Booking and for 1 day, we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text.
*Trigger Time = Immediate
*Trigger Window = 1 day Booking Source:*Booking Source = All(for example) Booking Conditions:*Booking Status = All but not cancelledNot Cancelled*Group bookings = Trigger all on master
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<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====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'' ====
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<div class="mw-collapsible-content">
'''Trigger tab:'''
*Group bookings = Trigger all on master
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<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Group checkSend Pin code to guest, 2 days before Check-in (Self Checkin) ====
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In "Unit name" enter: (Use (?) in the room setup for more details/options) *100|12345*101|34567 '''Trigger tab:''' Time:-*Trigger Event = After BookingCheck-in*Trigger Time = immediately-2 (the number of days before check-in you want to sent the code or link) *Trigger Window = 3652 Booking Souce :-
*Booking Source = All
*Booking Status = All but not cancelled
Booking info Conditions:- *Group bookings = Trigger all on master '''Messaging tab : ''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Info Code Send Message = CHECKINBooking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Subject - enter the subject for your Guests - Your access code (your text) *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests include URL. Include these template variables - [UNITNAME] and [UNITNAME:1] or [BOOKIDLAST5] - Last 5 digits of booking number. See the list of ALL template variables that can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Include these template variables - [UNITNAME] and [UNITNAME:1] or [BOOKIDLAST5] - Last 5 digits of booking number. see the list of ALL template variables that can be used [[Template_Variables| see here]]
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<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Identify Repeat Guest Send Email to guests with check-in details 2 days before Check-in, booking paid/no outstanding balance ====
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This auto action will be sent only when the Invoice Balance of the booking is zero. This can be used to ensure that the checkin details are only sent when the guest has completed the payments. '''Trigger tab:''' Time:-*Trigger Event = Check-in*Trigger Time = -2 (the number of days before check-in you want to sent the code or link) *Trigger Window = 2
*Booking Source = All
*Booking Status = All but not cancelled
Booking info Conditions:- *Group bookings = Trigger all on master*Invoice Balance = Zero '''Messaging tab : ''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Info Code Send Message = REPEATBooking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Subject - enter the subject for your Guests - Your access code (your text) *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests. This can include any information that is important for the checkin of the guest, for example the Key code for the door, who to contact if there are any issues, template variables can be used, see the list of ALL template variables that can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- Enter the text you wish to send to your guests this can include URLs. Include any information that is important for the checkin of the guest, for example the Key code for the door, who to contact if there are any issues, template variables can be used, see the list of ALL template variables that can be used [[Template_Variables| see here]]
</div>
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<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Identify bookings Send Email to guests with Custom Question ticked/unticked check-in details 2 days before Check-in, Security Deposit Authorised at Stripe ====
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<div class="mw-collapsible-content">
Time:-*Trigger Event = Check-in*Trigger Time = -2 (the number of days before check-in you want to sent the code or link) *Trigger tab:Window = 2
*Booking Source = All
*Booking Status = All but not cancelled
Booking info tab Conditions:- *Group bookings = Trigger all on master*Invoice Balance = Zero Info codes : -*Any Booking Info Code = LATECHECKINSTRIPEAUTHORIZE '''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Send Message = Booking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Subject - enter the subject for your Guests - Your access code (your text) *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests. This can include any information that is important for the checkin of the guest, for example the Key code for the door, who to contact if there are any issues, template variables can be used, see the list of ALL template variables that can be used [[Template_Variables| see here]] *HTML box - Email will be sent Email Text :- Enter the text you wish to send to your guests this can include URLs. Include any information that is important for the checkin of the guest, for example the Key code for the door, who to contact if there are any issues, template variables can be used, see the list of ALL template variables that can be used [[Template_Variables| see here]]
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Add a fee Send Email to all bookings from a channelcurrent guest (Check-in) ====
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<div class="mw-collapsible-content">
'''Trigger tab:''' Time:*Trigger Event = After BookingCheck-in
*Trigger Time = Immediate
*Trigger Window = 14(the max number of days your guests can stay) Booking Source:*Booking Source = Expedia (for example)All
Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]]
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<div class="headline-collapse" >
====Collect outstanding booking balance 3 days prior to arrival( Credit card details were collected at time of booking)Send invoice after check-out - PDF attachment - ''Select from the predefined template'' ====
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<div class="mw-collapsible-content">
*Attachment = Invoice Template 1
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
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<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====
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<div class="mw-collapsible-content">
Booking Source:
*Booking Source = All (or select the appropriate channel/Direct)
<div span class="mw-collapsible mw-collapsed"><div classstyle="headlinecolor: #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.
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<div class="headline-collapse" >
====Assign invoice numbersSend Email after the cleaner has cleaned the room====
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<div class="mw-collapsible-content">
To send an automated Email to the guest then they can check you/the cleaner have to add a unit status to the room when it is ready. In this example we used the unit status clean '''Trigger tab:''' Time:*Trigger Event = Check-outCheckin
*Trigger Time = Immediate
*Any Booking Info Code Trigger Window = CHECKOUT (optional only if you use the check-out function, if not leave blank)1
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.
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</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
'''Message tab: '''
*Send Message = Booking tab: (optional)API/Smart Email
*Booking Info Code : DEPOSITPAID (Email Subject - enter the subject for example)*Booking Info Text : additional text if required. your Guests
[IF<div class="mw-collapsible mw-collapsed">:[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)|].<div class="headline-collapse" > ====Apply We are very happy to offer you to extend your stay a flag when booking is fully paid====[PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. *HTML box - Email will be sent, enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]]</div>[IF<div class="mw-collapsible-content">:[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)|].Trigger tab: *Trigger Event = After 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 BookingReservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. *Trigger Time = Immediate*Trigger Window = 365'''Booking Info Tab : Optional '''*Booking Source info code = AllEXTRANIGHTS *Booking Status Info Description = All not cancelled*Invoice Balance = ZEROUpsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night
</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 ====
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<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 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:- '''*Execution Send Message = One time Guest API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If onlya masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Subject = Enter the appropriate details *Flag Plain Text Box = The Your text , using the template variables to modify the specific text in the booking. [IF<=:[VACANTDAYS]:3:Your apartment ([ROOMNAME]), which you want 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 displaystay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. *Flag Colour 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 :- choose the flag colourOptional'''*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">
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
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===Status changes===
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==== Change the status of all "Request" bookings to "Cancelled" after three days ====
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Trigger tab
*Trigger Event = Booking
*Trigger Time = 3 days
*Booking Status = Request
Booking tab:
*Execution = One time only
*Booking Status = Cancelled
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==== Change the status of all bookings which have been imported from Ical to "Request" ====
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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.
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==== Change Room Unit Status when guest checks out ====
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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.
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===API/Webhook===
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====Use API/Webhook to write to the field 'Message'====
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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"
:}
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====Use API/Webhook to write the value of the 'commission' field to a new invoice item====
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You can create a new invoice item that contains the price of the channel's commission as a negative value to subtract it from the room price. You use the API JSON function '''setBooking''' for this. First you need to configure access to the API:
You need two keys to use our API JSON functions - one for the API itself and one for the property. The keys have to consist of 16 characters of your choosing.<br>
'''API key:'''
*{{#fas:cog}} (SETTINGS) ACCOUNT -> ACCOUNT->ACCESS "API Key 1"
*API Key = my_very_secret_api_key
*API Key Access = allow any IP
*IP Whitelist = [leave empty]
*Allow Writes = Yes
*Property Access = Owned by this account only
*'''Property key:'''
*{{#fas:cog}} (SETTINGS) PROPERTIES > ACCESS> propKey = secret_key_for_prop_XXXXXX
Set the triggers you need, for example:
Booking Source = Booking.com
Set the webhook like this:
*URL = <nowiki>https://api.beds24.com/json/setBooking</nowiki>
*Custom Header = [leave empty]
*Body Data =
:{
::"authentication":
::{
:::"apiKey": "my_very_secret_api_key",
:::"propKey": "secret_key_for_prop_XXXXXX"
::},
::"bookId": "[BOOKID]",
::"invoice":
::[
:::{
::::"description": "Booking.com Commission",
::::"status": "",
::::"qty": "1",
::::"price": "-[COMMISSIONNUM]",
::::"vatRate": "7.00",
::::"type": "0",
::::"invoiceeId": ""
:::}
::]
:}
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==== Change Room Unit Status when guest checks out Use Auto Action/Webhook to write to send data to Integromat====
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*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)
