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Automatic actions will trigger every 15/20 minutes*Click 'Add New Action' button. Go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> AUTO ACTION You can create a NEW choose whether you want to start with an empty Auto Action, Modify or Delete from this section. *To Create whether you want to use a NEW Auto Action, Click 'Add New Action Button'template that you can customise further.
You allow your guests to make X number of payments for their booking. You can not trigger 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. 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 tabTime: *Trigger Event = Booking (but not after checkCheck-in)*Trigger Time = +7 days-42*Trigger Window = 1 42 day
*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.
'''Create additional Auto Actions for each period you want to trigger''' '''Create Auto Action 2 (and 3, 4, 5 - how many you need) '''*Trigger Time = +14 days (days you want to collect the payments)*Trigger Window = 1 day The use the settings in the previous auto action to trigger the next auto action for your booking. </div>
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 You can find extra options to add to the subject for your Guestspayment link if you want to refine the details https://wiki.beds24.com/index.php/Category:Payments#Payment_Request
Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]], change the pay=100 to the value you require.
https://beds24.com/bookpay.php?bookid=[BOOKID]&g=st&capture=0&pay=100.
*'''HTML boxBooking tab:''' - Email will be sent
Email *Execution = One time only*Flag Text := The text you want to display*Flag Colour - It choose the flag colourBooking changes are applied before the mail is possible to use sent so that the same details (URL) as flag template variable can be reflected in the Plain text box aboveEmail. Template variables can be used [[Template_Variables| see here]] '''Create additional Auto Actions for each period you want to trigger'''
Booking info tab: '''Create Auto Action 2 (Optionaland 3, 4, 5 - how many you need)'''*Trigger Time = +14 days (days you want to collect the payments)*Trigger Window = 1 day
*Booking Info Code = SECDEPOSIT (The use the settings in the previous auto action to trigger the next auto action for example)*Booking Info Text = Security deposit request sentyour booking.
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.
This uses a smart template variable. In this example we check whether the guest booked in French. If yes Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = STRIPEFAIL, then we send a French text. If no, we send an English text.CARDFAILSTRIPE
Trigger '''Message tab: Whatever you want''' 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)
SMS tab:
*Phone Number = [GUESTMOBILE]
*SMS Message = [IF=:[GUESTLANGUAGE]:fr:French_text|English_text]
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]
Message tab:
*Send Email = Guest
*EMail Subject = Enter the appropriate details
*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 Checkin to your bookings (Booking info '''SMS tab) or create an auto action to add the Booking Info Codes to the bookings.:'''*Phone Number = [GUESTMOBILE]*SMS Message = [IF=:[GUESTLANGUAGE]:fr:French_text|English_text]
You can send Invoice or Booking Template attachments to your Guests. Souce :- *Booking Source = All*Booking Status = Confirmed
Setup your Invoice or Booking Template, go to {{#fasConditions:cog}} (SETTINGS) GUEST MANAGEMENT -> INVOICING or {{#fas:cog}} (SETTINGS) *Group bookings = GUEST MANAGEMENT -> BOOKING TEMPLATESTrigger all on master
Trigger tabInfo Codes :-*Trigger Event Info Code = Checkout*Trigger Time = Immediate*Trigger Window = 1*Booking Source = All LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URL (or select the appropriate channel/DirectBooking Info Code for the service you use) '''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Send Message = Booking Status = All but not cancelledAPI/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. *Group bookings = Trigger all on masterSubject - enter the subject for your Guests - Your access code (your text) *Any Booking Info Code = CHECKOUTPlain text box - will send to channels using Message API
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.*HTML box - Email will be sent
If you send Emails with pdf attachment (invoice, booking template) to AliasEmail Text :-Email addresses created by channels the channel might block the attachment so it It is not delivered possible to use the same details (URL) as in the guest. Ask your channel about their policy regarding thisPlain Text box above.Include these template variables - [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN] or [BOOKINGINFOCODETEXT:CHEKIN_PIN] see the list of ALL template variables that can be used [[Template_Variables| see here]]
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 This auto action can check be used if you/the cleaner have to add set a unitstatus to fixed PIN code in the Room Setup or using digits from the room when it is readyBooking id. To setup the PIN code for each Room/Unit then go to {{#fas:cog}} In this example we used (SETTINGS) > PROPERTIES > ROOMS > SETUP > UNIT NAMES, then in the unit status cleannames, you can add additional information including a pin code.
Trigger tabExample:*Trigger Event = Checkin*Trigger Time = Immediate*Trigger Window = 1*Booking Source = All *Booking Status = All but not cancelled*Group bookings = Trigger all on master*Template Variable = [UNITSTATUS1] Contains = clean
Message You have 2 units (100 and 101). Access Pin Code for 100 = 12345, for 101 - 34567 In "Unit name" enter: (Use (?) in the room setup for more details/options) *100|12345*101|34567 '''Trigger tab:''' Time:-*Trigger Event = Check-in*Trigger Time = -2 (the number of days before check-in you want to sent the code or link) *Trigger Window = 2 Booking Souce :- *Booking Source = All*Booking Status = All but not cancelled Booking Conditions:- *Group bookings = Trigger all on master '''Messaging tab: ''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Send Email Message = Guest Booking API/Smart Email (or one 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 other options)Email. *EMail Subject = Enter - enter the appropriate details subject for your Guests - Your access code (your text) *Email Plain text box - will send to channels using Message API Message Text = Your :- enter the textyou 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
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 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 confirming that it is possible to extend their stayhas completed the payments.
This example uses fixed values that you have entered into {{#fas'''Trigger tab: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)Check-in*Trigger Time = -2 (the number of days (depending on when before check-in you want to notify sent the guest, in this example 2 days before arrivalcode or link)
This template variable tests if there is 3 days between the guest booking and the next booking. *Plain text box - will send to channels using Message API
[IF<=:[TURNOVERDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [TURNOVERDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. *HTML box - Email will be sent
Booking Info Tab Email Text :- Optional*Booking info 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 = EXTRANIGHTSfor the door, who to contact if there are any issues, template variables can be used, *Booking Info Description = Upsell email sent see the list of ALL template variables that can be used [CURRENTDATE] :[ROOMTEMPLATE3Template_Variables| see here][PROPERTYCURRENCYBACK] per extra night
To send an automated Email This auto action will be sent only when the a payment has been 'authorised' at Stripe. This can be used to ensure that the checkin details are only sent when the guest confirming that it is possible to extend their stayhas completed the Security Deposit Authorisation.
This example uses fixed values that you have entered into {{#fas'''Trigger tab: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)Check-in*Trigger Time = -2 (the number of days (depending on when before check-in you want to notify sent the guest, in this example 2 days before arrivalcode or link)
This template variable tests if there is upto 3 days from previous checkout *Plain text box - will send to check in of current booking. channels using Message API
[IF<=:[VACANTDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [VACANTDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. *HTML box - Email will be sent
Booking Info Tab Email Text :- Optional*Booking info 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 = EXTRANIGHTSfor the door, who to contact if there are any issues, template variables can be used, *Booking Info Description = Upsell email sent see the list of ALL template variables that can be used [CURRENTDATE] :[ROOMTEMPLATE3Template_Variables| see here][PROPERTYCURRENCYBACK] per extra night
To send an automated Email to Time:*Trigger Event = Check-in*Trigger Time = Immediate*Trigger Window = 14(the guest confirming that it is possible to have an Early Checkin as room is available the day max number of before arrival.days your guests can stay)
This example uses fixed values that you have entered into {{#fasBooking Source:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. *Booking Source = All
Trigger Tab Booking Conditions:- *Trigger Event Group bookings = Checkin (depending on when you want to notify the guest)* Trigger Time = -2 days (depending all on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 2*Booking Source = All master
*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. Info Codes: *Any Booking Info Code = CHECKIN*Exclude Booking Info Code = CHECKOUT
Message '''Messaging tab :- *Send Email = Guest ''' For channels using the Message API/Smart Email (or one of , then enter the other options)*EMail Subject = Enter text in the appropriate details *Email Text = Your Plain textbox, using the template variables to modify for emails enter the specific text in the bookingHTML box. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails)
Dear, [GUESTNAME],*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.
We are very happy If no connection to offer you 'Early Check-in' at [PROPERTYNAME] at a messaging system is available the exceptional rate message will send to the Email address from the "Mail & Actions" tab of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK]the Email.
If you would like checkin early *Subject - enter the subject for your stay then please Guests *Plain text box - will send an email to our Reservations team [PROPERTYEMAIL] confirming channels using Message API Message Text :- enter the number of nights text you would like wish to send to stay and provide your Booking Reservation Number guests include URL. Template variables can be used [[BOOKIDTemplate_Variables| see here]] and Offer ‘EARLYARRIVAL’ for the special Price.Best regards,*HTML box - Email will be sent
[PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS],[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY]. Email Text :-It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [PROPERTYEMAIL[Template_Variables| see here]Website :- [PROPERTYWEB]
Booking Info Tab :- Optional
*Booking info code = EARLYARRIVAL,
*Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Early Checkin
To You can send Invoice as an automated Email attachment to the guest confirming that it is possible your Guests. Setup your Invoice go to have an Early Checkin as room is available the day of before arrival.{{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> INVOICING
This example uses fixed values that you have entered into {{#fas'''Trigger tab: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:-
This template variable tests if there is 1 day between the guest booking and the next booking. Info Codes:*Any Booking Info Code = CHECKOUT
Message '''Messaging 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],*Send Email = Guest email - (or one of the other options)
We are very happy to offer you 'Late Check-out' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK].*Attachment = Invoice Template 1
If you would like a late checkout, then please send an email to our Reservations team [PROPERTYEMAIL] confirming you would like *Subject - enter the Late Checkout, provide subject for your Booking Reservation Number [BOOKID] and Offer ‘LATECHECKOUT’ for the special Price.Guests
Best regards,*Plain text box - will send to channels using Message API
[PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS],[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY]. Email Message Text :-enter the text you wish to send to your guests. Template variables can be used [PROPERTYEMAIL[Template_Variables| see here]Website :- [PROPERTYWEB]
Booking Info Tab :*HTML box - Optional*Booking info code = LATCHECKOUT, *Booking Info Description = Upsell email Email will be sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Late Checkout
===Booking Info Codes===
If you need You can send Booking Template attachments to use the your Guests. Setup your Booking info code CHECKIN/CHECKOUT for reporting/other auto actionsTemplate, you can set the Booking info code rather than use the Current guest module in the dashboard. go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> BOOKING TEMPLATES '''Trigger tab:'''
Trigger tabTime:*Trigger Event = Check-inBooking
*Group bookings = Trigger all on master
Booking Info '''Messaging tab: ''' *Booking Info Code = CHECKIN*Booking Info Text Send Message = Auto Checkin</div><Guest API/div>Smart Email (or one of the other options)
<div class=If the "Mail & Actions" tab contains a "mw-collapsible mw-collapsedreal">Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. <div class=If no connection to a messaging system is available the message will send to the Email address from the "headline-collapseMail & Actions" > tab of the Email. *Attachment ====Add CHECKOUT Select Booking info code Template from the drop down list. *Subject - enter the subject for your Guests *Plain text box - will send to bookings ====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]]</div><div class="mw*HTML box -collapsibleEmail will be sent Email Text :-content">It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
If <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you need to use the Booking info code CHECKINCheckin/CHECKOUT for reporting/other auto actionsCheckout feature in the Dashboard, if not you can set the either manually add Checkout to your bookings (Booking info code rather than use tab) or create an auto action to add the Current guest module in Booking Info Codes to the dashboardbookings.
Trigger tab:*Trigger Event = CheckIf you send Emails with pdf attachment (invoice, booking template) to Alias-out*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source = All*Booking Status = All but Email addresses created by channels the channel might block the attachment so it is not cancelled*Group bookings = Trigger all on masterdelivered to the guest. Ask your channel about their policy regarding this.
Booking Info tab: *Booking Info Code = CHECKOUT*Booking Info Text = Auto CheckoutOther files can not be attached. We recommend you use a link to a file you upload to your web site.
This requires the master booking to be checked-in via the check-in function.
Trigger tab:To send an automated Email to the guest then they can check you/the cleaner have to add a unit status to the room when it is ready. In this example we used the unit status clean
*'''Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Group bookings" = Trigger all on master*Info Code = CHECKINtab:'''
Booking info tab Time: *Info Code Trigger Event = CHECKINCheckin</div>*Trigger Time = Immediate</div>*Trigger Window = 1
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Identify Repeat Guest ====Booking Source:</div><div class*Booking Source ="mw-collapsible-content">This requires you to use the Guest database. All
*Trigger Event = After BookingFields:*Trigger Time Template Variable = [UNITSTATUS1] Contains = immediatelyclean '''Messaging tab: '''*Trigger Window Send Email = 365Guest API/Smart Email (or one of the other options) If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Booking Source = AllSubject - enter the subject for your Guests *Booking Status = All but not cancelledPlain 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]] *Group bookings" = Trigger all on masterHTML box - Email will be sent *Email Text :- It is possible to use the same details as in the Plain Text box above. Template Variable = variables can be used [[GUESTSID1Template_Variables| see here] greater than 0] *Attachment :- if you want to send a Booking/Invoice template you can select from the drop down list.
Booking info tab : *Info Code = REPEATOther files can not be attached. We recommend you use a link to a file you upload to your web site.
If you have a custom question with a 'Tick box' for example, they want a late checkin.
Setup To send an automated Email to the custom question in guest confirming that it is possible to extend their stay. This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES -> BOOKING QUESTIONS -ROOMS > SETUP > CUSTOM QUESTIONS 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 = -> Custom question 12 days (depending on when you want to notify the guest, set with TYPE in this example 2 days before arrival)*Trigger Window = Tick Box. 2
Trigger tabBooking Source:*Booking Source = All
*Trigger Event = After BookingConditions:*Trigger Time Group bookings = immediately*Trigger Window = 365*Booking Source = Allall on master
*Group bookings" = Trigger all on master
*Template Variable = [GUESTCUSTOMQ1] equals ticked (or) not ticked
===Add invoice items to a booking ===For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
<div class*Send Message =Booking API/Smart Email If the "mw-collapsible mw-collapsedMail & Actions"><div class=tab contains a "headline-collapsereal" > Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.====Add If no connection to a fee messaging system is available the message will send to all bookings the Email address from a channel====</div><div class=the "mw-collapsible-contentMail & Actions">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Expedia (for example)of the Email.
Invoice tab:*Type = Amount*Description = Cleaning fee (for example)*Amount = 50 (for example Email Subject - enter the amount of subject for your cleaning fee)*per = Room*Period = one time*VAT = 19% (for example - enter the VAT amount if applicable)Guests
The fee *Plain text box - will be added send to channels using Message API, enter the next time the auto actions runtext you wish to send to your guests. </div></div>Template variables can be used [[Template_Variables| see here]]
</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:*HTML box - Email will be sent, enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]]
Time [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)|].*Trigger Event = Checkin *Trigger Time = -2 days*Trigger Window = 2 days 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.
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 class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a pending paymentSend Email to your guest - Upselling additional nights - nights available before checkin ====
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: OptionalTo send an automated Email to the guest confirming that it is possible to extend their stay.Add a booking info tab for information and reporting*Flag Text = PendingPayment This example uses fixed values that you have entered into {{#fas:cog}} (for exampleSETTINGS)*Flag Colour = select the colour as this will be visible > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the CalendarProperty/Bookings listRooms, useful way to utilise the template variables and different values rather than duplicating auto actions.
Booking tab'''Trigger Tab : Optional*Flag Text = Pending payment added (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list-'''
Invoice tabTime:*Payment Type Trigger Event = select Checkin (depending 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 when you want to apply to notify the pending payment (optionalguest)*Amount Trigger Time = enter the amount or percentage -2 days (depending on when you want to collect*Payment Rule = use auto or manual - if you have set up payment rules notify the guest, in {{#fas:cog}} (SETTINGSthis example 2 days before arrival) GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here *Payment Due Trigger Window = Set when the payment is due2
Create a Payment Rule to collect a payments when Booking Conditions:*Group bookings are = Trigger all on master*Booking Status = All but not cancelled.
Go to Settings > Payments > Payment RulesBooking Fields:*Template Variables = [IFBETWEEN:[VACANTDAYS]:0:3:yes|no|no] equal yes
Payment Rule :This template variable tests if there is upto 3 days from previous checkout to check in of current booking.
Name = Enter your title '''Messaging tab :- Not Cancelled (for example)'''Action *Send Message = AutoGuest API/Smart Email
Payment Trigger :If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
Payment Action [IF<=:[VACANTDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [VACANTDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price.
*Capture = Yes '''Booking Info Tab :- immediately charged (Capture=Yes)Optional'''*Add Booking info code on success = add a Booking Info item to the booking on successEXTRANIGHTS, *Add info code on failure = add a Booking Info item to the booking on failureDescription = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night
''''Create a Payment Rule (Optional)''''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.
Standard payment rules 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 system are Auto & ManualProperty/Rooms, you can create additional rules for useful way to utilise 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 collectedtemplate variables and different values rather than duplicating auto actions.
Go Trigger Tab :- *Trigger Event = Checkin (depending on when you want to {{#fas:cog}} notify the guest)*Trigger Time = -2 days (SETTINGSdepending on when you want to notify the guest, in this example 2 days before arrival) PAYMENTS > PAYMENT RULES*Trigger Window = 2*Booking Source = All Create a Payment Rule to collect payments if bookings are *Booking Status = All but not cancelled.*Group bookings = Trigger all on master*Template Variables = [IF>:[VACANTDAYS]:1:yes|no] equal yes
Click '''Create New Payment Rule''' :This template variable tests if there is 1 day between the guest booking and the next booking.
Payment RuleMessage tab :- *Name Send Email = Enter your title - Not Cancelled Guest API/Smart Email (for exampleor one of the other options) *Action EMail Subject = Enter the appropriate details *Email Text = AutoYour 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)
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 cardsDear, [GUESTNAME], find the Booking info code in the booking)
Payment Action :*Funding Source = Guest card only*Payment value adjustment = Limit We are very happy to group booking balance*Capture = Yes offer you 'Early Check- 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 in' at [PROPERTYNAME] at the booking on failureexceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK].
Prevent Auto Payment :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.*Prevent payment if booking status = Cancelled*Prevent payment after check-out (days) = 7 (default)*Prevent payment action = Set ManualBest regards,
'''Create Auto Actions '''Booking Info Tab :- Optional*Booking info code = EARLYARRIVAL, *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Early Checkin
Collect the outstanding balance for bookings created via your booking page. </div></div>
Go to {{#fas:cog}} (SETTINGS) <div class="mw-collapsible mw-collapsed"><div GUEST MANAGEMENT class="headline-collapse" > AUTO ACTIONS and click '''Create New Action''' to create them.
'''Collect outstanding balance for direct bookings'''====Send Email to your guest - Offering Late Checkout ====</div><div class="mw-collapsible-content">
Trigger tab:*Time**Trigger Event = Checkin**Trigger Time = -3 days (set the time you want To send an automated Email to collect the payment)**Time Window = 3 days (set this guest confirming that it is possible to have a Late Checkout as room is available the same number (positive) as Trigger timeday of departure.
*Booking Source**Booking Source = Direct. You can 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/rules for direct bookings -v- channel bookings, then select ‘Direct’ this will include manually created bookings and booking page bookings.
Booking tab: Optional*Flag Text = Pending payment added (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings listDear, [GUESTNAME],
Booking Info tab: Optional, for information and reporting*Booking Info Code = BALANCE (for example enter the value We are very happy to offer you 'Late Check- use one word only)*Booking Info Text = Enter the description/text to show in for out' at [PROPERTYNAME] at the Booking Info Codeexceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK].
Invoice tab: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.
<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> Best regards,
*Add a Pending Payment to the booking[PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS],[PROPERTYCITY],**Payment Type = Percent of Group Balance due (select on what the payment is calculated) [PROPERTYPOSTCODE],**Description = the text you will see in the "Charges and Payments" tab[PROPERTYSTATE],**Status = if you use the status function add the status you want to apply to the pending payment (optional)[PROPERTYCOUNTRY].**Amount = 100 (this will be 100% of the outstanding group balance) **Payment Rule = Not Cancelled Email :- See Step 4 above (if you have set up payment rules in {{#fas[PROPERTYEMAIL]Website :cog}} (SETTINGS) PAYMENTS ->PAYMENT RULES they will be available here) [PROPERTYWEB] **Payment Due = Trigger dateBooking Info Tab :- Optional**Payment time Booking info code = set the time to collect paymentLATCHECKOUT, **Invoicee Booking Info Description = If you use the "invoicee" function you can select which invoicee the pending payment will be assigned to.Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Late Checkout
Trigger tab:*Trigger Event = After Booking *Trigger Time = immediate*Booking Source =All (for example, you can also set different rules for different channels)To send an automated Email to the guest confirming that it is possible to have a Late checkout on Sundays as the room is available on the day of departure.
Invoice tab:*Payment Type = Fixed amount*Description = Security Deposit (the text you This auto action will see in create a new booking for the "Charges and Payments" tab)*Status = if you use date of departure, closing the status function add the status you want calendar 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 inany other bookings.
<span style="color:#fe746c;“ >This example uses fixed values that you have entered into {{#fas:exclamation-trianglecog}} <(SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/span> Automatic collection is only available for customer who use [[Stripe]]Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions.
Create a Payment Rule to 'Capture' 'Step 1: ''' Create a new offer in {{#fas:cog}} (SETTINGS) > PROPERTIES > OFFERS *Name = Latecheckout*Enable = Only if Available*Booking Type = Confirmed with Deposit 2 - via payment 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.gateway
Go to {{#fas'''Step 2:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES''' Create a Rate or Daily Price, PRICES
Payment Rule : *Guests = Max Occupancy*Name Max Stay = Enter your title - Security Deposit (for example)1*Action Offer = Autoselect the offer number as created in the above step.
Payment Trigger :*Booking Status If you are using Rates, select 'Rate allowed' = select from Sunday, untick all the drop down listother days. *Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional (can exclude Virtual Credit cardsChannel Tab, untick all channels, find the Booking info code in the leave only 'beds24.com' for your booking)page.
Payment Action :*Capture = Yes/No - immediately charged (Capture=Yes)If using Daily Prices, if you want then go to make sure that Calendar, and set the amount is available for later capture (Capture=No) *Add info code on success = add a Booking Info item to price and date range, then only Sunday, untick all the booking on successother days. *Add info code on failure = add a Booking Info item to the Enable list, untick all channels, leave only 'beds24.com' for your booking on failure</div></div>page.
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >'''Step 3: ''' Create the custom question for the booking id
====Apply an info code Go to {{#fas:cog}} (SETTINGS) > PROPERTIES > BOOKING QUESTIONS > CUSTOM QUESTIONS and and/or icon when create a payment was made====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediatequestion*Trigger Window Question = 365*Booking Source = AllId*Booking Status = All but not cancelledSingle Line field*Invoice Balance = Any Payment madeOptional
Booking Info tab'''Step 4:*Execution = One time only*Info Code = Enter ''' Create the preset code for the icon or info code which you have created in {{#fas:cog}} (SETTINGS) ACCOUNT->PREFERENCES.</div></div>Auto Action
<div classTrigger Tab :- *Trigger Event = Checkout*Trigger Time ="mw-collapsible mw-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<div class*Between Booking and Check in ="headline-collapse" >2 and 999 (to stop the auto action triggering on the new booking)
====Assign invoice numbers====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event Group bookings = Check-out* Trigger Time = Immediate*Any Booking Info Code = CHECKOUT (optional only if you use the check-out function, if not leave blank)all on master
Invoice tab*Template Variables = [IF=:[LEAVINGDAY:*Assign Invoice Number {%a}]:Sun:|[IF>= ^[TURNOVERDAYS]^1^yes~no]] equal yes</div></div>
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Using Pending Payments as This template variable tests if the departure day is a Payment Reminder====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking or Before Check-in*Trigger Time = set Sunday and there is at least 1 day between the time you want to add the pending payment to existing guest booking and the next booking*Booking Source =All (for example, you can also set different rules for different channels).
Booking Info Message tab:- *OptionalSend Email = Guest API/Smart Email (or one of the other options)*EMail Subject = Enter the appropriate details *Email Text = Your text, add a using the template variables to modify the specific text in the booking info tab for information . Enter the text in both Plain text Box (Messaging API) and reportingHTML Box (Emails)
Booking tab: OptionalDear, [GUESTNAME], We are very happy to offer you 'Late Check-out' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK]. *Flag Text = PaymentDue1 (for example)If you would like a late checkout, set multiple if multiple payments are requiredplease use this link to make the booking and payment. *Flag Colour https://beds24.com/booking2.php?propid= select [PROPERTYID]&checkin_hide=[LEAVINGDAYYYYY-MM-DD]&br5-[ROOMID]=Book <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> The details in the colour as this URL, will be visible direct the guest to make a new booking in the Calendar/Bookings listexisting 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,
Invoice tab:[PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME] *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)Email :-[PROPERTYEMAIL] *Amount = enter the amount or percentage you want to collect*Payment Rule = Manual - if you have set up payment rules in {{#fasWebsite :cog}} (SETTINGS) GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here *Payment Due = Set when the payment is due[PROPERTYWEB]
The Pending Payment Report is available in Bookings > Pending Payments. This report can be used to see outstanding pending paymentsBooking Info Tab :- Optional*Booking info code = LATCHECKOUT, 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. *Booking Info Description = Upsell email sent [CURRENTDATE]: Late Checkout
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply Send Email to your guest - On a flag when a booking Wednesday (Cleaner is due/Rubbish Collection is cancelleddue) ====
Trigger tab
*Trigger Event = After Booking
*Trigger Time = 1 Hour
*Trigger Window = 365 days
*Booking Status = Cancelled
Booking tabTo 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*Execution Booking Source = One time onlyAll *Booking Status = No ChangeAll but not cancelled *Flag text 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 (enter 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 require)on Thursday morning between 10am and 12am. Best regards, [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME] Email :-[PROPERTYEMAIL] Website :- [PROPERTYWEB] Booking Info Tab :- Optional*Flag Colour Booking Info code = Set as requiredCLEANWED1*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.
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
Message Messaging tab: *Send Message = Internal*Internal Email Address = enter the email address to receive the notification*Subject = Stripe Payment Authorisation*HTML Box = Enter the text to be sent, you can use template variables in this message, for example
*Send Email : select appropriate option[BOOKID] - booking reference number*Enter : Subject and Email content[GUESTNAMES] - name of all guests in the booking on the "summary" tab of the booking[FIRSTNIGHT][LASTNIGHT]
Booking info tab : (optional)<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >
*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 Send an email to the Owner/Internal email address for a flag when new booking is fully paid====
Booking tab:
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
<span style="color: #f3e504; font-size: 250%;" >{{#fas:lightbulb}} <If you need to use the Booking info code CHECKIN/CHECKOUT for reporting/span> Also see Example : " Apply a flag when deposit was made prior to Check-other auto actions, you can set the Booking info code rather than use the Current guest module in AND/OR Apply a flag when booking is fully paid"the dashboard.
This requires the master booking to be checked-in via the check-in function. '''Trigger tab:''' *Trigger Event = After BookingCheckin*Trigger Time = Immediate immediate*Trigger Time Window = 3651 day Booking conditions:
*Booking Info Code = STRIPEFAIL
Go to Settings > Channel Manager > Preferences and set Auto report failed cards = Yes
===Status changes===
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
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 MODIFY an Auto Action, scroll to the Auto Action and click on "Edit", make the changes and click SAVE.
===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.
*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 ==
=== 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:
<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">
<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">
Time:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 365 day
<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 ''====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Time:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 1 999 day
Booking Conditions: *Booking Status = All not cancelled*Invoice Balance = Any Payment made '''Booking tab:''' *Flag Text = Paid *Flag Colour = d4e4b0 </div></div> <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
'''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.
Time
*Trigger Event = After Check-out
*Trigger Time = 30 days
*Trigger Window = 365 days
Time
*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 1 day
'''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)
<div class="headline-collapse" >
====Send a Request for payment to your guests XX days update the guest's credit card as it will expire before arrivalcheckin====
</div>
<div class="mw-collapsible-content">
Time:
*Trigger Event = CheckBooking (not after check-in ) *Trigger Time = -42Immediate*Trigger Window = 1 day
Booking Souce:
'''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 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
*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 including the payment link https://beds24.com/bookpay.php?bookid=[PAYLINKBOOKID] &g=cc this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise so the outstanding balanceguest can enter their credit card details. Check the template variables for other options.
'''Booking tab:'''
*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
</div>
<div class="headline-collapse" >
====Send a Request for payment to your guests XX days after bookingbefore check-in====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Booking Souce:
*Booking Source = ALL (or select the booking source/Channel)
'''Message tab: '''
*'''Send Message''' Email = 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
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
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
</div>
<div class="headline-collapse" >
====Send a Request for payment to 'Capture' a Security deposit from your guests XX days before check-in - with Stripeafter booking====
</div>
<div class="mw-collapsible-content">
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.
*'''Plain HTML Message (Send Email) Edit Email Subject - enter the subject for your GuestsEdit Email Text :- enter the Email text Box''' - will you wish to send to channels using Message APIyour 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.
</div>
<div class="headline-collapse" >
====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====
</div>
<div class="mw-collapsible-content">
*'''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 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]], change the pay=100 to the value you require. https://beds24.com/bookpay.php?bookid=[BOOKID]&g=st&capture=0&pay=100. *HTML box - Email will be sent Email Text :- It is possible to use the same details (URL) as in the messagePlain text box above. Template variables can be used [[Template_Variables| See see here]] '''Booking info tab: (Optional)''' *Booking Info Code = SECDEPOSIT (for example)*Booking Info Text = Security deposit request sent.
</div>
<div class="headline-collapse" >
====Send SMS in a certain language (if it is the language of an email to the booking) or guest email address when a default languagepayment FAILS at Stripe====
</div>
<div class="mw-collapsible-content">
Subject - enter the subject for your GuestsPlain Text Message :- enter the Message text you wish to send to your guests including the payment link https://beds24.com/bookpay.php?bookid=[BOOKID] You can find extra options to add to the payment link if you want to refine the details https://wiki.beds24.com/index.php/Category:Payments#Payment_Request *HTML Message (Send Email) Email Subject - enter the subject for your GuestsEmail Text :- enter the Email text you wish to send to your guests include template variable [PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options. '''Booking tab: Whatever '''*Execution = One time only*Flag Text = The text you wantto display*Flag Colour - choose the flag colourBooking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Send Remotelock/Lockstate, Nuki PIN or Chekin Link an Email in the guests language to an internal Email address ====
</div>
<div class="mw-collapsible-content">
This uses a smart template variable. In this example we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text. '''Trigger tab:''' Time:*Trigger Event = Check-inBooking*Trigger Time = -2 (the number of days before check-in you want to sent the code or link) Immediate*Trigger Window = 21 Booking Source:*Booking Source = All(for example) Booking Conditions:*Booking Status = All but not cancelledNot Cancelled Booking Fields:*Group bookings Booking Field Contains - select "Language" in the next field enter: the short code for the language this Auto Action is for. '''Message tab:'''Enter the message in the appropriate language under your default language. *Send Message = Trigger all on masterInternal Only *Info Code Internal Email Address = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URLenter the email address this message should be sent to. *Email Subject - enter the subject for your Guests *HTML box - Email will be sent *Email Text :- Template variables can be used in the message. [[Template_Variables| See here]]
</div>
</div>
<div class="headline-collapse" >
====Send Email to all current guest SMS in a certain language (if it is the language of the booking) or a default language====
</div>
<div class="mw-collapsible-content">
This uses a smart template variable. In this example the auto action will trigger on Booking and for 1 day, we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text. '''Trigger tab:''' Set the rules to when this Auto Action should trigger. Time:*Trigger Event = Check-inBooking
*Trigger Time = Immediate
*Trigger Window = 14(the max number of days your guests can stay)1 *Booking Source = All:*Booking Status Source = All but not cancelled(for example)*Group bookings = Trigger all on master*Any Booking Info Code = CHECKINConditions:*Exclude Booking Info Code Status = CHECKOUT All Not Cancelled
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Send Email with a PDF attachmentRemotelock/Lockstate, Nuki PIN or Chekin Link 2 days before Check-in (Self Checkin) - ''Select from the predefined template'' ====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Time:-
*Trigger Event = Check-in
*Trigger Time = -2 (the number of days before check-in you want to sent the code or link)
*Trigger Window = 2
Message tabText : *Send Email = Guest API/Smart Email (or one of - enter the other options)*Attachment = Select an option from the drop down list. *EMail Subject = Enter the appropriate details *Email Text = Your text which includes the details for you wish to send to your current guestsinclude 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]]
</div>
</div>
<div class="headline-collapse" >
====Send Email after the cleaner has cleaned the roomPin code to guest, 2 days before Check-in (Self Checkin) ====
</div>
<div class="mw-collapsible-content">
Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Include these template variables - [UNITNAME] and [UNITNAME:1] or [BOOKIDLAST5] - Last 5 digits of booking number. see the list of ALL template variables that can be used [[Template_Variables| see here]]
</div>
</div>
<div class="headline-collapse" >
====Send Email to your guest guests with check- Upselling additional nights in details 2 days before Check- nights available after checkout in, booking paid/no outstanding balance ====
</div>
<div class="mw-collapsible-content">
*Trigger Window = 2
Booking Source:- *Booking Source = All
*Booking Status = All but not cancelled
Booking Conditions:-
*Group bookings = Trigger all on master
*Template Variables Invoice Balance = [IFBETWEENZero '''Messaging tab:[TURNOVERDAYS]:0:3:yes|no|''' 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] equal yesconnection 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)
Message tab Text :- *Send Email = Guest API/Smart Email (or one enter the text you wish to send to your guests. This can include any information that is important for the checkin of the other options)*EMail Subject = Enter guest, for example the appropriate details *Email Text = Your textKey code for the door, who to contact if there are any issues, template variables can be used, using see the list of ALL template variables to modify the specific text in the booking. that can be used [[Template_Variables| see here]]
</div>
<div class="headline-collapse" >
====Send Email to your guest guests with check- Upselling additional nights in details 2 days before Check- nights available before checkin in, Security Deposit Authorised at Stripe ====
</div>
<div class="mw-collapsible-content">
*Trigger Window = 2
Booking Source:- *Booking Source = All
*Booking Status = All but not cancelled
Booking Conditions:-
*Group bookings = Trigger all on master
*Template Variables Invoice Balance = [IFBETWEENZero Info codes :[VACANTDAYS]-*Any Booking Info Code = STRIPEAUTHORIZE '''Messaging tab:0:3:yes|no|''' 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] equal yesconnection 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)
Message tab Text :- *Send Email = Guest API/Smart Email (or one enter the text you wish to send to your guests. This can include any information that is important for the checkin of the other options)*EMail Subject = Enter guest, for example the appropriate details *Email Text = Your textKey code for the door, who to contact if there are any issues, template variables can be used, using see the list of ALL template variables to modify the specific text in the booking. that can be used [[Template_Variables| see here]]
</div>
<div class="headline-collapse" >
====Send Email to your all current guest (Check- Offering Early Checkin in) ====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
*Booking Status = All but not cancelled
<span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkin to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.
</div>
</div>
<div class="headline-collapse" >
====Send Email to your guest invoice after check- Offering Late Checkout out - PDF attachment - ''Select from the predefined template'' ====
</div>
<div class="mw-collapsible-content">
*Trigger Event = Checkout
*Trigger Time = -1 days (depending on when you want to notify the guest, in this example 2 days before arrival)Immediate +8hrs*Trigger Window = 1day Booking Source:*Booking Source = All (or select the appropriate channel/Direct) *Booking Status = All but not cancelledConditions:
*Group bookings = Trigger all on master
*Template Variables Booking Status = [IF>:[TURNOVERDAYS]:1:yes|no] equal yesConfirmed
Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
<span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkout to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.
If you send Emails with pdf attachment (invoice, booking template) to Alias-Email addresses created by channels the channel might block the attachment so it is not delivered to the guest. Ask your channel about their policy regarding this.
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Add CHECKIN Send Email with Booking info code to bookings Registration Form - PDF attachment====
</div>
<div class="mw-collapsible-content">
*Trigger Time = Immediate
*Trigger Window = 1 day
Booking Source:*Booking Source = All(or select the appropriate channel/Direct) Booking Conditions:*Group bookings = Trigger all on master
*Booking Status = All but not cancelled
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Group check-in Send Email after the cleaner has cleaned the room====
</div>
<div class="mw-collapsible-content">
Booking Conditions*Group bookings = Trigger tab:all on master*Booking Status = All but not cancelled
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Identify bookings with Custom Question ticked/unticked Send Email to your guest - Upselling additional nights - nights available after checkout ====
</div>
<div class="mw-collapsible-content">
*Booking Status = All but not cancelled
Booking info tab Fields: *Info Code Template Variables = LATECHECKIN[IFBETWEEN:[TURNOVERDAYS]:0:3:yes|no|no] equal yes</div></div>This template variable tests if there is 3 days between the guest booking and the next booking. '''Message tab:'''
[IF<div class="mw-collapsible mw-collapsed">:[TURNOVERDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [TURNOVERDAYS] extra night(s)|].<div class="headline-collapse" > ====Add We are very happy to offer you to extend your stay a fee (Penalty) [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to all bookings with extend your stay then please send an Outstanding Balance====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 ConditionsInfo Tab :Optional '''*Status Booking info code = All not Cancelled EXTRANIGHTS *Invoice Balance Booking Info Description = Not ZeroUpsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night
</div>
</div>
<div class="mw-collapsible mw-collapsed"><div class==Payments/Pending Payments==="headline-collapse" >
</div>
<div class="mw-collapsible-content">
Booking Source:
*Booking Source = All
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Booking Status Subject = All not cancelledEnter the appropriate details *Any Booking Info Code Plain Text Box = optionalYour text, using the template variables to modify the specific text in the booking. *All Booking Info Codes = optional*Exclude Booking Info Code [IF<= optional :[VACANTDAYS]:3:Your apartment (can exclude Virtual Credit cards[ROOMNAME]), find which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [VACANTDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking info code in Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the booking)special Price. *HTML Box
</div>
<div class="headline-collapse" >
====Collect outstanding booking balance 3 days prior Send Email to arrival( Credit card details were collected at time of booking)your guest - Offering Early Checkin ====
</div>
<div class="mw-collapsible-content">
[PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME]
[PROPERTYNAME]
[PROPERTYADDRESS],
[PROPERTYCITY],
[PROPERTYPOSTCODE],
[PROPERTYSTATE],
[PROPERTYCOUNTRY].
Email :-[PROPERTYEMAIL]
Website :- [PROPERTYWEB]
Trigger Tab :- *Booking ConditionsTrigger Event = Checkout*Trigger Time = -1 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Group Booking Trigger Window = Trigger only Master1*Booking Source = All *Booking Status = All but not cancelled*Group bookings = Trigger all on master*Invoice BalanceTemplate Variables = Not Zero [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 (can be used or one of the other options)*EMail Subject = Enter the appropriate details *Email Text = Your text, using the template variables to refine modify the auto action being triggeredspecific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails)
</div>
<div class="headline-collapse" >
===='Capture' Send Email to your guest - Offering Late Checkout Only on a Security Deposit Sunday when Credit card there is collected at time of booking. no new arrival ====
</div>
<div class="mw-collapsible-content">
The URL link in the message tab, will send the guest to your guest booking page with set conditions, the leaving date of the existing booking, the room id of the existing booking and the Offer you have created for the LateCheckout.
</div>
</div>
<div class="mw-collapsible mw-collapsed"><div class==Booking Flags/Colours==="headline-collapse" >
</div>
<div class="mw-collapsible-content">
</div>
</div>
===Send an email to the Owner/Internal email address ===
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Apply Send an email to the Owner/Internal email address when a flag for a bookings from a channel which have breakfast includedpayment FAILS at Stripe====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 365*Booking Source = All*Booking.com (for example)Status = All but not cancelled*Booking Field Contains - select "API Info Code = STRIPEFAIL, CARDFAILSTRIPE Messaging tab:*Send Message" in = Internal*Internal Email Address = enter the email address to receive the next field enter: meal_plannotification*Subject = Failed Stripe Payment*HTML Box =Breakfast (or Extra Breakfast Enter the text to be sent, you can use template variables in this message, for example [BOOKID] - booking reference number[GUESTNAMES] - use name of all guests in the booking on the text "summary" tab of the channel uses)booking[FIRSTNIGHT][LASTNIGHT]
Booking tab:(optional)
*Execution = One time only
*Flag Text = The text you want to displayStripe Payment Failed
*Flag Colour - choose the flag colour
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply Send an email to the Owner/Internal email address when a flag when deposit was made prior to Check-inguest completes a Payment Authorisation at Stripe====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = Check-inAfter Booking*Trigger Time = -365 (for example : must be a negative value and the same as the value in Trigger window)Immediate
*Trigger Window = 365
*Booking Source = All
*Booking Status = All but not cancelled
*Invoice Balance Booking Info Code = Any Payment madeSTRIPEAUTHORIZE
Booking tab: (optional)
*Execution = One time only
*Flag Text = The text you want to displayStripe Authorised
*Flag Colour - choose the flag colour
</div>
</div>
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 3651 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*Invoice Balance HTML Box = ZEROEnter the text to be sent, you can use template variables in this message, for example [BOOKID] - booking reference number[GUESTNAMES] - name of all guests in the booking on the "summary" tab of the booking[FIRSTNIGHT][LASTNIGHT]
</div>
</div>
===Booking Info Codes===
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply a flag/colour for a booking coming from a certain channelAdd 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 = After BookingCheck-in
*Trigger Time = Immediate
*Trigger Window = 1 day*Booking Source = All*Booking.com (for example)Status = All but not cancelled*Group bookings = Trigger all on master
Booking Info tab:*Execution Booking Info Code = One time onlyCHECKIN*Flag Booking Info 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.Auto Checkin
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply a flag when a payment was madeAdd CHECKOUT Booking info code to bookings ====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = After BookingCheck-out
*Trigger Time = Immediate
*Trigger Window = 3651 day
*Booking Source = All
*Booking Status = All but not cancelled*Invoice Balance Group bookings = Any Payment made Trigger all on master
Booking Info tab:*Execution Booking Info Code = One time onlyCHECKOUT*Flag Booking Info Text = The text you want to display*Flag Colour - choose the flag colourAuto Checkout
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Apply a flag when a payment FAILS at StripeGroup check-in - ''Select from predefined templates'' ====
</div>
<div class="mw-collapsible-content">
*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings" = Trigger all on master if group*Info Code = CHECKIN '''Booking info tab:''' *Execution Booking Info Code = One time onlyCHECKIN*Flag Booking Info Text = Stripe Payment Failed*Flag Colour - choose the flag colourGroup checked in
</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 StripeIdentify Repeat Guest ====
</div>
<div class="mw-collapsible-content">
This requires you to use the Guest database.
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate immediately
*Trigger Window = 365
*Booking Source = All
*Booking Status = All but not cancelled
*Booking Info Code Group bookings" = BOOKINGCOMCARD Trigger all on master*Template Variable = [GUESTSID1] greater than 0
Booking info tab:*Execution Info Code = One time only*Flag Text = Failed CC reported to Booking.com *Flag Colour - choose the flag colourREPEAT
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
==== Change the status of all "Request" Identify bookings to "Cancelled" after three days 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 = 3 days immediately*Trigger Window = 365*Booking Source = All*Booking Status = RequestAll but not cancelled*Group bookings" = Trigger all on master*Template Variable = [GUESTCUSTOMQ1] equals ticked (or) not ticked
Booking info tab:*Execution Info Code = One time only*Booking Status = CancelledLATECHECKIN
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===Add invoice items to a booking = Change the status of == <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a fee to all bookings which have been imported from Ical to "Request" a channel====
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Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate*Booking Source = Expedia (for example) Invoice tab:*Add Invoice Item = Add new*Type = Amount*Description = Cleaning fee (for example) - Template variables can be used. *Amount = 50 (for example - the amount of your cleaning fee)*per = Room*Period = one time*VAT = 19% (for example - enter the VAT amount if applicable) The fee will be added the next time the auto actions run. </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a fee (Penalty) to all bookings with an Outstanding Balance==== </div><div class="mw-collapsible-content">You want to add a 2.2% fee to all bookings if there is an outstanding balance 2 days prior to checkin. Trigger tab: Time :*Trigger Event = Checkin *Trigger Time = -2 days*Trigger Window = 2 days Booking Conditions:*Status = All not Cancelled *Invoice Balance = Not Zero Invoice tab:*Type = Amount*Description = Payment Fee||[INVOICEBALANCE:2.2%]*Amount = 0 (leave as 0 so the value is set from the calculation in Description field)*Per = Room*Period = one time*VAT = 19% (for example - enter the VAT amount if applicable) The fee will be added the next time the auto actions run. </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a negative value to Direct bookings for Stripe Charges==== </div><div class="mw-collapsible-content">You want to add the Stripe fee to all Direct bookings to show total value of booking, i.e. if you want to show the booking value. In this example the Stripe charge will be added as a negative figure. Trigger tab: Time :*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1 day Booking Conditions:*Status = All not Cancelled Booking Source:*Booking Source = Direct Invoice tab:*Type = Amount*Description = Stripe Fee||[INVOICECHARGESNUM:-3%]*Amount = 0 (leave as 0 so the value is set from the calculation in the Description field)*Per = Room*Period = one time*VAT = 19% (for example - enter the VAT amount if applicable) The fee/charge will be added the next time the auto actions run. </div></div> ===Modify description/values of an existing invoice item in a booking === <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Update the Description field of a charge/invoice item==== </div><div class="mw-collapsible-content"> In some cases Channel bookings have different descriptions for the same charge item - i.e. Cleaning, update the description field in the invoice item so they all match, using the format (findthisinvoicedescription^replacewiththisdescription) Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Expedia (for example) Invoice tab:*Add Invoice Item = Update Only*Type = Change Description *Description = Cleaning^Cleaning Service Fee*Invoicee = Ignore (otherwise you can add a specific Invoicee to limit the search) </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Update all values of a charge/invoice item==== </div><div class="mw-collapsible-content"> You need to change the charges in bookings due to an update in your prices. Tourist Tax (for example), update the description field and value using the format (findthisinvoicedescription^replacewiththisdescription) Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Time Window = 365*Check In From = Select the first date of the Summer Season*Check In To = Select the last date of the Summer Season *Booking Source = Expedia (for example) Invoice tab:*Add Invoice Item = Update Only*Type = Change All *Description = Tourist Tax^Tourist Tax - Summer season 2022 (for example) *Amount = 0.75*Per = Per Person*Period = One time*Invoicee = Ignore (otherwise you can add a specific Invoicee to limit the search) </div></div> ===Payments/Pending Payments=== <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a pending payment====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking or Before Check-in*Trigger Time = set the time you want to collect the payment*Booking Source =All (for example, you can also set different rules for different channels)*Group Booking Trigger = Trigger only Master (this will trigger on individual bookings and Master booking if a group) Booking Info tab: OptionalAdd a booking info tab for information and reporting*Flag Text = PendingPayment (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Booking tab: Optional*Booking Info Code = PENDPAY*Booking Info Text = Pending payment added Invoice tab:*Payment Type = select on what the payment is calculated (Percent of Balance due OR Group balance if you receive Group bookings)*Description = the text you will see in the "Charges and Payments" tab*Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = enter the amount or percentage you want to collect*Payment Rule = use auto or manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here *Payment Due = Set when the payment is due Create a Payment Rule to collect a payments when bookings are not cancelled. Go to Settings > Payments > Payment Rules Payment Rule : Name = Enter your title - Not Cancelled (for example)Action = Auto Payment Trigger : *Booking Status = All not cancelled*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action : *Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a pending payment - Set the Security Deposit value based on the price of the booking, using a calculation ====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking or Before Check-in*Trigger Time = set the time you want to collect the payment*Booking Source =All (for example, you can also set different rules for different channels) Booking tab: Optional*Flag Text = PendingPayment (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Booking Info tab: OptionalAdd a booking info tab for information and reporting*Booking Info Code = PENDPAY*Booking Info Text = Pending payment added Invoice tab:*Payment Type = fixed value*Description = Security Deposit||[IF<=:[INVOICEFIRSTITEMNUM]:800:200|[INVOICEFIRSTITEMNUM][/.0]4] (Security Deposit is the description, then 2 | symbol, then the calculation for the 'Amount' to be set.) This calculation, tests if the first invoice item value (usually the Accommodation value) is greater than or = 800 if so set the Security Deposit Amount = 1 quarter of the first invoice item value, otherwise set = 200. <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> <span style="font-weight: bold;" >Tip</span> A price value for the invoice item can be specified after a second pipe (|) symbol, this can be used to calculate a price using template variables. If the price value in the description field is zero or absent, the numeric value from the amount field will be used. *Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = 0*Payment Rule = use auto or manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) Payments > Payment Rules they will be available here *Payment Due = Set when the payment is due Create a Payment Rule to collect a payments when bookings are not cancelled. Go to Settings > Payments > Payment Rules Payment Rule : Name = Enter your title - Not Cancelled (for example)Action = Auto Payment Trigger : *Booking Status = All not cancelled*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action : *Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Collect outstanding booking balance 3 days prior to arrival( Credit card details were collected at time of booking)====</div><div class="mw-collapsible-content"> ''''Create a Payment Rule (Optional)'''' Standard payment rules in the system are Auto & Manual, you can create additional rules for the collection of outstanding payments, you can control the collection of payments if the booking status is changed, for example the booking is cancelled before the final payment is due to be collected. Go to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES Create a Payment Rule to collect payments if bookings are not cancelled. Click '''Create New Payment Rule''' : Payment Rule:*Name = Enter your title - Not Cancelled (for example) *Action = Auto Payment Trigger :*Booking Status = All not cancelled*Any Booking Info Code (optional)*All Booking Info Codes (optional)*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action :*Funding Source = Guest card only*Payment value adjustment = Limit to group booking balance*Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure Prevent Auto Payment :*Prevent payment if booking status = Cancelled*Prevent payment after check-out (days) = 7 (default)*Prevent payment action = Set Manual '''Create Auto Actions ''' Collect the outstanding balance for bookings created via your booking page. Go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTIONS and click '''Create New Action''' to create them. '''Collect outstanding balance for direct bookings''' Trigger tab:*Time**Trigger Event = Checkin**Trigger Time = -3 days (set the time you want to collect the payment)**Time Window = 3 days (set this to the same number (positive) as Trigger time. *Booking Source**Booking Source = Direct. You can have different auto actions/rules for direct bookings -v- channel bookings, then select ‘Direct’ this will include manually created bookings and booking page bookings. *Booking Conditions**Group Booking Trigger = Trigger only Master**Status = All not cancelled**Invoice Balance= Not Zero (can be used to refine the auto action being triggered) Booking tab: Optional*Flag Text = Pending payment added (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Booking Info tab: Optional, for information and reporting*Booking Info Code = BALANCE (for example enter the value - use one word only)*Booking Info Text = Enter the description/text to show in for the Booking Info Code. Invoice tab: <div class="warning">{{#fas:exclamation-triangle}} ONLY use Payment Type =‘ Percent of Group balance due’ if you selected Trigger tab > Booking Conditions > Group Booking Trigger = Trigger Only Master.</div> *Add a Pending Payment to the booking**Payment Type = Percent of Group Balance due (select on what the payment is calculated) **Description = the text you will see in the "Charges and Payments" tab**Status = if you use the status function add the status you want to apply to the pending payment (optional)**Amount = 100 (this will be 100% of the outstanding group balance) **Payment Rule = Not Cancelled - See Step 4 above (if you have set up payment rules in {{#fas:cog}} (SETTINGS) PAYMENTS ->PAYMENT RULES they will be available here) **Payment Due = Trigger date**Payment time = set the time to collect payment**Invoicee = If you use the "invoicee" function you can select which invoicee the pending payment will be assigned to. </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ===='Capture' a Security Deposit when Credit card is collected at time of booking. ====</div><div class="mw-collapsible-content"> Trigger tab:*Trigger Event = After Booking *Trigger Time = immediate*Booking Source =All (for example, you can also set different rules for different channels) Info Codes:Any Booking Info Code = CARDTOSTRIPE Invoice tab:*Payment Type = Fixed amount*Description = Security Deposit (the text you will see in the "Charges and Payments" tab)*Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = 100 (balance is full price so 100% of the balance)*Payment Rule = Security Deposit (Create a Payment Rule, see below) *Payment Due = check in <span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> Automatic collection is only available for customer who use [[Stripe]]. Create a Payment Rule to 'Capture' a payment only. Captured payments will only be valid for 7 days, then it will expire, if the booking is for a longer period, then you can create a second Capture, you will need to create another auto action for this. Go to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES Payment Rule : *Name = Enter your title - Security Deposit (for example)*Action = Auto Payment Trigger :*Booking Status = select from the drop down list*Any Booking Info Code = optional*All Booking Info Codes = optional*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action :*Capture = Yes/No - immediately charged (Capture=Yes), if you want to make sure that the amount is available for later capture (Capture=No) *Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply an info code and and/or icon when a payment was made====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Invoice Balance = Any Payment made Booking Info tab:*Booking Info Code : Enter the preset code for the icon or info code which you have created in {{#fas:cog}} (SETTINGS) ACCOUNT->PREFERENCES.*Booking Info Text : Enter the text you wish to show Process Template Variables : When created </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Automatically apply invoice number at check-out - ''Select from predefined templates'' ====</div><div class="mw-collapsible-content">'''Trigger tab:''' *Trigger Event = Check-out*Trigger Time = Immediate*Time window = 1 day Booking Conditions:*Status = Confirmed Info Codes:*Any Booking Info Code = CHECKOUT (optional only if you use the check-out function) '''Invoice tab:''' *Assign Invoice Number = yes</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Using Pending Payments as a Payment Reminder====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking or Before Check-in*Trigger Time = set the time you want to add the pending payment to the booking*Booking Source =All (for example, you can also set different rules for different channels) Booking Info tab:*Optional, add a booking info tab for information and reporting Booking tab: Optional*Flag Text = PaymentDue1 (for example), set multiple if multiple payments are required. *Flag Colour = select the colour as this will be visible in the Calendar/Bookings list Invoice tab:*Payment Type = select on what the payment is calculated (Percent of Balance due)*Description = the text you will see in the "Charges and Payments" tab*Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = enter the amount or percentage you want to collect*Payment Rule = Manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here *Payment Due = Set when the payment is due The Pending Payment Report is available in Bookings > Pending Payments. This report can be used to see outstanding pending payments, this can be used to see all outstanding payments, when payment gateways other than Stripe are used, the Pending Payments report can be used to see outstanding payments and a checklist for bank transfers. </div></div> ===Booking Flags/Colours=== <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when a booking is cancelled====</div><div class="mw-collapsible-content">Trigger tab*Trigger Event = Booking*Trigger Time = 1 Hour*Trigger Window = 365 days*Booking Status = Cancelled Booking tab:*Execution = One time only*Booking Status = No Change*Flag text = (enter the text you require)*Flag Colour = 999999 default cancel colour - (Set as required) </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag for a bookings from a channel which have breakfast included====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Booking.com (for example)*Booking Field Contains - select "API Message" in the next field enter: meal_plan=Breakfast (or Extra Breakfast - use the text the channel uses) Booking tab:*Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag for a bookings which has BREAKFAST as a charge item====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Booking.com (for example)*Template Variable = [IF>:[INVOICEITEMBYDESC:Breakfast]:0:yes|no] (Text for Breakfast has to match EXACTLY what is in the booking item Uppercase/Lowercase/Proper)*Select 'equal' from the selection box*yes (needs to be exactly the same text/upper/lowercase, as in the equation) Booking tab:*Execution = One time only*Flag Text = Breakfast*Flag Colour - choose the flag colour Booking Info tab:*Booking Info Code = BREAKFAST*Booking Info Description = Breakfast included</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when deposit was made prior to Check-in====</div><div class="mw-collapsible-content">Trigger tab: *Trigger Event = Check-in*Trigger Time = -365 (for example : must be a negative value and the same as the value in Trigger window)*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Invoice Balance = Any Payment made Message tab: *Send Email : select appropriate option*Enter : Subject and Email content Booking tab: (optional) *Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour Booking info tab : (optional) *Booking Info Code : DEPOSITPAID (for example)*Booking Info Text : additional text if required. Setting details with the Booking tab and Booking info tab allows you to trigger additional (follow on) Auto Actions and Reports.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when booking is fully paid====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All not cancelled*Invoice Balance = ZERO Booking tab:*Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag/colour for a booking coming from a certain channel - ''Select from the predefined template'' ====</div><div class="mw-collapsible-content"> '''Trigger tab:''' *Trigger Event = Booking*Trigger Time = Immediate*Booking Source = Booking.com (for example) '''Booking tab:''' *Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the email.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when NO payment is made - ''Select from the predefined template''====</div><div class="mw-collapsible-content"> '''Trigger tab:''' *Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1 day Booking Source:*Booking Source = All Booking Conditions: *Booking Status = All not cancelled*Invoice Balance = No payment made '''Booking tab:''' *Execution = One time only*Flag Text = Not Paid*Flag Colour = fee0dd</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when a payment was made====</div><div class="mw-collapsible-content"><span style="color: #f3e504; font-size: 250%;" >{{#fas:lightbulb}} </span> Also see Example : " Apply a flag when deposit was made prior to Check-in AND/OR Apply a flag when booking is fully paid". Trigger tab:*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All not cancelled*Invoice Balance = Any Payment made Booking tab:*Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colour</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag when a payment FAILS at Stripe - ''Select from predefined template'' ====</div><div class="mw-collapsible-content"> '''Trigger tab:''' *Trigger Event = Booking (but not after check-in)*Trigger Time = Immediate*Trigger Window = 999 Booking Source:*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = STRIPEFAIL, CARDFAILSTRIPE '''Booking tab:''' *Execution = One time only*Flag Text = Stripe Payment Failed*Flag Colour - fee0dd</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag to Booking.com bookings and auto report the Credit Card when a payment FAILS at Stripe====</div><div class="mw-collapsible-content"> Go to Settings > Channel Manager > Preferences and set Auto report failed cards = Yes '''Trigger tab:''' *Trigger Event = Booking (but not after checkout)*Trigger Time = Immediate*Trigger Window = 999 Booking Source:*Booking Source = Booking.com Booking Conditions:*Booking Status = All not cancelled*Booking Info Code = BOOKINGCOMCARD '''Booking tab:''' *Execution = One time only*Flag Text = Failed CC reported to Booking.com *Flag Colour - choose the flag colour</div></div> ===Status changes===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ==== Change the status of all "Request" bookings to "Cancelled" after three days ====</div><div class="mw-collapsible-content">Trigger tab*Trigger Event = Booking*Trigger Time = 3 days*Booking Status = Request Booking tab:*Execution = One time only*Booking Status = Cancelled</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ==== Change the status of all bookings which have been imported from Ical to "Request" ====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Ical Import (1, 2, 3) Booking tab:*Execution = One time only*Booking Status = Request Booking changes are applied before the mail is sent.</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ==== Change Room Unit Status when guest checks out ====</div><div class="mw-collapsible-content">Trigger tab*Trigger Event = Check-out*Trigger Time = Immediate*Trigger Window = 1 day*Booking Status = All but not cancelled*Any Booking Info Code = CHECKOUT Booking tab:*Execution = One time only*Change Room Unit Status = Select the option It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkin to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.</div></div> ===API/Webhook===<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": "":::}::]:}
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==== Change Room Unit Status when guest checks out Use Auto Action/Webhook to write to send data to Integromat====
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*Trigger Event = Booking (but not after Check-in) OR Booking
*Trigger Time = 1 day (this will ensure that NEW bookings do not trigger this auto action)
*Trigger Time Window = 365 days
*Booking Status = All not cancelled
*Template Variables [IF>^[MODIFYDATE:{%Y-%m-%d %H:%M:%S}] greater than ^[CURRENTDATE:-1day{%Y-%m-%d %H:%M:%S}]^yes~no] equal yes
Booking tab: (Optional)
