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Automatic actions will trigger every 15/20 minutes*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.
Go *To MODIFY an Auto Action, scroll to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> AUTO ACTION the Auto Action and click on "Edit" to modify an existing auto action or on "Create New Action" to set up a new auto action, make the changes and click SAVE.
You can *To create a "Copy" COPY of an existing Auto Action, click "Edit" on an existing auto action, scroll to the bottom of the page and click 'Save as copy'.
If <span style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> The auto actions will appear on the 'Mail & Actions' tab of each booking where you are using your own mail server for outgoing manually trigger the email/messages /changes to the Booking and Invoice actions will be applied before sending the mailbooking.
Booking tab:
*Execution = One time only
*Booking Status = No Change
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 '''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.
Message tabBooking Conditions: For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Booking Status = All not cancelled*Invoice Balance = Any Payment made
*'''Send MessageBooking 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.*Flag Text = Paid *Flag Colour = d4e4b0
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>
*'''HTML Email Text :- It is possible to use the same details as in the Plain Text box''' - Email will above. Template variables can be sentused [[Template_Variables| see here]]
Email Text '''Booking tab:- It is possible to use the same details as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]'''*Execution = One time only*Booking Status = No Change
*'''HTML box''' - Email will be sent Email Text :- It is possible to use the same details as in the Plain Text text box above. Template variables can be used [[Template_Variables| see here]]
Booking Source = ALL (or select the booking source/Channel)
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
*Trigger Event = Check-in *Trigger Time = -42Booking Souce: *Trigger Window = 1 day Booking Source = ALL (or select the booking source/Channel)
You allow your guests to make X number of payments for their booking. Time:*Trigger Event = Check-in *Trigger Time = -42*Trigger Window = 42 day
You can not trigger Booking Souce: *Booking Source = ALL (or select the auto action multiple times, unless you manage this manually, therefore you need to create multiple auto actions, so if you allow 3 payments for their booking, then you will need 3 auto actions. source/Channel)
You will need to manually add a Booking Info Code to each booking that you have agreed to allow X payments. '''Message tab:'''
'''Create Auto Action one'''*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.
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 text box (Using Message API)*Subject - enter the subject for your Guests*Plain Text Message :- enter the Message text you wish to send to your guests include the payment link
'''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.
Capture of You can not trigger the payment is only held by Stripe for 7 daysauto action multiple times, unless you manage this manually, if the guest is staying longer therefore you will need to send the request again. You will need to create multiple emails to capture the payment multiple times auto actions, so if you allow 3 payments for the same their booking, then you will need 3 auto actions.
If *Plain text box (Using Message API)Subject - enter the "Mail & Actions" tab contains a "real" Email address subject for your GuestsPlain Text Message :- enter the message is sent Message text you wish to the send to your guests Email address. If only a masked Email address is available include the message sends via the channels API messaging systems if possible.payment link
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Emailhttps://beds24.com/bookpay.php?bookid=[BOOKID]
*'''Email Subject''' - enter the subject for your Guests *'''Plain Text Box''' - will send You can find extra options to add to channels using Message API Message Text :- enter the text payment link if you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]], change the pay=100 want to refine the value you require. details
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]]
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 You want to capture a Security Deposit for bookings on the day before check- select "Language" in the next field enter: the short code for the language this Auto Action is forfrom your guest.
Email tab:*Enter Capture of the message in payment is only held by Stripe for 7 days, if the appropriate language under your default languageguest is staying longer you will need to send the request again.
Message tab: For channels using You will need to create multiple emails to capture the Message API, then enter the text in the Plain text box, payment multiple times for emails enter the text in the HTML boxsame booking.
*'''Send Message''' = Internal Only
*'''Internal Email AddressTrigger tab:''' = enter the email address this message should be sent to.
*'''HTML boxMessage tab''' - Email will be sent: For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
</div></div>*Email Subject - enter the subject for your Guests
<div class="mw*Plain text box -collapsible mw-collapsed"><div class="headline-collapse" >will send to channels using Message API
====Send SMS in a certain language (if it is Message Text :- enter the language of text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]], change the booking) or a default languagepay=100 to the value you require. https://beds24.com/bookpay.php?bookid=[BOOKID]&g=st&capture=</div><div class0&pay="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 text100.
Trigger tab: Whatever you want*HTML box - Email will be sent
Booking tabEmail Text : Whatever you want- 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 '''Booking info tab:*Phone Number = [GUESTMOBILE]*SMS Message = [IF=:[GUESTLANGUAGE]:fr:French_text|English_text]</div></div>(Optional)'''
<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:*Trigger Event = Check-in*Trigger Time Booking Info Code = -2 SECDEPOSIT (the number of days before check-in you want to sent the code or linkfor example) *Trigger Window = 2*Booking Source = All*Booking Status = All but not cancelled*Group bookings Info Text = Trigger all on master*Info Code = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URLSecurity deposit request sent.
Message tab:
*Send Email = Booking API/Email Smart
*EMail Subject = Your access code (your text)
*Email Text = Your text which includes the template variable [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN]
It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkin to your bookings *Plain text box (Booking info tabUsing Message API) or create an auto action to add the Booking Info Codes to the bookings.</div></div>
<div class="mwSubject -collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email with a PDF attachment====enter the subject for your Guests</div><div class="mw-collapsiblePlain Text Message :-content">enter the Message text you wish to send to your guests including the payment link
You can send Invoice or Booking Template attachments to your Guestshttps://beds24. com/bookpay.php?bookid=[BOOKID]
Setup your Invoice or Booking Template, go You can find extra options to {{#fasadd to the payment link if you want to refine the details https://wiki.beds24.com/index.php/Category:cog}} (SETTINGS) GUEST MANAGEMENT -> INVOICING or {{Payments#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> BOOKING TEMPLATESPayment_Request
Trigger tab:*Trigger Event = CheckoutHTML Message (Send Email) *Trigger Time = ImmediateEmail Subject - enter the subject for your Guests*Trigger Window = 1Email Text :- enter the Email text you wish to send to your guests include template variable *Booking Source = All [PAYLINK] this creates a payment link (or select HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the appropriate channel/Direct)*Booking Status = All but not cancelled*Group bookings = Trigger all on master*Any Booking Info Code = CHECKOUTtemplate variables for other options.
Message '''Booking tab: '''*Send Email Execution = Guest API/Smart Email (or one of the other options)One time only*Attachment Flag Text = Select an option from the drop down list. The text you want to display*EMail Subject = Enter Flag Colour - choose the appropriate details flag colour*Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email Text = Your text which includes the details for your current guests.
It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkout to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.
If you send Emails with pdf attachment (invoice, booking template) to Alias-Email addresses created by channels the channel might block the attachment so it is not delivered to the guest. Ask your channel about their policy regarding this.
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
To send an automated Email to the guest then they can check you/the cleaner have to add a unitstatus to the room when it is ready. In this example we used the unit status clean'''Trigger tab:'''
Trigger tabTime:*Trigger Event = CheckinBooking
*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings = Trigger all on master
*Template Variable = [UNITSTATUS1] Contains = clean
Message tabBooking Source: *Send Email Booking Source = Guest API/Smart Email All (or one of the other optionsfor example) Booking Conditions:*EMail Subject Booking Status = All Not Cancelled Booking Fields:*Booking Field Contains - select "Language" in the next field enter: the short code for the language this Auto Action is for. '''Message tab:'''Enter the message in the appropriate details language under your default language. *Send Message = Internal Only *Internal Email Text Address = Your textenter the email address this message should be sent to. *Email Subject - enter the subject for your Guests *HTML box - Email will be sent
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
===Booking Info Codes===
If you need '''Trigger tab:''' Set the rules to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set the Booking info code rather than use the Current guest module in the dashboardwhen this Auto Action should trigger.
Trigger tabTime:*Trigger Event = Check-inBooking
Booking Info '''SMS tab: '''*Booking Info Code Phone Number = CHECKIN[GUESTMOBILE]*Booking Info Text SMS Message = Auto Checkin[IF=:[GUESTLANGUAGE]:fr:French_text|English_text]
If Time:-*Trigger Event = Check-in*Trigger Time = -2 (the number of days before check-in you need want to use sent the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set the Booking info code rather than use the Current guest module in the dashboard. or link) *Trigger Window = 2
Trigger tabBooking Souce :*Trigger Event = Check-out*Trigger Time = Immediate*Trigger Window = 1 day
Booking Info tabCodes : -*Info Code = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URL (select the appropriate Booking Info Code for the service you use) '''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Send Message = CHECKOUTBooking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Subject - enter the subject for your Guests - Your access code (your text) *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests include URL. Include these template variables - [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN] or [BOOKINGINFOCODETEXT:CHEKIN_PIN] see the list of ALL template variables that can be used [[Template_Variables| see here]] *Booking Info HTML box - Email will be sent Email Text :- It is possible to use the same details (URL) as in the Plain Text = Auto Checkoutbox above. Include these template variables - [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN] or [BOOKINGINFOCODETEXT:CHEKIN_PIN] see the list of ALL template variables that can be used [[Template_Variables| see here]]
This requires the master booking to be checked-in via the check-in function.
Trigger tab:This auto action can be used if you have set a fixed PIN code in the Room Setup or using digits from the Booking id.
*Trigger Event = After Booking*Trigger Time = To setup the PIN code for each Room/Unit then go to {{#fas:cog}} immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Group bookings" = Trigger all on master*Info Code = CHECKIN(SETTINGS) > PROPERTIES > ROOMS > SETUP > UNIT NAMES, then in the unit names, you can add additional information including a pin code.
Booking info tab Example: *Info Code = CHECKIN</div></div>
<div classYou have 2 units (100 and 101). Access Pin Code for 100 ="mw12345, for 101 -collapsible mw-collapsed">34567 <div class=In "headline-collapseUnit name" > enter: (Use (?) in the room setup for more details/options) ====Identify Repeat Guest ====*100|12345</div>*101|34567<div class="mw-collapsible-content">This requires you to use the Guest database. '''Trigger tab:'''
*Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365Souce :-
*Group bookings" = Trigger all on master
*Template Variable = [GUESTSID1] greater than 0
<div class="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 ''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box' , for example, they want a late checkinemails enter the text in the HTML box.
Setup the custom question in {{#fas:cog}} (SETTINGS) PROPERTIES -> BOOKING QUESTIONS -> CUSTOM QUESTIONS -> Custom question 1, set with TYPE *Send Message = Tick Box. Booking API/Smart Email
Trigger If the "Mail & Actions" tabcontains 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
*Trigger Event = After Booking*Trigger Time = Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Include these template variables - [UNITNAME] and [UNITNAME:1] immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Group bookings" = Trigger all on master*Template Variable = or [BOOKIDLAST5] - Last 5 digits of booking number. see the list of ALL template variables that can be used [[GUESTCUSTOMQ1Template_Variables| see here]] equals ticked (or) not ticked
Booking info tab :
*Info Code = LATECHECKIN
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a fee Send Email to all bookings from a channelguests with check-in details 2 days before Check-in, booking paid/no outstanding balance ====
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Booking Source = Expedia (for example)
The fee will be added the next time the auto actions run.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a pending paymentSend Email to guests with check-in details 2 days before Check-in, Security Deposit Authorised at Stripe ====
Trigger tab:
*Trigger Event = After Booking or Before Check-in
*Trigger Time = set the time you want to collect the payment
*Booking Source =All (for example, you can also set different rules for different channels)
Booking Info tab: OptionalAdd This auto action will be sent only when the a booking info tab for information and reportingpayment has been 'authorised' at Stripe. This can be used to ensure that the checkin details are only sent when the guest has completed the Security Deposit Authorisation. *Flag Text = PendingPayment (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list'''Trigger tab:'''
Booking tabTime: Optional-*Flag Text Trigger Event = Pending payment added (for example)Check-in*Flag Colour Trigger Time = select -2 (the colour as this will be visible number of days before check-in you want to sent the Calendar/Bookings listcode or link) *Trigger Window = 2
Invoice tabBooking Source:- *Payment Type = select on what the payment is calculated (Percent of Balance due)*Description Booking Source = the text you will see in the "Charges and Payments" tabAll*Booking 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 dueAll but not cancelled
Create a Payment Rule to collect a payments when bookings are not cancelled. Info codes :-*Any Booking Info Code = STRIPEAUTHORIZE
Go to Settings > Payments > Payment Rules'''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.
Payment Rule :*Send Message = Booking API/Smart Email
Name = Enter your title - Not Cancelled (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 :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.
Payment Action :*HTML box - Email will be sent
*Capture = Yes Email Text :- immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item Enter the text you wish to send to your guests this can include URLs. Include any information that is important for the checkin of the booking on success*Add info guest, for example the Key code on failure = add a Booking Info item for the door, who to contact if there are any issues, template variables can be used, see the booking on failurelist of ALL template variables that can be used [[Template_Variables| see here]]
''''Create a Payment Rule Time:*Trigger Event = Check-in*Trigger Time = Immediate*Trigger Window = 14(Optionalthe max number of days your guests can stay)''''
Standard payment rules in the system are Auto & Manual, you can create additional rules for the collection of outstanding payments, you can control the collection of payments if the booking status is changed, for example the booking is cancelled before the final payment is due to be collected. Booking Source:*Booking Source = All
Go to {{#fasBooking Conditions:cog}} (SETTINGS) *Group bookings = PAYMENTS > PAYMENT RULESTrigger all on master*Booking Status = All but not cancelled
Create a Payment Rule to collect payments if bookings are not cancelled.Info Codes: *Any Booking Info Code = CHECKIN*Exclude Booking Info Code = CHECKOUT
Click '''Create New Payment RuleMessaging tab:''' :For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
Payment Rule:*Name Send Message = Enter your title - Not Cancelled (for example) Booking API/Smart Email *Action = AutoIf the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
Payment Trigger :*Booking Status = All not cancelled*Any Booking Info Code (optional)*All Booking Info Codes (optional)*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find If no connection to a messaging system is available the Booking info code in message will send to the booking)Email address from the "Mail & Actions" tab of the Email.
Payment Action :*Funding Source = Guest card only*Payment value adjustment = Limit to group booking balance*Capture = Yes Subject - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to enter the booking on failuresubject for your Guests
Prevent Auto Payment :*Prevent payment if booking status = Cancelled*Prevent payment after checkPlain text box -out (days) = 7 (default)*Prevent payment action = Set Manualwill send to channels using Message API
'''Create Auto Actions '''*HTML box - Email will be sent
Collect Email Text :- It is possible to use the outstanding balance for bookings created via your booking pagesame details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
Go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTIONS and click '''Create New Action''' to create them.
'''Collect outstanding balance for direct <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkin to your bookings'''(Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.</div></div>
Trigger tab:*Time**Trigger Event <div class= Checkin"mw-collapsible mw-collapsed">**Trigger Time <div class= "headline-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.collapse" >
*Booking Source====Send invoice after check-out - PDF attachment - ''Select from the predefined template'' ====**Booking Source </div><div class= Direct. You can have different auto actions/rules for direct bookings "mw-vcollapsible- channel bookings, then select ‘Direct’ this will include manually created bookings and booking page bookings. content">
*Booking Conditions**Group Booking Trigger = Trigger only Master**Status = All not cancelled**You can send Invoice Balance= Not Zero (can be used as an attachment to refine the auto action being triggered)your Guests.
Booking tabSetup your Invoice go to {{#fas: Optional*Flag Text = Pending payment added cog}} (for exampleSETTINGS)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list GUEST MANAGEMENT -> INVOICING
Booking Info '''Trigger 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 tabTime:*Trigger Event = Checkout*Trigger Time = Immediate +8hrs*Trigger Window = 1 day
<div class="warning">{{#fasBooking Source:exclamation-triangle}} ONLY use Payment Type =‘ Percent of Group balance due’ if you selected Trigger tab > Booking Conditions > Group *Booking Trigger Source = Trigger Only Master.<All (or select the appropriate channel/div> Direct)
*Add a Pending Payment to the bookingBooking Conditions:**Payment Type Group bookings = Percent of Group Balance due (select Trigger all on what the payment is calculated) master**Description = the text you will see in the "Charges and Payments" tab**Booking 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.Confirmed
</div>Info Codes:</div>*Any Booking Info Code = CHECKOUT
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >'''Messaging tab:'''
Trigger tab:*Trigger Event Attachment = After Booking *Trigger Time = immediate*Booking Source =All (for example, you can also set different rules for different channels)Invoice Template 1
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 Subject - enter 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 insubject for your Guests
<span style="colorMessage Text :#fe746c;“ >{{#fas:exclamation-triangle}} </span> Automatic collection is only available for customer who use enter the text you wish to send to your guests. Template variables can be used [[StripeTemplate_Variables| see here]].
Create a Payment Rule to 'Capture' a payment only. Captured payments *HTML box - Email 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.sent
Go Email Text :- It is possible to {{#fas:cog}} use the same details (SETTINGSURL) PAYMENTS > PAYMENT RULESas in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
Payment Rule <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas: *Name = Enter lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkout to your title - Security Deposit bookings (for exampleBooking info tab)*Action = Autoor create an auto action to add the Booking Info Codes to the bookings.
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 If you send Emails with pdf attachment (can exclude Virtual Credit cardsinvoice, find booking template) to Alias-Email addresses created by channels the channel might block the Booking info code in attachment so it is not delivered to the booking)guest. Ask your channel about their policy regarding this.
Payment Action :*Capture = Yes/No - immediately charged (Capture=Yes), if Other files can not be attached. We recommend you want to make sure that the amount is available for later capture (Capture=No) *Add info code on success = add use a Booking Info item link to the booking on success*Add info code on failure = add a Booking Info item file you upload to the booking on failureyour web site.
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
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >'''Trigger tab:'''
====Assign invoice numbers====</div><div class="mw-collapsible-content">Trigger tabTime:*Trigger Event = Check-outBooking
Invoice tabBooking Source:*Assign Invoice Number Booking Source = yes</div><All (or select the appropriate channel/div>Direct)
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Using Pending Payments as a Payment Reminder====</div><div class="mw-collapsible-content">Trigger tabBooking Conditions:*Trigger Event Group bookings = After Booking or Before Check-in* Trigger Time = set the time you want to add the pending payment to the bookingall on master*Booking Source Status =All (for example, you can also set different rules for different channels)but not cancelled '''Messaging tab:'''
Booking Info tab:*Optional, add a booking info tab for information and reportingSend Message = Guest API/Smart Email (or one of the other options)
Booking If the "Mail & Actions" tab: Optional*Flag Text = PaymentDue1 (for example), set multiple if multiple payments are requiredcontains a "real" Email address the message is sent to the guests Email address. *Flag Colour = select If only a masked Email address is available the colour as this will be visible in message sends via the Calendar/Bookings listchannels API messaging systems if possible.
Invoice tab:*Payment Type = select on what the payment If no connection to a messaging system is calculated (Percent of Balance due)*Description = available the text you message will see in send to the Email address from the "Charges and PaymentsMail & Actions" tab*Status = if you use the status function add of 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 dueEmail.
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, *Attachment = Select Booking Template from the Pending Payments report can be used to see outstanding payments and a checklist for bank transfersdrop down list.
</div></div>*Subject - enter the subject for your Guests
===Booking Flags/Colours===*Plain text box - will send to channels using Message API
<div class="mwMessage Text :-collapsible mwenter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]] *HTML box -collapsed">Email will be sent <div class="headlineEmail Text :-collapse" > ====Apply a flag when a booking It is cancelled====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 span class="mw" style="color: #f3e504; font-collapsible-contentsize: 150%;">Trigger {{#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*Trigger Event = After ) or create an auto action to add the BookingInfo Codes to the bookings.*Trigger Time = 1 Hour*Trigger Window = 365 days*Booking Status = CancelledIf you send Emails with pdf attachment (invoice, booking template) to Alias-Email addresses created by channels the channel might block the attachment so it is not delivered to the guest. Ask your channel about their policy regarding this.
Booking tab:*Execution = One time only*Booking Status = No Change*Flag text = (enter the text Other files can not be attached. We recommend you require)*Flag Colour = Set as requireduse a link to a file you upload to your web site.
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 To send an automated Email to the guest then they can check you want /the cleaner have to add a unit status to displaythe room when it is ready. In this example we used the unit status clean*Flag Colour - choose the flag colour'''Trigger tab:'''
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.Time:</div>*Trigger Event = Checkin</div>*Trigger Time = Immediate*Trigger Window = 1
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when deposit was made prior to Check-in====</div>Booking Source:<div class*Booking Source ="mw-collapsible-content">Trigger tab:All
*Trigger Event = Check-inBooking Conditions*Trigger Time Group bookings = -365 (for example : must be a negative value and the same as the value in Trigger window)*Trigger Window = 365*Booking Source = Allall on master
*Invoice Balance = Any Payment made
Message tabBooking Fields: *Template Variable = [UNITSTATUS1] Contains = clean
Booking If the "Mail & Actions" tab: (optional)contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
Booking info tab Email Text : (optional)- It is possible to use the same details as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
Setting details with the Booking tab and Booking info tab allows Other files can not be attached. We recommend you use a link to trigger additional (follow on) Auto Actions and Reportsa file you upload to your web site.
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 365
*Booking Source = All
*Booking Status = All not cancelled
*Invoice Balance = ZERO
Booking 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 = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = BOOKINGCOMCARDThe 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.
Booking tabThis example uses fixed values that you have entered into {{#fas:*Execution = One time only*Flag Text = Failed CC reported cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to Bookingutilise the template variables and different values rather than duplicating auto actions.com *Flag Colour - choose the flag colour</div></div>
Booking tab:
*Execution = One time only
*Booking Status = Cancelled
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.
Auto actions have one or more trigger conditions and one or more actions. They can be triggered on a number of different conditions, like property, time or booking related conditions. Actions can be to send pre-drafted emails/messages or SMS, change booking or invoice information or run webhooks.
Using 'Group Keywords' you can refine the triggers in the Auto Action to include/exclude properties if the purpose/message in the Auto action needs to be different.
<span style="color:#019cde; font-size: 150%;“ >{{#fas:info-circle}} </span> Auto Actions are not designed as real-time actions. They are sent in batches at times so we recommend you set your triggers to allow for this.
== Setup ==
Go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTION
*To "Delete" DELETE an Auto Action, click "Edit" on an existing auto action, scroll to the bottom of the page and click 'Delete'.
'''Trigger Action : '''
You can choose to trigger an auto action automatically or manually.
*'''Manual:''' If set to manual actions can be triggered manually from the MAIL/ACTION tab of each booking.
*'''Auto:''' Auto action will automatically trigger on a booking based on the rules set in the Trigger tab. Check the details in the MAIL/ACTION tab of each booking. You will see if the auto action has triggered and when, if it has not triggered then you can check if it is due to trigger and when.
===Setup Outgoing Email Service - Required for sending Emails via Auto Actions===
Go to {{#fas:cog}} (SETTINGS) ACCOUNT -> OUTGOING EMAIL and follow the instructions to connect your email address/account to Beds24.
'''Auto sending:'''
The auto action batch process runs multiple times per hour.
Auto Action Emails which are sent automatically by the system are sent from the EMail address of the account that created the Auto Action. This is the account set up in in {{#fas:cog}} (SETTINGS) ACCOUNT-> OUTGOING EMAIL.
<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.
<span style="color: #f3e504; font-size: 200150%;" >{{#fas:lightbulb}} </span> Confirmation emails will send automatically to the guest. You can customize them in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> CONFIRMATION MESSAGES. <span style="color: #f3e504; font-size: 200%;" >{{#fas:lightbulb}} </span> The auto actions will appear on the 'Mail & Actions' tab of each booking where you manually trigger the email/messages/changes to the booking.
<span style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> If you are using your own mail server for outgoing email/messages the Booking and Invoice actions will 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.
<span style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> This filter will not apply if you are triggering on a single property.
== Using Smart Logic Template Variables ==
You can use smart logic template variables to trigger auto actions for specific conditions.
If you want to send a message on a specific day of the week :-
1) You need to send a message to remind the guests to put the rubbish bin out for collection on a Wednesday night.
* [IF=:[CURRENTDATE:{%u}]:3:yes|no] will test if the current date is a Wednesday
2) Remind the guest that the cleaning lady will be at the apartment on Friday morning.
* [IF=:[CURRENTDATE:{%u}]:4:yes|no] will test if the current date is a Thursday
%u ISO-8601 numeric representation of the day of the week 1 (for Monday) through 7 (for Sunday)
== Performance and Testing ==
Auto actions will test up to 1000 bookings per cycle, if your trigger condition involves more than 1000 bookings, the next 1000 will be tested on the next cycle etc.
If you require the fastest speed make sure , ensure your trigger is designed to test less than 1000 bookings.
The easiest way to do this is usually by reducing the testing window to the smallest necessary and adjusting the trigger condition to the most suitable.
For example a trigger that tests all bookings from booking time for 1 year will test many bookings while a trigger that tests only the 7 days before check-in will test less bookings and perform faster.
The test tab of the auto action has a button which that will show you how many and which bookings are being tested by the auto action.
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.
'''Optimising your auto actions''' You can trigger multiple actions in one auto action,
*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.
There is no requirement to set an individual auto action for each item if they can all apply at the same time.
<span style="color: #f3e504; font-size: 150%;" >{{#fas: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 the booking could be checked to see if all other conditions are met, and added to the batch for processing.
== Troubleshooting ==
*Is your Auto Action set to send automatically?
*Is the guests Email address valid ("Mails" tab of the booking)?
*Is the Plain Text box populated with the text you want to send (required when Message API is being used?
*Is the booking set to allow Allow Auto Actions ("Mails" tab of the booking)?
*Do all trigger events apply to the booking?
It can also be something that looks innocent like a combination of numbers and words like "and" or "or" that hackers often use in sql injection attacks.
Once you find the item causing the problem, try rewording it.
'''Auto Action is not visible in a sub account'''
If you have sub accounts and need an auto action to be used across multiple accounts/properties, then create the auto action at the Master Account Level and set Property = 'All visible in account' and ensure the Master account has access to the properties.
== Examples ==
=== Send Emails/Message/SMS to guests ===
<span style="color:#019cde; font-size: 150%;“ >{{#fas:info-circle}} </span> Message API messages will be shown in the message tab of the booking and in the Channel Message centre. Currently this is only available for Booking.com and Airbnb.
<div class="mw-collapsible mw-collapsed">
<div class="mw-collapsible-content">
'''Trigger tab:''' Time:
*Trigger Event = Check-in
*Trigger Time = -365
*Trigger Window = 365
Booking Source
*Booking Source = All (for example)
Booking Conditions
*Booking Status = 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]]
</div>
<div class="mw-collapsible-content">
'''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
Booking Conditions:
*Booking Status = All Not Cancelled
*Booking Status = 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
*'''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 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 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.
Alternatively you an use Between Booking and Check in
'''Trigger tab:''' Time:
*Trigger Event = Booking (but not after check-in)
*Trigger Time = Immediate
*Trigger Window = 1 day
*Between Booking and Check in = 7 to 999 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>
<div class="headline-collapse" >
====Send an message or SMS to Guest when booking made more for last minute booking - 6 days or less====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time:
*Trigger Event = Booking (but not after check-in)
*Trigger Time = Immediate
*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 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 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 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 = Check-in
*Trigger Time = -1 day
*Trigger Window = 1 day
Booking Conditions
*Booking Status = All not cancelled
*'''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
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]]
The template variables will only work if you have entered text in S{{#fas:cog}} (SETTINGS) PROPERTIES->ROOMS->SET UP "Unit Names". The context help for this setting will explain how to do this.
'''Booking tab:'''
*Execution = One time only
*Booking Status = No Change
</div>
</div>
<div class="mw-collapsible-content">
'''Trigger tab:''' Time:*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 365 day
Booking Conditions:
*Booking Status = All not cancelled
*Invoice Balance = Any Payment made OR Invoice Balance = Zero (payment in full)
'''Message tab: ''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
*'''Send Message''' = Booking API/Smart Email
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
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]]
[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 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 class="headline-collapse" >
====Send an Email Apply a flag/colour to guests a booking when a payment is made - ''Select from Channelsthe predefined template ''====
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'''Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source = Channel Manager'''
Time:*Trigger Event = Booking tab:*Execution Trigger Time = One time only Immediate*Booking Status Trigger Window = No Change 999 day
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Email confirmation for channel bookings - ''Select from the predefined template''====</div><div class="mw-collapsible-content">'''Trigger tab:''' Time*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1 day Booking Source*Booking Source = Channel Manager '''Email SubjectMessage tab:''' - For channels using the Message API, then enter the subject text in the Plain text box, for your Guestsemails enter the text in the HTML box. *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
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'''Trigger tab:''' Time*Trigger Event = After Check-out
*Trigger Time = 30 days
*Trigger Window = 365 days
'''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
'''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: ''' (optional)
*Execution = One time only
*Flag Text = The text you want to display
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'''Trigger tab:'''
Time*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 1 day
Booking Source:*Booking Source = ALL (or select the booking source/Channel) '''Message tab: ''' Update details as appropriate*Send Message = Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email. *Plain text box (Using Message API)
https://beds24.com/bookpay.php?bookid=[BOOKID]
https://wiki.beds24.com/index.php/Category:Payments#Payment_Request
*HTML Message (Send Email) *Email Subject - enter the subject for your Guests*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.
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====Send a Request for payment to your guests XX days update the guest's credit card as it will expire before arrivalcheckin====
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'''Trigger tab:''' Time:*Trigger Event = Booking (not after check-in) *Trigger Time = Immediate*Trigger Window = 1 day
'''Message tab: '''
*Send Email : **= Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.**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 text box (Using Message API)*Subject - enter the subject for your Guests*Plain Text Message :- enter the Message text you wish to send to your guests include including the payment link
https://beds24.com/bookpay.php?bookid=[BOOKID]&g=cc
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 including the 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.
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 template variables for other options.
'''Booking tab:'''
*Execution = One time only
*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.
'''Booking Info tab:'''
*Booking Info Code = NEWCARDREQ
*Booking Info Text = New credit card requested
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====Send a Request for payment to your guests XX days after bookingbefore check-in====
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'''Trigger tab:'''
https://beds24.com/bookpay.php?bookid=[BOOKID]
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 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>
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====Send a Request for payment to 'Capture' a Security deposit from your guests XX days before check-in - with Stripeafter booking====
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You want allow your guests to capture a Security Deposit make X number of payments for bookings on the day before check-in from your guesttheir booking.
You will need to manually add a Booking Info Code to each booking that you have agreed to allow X payments.
'''Create Auto Action one'''
'''Trigger tab:'''
*Trigger Event = CheckBooking (but not after check-in)*Trigger Time = -1 +7 days
*Trigger Window = 1 day
*Booking Source = ALL (or select the booking source/Channel)
*Status Invoice Balance = All not cancelledNot Zero*Any Booking Info Code = MULTIPLE (for example) this can be used if you only allow some guests to make multiple payments.
'''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 EmailIf the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.
https://wiki.beds24.com/bookpayindex.php?bookid=[BOOKID]&g=st&capture=0&pay=100. /Category:Payments#Payment_Request
*'''HTML box''' Message (Send Email) Edit Email Subject - enter the subject for your GuestsEdit Email will be sentText :- enter the Email text you wish to send to your guests include template variable [PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options.
'''Booking info tab: (Optional)'''
*Booking Info Code Execution = SECDEPOSIT (for example)One time only*Booking Info Flag Text = Security deposit request The text you want to display*Flag Colour - choose the flag colourBooking changes are applied before the mail is sentso that the flag template variable can be reflected in the Email.
'''Create additional Auto Actions for each period you want to trigger'''
'''Create Auto Action 2 (and 3, 4, 5 - how many you need) '''
*Trigger Time = +14 days (days you want to collect the payments)
*Trigger Window = 1 day
The use the settings in the previous auto action to trigger the next auto action for your booking.
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====Send an Email a Request to 'Capture' a Security deposit from your guests XX days before check-in the guests language to an internal Email address - with Stripe====
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*'''Email Subject''' Trigger Event = Check- enter in*Trigger Time = -1 days*Trigger Window = 1 day *Booking Source = ALL (or select the subject for your Guestsbooking source/Channel)*Status = All not cancelled
*'''Send Message = Booking API/Smart Email Text''' :- Template variables can be used in the message. [[Template_Variables| See here]]
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.
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====Send Email an email to all current the guest email address when a payment FAILS at Stripe====
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Trigger tab:
*Trigger Event = Check-inAfter Booking
*Trigger Time = Immediate
*Trigger Window = 14(the max number of days your guests can stay)365
*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings = Trigger all on master*Any Booking Info Code = CHECKIN*Exclude Booking Info Code = CHECKOUT STRIPEFAIL, CARDFAILSTRIPE
'''Message tab: ''' Update details as appropriate*Send Message = Booking API and Email = Guest Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address.*EMail Subject = Enter 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 appropriate details *Email Text = Your text which includes address entered in the details for your current guestsfield "Internal" are sent via Email.
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====Send an Email after in the cleaner has cleaned the roomguests language to an internal Email address ====
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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]]
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<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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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="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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'''Trigger tab:'''
*Booking Source = All
*Booking Status = All but not cancelledConfirmed Booking Conditions:-
*Group bookings = Trigger all on master
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<div class="headline-collapse" > ====Group checkSend Pin code to guest, 2 days before Check-in (Self Checkin) ====
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Time:-*Trigger Event = Check-in*Trigger Time = -2 (the number of days before check-in you want to sent the code or link) *Trigger tab:Window = 2
*Booking Source = All
*Booking Status = All but not cancelled
Booking info tab Conditions: - *Info Code Group bookings = REPEAT</div></div> Trigger all on master
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<div class="mw-collapsible mw-collapsed"><div class==Add invoice items to a booking ==="headline-collapse" >
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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:-*Type Trigger Event = AmountCheck-in*Description Trigger Time = Cleaning fee -2 (for examplethe number of days before check-in you want to sent the code or link)*Amount Trigger Window = 50 (for example 2 Booking Source:- *Booking Source = All*Booking Status = All but not cancelled Booking Conditions:- the amount of your cleaning fee)*per Group bookings = Room Trigger all on master*Period Invoice Balance = one timeZero '''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *VAT Send Message = 19% Booking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Subject - enter the subject for your Guests - Your access code (your text) *Plain text box - will send to channels using Message API Message Text :- enter the text you wish to send to your guests. This can include any information that is important for the checkin of the guest, for example the Key code for the door, who to contact if there are any issues, template variables can be used, see the list of ALL template variables that can be used [[Template_Variables| see here]] *HTML box - enter Email will be sent Email Text :- Enter the text you wish to send to your guests this can include URLs. Include any information that is important for the checkin of the guest, for example the Key code for the VAT amount door, who to contact if applicable)there are any issues, template variables can be used, see the list of ALL template variables that can be used [[Template_Variables| see here]]
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<div class="mw-collapsible mw-collapsed"><div class==Payments/Pending Payments==="headline-collapse" >
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<div class="mw-collapsible-content">
Booking Conditions:-
*Group bookings = Trigger all on master
*Invoice Balance = Zero
*Booking Status = All not cancelledSubject - enter the subject for your Guests - Your access code (your text) *Any Booking Info Code = optionalPlain text box - will send to channels using Message API*All Booking Info Codes = optional*Exclude Booking Info Code = optional (Message Text :- enter the text you wish to send to your guests. This can exclude Virtual Credit cardsinclude any information that is important for the checkin of the guest, find for example the Booking info Key code in for the booking)door, who to contact if there are any issues, template variables can be used, see the list of ALL template variables that can be used [[Template_Variables| see here]]
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====Collect outstanding booking balance 3 days prior Send Email to arrivalall current guest ( Credit card details were collected at time of bookingCheck-in)====
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'''Trigger tab:'''
Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]]
*Send Email ===='Capture' a Security Deposit when Credit card is collected at time Guest email - (or one of booking. ====</div><div class="mw-collapsible-content">the other options)
*Plain text box - will send to channels using Message API
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====Apply an info code and and/or icon when a payment was madeSend Email with Booking Registration Form - PDF attachment====
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You can send Booking Info tab:Template attachments to your Guests. *Execution = One time only*Info Code = Enter the preset code for the icon or info code which you have created in Setup your Booking Template, go to {{#fas:cog}} (SETTINGS) ACCOUNT GUEST MANAGEMENT ->PREFERENCES.</div></div>BOOKING TEMPLATES
*Trigger Time = Immediate
*Any Booking Info Code Trigger Window = CHECKOUT (optional only if you use the check-out function, if not leave blank)1 day
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</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply a flag for a bookings from a channel which have breakfast includedSend Email after the cleaner has cleaned the room====
</div>
<div class="mw-collapsible-content">
*Booking Status = All but not cancelled
'''Messaging tab: '''*Send Email : select appropriate option*Enter : Subject and = Guest API/Smart Email content(or one of the other options)
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. *Execution = One time onlySubject - enter the subject for your Guests *Flag Plain text box - will send to channels using Message API Message Text = The :- enter the text you want wish to displaysend to your guests. Template variables can be used [[Template_Variables| see here]] *Flag Colour HTML box - choose the flag colourEmail will be sent
*Booking Info Code Attachment : DEPOSITPAID (for example)*- if you want to send a Booking Info Text : additional text if required/Invoice template you can select from the drop down list.
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</div>
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<div class="headline-collapse" > ====Apply a flag when booking is fully paidSend Email to your guest - Upselling additional nights - nights available after checkout ====
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<div class="mw-collapsible-content">
To send an automated Email to the guest confirming that it is possible to extend their stay. This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. '''Trigger Tab :''' Time:*Trigger Event = Checkin (depending on when you want to notify the guest)*Trigger Time = -2 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 2 Booking Source:*Booking Source = All Booking Conditions:*Group bookings = Trigger all on master*Booking Status = All but not cancelled Booking Fields:*Template Variables = [IFBETWEEN:[TURNOVERDAYS]:0:3:yes|no|no] equal yes This template variable tests if there is 3 days between the guest booking and the next booking. '''Message tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Execution Send Message = One time Booking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If onlya masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Flag Text Email Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API, enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]] [IF<= The text :[TURNOVERDAYS]:3:Your apartment ([ROOMNAME]), which you want booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to display[TURNOVERDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. *Flag Colour HTML box - choose Email will be sent, enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]] [IF<=:[TURNOVERDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [TURNOVERDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the flag colournumber of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. '''Booking Info Tab : Optional '''*Booking info code = EXTRANIGHTS *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night
</div>
</div>
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====Apply a flag/colour for a booking coming from a certain channelSend Email to your guest - Upselling additional nights - nights available before checkin ====
</div>
<div class="mw-collapsible-content">
To send an automated Email to the guest confirming that it is possible to extend their stay. This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. '''Trigger tabTab :-''' Time:*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 = 2 Booking Source :*Booking Source = All Booking Conditions:*Group bookings = Trigger all on master*Booking Status = All but not cancelled Booking Fields:*Template Variables = [IFBETWEEN:[VACANTDAYS]:0:3:yes|no|no] equal yes This template variable tests if there is upto 3 days from previous checkout to check in of current booking. '''Messaging tab :- '''*Send Message = Guest API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Subject = Enter the appropriate details *Plain Text Box = Your text, using the template variables to modify the specific text in the booking. [IF<=:[VACANTDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [VACANTDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your BookingReservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price.com *HTML Box [IF<=:[VACANTDAYS]:3:Your apartment ([ROOMNAME]), which you booked for example[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 tabInfo Tab :- Optional'''*Execution Booking info code = One time onlyEXTRANIGHTS, *Flag Text Booking Info Description = The text you want to display*Flag Colour - choose the flag colourUpsell 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
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</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">
'''Step 1: ''' Create a new offer in {{#fas:cog}} (SETTINGS) > PROPERTIES > OFFERS *Name =Latecheckout*Enable =Only if Available*Booking Type =Status changesConfirmed with Deposit 2 - via payment gateway '''Step 2:''' Create a Rate or Daily Price, PRICES *Guests =Max Occupancy*Max Stay =1*Offer =select the offer number as created in the above step. If you are using Rates, select 'Rate allowed' = Sunday, untick all the other days. Channel Tab, untick all channels, leave only 'beds24.com' for your booking page. If using Daily Prices, then go to Calendar, and set the price and date range, then only Sunday, untick all the other days. <div classEnable 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 ="mwBooking 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 = [IF=:[LEAVINGDAY:{%a}]:Sun:|[IF>="headline^[TURNOVERDAYS]^1^yes~no]] equal yes This template variable tests if the departure day is a Sunday and there is at least 1 day between the existing guest booking and the next booking. Message tab :-collapse" > *Send Email =Guest API/Smart Email (or one of the other options)*EMail Subject =Enter the appropriate details *Email Text == Change 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 status exceptional rate of all "Request" bookings [ROOMTEMPLATE3][PROPERTYCURRENCYBACK]. If you would like a late checkout, please use this link to "Cancelled" after three days =make the booking and payment. https://beds24.com/booking2.php?propid=[PROPERTYID]&checkin_hide=[LEAVINGDAYYYYY-MM-DD]&br5-[ROOMID]=Book</div><div span class="mw" style="color: #f3e504; font-collapsible-contentsize: 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]Trigger tab*Trigger Event = After BookingInfo Tab :- Optional*Trigger Time Booking info code = 3 daysLATCHECKOUT, *Booking Status Info Description = RequestUpsell email sent [CURRENTDATE]: Late Checkout
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<div class="headline-collapse" >
==== Change the status of all bookings which have been imported from Ical Send Email to "Request" your guest - On a Wednesday (Cleaner is due/Rubbish Collection is due) ====
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<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 = Ical Import 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: (1optional)*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, 2you can use template variables in this message, 3)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]
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</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
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</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
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</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>
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<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">
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====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
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</div>
<div class="mw-collapsible mw-collapsed">
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====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===
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====Apply a flag when a booking is cancelled====
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<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">
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====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
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</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Apply a flag when a payment was made====
</div>
<div class="mw-collapsible-content">
<span style="color: #f3e504; font-size: 250%;" >{{#fas:lightbulb}} </span> Also see Example : " Apply a flag when deposit was made prior to Check-in AND/OR Apply a flag when booking is fully paid".
Trigger tab:
*Trigger Event = Booking
*Trigger Time = Immediate
*Trigger Window = 365
*Booking Source = All
*Booking Status = All not cancelled
*Invoice Balance = Any Payment made
Booking tab:
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Apply a flag when a payment FAILS at Stripe - ''Select from predefined template'' ====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
*Trigger Event = Booking (but not after check-in)
*Trigger Time = Immediate
*Trigger Window = 999
Booking Source:
*Booking Source = All
*Booking Status = All but not cancelled
*Booking Info Code = STRIPEFAIL, CARDFAILSTRIPE
'''Booking tab:'''
*Execution = One time only
*Flag Text = Stripe Payment Failed
*Flag Colour - fee0dd
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Apply a flag to Booking.com bookings and auto report the Credit Card when a payment FAILS at Stripe====
</div>
<div class="mw-collapsible-content">
Go to Settings > Channel Manager > Preferences and set Auto report failed cards = Yes
'''Trigger tab:'''
*Trigger Event = Booking (but not after checkout)
*Trigger Time = Immediate
*Trigger Window = 999
Booking Source:
*Booking Source = Booking.com
Booking Conditions:
*Booking Status = All not cancelled
*Booking Info Code = BOOKINGCOMCARD
'''Booking tab:'''
*Execution = One time only
*Flag Text = Failed CC reported to Booking.com
*Flag Colour - choose the flag colour
</div>
</div>
===Status changes===
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==== Change the status of all "Request" bookings to "Cancelled" after three days ====
</div>
<div class="mw-collapsible-content">
Trigger tab
*Trigger Event = Booking
*Trigger Time = 3 days
*Booking Status = Request
Booking tab:*Execution = One time only*Booking Status = Cancelled</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ==== Change the status of all bookings which have been imported from Ical to "Request" ====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Ical Import (1, 2, 3) Booking tab:*Execution = One time only*Booking Status = Request Booking changes are applied before the mail is sent.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ==== Change Room Unit Status when guest checks out ====</div><div class="mw-collapsible-content">Trigger tab*Trigger Event = Check-out*Trigger Time = Immediate*Trigger Window = 1 day*Booking Status = All but not cancelled*Any Booking Info Code = CHECKOUT Booking tab:*Execution = One time only*Change Room Unit Status = Select the option It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkin to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.</div></div> ===API/Webhook===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Use API/Webhook to write to the field 'Message'====</div><div class="mw-collapsible-content"> You can use a webhook in conjunction with the API JSON function '''setBooking''' to write to any field in the booking. First you have to configure access to the API: You need two keys to use our API JSON functions - one for the API itself and one for the property. The keys have to consist of 16 characters of your choosing.<br> '''API key:'''*{{#fas:cog}} (SETTINGS) ACCOUNT -> ACCOUNT->ACCESS "API Key 1"*API Key = my_very_secret_api_key*API Key Access = allow any IP*IP Whitelist = [leave empty]*Allow Writes = Yes*Property Access = Owned by this account only*'''Property key:'''*{{#fas:cog}} (SETTINGS) PROPERTIES > ACCESS > propKey = secret_key_for_prop_XXXXXX Set the triggers you need, for example: Booking Field Contains: Message = XXX Set the webhook like this: * URL = <nowiki>https://api.beds24.com/json/setBooking</nowiki>* Custom Header = [leave empty] Body Data::{::"authentication":::{:::"apiKey": "my_very_secret_api_key",:::"propKey": "secret_key_for_prop_XXXXXX"::},::"bookId": "[BOOKID]",::"message": "[MESSAGE] - Append this message":}</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Use API/Webhook to write the value of the 'commission' field to a new invoice item====</div><div class="mw-collapsible-content">You can create a new invoice item that contains the price of the channel's commission as a negative value to subtract it from the room price. You use the API JSON function '''setBooking''' for this. First you need to configure access to the API: You need two keys to use our API JSON functions - one for the API itself and one for the property. The keys have to consist of 16 characters of your choosing.<br>'''API key:'''*{{#fas:cog}} (SETTINGS) ACCOUNT -> ACCOUNT->ACCESS "API Key 1"*API Key = my_very_secret_api_key*API Key Access = allow any IP*IP Whitelist = [leave empty]*Allow Writes = Yes*Property Access = Owned by this account only*'''Property key:'''*{{#fas:cog}} (SETTINGS) PROPERTIES > ACCESS> propKey = secret_key_for_prop_XXXXXX Set the triggers you need, for example: Booking Source = Booking.com Set the webhook like this: *URL = <nowiki>https://api.beds24.com/json/setBooking</nowiki>*Custom Header = [leave empty] *Body Data =:{::"authentication":::{:::"apiKey": "my_very_secret_api_key",:::"propKey": "secret_key_for_prop_XXXXXX"::},::"bookId": "[BOOKID]",::"invoice":::[:::{::::"description": "Booking.com Commission",::::"status": "",::::"qty": "1",::::"price": "-[COMMISSIONNUM]",::::"vatRate": "7.00",::::"type": "0",::::"invoiceeId": "":::}::]:}
</div>
</div>
<div class="mw-collapsible mw-collapsed">
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==== Change Room Unit Status when guest checks out Use Auto Action/Webhook to write to send data to Integromat====
</div>
<div class="mw-collapsible-content">
</div>
</div>
*Trigger Event = Booking (but not after Check-in) OR Booking
*Trigger Time = 1 day (this will ensure that NEW bookings do not trigger this auto action)
*Trigger Time Window = 365 days
*Booking Status = All not cancelled
*Template Variables [IF>^[MODIFYDATE:{%Y-%m-%d %H:%M:%S}] greater than ^[CURRENTDATE:-1day{%Y-%m-%d %H:%M:%S}]^yes~no] equal yes
Booking tab: (Optional)
