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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 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:'''You want to capture a Security Deposit for bookings on the day before check-in from your guest.
Time:*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1Capture of the payment is only held by Stripe for 7 days, if the guest is staying longer you will need to send the request again.
Booking Source:*Booking Source = All (You will need to create multiple emails to capture the payment multiple times for example)the same booking.
Booking Conditions:
*Booking Status = All Not Cancelled
Booking Fields'''Trigger tab:''' *Trigger Event = Check-in*Trigger Time = -1 days*Trigger Window = 1 day *Booking Field Contains - Source = ALL (or select "Language" the booking source/Channel)*Status = All not cancelled '''Message tab''': For channels using the Message API, then enter the text in the next field Plain text box, for emails enter: the short code for text in the language this Auto Action is forHTML box.
'''*Send Message tab:'''Enter the message in the appropriate language under your default language.= Booking API/Smart Email
*Send Message = Internal OnlyIf 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.
*Internal Email Address = enter If no connection to a messaging system is available the email address this message should be sent will send tothe Email address from the "Mail & Actions" tab of the Email.
*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 Booking and for 1 day, we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text. '''Trigger tab:''' Set the rules to when this Auto Action should trigger. Time:*Trigger Event = After Booking
Booking Source'''Message tab:''' Update details as appropriate*Send Message = Booking Source = All (for example)API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address.If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.
Booking Conditions:*Booking Status = All Not CancelledPlain text box (Using Message API)
'''SMS tabhttps:'''*Phone Number = [GUESTMOBILE]*SMS Message = [IF//beds24.com/bookpay.php?bookid=:[GUESTLANGUAGEBOOKID]:fr:French_text|English_text]</div></div>
<div class="mw-collapsible mw-collapsed">You can find extra options to add to the payment link if you want to refine the details<div class="headline-collapse" >https://wiki.beds24.com/index.php/Category:Payments#Payment_Request
Info Codes Booking Fields:-*Info Code = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URL (Booking Field Contains - select "Language" in the next field enter: the appropriate Booking Info Code short code for the service you use)language this Auto Action is for.
If *Internal Email Address = enter the "Mail & Actions" tab contains a "real" Email email address the this message is should be 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]]
This auto action will be sent only when the Invoice Balance of the booking is zero. This can be used to ensure that the checkin details are only sent when the guest has completed the payments. '''Trigger tab:'''
'''Trigger tab:'''Set the rules to when this Auto Action should trigger.
*Booking Status = All but not cancelled
Info Codes:
*Any Booking Info Code = CHECKIN
*Exclude Booking Info Code = CHECKOUT
<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 will be sent only when the Invoice Balance of the booking is zero. This can send Invoice as an attachment be used to your Guestsensure that the checkin details are only sent when the guest has completed the payments. Setup your Invoice go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> INVOICING
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)
<span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkout to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings. If you send Emails with pdf attachment (invoice, booking template) to Alias-Email addresses created by channels the channel might block the attachment so it is not delivered to the guest. Ask your channel about their policy regarding this. Other files can not be attached. We recommend you use a link to a file you upload to your web site.</div>
You This auto action will be sent only when the a payment has been 'authorised' at Stripe. This can send Booking Template attachments be used to your Guestsensure that the checkin details are only sent when the guest has completed the Security Deposit Authorisation. 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)
<span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkout to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.
If you send Emails with pdf attachment (invoice, booking template) to Alias-Email addresses created by channels the channel might block the attachment so it is not delivered to the guest. Ask your channel about their policy regarding this.
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
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
Booking FieldsInfo Codes:*Template Variable Any Booking Info Code = [UNITSTATUS1] Contains CHECKIN*Exclude Booking Info Code = cleanCHECKOUT
*Attachment :- if you want to send a Booking/Invoice template you can select from the drop down list.
Other files can not be attached. We recommend <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you use a link to a file the Checkin/Checkout feature in the Dashboard, if not you upload can either manually add Checkin to your web sitebookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.
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:[TURNOVERDAYS]:0:3:yes|no|no] equal yesCHECKOUT
This template variable tests if there is 3 days between the guest booking and the next booking. '''Messaging tab:'''
'''Message tab:''' *Send Email = Guest email - (or one of the other options)
For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box. *Attachment = Invoice Template 1
If the "Mail & Actions" tab contains a "real" Email address the message is sent *Plain text box - will send to the guests Email address. If only a masked Email address is available the message sends via the channels using Message API messaging systems if possible.
If no connection Message Text :- enter the text you wish to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Emailyour guests.Template variables can be used [[Template_Variables| see here]]
*Plain text box Email Text :- will send It is possible to channels using Message API, enter 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<span class="" style="color:[TURNOVERDAYS]#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 [TURNOVERDAYS] 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.
*HTML box - Email will be sent, enter the text you wish to send to your guests. Template variables Other files can not 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)|]attached. We are very happy to offer recommend you use a link 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 file you would like upload to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Priceweb site. '''Booking Info Tab : Optional '''*Booking info code = EXTRANIGHTS *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night
To You can send an automated Email Booking Template attachments 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 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.
Booking Fields'''Messaging tab:*Template Variables = [IFBETWEEN:[VACANTDAYS]:0:3:yes|no|no] equal yes'''
This template variable tests if there is upto 3 days from previous checkout to check in of current booking. '''Messaging tab :- '''*Send Message = Guest API/Smart Email(or one of the other options)
*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 include URL. 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.
This example uses fixed values that you have entered into {{#fas'''Trigger tab:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. ''' Time:*Trigger Event = Checkin*Trigger Time = Immediate*Trigger Window = 1
Trigger Tab Booking Source:- *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
*Group bookings = Trigger all on master
*Template Variables = [IF>:[VACANTDAYS]:1:yes|no] equal yes
This template variable tests if there is 1 day between the guest booking and the next booking. Booking Fields:*Template Variable = [UNITSTATUS1] Contains = clean
Message '''Messaging tab :- '''
*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],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.
We are very happy to offer you 'Early Check*Subject -in' at [PROPERTYNAME] at enter the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK].subject for your Guests
If you would like checkin early for your stay then please *Plain text box - will send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EARLYARRIVAL’ for the special Price.Best regards,channels using Message API
Booking Info Tab *Attachment :- Optional*Booking info code = EARLYARRIVAL, *if you want to send a Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Early Checkin/Invoice template you can select from the drop down list.
This template variable tests if there is 1 day between Time:*Trigger Event = Checkin (depending on when you want to notify the guest booking and )*Trigger Time = -2 days (depending on when you want to notify the next booking. guest, in this example 2 days before arrival)*Trigger Window = 2
Message tab Booking Source:- *Send Email Booking Source = 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)All
Dear, [GUESTNAME],Booking Conditions:*Group bookings = Trigger all on master*Booking Status = All but not cancelled
We are very happy to offer you 'Late Check-out' at Booking Fields:*Template Variables = [PROPERTYNAME] at the exceptional rate of IFBETWEEN:[ROOMTEMPLATE3TURNOVERDAYS][PROPERTYCURRENCYBACK:0:3:yes|no|no].equal yes
If you would like a late checkout, then please send an email to our Reservations team [PROPERTYEMAIL] confirming you would like This template variable tests if there is 3 days between the Late Checkout, provide your Booking Reservation Number [BOOKID] guest booking and Offer ‘LATECHECKOUT’ for the special Pricenext booking.
Best regards,'''Message tab:'''
[PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS]For channels using the Message API,[PROPERTYCITY]then enter the text in the Plain text box,[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY]for emails enter the text in the HTML box. Email :-[PROPERTYEMAIL]Website :- [PROPERTYWEB]
Booking Info Tab :- Optional*Booking info code Send Message = LATCHECKOUT, *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Late CheckoutAPI/Smart Email
</div></div>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=If no connection to a messaging system is available the message will send to the Email address from the "mw-collapsible mw-collapsedMail & Actions"><div class="headline-collapse" >tab of the Email.
====Send *Email to Subject - enter the subject for your guest - Offering Late Checkout Only on a Sunday when there is no new arrival ====</div><div class="mw-collapsible-content">Guests
To *Plain text box - will send an automated Email to channels using Message API, enter the guest confirming that it is possible text you wish to have a Late checkout on Sundays as the room is available on the day of departuresend to your guests.Template variables can be used [[Template_Variables| see here]]
This auto action will create [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 new booking for [PROPERTYNAME] at the date exceptional rate of departure, closing [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 calendar number of nights you would like to any other bookingsstay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price.
The URL link in the message tab, will send the guest to your guest booking page with set conditions, the leaving date of the existing booking, the room id of the existing booking and the Offer you have created for the LateCheckout.
This example uses fixed values that *HTML box - Email will be sent, enter the text you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard wish to send to your guests. Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. can be used [[Template_Variables| see here]]
'''Step 1[IF<=: ''' Create a new offer in {{#fas[TURNOVERDAYS]:3:cog}} Your apartment (SETTINGS[ROOMNAME]) > PROPERTIES > OFFERS , 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.
*Name = Latecheckout'''Booking Info Tab : Optional '''*Enable Booking info code = Only if AvailableEXTRANIGHTS *Booking Type Info Description = Confirmed with Deposit 2 - via payment gatewayUpsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night
'''Step 2:''' Create a Rate or Daily Price, PRICES </div></div>
Guests <div class= Max Occupancy"mw-collapsible mw-collapsed">Max Stay <div class= 1Offer = select the offer number as created in the above step. "headline-collapse" >
If you are using Rates, select 'Rate allowed' = Sunday, untick all ===Send Email to your guest - Upselling additional nights - nights available before checkin ====</div><div class="mw-collapsible-content"> To send an automated Email to the other daysguest confirming that it is possible to extend their stay. Channel TabThis 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, untick all channels, leave only 'beds24.com' for your booking pageuseful way to utilise the template variables and different values rather than duplicating auto actions.
If using Daily Prices, then go to Calendar, and set the price and date range, then only Sunday, untick all the other days. Enable list, untick all channels, leave only 'beds24.com' for your booking page. 'Trigger Tab :-'''
'''Step 3Time: ''' Create *Trigger Event = Checkin (depending on when you want to notify the Auto Actionguest)*Trigger Time = -2 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 2
Trigger Tab Booking Source:- *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 Status = All but not cancelled
*Between Booking and Check in = 2 and 999 (to stop the auto action triggering on the new booking)
Message '''Messaging tab :- '''*Send Email Message = 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],If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
We are very happy If no connection to offer you 'Late Check-out' at [PROPERTYNAME] at a messaging system is available the exceptional rate message will send to the Email address from the "Mail & Actions" tab of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK]the Email.
If you would like a late checkout, please use this link to make *Subject = Enter the booking and payment. appropriate details
https://beds24*Plain Text Box = Your text, using the template variables to modify the specific text in the booking.com/booking2.php?checkin=[LEAVINGDAYYYYY-MM-DD]&br7-[ROOMID]
Enter your Booking Reservation Number [BOOKID] into the Booking id box on the booking page. Best regards,*HTML Box
Email :-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] Website :- confirming the number of nights you would like to stay and provide your Booking Reservation Number [PROPERTYWEBBOOKID]and Offer ‘EXTRANIGHTS’ for the special Price.
===Send an email to the Owner/Internal email address ===
To send an automated Email to the guest confirming that it is possible to have an Early Checkin as room is available the day of before arrival. This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. Trigger tabTab :- *Trigger Event = After BookingCheckin (depending on when you want to notify the guest)*Trigger Time = Immediate-2 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 3652*Booking Source = All
Messaging tab:*Send Message = Internal*Internal Email Address = enter This template variable tests if there is 1 day between the email address to receive guest booking and the notification*Subject = Failed Stripe Payment*HTML Box = Enter the text to be sent, you can use template variables in this message, for example next booking.
[BOOKID] Message tab :- booking reference number[GUESTNAMES] - name *Send Email = Guest API/Smart Email (or one of all guests 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 on . Enter the "summary" tab of the booking[FIRSTNIGHT][LASTNIGHT]text in both Plain text Box (Messaging API) and HTML Box (Emails)
Booking tab: (optional)*Execution = One time only*Flag Text = Stripe Payment Failed*Flag Colour - choose the flag colour</div></div>Dear, [GUESTNAME],
===Booking Info Codes===<div class="mw-collapsible mwWe are very happy to offer you 'Early Check-collapsed">in' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK].<div class="headline-collapse" > ====Add CHECKIN If you would like checkin early for your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking info code to bookings ====Reservation Number [BOOKID] and Offer ‘EARLYARRIVAL’ for the special Price.</div><div class="mw-collapsible-content">Best regards,
If you need to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions[PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS], you can set the Booking info code rather than use the Current guest module in the dashboard[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY]. Email :-[PROPERTYEMAIL]Website :- [PROPERTYWEB]
Trigger tabBooking Info Tab :*Trigger Event = Check-in*Trigger Time = Immediate*Trigger Window = 1 dayOptional*Booking Source info code = AllEARLYARRIVAL, *Booking Status Info Description = All but not cancelled*Group bookings = Trigger all on masterUpsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Early Checkin
Booking Info tab:
*Booking Info Code = CHECKIN
*Booking Info Text = Auto Checkin
If To send an automated Email to the guest confirming that it is possible to have a Late Checkout as room is available the day of departure. This example uses fixed values that you need to use have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Booking info code CHECKINProperty/CHECKOUT for reporting/other auto actionsRooms, you can set useful way to utilise the Booking info code template variables and different values rather than use the Current guest module in the dashboardduplicating auto actions.
Booking Info tab: *Booking Info Code = CHECKOUT*Booking Info Text = Auto Checkout</div></div>This template variable tests if there is 1 day between the guest booking and the next booking.
<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 ====Group check-in ====</div>Enter the appropriate details <div class*Email Text ="mw-collapsible-content">This requires Your text, using the master booking template variables to be checked-modify the specific text in via the check-booking. Enter the text in function. both Plain text Box (Messaging API) and HTML Box (Emails)
Trigger tab:Dear, [GUESTNAME],
*Trigger Event = After We are very happy to offer you 'Late Check-out' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK]. If you would like a late checkout, then please send an email to our Reservations team [PROPERTYEMAIL] confirming you would like the Late Checkout, provide your BookingReservation Number [BOOKID] and Offer ‘LATECHECKOUT’ for the special Price. Best regards, [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS],*Trigger Time = immediately[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY]. Email :-[PROPERTYEMAIL]Website :- [PROPERTYWEB]*Trigger Window = 365*Booking Source = AllInfo Tab :- Optional*Booking Status info code = All but not cancelled*Group bookings" = Trigger all on masterLATCHECKOUT, *Booking Info Code Description = CHECKINUpsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Late Checkout
Booking info tab :
*Info Code = CHECKIN
This requires you to use the Guest database.
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 = immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Group This auto action will create a new booking for the date of departure, closing the calendar to any other bookings" = Trigger all on master*Template Variable = [GUESTSID1] greater than 0.
Booking info The URL link in the message tab : *Info Code = REPEAT</div></div>, will send the guest to your guest booking page with set conditions, the leaving date of the existing booking, the room id of the existing booking and the Offer you have created for the LateCheckout.
<div class="mw-collapsible mw-collapsed"This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) ><div class="headline-collapse" PROPERTIES > ====Identify bookings with Custom Question ticked/unticked ====</divROOMS ><div class="mw-collapsible-content"SETUP >If you have a custom question with a 'Tick box' for exampleROOM TEMPLATES and standard Template Variables set in the Property/Rooms, they want a late checkinuseful way to utilise the template variables and different values rather than duplicating auto actions.
Setup the custom question '''Step 1: ''' Create a new offer in {{#fas:cog}} (SETTINGS) > PROPERTIES -> BOOKING QUESTIONS -> CUSTOM QUESTIONS -> Custom question 1, set with TYPE = Tick Box. OFFERS
Trigger tab:*Name = Latecheckout*Enable = Only if Available*Booking Type = Confirmed with Deposit 2 - via payment gateway
*Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Group bookings" = Trigger all on master*Template Variable = [GUESTCUSTOMQ1] equals ticked ('''Step 2:''' Create a Rate or) not ticked Daily Price, PRICES
Booking info tab : *Guests = Max Occupancy*Info Code Max Stay = LATECHECKIN1</div></div>*Offer = select the offer number as created in the above step.
===Add invoice items to a '''Step 3: ''' Create the custom question for the booking ===id
<div class="mw-collapsible mw-collapsed"Go to {{#fas:cog}} (SETTINGS) > PROPERTIES ><div class="headline-collapse" BOOKING QUESTIONS > ====Add a fee to all bookings from CUSTOM QUESTIONS and create a channel====</div><div class="mw-collapsible-content">Trigger tab:question*Trigger Event Question = After BookingId*Trigger Time = ImmediateSingle Line field*Booking Source = Expedia (for example)Optional
Invoice tab'''Step 4:*Add Invoice Item = Add new*Type = Amount*Description = Cleaning fee (for example) - Template variables can be used. *Amount = 50 (for example - ''' Create the amount of your cleaning fee)*per = Room*Period = one time*VAT = 19% (for example - enter the VAT amount if applicable)Auto Action
The fee will be added Trigger Tab :- *Trigger Event = Checkout*Trigger Time = -1 days (depending on when you want to notify the next time the auto actions run. guest, in this example 2 days before arrival)</div>*Trigger Window = 1</div>*Booking Source = All *Booking Status = All but not cancelled<div class*Between Booking and Check in ="mw-collapsible mw-collapsed">2 and 999 (to stop the auto action triggering on the new booking) <div *Group bookings = class="headline-collapse" >Trigger all on master
</div><div class="mw-collapsible-content">You want to add This template variable tests if the departure day is a 2.2% fee to all bookings if Sunday and there is an outstanding balance 2 days prior to checkinat least 1 day between the existing guest booking and the next booking.
Trigger 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)
Time :*Trigger Event = Checkin *Trigger Time = -2 days*Trigger Window = 2 days Dear, [GUESTNAME],
Booking Conditions:*Status = All not Cancelled *Invoice Balance = Not ZeroWe are very happy to offer you 'Late Check-out' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK].
Invoice tab:*Type = Amount*Description = Payment Fee||[INVOICEBALANCE:2If you would like a late checkout, please use this link to make the booking and payment.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 runhttps://beds24. <com/div></div>booking2.php?propid=[PROPERTYID]&checkin_hide=[LEAVINGDAYYYYY-MM-DD]&br5-[ROOMID]=Book
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > Enter your Booking Reservation Number [BOOKID] into the Booking id box on the booking page. ====Update the Description field of a charge/invoice item====Best regards,
</div>[PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME] <div class="mw-collapsible-content"> In some cases Channel bookings have different descriptions for the same charge item Email :- i.e. Cleaning, update the description field in the invoice item so they all match, using the format (findthisinvoicedescription^replacewiththisdescription)[PROPERTYEMAIL] Trigger tabWebsite :*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)- [PROPERTYWEB]
*Booking Source = Expedia (for example)This template variable tests if the current day is a Wednesday.
Invoice Message tab:- *Add Invoice Item = Update Only*Type = Change All *Description Send Email = Tourist Tax^Tourist Tax - Summer season 2022 Guest API/Smart Email (for exampleor one of the other options) *Amount EMail Subject = 0.75Enter the appropriate details *Per Email Text = Per Person*Period = One time*Invoicee = Ignore (otherwise you can add a Your text, using the template variables to modify the specific Invoicee to limit text in the booking. Enter the searchtext in both Plain text Box (Messaging API) and HTML Box (Emails)
</div></div>Hope you are enjoying your holiday at [PROPERTYNAME].
===Payments/Pending Payments===We would like to remind you that the cleaner is due to visit you on Thursday morning between 10am and 12am.
<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 exampleBest regards, you can also set different rules for different channels)*Group Booking Trigger = Trigger only Master (this will trigger on individual bookings and Master booking if a group)
Booking Info tab: Optional[PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME] Add a booking info tab for information and reporting *Flag Text = PendingPayment (for example)Email :-[PROPERTYEMAIL] *Flag Colour = select the colour as this will be visible in the Calendar/Bookings listWebsite :- [PROPERTYWEB]
Invoice tab:*Payment Type = select on what This can be used to trigger the next auto action if the payment duration of their holiday is calculated (Percent of Balance due)*Description = more than 1 week. Include the text you will see Booking Info code in the "Charges and Payments" Trigger tab*Status = if you use of 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 next 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 dueaction.
Create a Payment Rule ===Send an email to collect a payments when bookings are not cancelled. the Owner/Internal email address ===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > Go ====Send an email to Settings the Owner/Internal email address when a payment FAILS at Stripe====</div> Payments <div class="mw-collapsible-content"> Payment Rules Payment Rule Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = STRIPEFAIL, CARDFAILSTRIPE
Name Messaging tab:*Send Message = Internal*Internal Email Address = enter the email address to receive the notification*Subject = Failed Stripe Payment*HTML Box = Enter your title - Not Cancelled (the text to be sent, you can use template variables in this message, for example)Action = Auto
Payment Trigger :[BOOKID] - booking reference number[GUESTNAMES] - name of all guests in the booking on the "summary" tab of the booking[FIRSTNIGHT][LASTNIGHT]
*Booking Status = All not cancelledtab: (optional)*Any Booking Info Code Execution = optionalOne time only*All Booking Info Codes Flag Text = optionalStripe Payment Failed*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find Flag Colour - choose the Booking info code in the booking)flag colour</div></div>
Payment Action :<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >
Booking Messaging tab: Optional*Flag Text Send Message = Internal*Internal Email Address = PendingPayment (for example)enter the email address to receive the notification*Subject = New Booking*Flag Colour HTML Box = select Enter the colour as text to be sent, you can use template variables in this will be visible message, for example [BOOKID] - booking reference number[GUESTNAMES] - name of all guests in the Calendar/Bookings listbooking on the "summary" tab of the booking[FIRSTNIGHT][LASTNIGHT]
Booking Info tab: Optional</div>Add a booking info tab for information and reporting*Booking Info Code = PENDPAY*Booking Info Text = Pending payment added</div>
Invoice tab:===Booking Info Codes===*Payment Type <div class= fixed value"mw-collapsible mw-collapsed">*Description = Security Deposit||[IF<div class=:[INVOICEFIRSTITEMNUM]:800:200|[INVOICEFIRSTITEMNUM][/.0]4] "headline-collapse" > (Security Deposit is the description, then 2 | symbol, then the calculation for the 'Amount' ====Add CHECKIN Booking info code to be set.)bookings ==== </div>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 <div class= 200."mw-collapsible-content">
<span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} <If you need to use the Booking info code CHECKIN/span> <span style="font-weight: bold;" >Tip<CHECKOUT for reporting/span> A price value for the invoice item can be specified after a second pipe (|) symbolother auto actions, this you can be used to calculate a price using template variables. If set the Booking info code rather than use the price value Current guest module in the description field is zero or absent, the numeric value from the amount field will be useddashboard.
Create a Payment Rule <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add CHECKOUT Booking info code to collect a payments when bookings are not cancelled. ====</div><div class="mw-collapsible-content">
Go If you need to Settings > Payments > Payment Rulesuse 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.
Payment Rule Trigger tab:*Trigger Event = Check-out*Trigger Time = Immediate*Trigger Window = 1 day*Booking Source = All*Booking Status = All but not cancelled*Group bookings = Trigger all on master
Name Booking Info tab: *Booking Info Code = CHECKOUT*Booking Info Text = Enter your title Auto Checkout</div></div> <div class="mw- Not Cancelled (for example)collapsible mw-collapsed">Action <div class= Auto"headline-collapse" > ====Group check-in - ''Select from predefined templates'' ====</div><div class="mw-collapsible-content">This requires the master booking to be checked-in via the check-in function. Payment '''Trigger tab:''' *Trigger Event = Checkin*Trigger Time = immediate*Time Window = 1 day
*Booking Status = All not cancelledconditions:*Any Booking Info Code Source = optional*All Booking Info Codes = optional*Exclude Booking Info Code Status = optional (can exclude Virtual Credit cards, find the Booking info code in the booking)All but not cancelled
Payment Action :*Group bookings" = Trigger all on master if group*Info Code = CHECKIN
*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 failuretab : '''
''''Create a Payment Rule (Optional)''''Trigger tab:
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 *Trigger Event = After Booking*Trigger Time = immediately*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled before the final payment is due to be collected. *Group bookings" = Trigger all on masterGo to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES*Template Variable = [GUESTSID1] greater than 0
Create a Payment Rule to collect payments if bookings are not cancelled.Booking info tab : *Info Code = REPEAT</div></div>
Click <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''Create New Payment Rule''' :for example, they want a late checkin.
Payment RuleSetup the custom question in {{#fas:*Name = Enter your title - Not Cancelled cog}} (for exampleSETTINGS) *Action PROPERTIES -> BOOKING QUESTIONS -> CUSTOM QUESTIONS -> Custom question 1, set with TYPE = AutoTick Box.
Payment Trigger tab:*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 :*Trigger Event = After Booking*Funding Source Trigger Time = Guest card only immediately*Payment value adjustment Trigger Window = Limit to group booking balance365*Capture Booking Source = Yes - immediately charged (CaptureAll*Booking Status =Yes)All but not cancelled*Add info code on success Group bookings" = add a Booking Info item to the booking Trigger all on successmaster*Add info code on failure Template Variable = add a Booking Info item to the booking on failure[GUESTCUSTOMQ1] equals ticked (or) not ticked
Prevent Auto Payment Booking info tab :*Prevent payment if booking status Info Code = CancelledLATECHECKIN*Prevent payment after check-out (days) = 7 (default)</div>*Prevent payment action = Set Manual</div>
'''Create Auto Actions '''
Collect the outstanding balance for bookings created via your ===Add invoice items to a 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'''===
*Time**Trigger Event = CheckinAfter Booking**Trigger Time = -3 days (set the time you want to collect the payment)Immediate**Time Window Booking Source = 3 days Expedia (set this to the same number (positivefor example) as Trigger time.
*Booking Conditions**Group Booking Trigger = Trigger only Master**Status = All not cancelled**Invoice Balance= Not Zero (can The fee will be used to refine added the next time the auto action being triggered)actions run. </div></div>
Booking tab: Optional*Flag Text <div class= Pending payment added (for example)"mw-collapsible mw-collapsed">*Flag Colour <div class= select the colour as this will be visible in the Calendar/Bookings list"headline-collapse" >
Booking Info tab: Optional, for information and reporting*Booking Info Code = BALANCE ===Add a fee (for example enter the value - use one word onlyPenalty)*Booking Info Text to all bookings with an Outstanding Balance==== Enter the description/text to show in for the Booking Info Code.
Invoice tab:</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.
<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> :
*Trigger Event = After Booking
*Trigger Time = immediate
*Booking Source =All (for example, you can also set different rules for different channels)
Info CodesTime :Any *Trigger Event = Booking Info Code *Trigger Time = Immediate*Trigger Window = CARDTOSTRIPE1 day
Invoice tabBooking Conditions:*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 inAll not Cancelled
<span styleInvoice tab:*Type = Amount*Description ="color:#fe746c;“ >{{#fasStripe Fee||[INVOICECHARGESNUM:exclamation-triangle}} </span> Automatic collection 3%]*Amount = 0 (leave as 0 so the value is only available set from the calculation in the Description field)*Per = Room*Period = one time*VAT = 19% (for customer who use [[Stripe]].example - enter the VAT amount if applicable)
Create a Payment Rule to 'Capture' a payment only. Captured payments The fee/charge will only be valid for 7 days, then it will expire, if added the next time the booking is for a longer period, then you can create a second Capture, you will need to create another auto action for thisactions run.</div></div>
Go to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES===Modify description/values of an existing invoice item in a booking ===
Payment Rule : <div class="mw-collapsible mw-collapsed">*Name <div class= Enter your title "headline- Security Deposit (for example)collapse" > *Action = Auto===Update the Description field of a charge/invoice item====
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 class="mwIn some cases Channel bookings have different descriptions for the same charge item -collapsible mw-collapsed"><div class="headline-collapse" >i.e. Cleaning, update the description field in the invoice item so they all match, using the format (findthisinvoicedescription^replacewiththisdescription)
====Apply an info code and and/or icon when a payment was made====
</div>
<div class="mw-collapsible-content">
Booking Info tab:
*Execution = One time only
*Info Code = Enter the preset code for the icon or info code which you have created in {{#fas:cog}} (SETTINGS) ACCOUNT->PREFERENCES.
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>Create a Payment Rule to collect a payments when bookings are not cancelled.
===Booking Flags/Colours===Go to Settings > Payments > Payment Rules
<div classPayment Rule : Name ="mwEnter your title -collapsible mw-collapsed">Not Cancelled (for example)<div classAction ="headline-collapse" > Auto Payment Trigger : *Booking Status =All not cancelled*Any Booking Info Code =optional*All Booking Info Codes =optional*Exclude Booking Info Code =Apply a flag when a optional (can exclude Virtual Credit cards, find the Booking info code in the booking is cancelled====)</div><div class="mw-collapsible-content">Payment Action :Trigger tab*Trigger Event Capture = Yes - immediately charged (Capture= After BookingYes)*Trigger Time Add info code on success = 1 Houradd a Booking Info item to the booking on success*Trigger Window Add info code on failure = 365 days*add a Booking Status = CancelledInfo item to the booking on failure
Booking tab:
*Execution = One time only
*Booking Status = No Change
*Flag text = (enter the text you require)
*Flag Colour = Set as required
<div classInvoice tab:*Payment Type ="mw-collapsible mw-collapsed">fixed value*Description = Security Deposit||[IF<div class="headline-collapse" > :[INVOICEFIRSTITEMNUM]:800:200|[INVOICEFIRSTITEMNUM][/.0]4] ====Apply a flag when deposit was made prior (Security Deposit is the description, then 2 | symbol, then the calculation for the 'Amount' to Check-inbe 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 ==</div><div class="mw-collapsible-content">Trigger tab:200.
*Trigger Event <span class= Check"" style="color: #f3e504; font-in*Trigger Time size: 150%;" >{{#fas:lightbulb}} </span> <span style= "font-365 weight: bold;" >Tip</span> A price value for the invoice item can be specified after a second pipe (for example : must |) symbol, this can be used to calculate a negative price using template variables. If the price value and in the same as description field is zero or absent, the numeric value in Trigger window)*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Invoice Balance = Any Payment madefrom the amount field will be used.
Message tab*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
*Send Email : select appropriate option
*Enter : Subject and Email content
Booking tab: (optional)Create a Payment Rule to collect a payments when bookings are not cancelled.
*Execution = One time only*Flag Text = The text you want Go to display*Flag Colour - choose the flag colourSettings > Payments > Payment Rules
Booking info tab Payment Rule : (optional)
*Booking Info Code : DEPOSITPAID Name = Enter your title - Not Cancelled (for example)*Booking Info Text : additional text if required. Action = Auto
Setting details with the Booking tab and Booking info tab allows you to trigger additional (follow on) Auto Actions and Reports.</div></div>Payment Trigger :
<div class*Booking Status ="mw-collapsible mw-collapsed">All not cancelled<div class*Any Booking Info Code ="headline-collapse" > optional*All Booking Info Codes =optional*Exclude Booking Info Code ===Apply a flag when optional (can exclude Virtual Credit cards, find the Booking info code in the booking is fully paid====)</div><div class="mw-collapsible-content">Trigger tabPayment Action :*Trigger Event = After Booking*Trigger Time Capture = Immediate*Trigger Window Yes - immediately charged (Capture= 365Yes)*Booking Source Add info code on success = All*add a Booking Status = All not cancelledInfo item to the booking on success*Invoice Balance Add info code on failure = ZEROadd a Booking Info item to the booking on failure
Booking tab:
*Execution = One time only
*Flag Text = The text you want to display
*Flag Colour - choose the flag colour
Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Booking Source = Booking.com ''''Create a Payment Rule (for exampleOptional)''''
Booking tab:*Execution = One time only*Flag Text = The text Standard payment rules in the system are Auto & Manual, you can create additional rules for the collection of outstanding payments, you want 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 display*Flag Colour - choose the flag colourbe collected.
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the email.</div></divGo to {{#fas:cog}} (SETTINGS) PAYMENTS >PAYMENT RULES
<div class="mw-collapsible mw-collapsed">Create a Payment Rule to collect payments if bookings are not cancelled. <div class="headline-collapse" > Click '''Create New Payment Rule''' :====Apply a flag when a payment was made====</div>Payment Rule:<div class*Name ="mw-collapsibleEnter your title -content">Not Cancelled (for example) <span style*Action ="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".Auto
Booking tabPayment Action :*Execution Funding Source = One time Guest card only*Flag Text Payment value adjustment = The text you want Limit to displaygroup booking balance*Flag Colour Capture = Yes - choose 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 flag colourbooking on failure Prevent Auto Payment :</div*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. </div>'''Collect outstanding balance for direct bookings'''
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Apply a flag when a payment FAILS at Stripe====
</div>
<div class="mw-collapsible-content">
== 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 ==
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====Send an Email with a key code for a specific unit one day before check-in(Self Checkin)====
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====Send an Email Apply a flag/colour to guests a booking when a payment is made - ''Select from Channelsthe predefined template ''====
</div>
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'''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.
*Send Message Flag Text = Booking API/Smart EmailPaid *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.
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
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====Send a Request for payment to your guests XX days update the guest's credit card as it will expire before arrivalcheckin====
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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
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====Send a Request for payment to your guests XX days after bookingbefore check-in====
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'''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.
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====Send a Request for payment to 'Capture' a Security deposit from your guests XX days before check-in - with Stripeafter booking====
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You want allow your guests to capture a Security Deposit make X number of payments for bookings on the day before check-in from your guesttheir booking.
You will need to 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
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====Send an Email a Request to 'Capture' a Security deposit from your guests XX days before check-in the guests language to an internal Email address - with Stripe====
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*Email Subject - enter the subject for your Guests
*Plain text box - will send to channels using Message API
Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]], change the pay=100 to the value you require.
https://beds24.com/bookpay.php?bookid=[BOOKID]&g=st&capture=0&pay=100.
*HTML box - Email will be sent
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====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====
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*Trigger Time = Immediate
*Trigger Window = 1365*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = STRIPEFAIL, CARDFAILSTRIPE
Subject - enter the subject for your Guests
Plain Text Message :- enter the Message text you wish to send to your guests including the payment link
*HTML Message (Send Email) Email Subject - enter the subject for your GuestsEmail Text :- enter the Email text you wish to send to your guests include template variable [PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options. '''Booking tab:'''*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 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 ====
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This uses a smart template variable. In this example we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text.
'''Trigger tab:'''
Time:-*Trigger Event = Check-inBooking*Trigger Time = -2 (the number of days before check-in you want to sent the code or link) Immediate*Trigger Window = 21
Booking Souce Source:- *Booking Source = All*Booking Status = All but not cancelled(for example)
Booking Conditions:- *Group bookings Booking Status = Trigger all on masterAll Not Cancelled
'''Messaging Message tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter Enter the text message in the HTML boxappropriate language under your default language.
*Send Message = Booking API/Smart EmailInternal Only
*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]]
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====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====
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This uses a smart template variable. In this example the auto action will trigger on Booking and for 1 day, we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text.
Time:-*Trigger Event = Check-inBooking*Trigger Time = -2 (the number of days before check-in you want to sent the code or link) Immediate*Trigger Window = 21
Booking Source:*Booking Source = All (for example) Booking Conditions:*Booking Status = All Not Cancelled '''SMS tab:'''*Phone Number = [GUESTMOBILE]*SMS Message = [IF=:[GUESTLANGUAGE]:fr:French_text|English_text]</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Remotelock/Lockstate, Nuki PIN or Chekin Link 2 days before Check-in (Self Checkin) - ''Select from the predefined template'' ====</div><div class="mw-collapsible-content">'''Trigger tab:''' Time:-*Trigger Event = Check-in*Trigger Time = -2 (the number of days before check-in you want to sent the code or link) *Trigger Window = 2 Booking Souce :-
*Booking Source = All
*Booking Status = All but not cancelledConfirmed
Booking Conditions:-
*Group bookings = Trigger all on master
Info Codes :-*Invoice Balance Info Code = ZeroLOCKSTATE_PIN or NUKI_PIN or CHEKIN_URL (select the appropriate Booking Info Code for the service you use)
'''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
*Plain text box - will send to channels using Message API
Message Text :- enter the text you wish to send to your guestsinclude URL. 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, Include these template variables can be used, - [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 :- Enter It is possible to use the same details (URL) as in the text you wish to send to your guests this can include URLsPlain Text box above. 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, these template variables can be used, - [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>
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====Send Email Pin code to all current guest (, 2 days before Check-in(Self Checkin) ====
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This auto action can be used if you have set a fixed PIN code in the Room Setup or using digits from the Booking id.
To setup the PIN code for each Room/Unit then go to {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > UNIT NAMES, then in the unit names, you can add additional information including a pin code.
Example:
You have 2 units (100 and 101). Access Pin Code for 100 = 12345, for 101 - 34567
In "Unit name" enter: (Use (?) in the room setup for more details/options)
*100|12345
*101|34567
'''Trigger tab:'''
Time:-
*Trigger Event = Check-in
*Trigger Time = 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 = All but not cancelled
Booking Conditions: -
*Group bookings = Trigger all on master
'''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
*Send 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 - [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]]
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====Send Email to guests with Guest Invoice check- PDF attachmentin details 2 days before Check-in, booking paid/no outstanding balance ====
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'''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 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
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]]
</div>
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====Send Email to guests with Booking Registration Form check- PDF attachmentin details 2 days before Check-in, Security Deposit Authorised at Stripe ====
</div>
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'''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
*Invoice Balance = Zero Info codes :-*Any Booking Status Info Code = All but not cancelledSTRIPEAUTHORIZE
'''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]]
</div>
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====Send Email after the cleaner has cleaned the roomto all current guest (Check-in) ====
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'''Trigger tab:'''
Time:
*Trigger Event = CheckinCheck-in
*Trigger Time = Immediate
*Trigger Window = 114(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
'''Messaging tab: '''*Send Email = Guest For channels using the Message API/Smart Email (or one of , then enter the text in the Plain text box, for emails enter the text in the other options)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.
*Plain text box - will send to channels using Message API
Message Text :- enter the text you wish to send to your guestsinclude URL. Template variables can be used [[Template_Variables| see here]]
*HTML box - Email will be sent
Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
</div>
</div>
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====Send Email to your guest invoice after check- Upselling additional nights out - nights available after checkout PDF attachment - ''Select from the predefined template'' ====
</div>
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'''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
*Send Message = Booking API/Smart EmailSubject - enter the subject for your Guests
*HTML box - Email Subject - enter the subject for your Guestswill be sent
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>
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====Send Email to your guest with Booking Registration Form - Upselling additional nights - nights available before checkin PDF attachment====
</div>
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'''Trigger Tab tab:-'''
Time:
*Trigger Event = Checkin (depending on when you want to notify the guest)Booking*Trigger Time = -2 days (depending on when you want to notify the guest, in this example 2 days before arrival)Immediate*Trigger Window = 21 day
Booking Source:
*Booking Source = All (or select the appropriate channel/Direct)
Booking Conditions:
*Booking Status = All but not cancelled
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.
*Attachment = Select Booking Template from the drop down list. *Subject = Enter - enter the appropriate details subject for your Guests *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>
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====Send Email to your guest - Offering Early Checkin after the cleaner has cleaned the room====
</div>
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To send an automated Email to the guest confirming that it is possible then they can check you/the cleaner have to add a unit status to have an Early Checkin as the room when it is available ready. In this example we used the day of before arrival.unit status clean
*Booking Source = All
Booking Conditions
*Group bookings = Trigger all on master
*Booking Status = All but not cancelled
*Send Email = Guest API/Smart Email (or one of the other options)
Message Text :- enter the text you wish to send to your guests. Template variables can be used [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAMETemplate_Variables| see here] [PROPERTYADDRESS],[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY].*HTML box - Email will be sent Email Text :-It is possible to use the same details as in the Plain Text box above. Template variables can be used [[PROPERTYEMAILTemplate_Variables| see here]Website :- [PROPERTYWEB]
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
</div>
</div>
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====Send Email to your guest - Offering Late Checkout Upselling additional nights - nights available after checkout ====
</div>
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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 departureextend 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 :- *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*Group bookings = Trigger all on master*Template Variables = [IF>:[TURNOVERDAYS]:1:yes|no] equal yes'''
*Booking Source = All
Booking Conditions:
*Group bookings = Trigger all on master
*Booking Status = All but not cancelled
Booking Fields:*Template Variables = [IF=IFBETWEEN:[LEAVINGDAYVACANTDAYS]:{%a}]0:Sun3:yes|no|[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 upto 3 days from previous checkout to check in of current booking.
[IF<span class="" style="color: #f3e504; font-size[VACANTDAYS]: 150%;" >{{#fas3:lightbulb}} </span> The details in the URLYour apartment ([ROOMNAME]), will direct the guest 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 make extend your stay a new booking in [PROPERTYNAME] at the existing room with 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 check-in date = leaving date number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for Offer 7 &br-7 (offer created in Step 1 above)the special Price.
[PROPERTYCONTACTFIRSTNAMEIF<=:[VACANTDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [PROPERTYCONTACTLASTNAMELEAVINGDAYSHORT] is currently available for up to [VACANTDAYS] extra night(s)|] .
'''Booking Info Tab :- Optional'''*Booking info code = LATCHECKOUTEXTRANIGHTS, *Booking Info Description = Upsell email sent [CURRENTDATE]: Late Checkout[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night
</div>
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<div class="headline-collapse" > ====Send an email Email to the Owner/Internal email address when a payment FAILS at Stripeyour guest - Offering Early Checkin ====
</div>
<div class="mw-collapsible-content">
*Booking Status = All but not cancelled
*Booking Info Code Group bookings = STRIPEFAIL, CARDFAILSTRIPE Trigger all on master*Template Variables = [IF>:[VACANTDAYS]:1:yes|no] equal yes
</div>
</div>
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<div class="headline-collapse" > ====Add CHECKOUT Booking info code Send Email to bookings your guest - Offering Late Checkout ====
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Trigger tabTab :- *Trigger Event = Check-outCheckout*Trigger Time = Immediate-1 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 1 day*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings = Trigger all on master
*Template Variables = [IF>:[TURNOVERDAYS]:1:yes|no] equal yes
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<div class="headline-collapse" > ====Identify Repeat Guest Send Email to your guest - Offering Late Checkout Only on a Sunday when there is no new arrival ====
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<div class="mw-collapsible-content">
If you are using Rates, select 'Rate allowed' = Sunday, untick all the other days.
Channel Tab, untick all channels, leave only 'beds24.com' for your booking page.
If using Daily Prices, then go to Calendar, and set the price and date range, then only Sunday, untick all the other days.
Enable list, untick all channels, leave only 'beds24.com' for your booking page.
*Template Variables =[IF===Add :[LEAVINGDAY:{%a fee (Penalty) to all bookings with an Outstanding Balance===}]:Sun:|[IF>=^[TURNOVERDAYS]^1^yes~no]] equal yes
<span class="" style==Modify description"color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </values of an existing invoice item 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)
Booking Info Tab :- Optional
*Booking info code = LATCHECKOUT,
*Booking Info Description = Upsell email sent [CURRENTDATE]: Late Checkout
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====Update all values of Send Email to your guest - On a chargeWednesday (Cleaner is due/invoice itemRubbish Collection is due) ====
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To send an automated Email to the guest reminding them that there is an event on a specific day of the week, for instance, the cleaner is due on Wednesday mornings, or the bin collection is due on Thursday mornings. You will need to change check for the day of the charges in bookings due to an update in your pricesweek. Tourist Tax (If the booking is for example)more than 1 week, update the description field and value using the format (findthisinvoicedescription^replacewiththisdescription)you will need multiple auto actions as an email will only be sent once, it is not possible to trigger multiple times.
'''Step 1: ''' Create the Auto Action Trigger tabTab :- *Trigger Event = After BookingCheckin*Trigger Time = Immediate*Time Trigger Window = 3658 days*Booking Source = All *Check In From Booking Status = Select the first date of the Summer SeasonAll but not cancelled *Check In To Template Variables = Select [IF=:[CURRENTDATE:{%u}]:3:yes|no] equal yes %u ISO-8601 numeric representation of the last date day of the Summer Seasonweek 1 (for Monday) through 7 (for Sunday)
Dear, [GUESTNAME],
Booking tabInfo Tab : - Optional*Booking Info Code code = PENDPAYCLEANWED1*Booking Info Text text = Pending payment addedReminder that cleaning is due on the first Thursday of their stay.
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====Send an email to the Owner/Internal email address when a guest completes a Payment Authorisation at Stripe====</div><div class="mw-collapsible-content"> Trigger tab:*Capture Trigger Event = Yes - immediately charged (CaptureAfter Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source =Yes)All*Add info code on success Booking Status = add a All but not cancelled*Booking Info item Code = STRIPEAUTHORIZE Messaging tab:*Send Message = Internal*Internal Email Address = enter the email address to receive the booking on successnotification*Subject = Stripe Payment Authorisation*Add info code on failure HTML Box = add a Booking Info item Enter the text to be sent, you can use template variables in this message, for example [BOOKID] - booking reference number[GUESTNAMES] - name of all guests in the booking on failurethe "summary" tab of the booking[FIRSTNIGHT][LASTNIGHT]
Booking tab: (optional)
*Execution = One time only
*Flag Text = Stripe Authorised
*Flag Colour - choose the flag colour
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<div class="mw-collapsible mw-collapsed">
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====Add Send an email to the Owner/Internal email address for a pending payment - Set the Security Deposit value based on the price of the new booking, using a calculation ====
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Trigger tab:
*Trigger Event = After Booking or Before Check-in*Trigger Time = set the time you want to collect the paymentImmediate*Trigger Window = 1 day*Booking Source =All (for example, you can also set different rules for different channels)*Booking Status = All but not cancelled
Trigger tab:*Status Trigger Event = Check-in*Trigger Time = Immediate*Trigger Window = if you use the status function add the status you want to apply to the pending payment (optional)1 day*Amount Booking Source = 0All*Payment Rule Booking Status = use auto or manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) Payments > Payment Rules they will be available here All but not cancelled*Payment Due Group bookings = Set when the payment is due Trigger all on master
Booking Info tab:
*Booking Info Code = CHECKIN
*Booking Info Text = Auto Checkin
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*Booking Info Code = CHECKIN
*Booking Info Text = Group checked in
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====Collect outstanding booking balance 3 days prior to arrival( Credit card details were collected at time of booking)Identify Repeat Guest ====
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This requires you to use the Guest database.
<div class="mw-collapsible mw-collapsed">
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====Add a fee to all bookings from a channel====
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Trigger tab:
Invoice tab:*Booking SourceAdd Invoice Item = Add new*Type = Amount*Booking Source Description = DirectCleaning fee (for example) - Template variables can be used. You can have different auto actions/rules *Amount = 50 (for direct bookings example -vthe amount of your cleaning fee)*per = Room*Period = one time*VAT = 19% (for example - channel bookings, then select ‘Direct’ this will include manually created bookings and booking page bookings. enter the VAT amount if applicable)
Time :*Add a Pending Payment to the bookingTrigger Event = Checkin *Trigger Time = -2 days*Payment Type Trigger Window = Percent of Group Balance due (select on what the payment is calculated) 2 days Booking Conditions:*Status = All not Cancelled *Description Invoice Balance = the text you will see in the "Charges and Payments" Not Zero Invoice tab:**Status Type = if you use the status function add the status you want to apply to the pending payment (optional)Amount**Amount Description = 100 (this will be 100Payment Fee||[INVOICEBALANCE:2.2% of the outstanding group balance) ]**Payment Rule Amount = Not Cancelled - See Step 4 above 0 (if you have leave as 0 so the value is set up payment rules from the calculation in {{#fas:cog}} (SETTINGS) PAYMENTS ->PAYMENT RULES they will be available hereDescription field) **Payment Due Per = Trigger dateRoom**Payment time Period = set the one time to collect payment**Invoicee VAT = If you use 19% (for example - enter the "invoicee" function you can select which invoicee the pending payment will be assigned to.VAT amount if applicable)
The fee will be added the next time the auto actions run.
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===='Capture' Add a Security Deposit when Credit card is collected at time of booking. negative value to Direct bookings for Stripe Charges====
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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:
Booking Source:
*Booking Source = Direct
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<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window Booking Source = Expedia (for example) Invoice tab:*Add Invoice Item = 365Update Only*Booking Source Type = AllChange Description *Booking Status Description = All but not cancelledCleaning^Cleaning Service Fee*Invoice Balance Invoicee = Any Payment madeIgnore (otherwise you can add a specific Invoicee to limit the search)
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<div class="headline-collapse" >
====Assign Update all values of a charge/invoice numbersitem====
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<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 = Check-outAfter Booking
*Trigger Time = Immediate
*Any 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 Info Code Source = CHECKOUT Expedia (optional only if you use the check-out function, if not leave blankfor example)
Invoice tab:
*Assign Add Invoice Number Item = yesUpdate 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)
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===Payments/Pending Payments===
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====Using Pending Payments as Add a Payment Reminderpending payment====
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Trigger tab:
*Trigger Event = After Booking or Before Check-in
*Trigger Time = set the time you want to add collect the pending payment to the booking
*Booking Source =All (for example, you can also set different rules for different channels)
*Group Booking Trigger = Trigger only Master (this will trigger on individual bookings and Master booking if a group)
Booking Info tab:Optional*Optional, add Add a booking info tab for information and reporting*Flag Text = PendingPayment (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list
Booking tab: Optional
*Flag Text Booking Info Code = PaymentDue1 (for example), set multiple if multiple payments are required. PENDPAY*Flag Colour Booking Info Text = select the colour as this will be visible in the Calendar/Bookings listPending payment added
Invoice tab:
*Payment Type = select on what the payment is calculated (Percent of Balance dueOR 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 = Manual 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
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<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" > ====Apply Add a flag for pending payment - Set the Security Deposit value based on the price of the booking, using a bookings from a channel which have breakfast includedcalculation ====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = After Bookingor Before Check-in*Trigger Time = Immediateset the time you want to collect the payment*Booking Source = Booking.com All (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, you can also set different rules for different channels)
Booking tab:*Execution = One time onlyOptional*Flag Text = The text you want to displayPendingPayment (for example)*Flag Colour - choose = select the flag colouras this will be visible in the Calendar/Bookings list
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.Info tab: Optional</div>Add a booking info tab for information and reporting</div>*Booking Info Code = PENDPAY*Booking Info Text = Pending payment added
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<div class="headline-collapse" >
====Apply a flag/colour for a Collect outstanding booking coming from a certain channelbalance 3 days prior to arrival( Credit card details were collected at time of booking)====
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<div class="mw-collapsible-content">
Payment Trigger tab:*Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = All
*Booking Status = All not cancelled
*Invoice Balance Any Booking Info Code (optional)*All Booking Info Codes (optional)*Exclude Booking Info Code = Any Payment madeoptional (can exclude Virtual Credit cards, find the Booking info code in the booking)
Trigger tab:
*Time**Trigger Event = After BookingCheckin**Trigger Time = Immediate-3 days (set the time you want to collect the payment)*Trigger *Time Window = 3653 days (set this to the same number (positive) as Trigger time. *Booking Source = All*Booking Status = All but not cancelled*Booking Info Code Source = STRIPEFAILDirect. You can have different auto actions/rules for direct bookings -v- channel bookings, CARDFAILSTRIPEthen 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*Execution Flag Text = One time 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)*Flag Booking Info Text = Stripe 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 FailedType = Percent of Group Balance due (select on what the payment is calculated) **Description = the text you will see in the "Charges and Payments" tab*Flag Colour *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 - choose >PAYMENT RULES they will be available here) **Payment Due = Trigger date**Payment time = set the flag colourtime 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 = After Booking(but not after checkout)*Trigger Time = Immediate*Trigger Window = 365999 Booking Source:*Booking Source = AllBooking.com Booking Conditions:*Booking Status = All but 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 = After Booking
*Trigger Time = 3 days
*Booking Status = Request
*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)
