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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.
Capture of You can not trigger the payment is only held by Stripe auto action multiple times, unless you manage this manually, therefore you need to create multiple auto actions, so if you allow 3 payments for 7 daystheir booking, if the guest is staying longer then you will need to send the request again3 auto actions.
If *Plain text box (Using Message API)Subject - enter the "Mail & Actions" tab contains a "real" Email address subject for your GuestsPlain Text Message :- enter the message is sent Message text you wish to the send to your guests Email address. If only a masked Email address is available include the message sends via the channels API messaging systems if possible.payment link
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Emailhttps://beds24.com/bookpay.php?bookid=[BOOKID]
*Email Subject - enter the subject for your Guests *Plain text box - will send You can find extra options to add to channels using Message API Message Text :- enter the text payment link if you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]], change the pay=100 want to refine the value you require. details
Email Text :- It is possible '''Create additional Auto Actions for each period you want to use the same details (URL) as in the Plain text box above. Template variables can be used [[Template_Variables| see here]]trigger'''
*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 You want to capture a smart template variable. In this example we Security Deposit for bookings on the day before check whether the -in from your guest booked in French. If yes Capture of the payment is only held by Stripe for 7 days, then we if the guest is staying longer you will need to send a French textthe request again. If no, we send an English text You will need to create multiple emails to capture the payment multiple times for the same booking.
Time:*Trigger Event = BookingCheck-in*Trigger Time = Immediate-1 days*Trigger Window = 1day *Booking Source = ALL (or select the booking source/Channel)*Status = All not cancelled
Booking Source'''Message tab''':*Booking Source = All (For channels using the Message API, then enter the text in the Plain text box, for example)emails enter the text in the HTML box.
Booking Conditions:*Send Message = Booking Status = All Not CancelledAPI/Smart Email
Booking Fields:*Booking Field Contains - select If the "Mail & Actions" tab contains a "Languagereal" in Email address the next field enter: message is sent to the short code for guests Email address. If only a masked Email address is available the language this Auto Action is formessage sends via the channels API messaging systems if possible.
'''Message tab:'''Enter If no connection to a messaging system is available the message in will send to the Email address from the "Mail & Actions" tab of the appropriate language under your default languageEmail.
*Email Subject Message Text :- enter the subject for text you wish to send to your Guestsguests 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.
*Email Text :- It is possible to use the same details (URL) as in the Plain text box above. Template variables can be used in the message. [[Template_Variables| See see here]] '''Booking info tab: (Optional)''' *Booking Info Code = SECDEPOSIT (for example)*Booking Info Text = Security deposit request sent.
This uses a smart template variable. In this example the auto action will trigger on Trigger tab:*Trigger Event = After Booking and for 1 day, we check whether the guest booked in French. If yes, then we send a French text. If no*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = STRIPEFAIL, we send an English text.CARDFAILSTRIPE
Set the rules to when this Auto Action should trigger.*Plain text box (Using Message API)
TimeSubject - enter the subject for your GuestsPlain Text Message :*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1- enter the Message text you wish to send to your guests including the payment link
Booking Sourcehttps:*Booking Source //beds24.com/bookpay.php?bookid= All (for example)[BOOKID]
Booking ConditionsYou can find extra options to add to the payment link if you want to refine the details https://wiki.beds24.com/index.php/Category:*Booking Status = All Not CancelledPayments#Payment_Request
'''SMS tab:'''
*Phone Number = [GUESTMOBILE]
*SMS Message = [IF=:[GUESTLANGUAGE]:fr:French_text|English_text]
*Trigger Event = Check-in
*Trigger Time = -2 (the number of days before check-in you want to sent the code or link)
*Trigger Window = 2
*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings = Trigger all on master
*Info Code = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URL (select the appropriate Booking Info Code for the service you use)
'''Messaging tabTime:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.Booking Conditions:*Booking Status = All Not Cancelled
If no connection to a messaging system is available Booking Fields:*Booking Field Contains - select "Language" in the message will send to next field enter: the Email address from short code for the "Mail & Actions" tab of the Emaillanguage this Auto Action is for.
*Subject - enter '''Message tab:'''Enter the subject for your Guests - Your access code (message in the appropriate language under your text)default language.
Message Text :*Email Subject - enter the text you wish to send to subject for your guests include URL. Include these template variables - [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN] or [BOOKINGINFOCODETEXT:CHEKIN_PIN] see the list of ALL template variables that can be used [[Template_Variables| see here]]Guests
'''Trigger tab:'''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.
Time'''Trigger tab:-*Trigger Event = Check-in*Trigger Time = -2 (the number of days before check-in you want to sent the code or link) *Trigger Window = 2'''
Booking Source:- *Booking Source = All*Booking Status = All but not cancelledSet the rules to when this Auto Action should trigger.
Booking ConditionsTime:- *Group bookings Trigger Event = Booking*Trigger all on masterTime = Immediate*Invoice Balance Trigger Window = Zero1
'''Messaging tabBooking Source:''' For channels using the Message API, then enter the text in the Plain text box, *Booking Source = All (for emails enter the text in the HTML box.example)
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
*Subject - enter the subject for your Guests - Your access code (your text)
*Plain text box - will send to channels using Message API
Message Text :- enter the text you wish to send to your guests include URL. Include these template variables - [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN] or [BOOKINGINFOCODETEXT:CHEKIN_PIN] see the list of ALL template variables that can be used [[Template_Variables| see here]]
*HTML box - Email will be sent
Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Include these template variables - [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN] or [BOOKINGINFOCODETEXT:CHEKIN_PIN] see the list of ALL template variables that can be used [[Template_Variables| see here]]
*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.
You This auto action can send Invoice as an attachment be used if you have set a fixed PIN code in the Room Setup or using digits from the Booking id. To setup the PIN code for each Room/Unit then go to your Guests{{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > UNIT NAMES, then in the unit names, you can add additional information including a pin code. Example: You have 2 units (100 and 101). Access Pin Code for 100 = 12345, for 101 - 34567 In "Unit name" enter: (Use (?) in the room setup for more details/options)
Setup your Invoice go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> INVOICING*100|12345*101|34567
*Booking Status = All but not cancelled
Info Codes'''Messaging tab:*Any Booking Info Code = CHECKOUT''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
'''Messaging tab:''' *Send Email Message = Guest Booking API/Smart Email (or one of the other options)
*Attachment = Select the Invoice Template from the drop down list. *Subject - enter the subject for your Guests- Your access code (your text)
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.
You This auto action will be sent only when the Invoice Balance of the booking is zero. This can send Booking Template attachments be used to your Guestsensure that the checkin details are only sent when the guest has completed the payments. Setup your Booking Template, go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> BOOKING TEMPLATES
*Attachment = Select Booking Template from the drop down list. *Subject - enter the subject for your Guests- Your access code (your text)
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 This auto action will be sent only when the guest then they a payment has been 'authorised' at Stripe. This can check you/the cleaner have to add a unit status be used to ensure that the room checkin details are only sent when it is readythe guest has completed the Security Deposit Authorisation. In this example we used the unit status clean
Booking FieldsInfo codes :-*Template Variable Any Booking Info Code = [UNITSTATUS1] Contains = cleanSTRIPEAUTHORIZE '''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.
'''Messaging tab: '''*Send Email Message = Guest Booking API/Smart Email (or one of the other options)
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 confirming that it is possible to extend their stay. This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. '''Trigger Tab tab:'''
This template variable tests if there is 3 days between the guest booking and the next booking. '''Message 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.
[IF<=Message Text :[TURNOVERDAYS]:3:Your apartment ([ROOMNAME]), which - enter the text you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] wish to [LEAVINGDAYSHORT] is currently available for up send to [TURNOVERDAYS] extra night(s)|]your guests include URL. We are very happy to offer you to extend your stay a Template variables can be used [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 [PROPERTYEMAILTemplate_Variables| see here] 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 Text :- Email will be sent, enter It is possible to use the same details (URL) as in the text you wish to send to your guestsPlain Text box above. Template variables can be used [[Template_Variables| see here]]
[IF<=:[TURNOVERDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [TURNOVERDAYS] extra night(s)|].
We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price.
'''Booking Info Tab : Optional '''
*Booking info code = EXTRANIGHTS
*Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night
To You can send Invoice as an automated Email attachment to the guest confirming that it is possible to extend their stayyour Guests.
This example uses fixed values that you have entered into Setup your Invoice go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> 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. INVOICING
Booking FieldsInfo Codes:*Template Variables Any Booking Info Code = [IFBETWEEN:[VACANTDAYS]:0:3:yes|no|no] equal yesCHECKOUT
This template variable tests if there is upto 3 days from previous checkout to check in of current booking. '''Messaging tab:'''
'''Messaging tab :- '''*Send Message Email = Guest API/Smart Emailemail - (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.*Attachment = Invoice Template 1
If no connection to a messaging system is available *Subject - enter the message will send to the Email address from the "Mail & Actions" tab of the Email.subject for your Guests
*Plain Message Text Box = Your :- enter the text, using the template variables you wish to send to modify the specific text in the bookingyour guests. Template variables can be used [[Template_Variables| see here]]
[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
*HTML Box 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]]
[IF<span class="" style="color:[VACANTDAYS]#f3e504; font-size:3150%;" >{{#fas:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] lightbulb}} </span> It is currently available for up to [VACANTDAYS] extra night(s)|]. We are very happy to offer assumed you to extend your stay a [PROPERTYNAME] at use the Checkin/Checkout feature in the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If Dashboard, if not you would like can either manually add Checkout to extend your stay then please send bookings (Booking info tab) or create an email auto action to our Reservations team [PROPERTYEMAIL] confirming add the number of nights you would like Booking Info Codes to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Pricebookings.
'''Booking Info Tab :If you send Emails with pdf attachment (invoice, booking template) to Alias- Optional'''*Booking info code = EXTRANIGHTS, *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra nightEmail 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.
To You can send an automated Email Booking Template attachments to the guest confirming that it is possible to have an Early Checkin as room is available the day of before arrivalyour Guests.
This example uses fixed values that you have entered into Setup your Booking Template, go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> PROPERTIES > ROOMS > SETUP > ROOM BOOKING 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.
This template variable tests if there is Time:*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1 day between the guest booking and the next booking.
Message tab Booking Source:- *Send Email Booking Source = Guest API/Smart Email All (or one of the other options)*EMail Subject = Enter select 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 (Emailschannel/Direct)
Dear, [GUESTNAME],Booking Conditions:*Group bookings = Trigger all on master*Booking Status = All but not cancelled
We are very happy to offer you 'Early Check-in' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK].'Messaging tab:'''
If you would like checkin early for your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number *Send Message = Guest API/Smart Email (or one of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EARLYARRIVAL’ for the special Price.Best regards,other options)
[PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS],[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY]If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email :-[PROPERTYEMAIL]Website :- [PROPERTYWEB]address is available the message sends via the channels API messaging systems if possible.
Booking Info Tab :- Optional*Booking info code = EARLYARRIVAL, *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Early CheckinIf no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
</div></div>*Attachment = Select Booking Template from the drop down list.
<div class="mw*Subject -collapsible mw-collapsed"><div class="headline-collapse" >enter the subject for your Guests
====Send Email *Plain text box - will send to your guest - Offering Late Checkout ====</div><div class="mw-collapsible-content">channels using Message API
To Message Text :- enter the text you wish 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 arrivalyour guests include URL.Template variables can be used [[Template_Variables| see here]]
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. *HTML box - Email will be sent
Trigger Tab Email Text :- *Trigger Event = Checkout*Trigger Time = -1 days (depending on when you want It is possible to notify use the guest, same details (URL) as in this example 2 days before arrival)*Trigger Window = 1*Booking Source = All *Booking Status = All but not cancelled*Group bookings = Trigger all on master*the Plain Text box above. Template Variables = variables can be used [IF>:[TURNOVERDAYSTemplate_Variables| see here]:1:yes|no] equal yes
This template variable tests <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if there is 1 day between not you can either manually add Checkout to your bookings (Booking info tab) or create an auto action to add the guest booking and Booking Info Codes to the next bookingbookings.
Message tab :If you send Emails with pdf attachment (invoice, booking template) to Alias- *Send Email = Guest API/Smart Email (or one of addresses created by channels the other options)*EMail Subject = Enter channel might block the appropriate details *Email Text = Your text, using the template variables attachment so it is not delivered to modify the specific text in the bookingguest. Ask your channel about their policy regarding this. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails)
Dear, [GUESTNAME],Other files can not be attached. We recommend you use a link to a file you upload to your web site.</div></div>
We are very happy to offer you 'Late Check<div class="mw-out' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK].collapsible mw-collapsed"><div class="headline-collapse" >
If you would like a late checkout, then please send an email to our Reservations team [PROPERTYEMAIL] confirming you would like ====Send Email after the Late Checkout, provide your Booking Reservation Number [BOOKID] and Offer ‘LATECHECKOUT’ for cleaner has cleaned the special Price.room====</div><div class="mw-collapsible-content">
Best regards,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
[PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS],[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY]. Email '''Trigger tab:-[PROPERTYEMAIL]Website :- [PROPERTYWEB]'''
Booking Info Tab Time:- Optional*Booking info code Trigger Event = LATCHECKOUT, Checkin*Booking Info Description Trigger Time = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Late CheckoutImmediate*Trigger Window = 1
</div>Booking Source:</div>*Booking Source = All
===Booking Info Codes===Conditions<div class*Group bookings ="mw-collapsible mw-collapsed"><div class="headline-collapse" > Trigger all on master====Add CHECKIN *Booking info code to bookings ====</div><div classStatus ="mw-collapsible-content">All but not cancelled
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. Fields:*Template Variable = [UNITSTATUS1] Contains = clean
Trigger '''Messaging tab:'''*Trigger Event Send Email = CheckGuest 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. *Subject -inenter the subject for your Guests *Trigger Time = ImmediatePlain 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]] *Trigger Window = 1 dayHTML box - Email will be sent Email Text :- It is possible to use the same details as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]*Booking Source = All*Attachment :- if you want to send a Booking Status = All but not cancelled*Group bookings = Trigger all on master/Invoice template you can select from the drop down list.
Booking Info tab: *Booking Info Code = CHECKIN*Booking Info Text = Auto CheckinOther files can not be attached. We recommend you use a link to a file you upload to your web site.
If you need To send an automated Email 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 dashboardconfirming that it is possible to extend their stay.
Trigger tabThis example uses fixed values that you have entered into {{#fas:*Trigger Event = Check-out*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source = All*Booking Status = All but not cancelled*Group bookings = Trigger all on mastercog}} (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 Info tab'''Trigger Tab : *Booking Info Code = CHECKOUT*Booking Info Text = Auto Checkout</div></div>'''
<div class="mw-collapsible mw-collapsed">Time:<div class*Trigger Event ="headline-collapse" > Checkin (depending on when you want to notify the guest)*Trigger Time ====Group check-2 days (depending on when you want to notify the guest, in ====</div>this example 2 days before arrival)<div class*Trigger Window ="mw-collapsible-content">This requires the master booking to be checked-in via the check-in function. 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
*Info Code = CHECKIN
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Identify Repeat Guest ====</div><div class="mw-collapsible-content">This requires you to use For channels using the Guest databaseMessage API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
Trigger tab:*Send Message = Booking API/Smart Email
*Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Group bookingsIf the " = Trigger all on master*Template Variable = [GUESTSID1] greater than 0Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
Booking info 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 *Info Code Plain text box - will send to channels using Message API, enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]] [IF<= REPEAT:[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> </div>We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price.
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Identify bookings with Custom Question ticked/unticked ====
</div>
<div class="mw-collapsible-content">
If you have a custom question with a 'Tick box' for example, they want a late checkin.
Setup the custom question in {{#fas:cog}} (SETTINGS) PROPERTIES -> BOOKING QUESTIONS -> CUSTOM QUESTIONS *HTML box -> Custom question 1Email will be sent, set with TYPE = Tick Boxenter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]]
Trigger tab[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.
*Trigger Event = After '''Booking*Trigger Time = immediately*Trigger Window = 365Info Tab : Optional '''*Booking Source info code = AllEXTRANIGHTS *Booking Status = All but not cancelled*Group bookings" = Trigger all on master*Template Variable Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][GUESTCUSTOMQ1PROPERTYCURRENCYBACK] equals ticked (or) not ticked per extra night
Booking info tab :
*Info Code = LATECHECKIN
===Add invoice items to a booking ===
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Booking Source = Expedia (for example)
Invoice tab:*Type = Amount*Description = Cleaning fee (for example)*Amount = 50 (for example - To send an automated Email to the amount of your cleaning fee)*per = Room*Period = one time*VAT = 19% (for example - enter the VAT amount if applicable)guest confirming that it is possible to extend their stay.
The fee will be added 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 next time Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions run. </div></div>
<div class="mw'''Trigger Tab :-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a fee (Penalty) to all bookings with an Outstanding Balance===='''
</div>Time:<div class*Trigger Event ="mw-collapsible-content">You Checkin (depending on when you want to add a notify the guest)*Trigger Time = -2.2% fee days (depending on when you want to all bookings if there is an outstanding balance notify the guest, in this example 2 days prior to checkin. before arrival)*Trigger Window = 2
Trigger tabBooking Source:*Booking Source = All
Time Booking Conditions:*Group bookings = Trigger Event = Checkin all on master*Trigger Time Booking Status = -2 daysAll but not cancelled Booking Fields:*Trigger Window Template Variables = 2 [IFBETWEEN:[VACANTDAYS]:0:3:yes|no|no] equal yes This template variable tests if there is upto 3 days from previous checkout to check in of current booking.
Booking Conditions'''Messaging tab :- '''*Status Send Message = All not Cancelled *Invoice Balance = Not ZeroGuest API/Smart Email
Invoice If the "Mail & Actions" tab:*Type = Amount*Description = Payment Fee||[INVOICEBALANCE:2contains a "real" Email address the message is sent to the guests Email address.2%]*Amount = 0 (leave as 0 so the value If only a masked Email address is set from available the calculation in Description field)*Per = Room*Period = one time*VAT = 19% (for example - enter message sends via the VAT amount channels API messaging systems if applicable)possible.
The fee If no connection to a messaging system is available the message will be added send to the Email address from the next time "Mail & Actions" tab of the auto actions runEmail. </div></div>
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a pending payment====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event Plain Text Box = After Booking or Before Check-in*Trigger Time = set Your text, using the time you want template variables to collect modify the specific text in the payment*Booking Source =All (for example, you can also set different rules for different channels)booking.
Booking Info tab[IF<=:[VACANTDAYS]:3: OptionalAdd a booking info tab Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for information and reporting*Flag Text = PendingPayment up to [VACANTDAYS] extra night(for examples)|].*Flag Colour = select 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 colour as this will be visible in number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the Calendar/Bookings listspecial Price.
Booking tab: Optional*Flag Text = Pending payment added (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings listHTML Box
Invoice tab[IF<=:[VACANTDAYS]:3:*Payment Type = select on what the payment Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is calculated currently available for up to [VACANTDAYS] extra night(Percent of Balance dues)|].*Description = the text you will see in the "Charges and Payments" tab *Status = if We are very happy to offer you use to extend your stay a [PROPERTYNAME] at the status function add the status exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you want would like to apply extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the pending payment (optional)*Amount = enter the amount or percentage number of nights you want would like 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 stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the payment is duespecial Price.
Create a Payment Rule to collect a payments when bookings are not cancelled. </div></div>
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">
''''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) *Trigger Window = 2*Booking Source = All *Booking Status = All but not cancelled*Group bookings = PAYMENTS Trigger all on master*Template Variables = [IF> PAYMENT RULES:[VACANTDAYS]:1:yes|no] equal yes
Create a Payment Rule to collect payments This template variable tests if bookings are not cancelledthere is 1 day between the guest booking and the next booking.
Click '''Create New Payment Rule''' Message tab :- *Send Email = Guest API/Smart Email (or one of the other options)*EMail Subject = Enter the appropriate details *Email Text = Your text, using the template variables to modify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails)
Payment Rule:*Name = Enter your title - Not Cancelled (for example) *Action = AutoDear, [GUESTNAME],
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 We are very happy to offer you 'Early Check-in ' at [PROPERTYNAME] at the booking)exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK].
Payment Action :*Funding Source = Guest card only*Payment value adjustment = Limit 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 group booking balance*Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a stay and provide your Booking Info item to Reservation Number [BOOKID] and Offer ‘EARLYARRIVAL’ for the booking on successspecial Price.*Add info code on failure = add a Booking Info item to the booking on failureBest regards,
Prevent Auto Payment :[PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS],[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY].*Prevent payment if booking status = Cancelled *Prevent payment after checkEmail :-out (days) = 7 (default)[PROPERTYEMAIL]*Prevent payment action = Set ManualWebsite :- [PROPERTYWEB]
'''Create Auto Actions '''</div></div>
Collect the outstanding balance for bookings created via your booking page. <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >
Go ====Send Email to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT your guest - Offering Late Checkout ====</div><div class="mw-collapsible-content"> AUTO ACTIONS and click '''Create New Action''' to create them.
'''Collect outstanding balance for direct bookings'''To send an automated Email to the guest confirming that it is possible to have a Late Checkout as room is available the day of departure.
Trigger tabThis example uses fixed values that you have entered into {{#fas:*Time**Trigger Event = Checkin**Trigger Time = -3 days cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the time you want to collect the payment)**Time Window = 3 days (set this Property/Rooms, useful way to utilise the same number (positive) as Trigger timetemplate variables and different values rather than duplicating auto actions.
*Booking ConditionsMessage tab :- **Group Booking Trigger Send Email = Trigger only MasterGuest API/Smart Email (or one of the other options)**Status EMail Subject = All not cancelledEnter the appropriate details **Invoice BalanceEmail Text = Not Zero (can be used Your text, using the template variables to refine modify the specific text in the booking. Enter the auto action being triggeredtext in both Plain text Box (Messaging API) and HTML Box (Emails)
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: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.*Trigger Event = After Booking *Trigger Time = immediate*Booking Source =All (This auto action will create a new booking for examplethe date of departure, you can also set different rules for different channels)closing the calendar to any other bookings.
Invoice tab:*Payment Type = Fixed amount*Description = Security Deposit (the text you will see The URL link in the "Charges and Payments" message tab)*Status = if you use , will send the status function add the status you want to apply guest to your guest booking page with set conditions, the pending payment (optional)*Amount = 100 (balance is full price so 100% leaving date of the balance)*Payment Rule = Security Deposit (Create a Payment Ruleexisting booking, see below) *Payment Due = check inthe room id of the existing booking and the Offer you have created for the LateCheckout.
<span style="color'''Step 1:#fe746c;“ >''' Create a new offer in {{#fas:exclamation-trianglecog}} </span(SETTINGS) > PROPERTIES > Automatic collection is only available for customer who use [[Stripe]].OFFERS
Create a Payment Rule to 'Capture' a *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 = -1 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 1*Booking Source = All *Booking Status = All but not cancelled*Between Booking and Check in = 2 and 999 (to stop the auto action triggering on the new booking) *Group bookings = Trigger all on master *Template Variables = [IF=:[LEAVINGDAY:{%a}]:Sun:|[IF>=^[TURNOVERDAYS]^1^yes~no]] equal yes This template variable tests if the departure day is a Sunday and there is at least 1 day between the existing guest booking and the next booking. Message tab :- *Send Email = Guest API/Smart Email (or one of the other options)*EMail Subject = Enter the appropriate details *Email Text = Your text, using the template variables to modify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails) Dear, [GUESTNAME], We are very happy to offer you 'Late Check-out' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK]. If you would like a late checkout, please use this link to make the booking and payment. https://beds24.com/booking2.php?propid=[PROPERTYID]&checkin_hide="mw[LEAVINGDAYYYYY-MM-collapsible mwDD]&br5-collapsed">[ROOMID]=Book <div span class="headline" style="color: #f3e504; font-collapsesize: 150%;" >{{#fas:lightbulb}} </span> The details in the URL, will direct the guest to make a new booking in the existing room with the check-in date = leaving date and for Offer 7 &br-7 (offer created in Step 1 above) Enter your Booking Reservation Number [BOOKID] into the Booking id box on the booking page. Best regards, [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME] Email :-[PROPERTYEMAIL] Website :- [PROPERTYWEB]
====Assign invoice numbers====</div><div class="mw-collapsible-content">Trigger tabBooking Info Tab :*Trigger Event = Check-outOptional*Trigger Time Booking info code = ImmediateLATCHECKOUT, *Any Booking Info Code Description = CHECKOUT (optional only if you use the check-out function, if not leave blank)Upsell email sent [CURRENTDATE]: Late Checkout
Invoice tab:
*Assign Invoice Number = yes
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:To send an automated Email to the guest reminding them that there is an event on a specific day of the week, for instance, the cleaner is due on Wednesday mornings, or the bin collection is due on Thursday mornings. *Optional, add a You will need to check for the day of the week. If the booking info tab is for information and reportingmore 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.
Booking tab'''Step 1: Optional*Flag Text = PaymentDue1 (for example), set multiple if multiple payments are required. *Flag Colour = select ''' Create the colour as this will be visible in the Calendar/Bookings listAuto Action
Invoice tabTrigger Tab :- *Payment Type Trigger Event = select on what the payment is calculated (Percent of Balance due)Checkin*Description Trigger Time = the text you will see in the "Charges and Payments" tabImmediate *Status Trigger Window = if you use the status function add the status you want to apply to the pending payment (optional)8 days*Amount Booking Source = enter the amount or percentage you want to collectAll *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 Booking Status = Set when the payment is dueAll but not cancelled
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. *Template Variables = [IF=:[CURRENTDATE:{%u}]:3:yes|no] equal yes
</div></div> %u ISO-8601 numeric representation of the day of the week 1 (for Monday) through 7 (for Sunday)
===Booking Flags/Colours===This template variable tests if the current day is a Wednesday.
<div class="mw-collapsible mwMessage tab :-collapsed"><div class*Send Email ="headline-collapse" > Guest API/Smart Email (or one of the other options)*EMail Subject =Enter the appropriate details *Email Text ===Apply a flag when a 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 cancelled====due to visit you on Thursday morning between 10am and 12am. Best regards, [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME] </div> <div class="mwEmail :-collapsible[PROPERTYEMAIL] Website :-content">[PROPERTYWEB]Trigger tab*Trigger Event = After BookingInfo Tab :- Optional*Trigger Time Booking Info code = 1 HourCLEANWED1*Trigger Window Booking Info text = 365 daysReminder 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 Status = CancelledInfo code in the Trigger tab of the next auto action.
Booking tab:
*Execution = One time only
*Booking Status = No Change
*Flag text = (enter the text you require)
*Flag Colour = Set as required
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)
*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.
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===
Trigger tab*Trigger Event = After Booking*Trigger Time = 3 days*Booking Status = RequestIf you have a custom question with a 'Tick box' for example, they want a late checkin.
Booking Setup the custom question in {{#fas:cog}} (SETTINGS) PROPERTIES -> BOOKING QUESTIONS -> CUSTOM QUESTIONS -> Custom question 1, set with TYPE = Tick Box. Trigger tab: *Trigger Event = After Booking*Trigger Time = immediately*Execution Trigger Window = One time only365*Booking Source = All*Booking Status = CancelledAll but not cancelled*Group bookings" = Trigger all on master*Template Variable = [GUESTCUSTOMQ1] equals ticked (or) not ticked Booking info tab : *Info Code = LATECHECKIN
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.
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.
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 Email with a key code for a specific unit one day before check-in(Self Checkin)====
</div>
<div class="mw-collapsible-content">
<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 = Booking
*Trigger Time = Immediate*Trigger Window = 1 999 day
Booking SourceConditions: *Booking Source Status = Channel ManagerAll not cancelled*Invoice Balance = Any Payment made
'''Message Booking 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.
*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. *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.
<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:
*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/and Email Smart Email: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.
*Plain text box (Using Message API)
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:'''
*Flag Colour - choose the flag colour
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
</div>
<div class="headline-collapse" >
====Send 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 create multiple emails manually add a Booking Info Code to capture the payment multiple times for the same each bookingthat 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 Email
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.
https://wiki.beds24.com/bookpayindex.php?bookid=[BOOKID]&g=st&capture=0&pay=100. /Category:Payments#Payment_Request
*HTML box Message (Send Email) Edit Email Subject - enter the subject for your GuestsEdit Email Text :- enter the Email will text you wish to send to your guests include template variable [PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options. '''Booking tab:''' *Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the flag colourBooking changes are applied before the mail is sent so that the flag template variable can be sentreflected in the Email.
'''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
</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">
'''Trigger tab:'''
*Send Message = Internal OnlyEmail Subject - enter the subject for your Guests
*Internal Email Address = enter the email address this message should be sent Plain text box - will send to.channels using Message API
*HTML box - Email will be 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">
'''Trigger 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.
*HTML Message (Send Email)
Email Subject - enter the subject for your Guests
Email Text :- enter the Email text you wish to send to your guests include template variable
[PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options.
'''Booking tab:'''
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Send Remotelock/Lockstate, Nuki PIN or Chekin Link 2 days before Check-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:'''
Booking Source:*Send Message Booking Source = Booking API/Smart EmailAll (for example)
*Plain text box - will send Send Message = Internal Only *Internal Email Address = enter the email address this message should be sent to channels using Message API.
*HTML box - Email will be sent
*Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Include these template Template variables - [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN] or [BOOKINGINFOCODETEXT:CHEKIN_PIN] see the list of ALL template variables that can be used in the message. [[Template_Variables| see See here]]
</div>
<div class="headline-collapse" >
====Send Email to guests with check-SMS in details 2 days before Check-in, a certain language (if it is the language of the booking paid/no outstanding balance ) or a default language====
</div>
<div class="mw-collapsible-content">
Booking Conditions:*Send Message Booking Status = Booking API/Smart EmailAll Not Cancelled
'''SMS tab:'''
*Phone Number = [GUESTMOBILE]
*SMS Message = [IF=:[GUESTLANGUAGE]:fr:French_text|English_text]
</div>
</div>
<div class="headline-collapse" >
====Send Email to all current guest Remotelock/Lockstate, (Nuki PIN or Chekin Link 2 days before Check-in(Self Checkin) - ''Select from the predefined template'' ====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Time:-
*Trigger Event = Check-in
*Trigger Time = Immediate*Trigger Window = 14 -2 (the max number of days your guests can staybefore check-in you want to sent the code or link)*Trigger Window = 2
Booking SourceSouce :-
*Booking Source = All
*Booking Status = Confirmed
Booking Conditions: -
*Group bookings = Trigger all on master
Info Codes: -*Any Booking Info Code = CHECKIN*Exclude LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URL (select the appropriate Booking Info Code = CHECKOUT for the service you use)
'''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
*Send Message = Booking API/Smart Email
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
*Subject - enter the subject for your Guests- Your access code (your text)
*Plain text box - will send to channels using Message API
Message Text :- enter the text you wish to send to your guests include URL. Template Include these template variables - [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN] or [BOOKINGINFOCODETEXT:CHEKIN_PIN] see the list of ALL template variables that can be used [[Template_Variables| see here]]
*HTML box - Email will be sent
Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Template 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 with Guest Invoice Pin code to guest, 2 days before Check- PDF attachmentin (Self Checkin) ====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Time:-*Trigger Event = CheckoutCheck-in*Trigger Time = Immediate -2 (the number of days before check-in you want to sent the code or link) *Trigger Window = 1 day2
Booking SourceSouce :- *Booking Source = All (or select the appropriate channel/Direct)*Booking Status = All but not cancelled
Booking Conditions:-
*Group bookings = Trigger all on master
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.
*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 Include these template variables - [UNITNAME] and [UNITNAME:1] or [BOOKIDLAST5] - Last 5 digits of booking number. See the list of ALL template variables that can be used [[Template_Variables| see here]]
*HTML box - Email will be sent
Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Template 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]] <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.
</div>
</div>
<div class="headline-collapse" >
====Send Email to guests with Booking Registration Form check- PDF attachmentin details 2 days before Check-in, booking paid/no outstanding balance ====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Time:-*Trigger Event = BookingCheck-in*Trigger Time = Immediate -2 (the number of days before check-in you want to sent the code or link) *Trigger Window = 1 day2
Booking Source:- *Booking Source = All (or select the appropriate channel/Direct)*Booking Status = All but not cancelled
Booking Conditions:-
*Group bookings = Trigger all on master
*Booking Status Invoice Balance = All but not cancelledZero
'''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 = Guest Booking 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.
*Plain text box - will send to channels using Message API
Message Text :- enter the text you wish to send to your guests . This can include URL. Template any information that is important for the checkin of the guest, for example the Key code for the door, who to contact if there are any issues, template variables can be used, see the list of ALL template variables that can be used [[Template_Variables| see here]]
*HTML box - Email will be sent
Email Text :- It Enter the text you wish to send to your guests this can include URLs. Include any information that is possible important for the checkin of the guest, for example the Key code for the door, who to use contact if there are any issues, template variables can be used, see the same details (URL) as in the Plain Text box above. Template list of ALL template variables that 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.
</div>
</div>
<div class="headline-collapse" >
====Send Email after the cleaner has cleaned the roomto guests with check-in details 2 days before Check-in, Security Deposit Authorised at Stripe ====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Time:-*Trigger Event = CheckinCheck-in*Trigger Time = Immediate -2 (the number of days before check-in you want to sent the code or link) *Trigger Window = 12
Booking Source:- *Booking Source = All *Booking Status = All but not cancelled
Booking Conditions:-
*Group bookings = Trigger all on master
*Booking Status Invoice Balance = All but not cancelledZero
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
*Subject - enter the subject for your Guests- Your access code (your text)
*Plain text box - will send to channels using Message API
Message Text :- enter the text you wish to send to your guests. Template This can include any information that is important for the checkin of the guest, for example the Key code for the door, who to contact if there are any issues, template variables can be used, see the list of ALL template variables that can be used [[Template_Variables| see here]]
*HTML box - Email will be sent
Email Text :- It Enter the text you wish to send to your guests this can include URLs. Include any information that is possible important for the checkin of the guest, for example the Key code for the door, who to use contact if there are any issues, template variables can be used, see the same details as in the Plain Text box above. Template list of ALL template variables that can be used [[Template_Variables| see here]] *Attachment :- if you want to send a Booking/Invoice template you can select from the drop down list.
</div>
</div>
<div class="headline-collapse" >
====Send Email to your all current guest (Check- Upselling additional nights - nights available after checkout in) ====
</div>
<div class="mw-collapsible-content">
Time:
*Trigger Event = Checkin (depending on when you want to notify the guest)Check-in*Trigger Time = -2 days (depending on when you want to notify the guest, in this example 2 days before arrival)Immediate*Trigger Window = 214(the max number of days your guests can stay)
Booking Source:
*Booking Source = All
Booking Conditions:
*Group bookings = Trigger all on master
*Booking Status = All but not cancelled
Info Codes: *Any Booking Fields:Info Code = CHECKIN*Template Variables Exclude Booking Info Code = [IFBETWEEN:[TURNOVERDAYS]:0:3:yes|no|no] equal yesCHECKOUT
*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, enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]]
*HTML box - Email will be sent
<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- Upselling additional nights out - nights available before checkin PDF attachment - ''Select from the predefined template'' ====
</div>
<div class="mw-collapsible-content">
'''Trigger Tab tab:-'''
Time:
*Trigger Event = Checkin (depending on when you want to notify the guest)Checkout*Trigger Time = -2 days (depending on when you want to notify the guest, in this example 2 days before arrival)Immediate +8hrs*Trigger Window = 21 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 cancelledConfirmed
*Subject = Enter the appropriate details Plain text box - will send to channels using Message API
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
</div>
</div>
<div class="headline-collapse" >
====Send Email to your guest with Booking Registration Form - Offering Early Checkin PDF attachment====
</div>
<div class="mw-collapsible-content">
'''Trigger Tab tab:- *Trigger Event = Checkin (depending on when you want to notify the guest)*Trigger Time = -2 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 2*Booking Source = All *Booking Status = All but not cancelled*Group bookings = Trigger all on master*Template Variables = [IF>:[VACANTDAYS]:1:yes|no] equal yes'''
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Add CHECKOUT Booking info code Send Email to bookings 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 = CHECKIN[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:'''
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Add a fee Send Email to all bookings from a channelyour guest - Upselling additional nights - nights available before checkin ====
</div>
<div class="mw-collapsible-content">
*Subject ===Payments/Pending Payments===Enter the appropriate details
'''Booking Info Tab :- Optional'''
*Booking info code = EXTRANIGHTS,
*Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night
<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">
Booking Info Tab :- Optional
*Booking info code = EARLYARRIVAL,
*Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Early Checkin
Trigger Tab :- *Trigger Event = Checkout*Trigger Time = -1 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 1*Booking Source= All **Booking Source Status = Direct. You can have different auto actions/rules for direct bookings -v- channel bookings, then select ‘Direct’ this will include manually created All but not cancelled*Group bookings = Trigger all on master*Template Variables = [IF>:[TURNOVERDAYS]:1:yes|no] equal yes This template variable tests if there is 1 day between the guest booking and the next booking page bookings.
</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">
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.
</div>
</div>
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Using Pending Payments as Send Email to your guest - On a Payment ReminderWednesday (Cleaner is due/Rubbish Collection is due) ====
</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 - use Enter the text the channel uses)to be sent, you can use template variables in this message, for example
[BOOKID] - booking reference number[GUESTNAMES] - name of all guests in the booking on the "summary" tab of the booking[FIRSTNIGHT][LASTNIGHT] Booking tab:(optional)
*Execution = One time only
*Flag Text = 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 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====
</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===
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<div class="headline-collapse" > ====Apply a flag/colour for a booking coming from a certain channelAdd CHECKIN Booking info code to bookings ====
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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
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<div class="headline-collapse" > ====Apply a flag when a payment was madeAdd CHECKOUT Booking info code to bookings ====
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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
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====Apply a flag when a payment FAILS at StripeGroup check-in - ''Select from predefined templates'' ====
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*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
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<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 ====
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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
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==== Change the status of all "Request" Identify bookings to "Cancelled" after three days with Custom Question ticked/unticked ====
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===Add invoice items to a booking ===
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<div class="headline-collapse" >====Add a fee to all bookings from a channel====</div><div class="mw-collapsible-content">Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Expedia (for example)
Invoice tab:*Add Invoice Item =Add new*Type =Amount*Description =Cleaning fee (for example) - Template variables can be used. *Amount = Change 50 (for example - the status amount of all bookings which have been imported from Ical to "Request" =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.
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</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)
