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The auto action batch process runs multiple times per hour*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.
'''Trigger tab:'''
TimeYou 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 tab:''' *Trigger Event = Booking (but not after check-in) *Trigger Time = Immediate+7 days*Trigger Window = 1 day
Booking Souce:
https://beds24.com/bookpay.php?bookid=[BOOKID]&g=cc this creates a link (HTML A tag) so the guest can enter their credit card details. Check the template variables for other options.
You can not trigger Capture of the auto action multiple times, unless you manage this manuallypayment is only held by Stripe for 7 days, therefore you need to create multiple auto actions, so if you allow 3 payments for their booking, then the guest is staying longer you will need 3 auto actionsto send the request again.
'''Create Auto Action one'''
If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.
*Plain text box (Using Message If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API)messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Email Subject - enter the subject for your GuestsPlain Text Message :- enter the Message text you wish to send to your guests include the payment link
https://beds24.com/bookpay.php?bookid=[BOOKID]*Plain text box - will send to channels using Message API
You can find extra options Message Text :- enter the text you wish to add send to your guests include URL. Template variables can be used [[Template_Variables| see here]], change the payment link if you want pay=100 to refine the detailsvalue you require.
You want '''Message tab:''' Update details as appropriate*Send Message = Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to capture the guests Email address.If only a Security Deposit for bookings on masked Email address is available the day before check-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 from your guestthe field "Internal" are sent via Email.
Capture 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.*Plain text box (Using Message API)
You will need Subject - enter the subject for your GuestsPlain Text Message :- enter the Message text you wish to create multiple emails send to capture your guests including the payment multiple times for the same booking.link
'''Trigger tabYou can find extra options to add to the payment link if you want to refine the details https:'''//wiki.beds24.com/index.php/Category:Payments#Payment_Request
*Send Message = Booking API</Smart Emaildiv></div>
If the <div class="Mail & Actionsmw-collapsible mw-collapsed" tab contains a ><div class="realheadline-collapse" 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 ====Send an Email in the message will send guests language to the an internal Email address from the ====</div><div class="Mail & Actionsmw-collapsible-content" tab of >This uses a smart template variable. In this example we check whether the Emailguest booked in French. If yes, then we send a French text. If no, we send an English text.
*Email Subject - enter the subject for your Guests'''Trigger tab:'''
'''Booking info tab: (Optional)'''*HTML box - Email will be 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
'''Message tabBooking Source:''' Update details as appropriate*Send Message Booking Source = Booking API and Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address.If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.All (for example)
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
https'''SMS tab://beds24.com/bookpay.php?bookid'''*Phone Number = [GUESTMOBILE]*SMS Message = [IF=:[BOOKIDGUESTLANGUAGE]:fr:French_text|English_text]</div></div>
You can find extra options to add to the payment link if you want to refine the details<div class="mw-collapsible mw-collapsed"><div https://wiki.beds24.com/index.php/Category:Payments#Payment_Requestclass="headline-collapse" >
*HTML Message ====Send Remotelock/Lockstate, Nuki PIN or Chekin Link 2 days before Check-in (Send EmailSelf Checkin) Email Subject - enter ''Select from the subject for your Guestspredefined template'' ====Email Text :</div><div class="mw-collapsible- enter the Email text you wish to send to your guests include template variable content">[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. '''Trigger tab:'''
'''Booking tabTime:'''-*Execution Trigger Event = One time onlyCheck-in*Flag Text Trigger Time = The text -2 (the number of days before check-in you want to displaysent the code or link) *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.Trigger Window = 2
</div>Booking Souce :- </div>*Booking Source = All*Booking Status = Confirmed
<div class="mwBooking Conditions:-collapsible mw-collapsed"><div class*Group bookings ="headline-collapse" > Trigger all on master
Time:*Trigger Event Send Message = Booking*Trigger Time = Immediate*Trigger Window = 1API/Smart Email
Booking Source:*Booking Source = All (for example)If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible.
Booking Conditions:*Booking Status = All Not CancelledIf no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
Booking Fields:*Booking Field Contains Subject - select "Language" in the next field enter: the short subject for your Guests - Your access code for the language this Auto Action is for.(your text)
'''*Plain text box - will send to channels using Message tab:'''Enter the message in the appropriate language under your default language.API
*Send Message = Internal Only *Internal Email Address = Text :- enter the email address this message should be sent text you wish to send toyour guests include URL. *Email Subject Include these template variables - enter [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN] or [BOOKINGINFOCODETEXT:CHEKIN_PIN] see the subject for your Guestslist of ALL template variables that can be used [[Template_Variables| see here]]
*Email Text :- Template It is possible to use the same details (URL) as in the Plain Text box above. Include these template variables - [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN] or [BOOKINGINFOCODETEXT:CHEKIN_PIN] see the list of ALL template variables that can be used in the message. [[Template_Variables| See see here]]
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:''' 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.
Set To setup the rules PIN code for each Room/Unit then go to when this Auto Action should trigger{{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > UNIT NAMES, then in the unit names, you can add additional information including a pin code.
TimeExample:*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1
Booking Source:*Booking Source You have 2 units (100 and 101). Access Pin Code for 100 = All (12345, for example)101 - 34567
Booking ConditionsIn "Unit name" enter:*Booking Status = All Not Cancelled(Use (?) in the room setup for more details/options)
'''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) ====</div><div class="mw-collapsible-content">'''Trigger tab:'''
Info Codes :-
*Info Code = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URL (select the appropriate Booking Info Code for the service you use)
This auto action will be sent only when the a payment has been 'authorised' at Stripe. This can be used to ensure that the checkin details are only sent when the guest has completed the Security Deposit Authorisation.
*Booking Status = All but not cancelled
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 = Invoice Template 1
<span class="" style="color: #f3e504; fontIf you send Emails with pdf attachment (invoice, booking template) to Alias-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you use Email addresses created by channels the Checkin/Checkout feature in channel might block the Dashboard, if attachment so it is not you can either manually add Checkin delivered to the guest. Ask your bookings (Booking info tab) or create an auto action channel about their policy regarding this. Other files can not be attached. We recommend you use a link to add the Booking Info Codes a file you upload to the bookingsyour web site.
Info Codes:
*Any Booking Info Code = CHECKOUT
You To send an automated Email to the guest then they can send Booking Template attachments check you/the cleaner have to add a unit status to your Gueststhe room when it is ready. Setup your Booking Template, go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> BOOKING TEMPLATESIn this example we used the unit status clean
'''Messaging tabBooking Fields:''' *Template Variable = [UNITSTATUS1] Contains = clean
*Attachment = Select Booking Template from the drop down list. *Subject - enter the subject for your Guests
<span class="" style="color*Attachment : #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 want to your bookings (send a Booking info tab) or create an auto action to add the Booking Info Codes to the bookings. If /Invoice template 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 can select from the guest. Ask your channel about their policy regarding thisdrop down list.
'''Messaging tab: '''*Send Email = Guest API/Smart Email (or one of This template variable tests if there is 3 days between the other options)guest booking and the next booking.
If the "Mail & Actions" '''Message 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 For channels using the message will send to Message API, then enter the Email address from text in the "Mail & Actions" tab of Plain text box, for emails enter the Emailtext in the HTML box.
*Plain text box - will [IF<=:[TURNOVERDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [TURNOVERDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to channels using Message APIstay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price.
Message Text :- enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]]
Email Text [IF<=:[TURNOVERDAYS]:3:- It Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is possible currently available for up to use [TURNOVERDAYS] extra night(s)|]. We are very happy to offer you to extend your stay a [PROPERTYNAME] at the same details as in the Plain Text box aboveexceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. Template variables can be used 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 [Template_Variables| see here]BOOKID]and Offer ‘EXTRANIGHTS’ for the special Price.
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
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.
*HTML box - Email will be sent, enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]] [IF<=:[TURNOVERDAYSVACANTDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [TURNOVERDAYSVACANTDAYS] extra night(s)|].
'''Trigger Tab :-''' Time:
Booking Source:
Booking Fields:*Template Variables = [IFBETWEEN:[VACANTDAYS]:0:3:yes|no|no] equal yesThis template variable tests if there is 1 day between the guest booking and the next booking.
This 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 variable tests if there is upto 3 days from previous checkout variables to check modify the specific text in of current the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails)
'''Messaging tab :- '''*Send Message = Guest API/Smart EmailDear, [GUESTNAME],
If the "Mail & Actions" tab contains a "real" Email address the message is sent We are very happy to offer you 'Early Check-in' at [PROPERTYNAME] at the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possibleexceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK].
*Subject = Enter the appropriate details [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS],[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY]. Email :-[PROPERTYEMAIL]Website :- [PROPERTYWEB]
[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)|]./div> We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. </div>
*HTML Box [IF<div class=:[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)|]."mw-collapsible mw-collapsed"><div We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price. '''Booking Info Tab :class="headline- Optional'''*Booking info code = EXTRANIGHTS, *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra nightcollapse" >
</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send Email to your guest - Offering Early Checkin Late Checkout ====
If you would like checkin early for your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EARLYARRIVAL’ for the special Price.
*Template Variables = [IF>:[TURNOVERDAYS]:1:yes|no] equal yes
This auto action You will create a new booking need to check for the date day of departurethe week. If the booking is for more than 1 week, you will need multiple auto actions as an email will only be sent once, closing the calendar it is not possible to any other bookingstrigger multiple times.
The URL link in '''Step 1: ''' Create 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. Auto Action
This example uses fixed values that you have entered into {{#fasTrigger Tab :cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions. - *Trigger Event = Checkin'''Step 1: ''' Create a new offer in {{#fas:cog}} (SETTINGS) > PROPERTIES > OFFERS *Trigger Time = Immediate *Trigger Window = 8 days*Booking Source = All *Booking Status = All but not cancelled
'''Step 2:''' Create a Rate or Daily Price, PRICES %u ISO-8601 numeric representation of the day of the week 1 (for Monday) through 7 (for Sunday)
*Guests = Max Occupancy*Max Stay = 1*Offer = select This template variable tests if the offer number as created in the above stepcurrent day is a Wednesday.
If you are using Rates, select 'Rate allowed' Message tab :- *Send Email = Sunday, untick all Guest API/Smart Email (or one of the other days. options)*EMail Subject = Enter the appropriate details Channel Tab*Email Text = Your text, untick all channels, leave only 'beds24.com' for your using the template variables to modify the specific text in the booking page. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails)
If using Daily PricesDear, then go to Calendar[GUESTNAME], and set the price and date range, then only Sunday, untick all the other days. Enable list, untick all channels, leave only 'beds24.com' for your booking page.
'''Step 3: ''' Create the custom question for the booking idHope you are enjoying your holiday at [PROPERTYNAME].
Go We would like to {{#fas:cog}} (SETTINGS) > PROPERTIES > BOOKING QUESTIONS > CUSTOM QUESTIONS remind you that the cleaner is due to visit you on Thursday morning between 10am and create a question*Question = Booking Id*Single Line field*Optional12am.
'''Step 4: ''' Create the Auto ActionBest regards,
Trigger Tab [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME] Email :- [PROPERTYEMAIL] *Trigger Event = Checkout*Trigger Time = Website :-1 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 1*Booking Source = All *Booking Status = All but not cancelled*Between Booking and Check in = 2 and 999 (to stop the auto action triggering on the new booking) [PROPERTYWEB]
*Template Variables = [IF=:[LEAVINGDAY:{%a}]:Sun:|[IF>=^[TURNOVERDAYS]^ This can be used to trigger the next auto action if the duration of their holiday is more than 1^yes~no]] equal yesweek. Include the Booking Info code in the Trigger tab of the next auto action.
This template variable tests if the departure day is a Sunday and there is at least 1 day between the existing guest booking and the next booking. </div></div>
Message ===Send an email to the Owner/Internal email address ===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an email to the Owner/Internal email address when a payment FAILS at Stripe====</div><div class="mw-collapsible-content"> Trigger tab :- *Send Email Trigger Event = After Booking*Trigger Time = Immediate*Trigger Window = 365*Booking Source = Guest API/Smart Email (or one of the other options)All*EMail Subject Booking Status = Enter the appropriate details All but not cancelled*Email Text Booking Info Code = Your textSTRIPEFAIL, 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)CARDFAILSTRIPE
Dear, [GUESTNAME],Messaging tab:*Send Message = Internal*Internal Email Address = enter the email address to receive the notification*Subject = Failed Stripe PaymentWe are very happy *HTML Box = Enter the text to offer be sent, you 'Late Check-out' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK].can use template variables in this message, for example
If you would like a late checkout, please use this link to make the booking and payment. https://beds24.com/booking2.php?propid=[PROPERTYIDBOOKID]&checkin_hide=[LEAVINGDAYYYYY-MM-DD]&br5-booking reference number[ROOMIDGUESTNAMES]=Book <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> The details name of all guests in the URL, will direct the guest to make a new booking in on the existing room with the check-in date = leaving date and for Offer 7 &br-7 (offer created in Step 1 above) Enter your Booking Reservation Number [BOOKID] into the Booking id box on "summary" tab of the booking page. Best regards, [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAMEFIRSTNIGHT] Email :-[PROPERTYEMAIL] Website :- [PROPERTYWEB] Booking Info Tab :- Optional*Booking info code = LATCHECKOUT, *Booking Info Description = Upsell email sent [CURRENTDATELASTNIGHT]: Late Checkout
To send an automated Messaging tab:*Send Message = Internal*Internal Email Address = enter the email address to receive 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. notification*Subject = Stripe Payment AuthorisationYou will need *HTML Box = Enter the text to check for the day of the week. If the booking is for more than 1 weekbe sent, you will need multiple auto actions as an email will only be sent oncecan use template variables in this message, it is not possible to trigger multiple times. for example
'''Step 1: ''' Create [BOOKID] - booking reference number[GUESTNAMES] - name of all guests in the Auto Actionbooking on the "summary" tab of the booking[FIRSTNIGHT][LASTNIGHT]
Trigger Tab Booking tab:- (optional)*Trigger Event Execution = CheckinOne time only*Trigger Time Flag Text = Immediate Stripe Authorised*Trigger Window = 8 daysFlag Colour - choose the flag colour*Booking Source = All </div>*Booking Status = All but not cancelled</div>
*Template Variables <div class= [IF"mw-collapsible mw-collapsed"><div class=:[CURRENTDATE:{%u}]:3:yes|no] equal yes"headline-collapse" >
%u ISO-8601 numeric representation of the day of the week 1 (for Monday) through 7 (for Sunday) This template variable tests if the current day is a Wednesday. Message tab :- *Send Email = Guest API/Smart Email (or one of the other options)*EMail Subject = Enter the appropriate details *Email Text = Your text, using the template variables to modify the specific text in the booking. Enter the text in both Plain text Box (Messaging API) and HTML Box (Emails) Dear, [GUESTNAME], Hope you are enjoying your holiday at [PROPERTYNAME]. We would like to remind you that the cleaner is due to visit you on Thursday morning between 10am and 12am. Best regards, [PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME] Email :-[PROPERTYEMAIL] Website :- [PROPERTYWEB] Booking Info Tab :- Optional*Booking Info code = CLEANWED1*Booking Info text = Reminder that cleaning is due on the first Thursday of their stay. This can be used to trigger the next auto action if the duration of their holiday is more than 1 week. Include the Booking Info code in the Trigger tab of the next auto action. </div></div> ===Send an email to the Owner/Internal email address ===<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Send an email to the Owner/Internal email address when for a payment FAILS at Stripenew booking====
*Booking Info Code = STRIPEFAIL, CARDFAILSTRIPE
Booking tab: (optional)*Execution = One time only*Flag Text = Stripe Payment Failed*Flag Colour - choose the flag colour</div>
If you need to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set the Booking info code rather than use the Current guest module in the dashboard.
Messaging Booking Info tab:*Send Message Booking Info Code = InternalCHECKIN*Internal Email Address Booking Info Text = enter the email address to receive the notificationAuto Checkin*Subject = Stripe Payment Authorisation</div>*HTML Box = Enter the text to be sent, you can use template variables in this message, for example </div>
[BOOKID] <div class="mw-collapsible mw- booking reference numbercollapsed">[GUESTNAMES] <div class="headline- name of all guests in the booking on the collapse"summary" tab of the booking[FIRSTNIGHT][LASTNIGHT]> ====Add CHECKOUT Booking tab: (optional)*Execution info code to bookings === One time only*Flag Text = Stripe Authorised*Flag Colour - choose the flag colour</div>
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" >If you need to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set the Booking info code rather than use the Current guest module in the dashboard.
====Send an email to the Owner/Internal email address for a new booking====
</div>
<div class="mw-collapsible-content">
Messaging Booking Info tab:*Send Message = Internal*Internal Email Address Booking Info Code = enter the email address to receive the notificationCHECKOUT*Subject = New Booking*HTML Box Info Text = Enter the text to be sent, you can use template variables in this message, for example [BOOKID] - booking reference number[GUESTNAMES] - name of all guests in the booking on the "summary" tab of the booking[FIRSTNIGHT][LASTNIGHT]Auto Checkout
===Booking Info Codes===
If you need to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set the Booking info code rather than use the Current guest module in the dashboard. '''Trigger tab:'''
Trigger tab:*Trigger Event = Check-inCheckin*Trigger Time = Immediate immediate*Trigger Time Window = 1 day Booking conditions:
*Group bookings = Trigger all on master
If you need to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set the Booking info code rather than use the Current guest module in the dashboard. Trigger tab:
Trigger tab:*Trigger Event = Check-outAfter Booking*Trigger Time = Immediate immediately*Trigger Window = 1 day365
This requires If you have a custom question with a 'Tick box' for example, they want a late checkin. Setup the master booking to be checkedcustom question in {{#fas:cog}} (SETTINGS) PROPERTIES -in via the check> BOOKING QUESTIONS -> CUSTOM QUESTIONS -in function> Custom question 1, set with TYPE = Tick Box.
This requires you to use the Guest database.
Booking info tab : *Info Code = REPEATThe fee will be added the next time the auto actions run.
If you have a custom question with a 'Tick box' for example, they You want to add a late 2.2% fee to all bookings if there is an outstanding balance 2 days prior to checkin. Trigger tab:
Setup the custom question in {{#fasTime :cog}} (SETTINGS) PROPERTIES -> BOOKING QUESTIONS -> CUSTOM QUESTIONS *Trigger Event = Checkin *Trigger Time = -> Custom question 1, set with TYPE 2 days*Trigger Window = Tick Box. 2 days
Trigger tabBooking Conditions:*Status = All not Cancelled *Invoice Balance = Not Zero
*Trigger Event = After BookingInvoice tab:*Trigger Time Type = immediatelyAmount*Trigger Window Description = 365Payment Fee||[INVOICEBALANCE:2.2%]*Booking Source Amount = All0 (leave as 0 so the value is set from the calculation in Description field)*Booking Status Per = All but not cancelledRoom*Group bookings" Period = Trigger all on masterone time*Template Variable VAT = [GUESTCUSTOMQ1] equals ticked 19% (orfor example - enter the VAT amount if applicable) not ticked
Booking info tab : *Info Code = LATECHECKINThe fee will be added the next time the auto actions run.
===Add invoice items to a booking ===
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Add a fee to all bookings from a channel====
*Add Invoice Item = Add new
You want to add a 2In some cases Channel bookings have different descriptions for the same charge item - i.e.2% fee to Cleaning, update the description field in the invoice item so they all bookings if there is an outstanding balance 2 days prior to checkin. match, using the format (findthisinvoicedescription^replacewiththisdescription)
Time Invoice tab:*Trigger Event Add Invoice Item = Checkin Update Only*Trigger Time Type = -2 daysChange Description *Trigger Window Description = 2 days Cleaning^Cleaning Service Fee*Invoicee = Ignore (otherwise you can add a specific Invoicee to limit the search)
Booking Conditions:
*Status = All not Cancelled
*Invoice Balance = Not Zero
Invoice tab:
*Type = Amount
*Description = Payment Fee||[INVOICEBALANCE:2.2%]
*Amount = 0 (leave as 0 so the value is set from the calculation in Description field)
*Per = Room
*Period = one time
*VAT = 19% (for example - enter the VAT amount if applicable)
The fee will be added the next time the auto actions run.
Time :*Trigger Event = After Booking
Booking SourceInvoice tab:*Booking Source Add Invoice Item = DirectUpdate 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)
Invoice tab:
*Type = Amount
*Description = Stripe Fee||[INVOICECHARGESNUM:-3%]
*Amount = 0 (leave as 0 so the value is set from the calculation in the Description field)
*Per = Room
*Period = one time
*VAT = 19% (for example - enter the VAT amount if applicable)
The fee/charge will be added the next time the auto actions run.
In some cases Channel bookings have different descriptions Booking Info tab: OptionalAdd a booking info tab for information and reporting*Flag Text = PendingPayment (for example)*Flag Colour = select the same charge item - i.e. Cleaning, update the description field colour as this will be visible in the invoice item so they all match, using the format (findthisinvoicedescription^replacewiththisdescription)Calendar/Bookings list Trigger Booking tab:Optional*Trigger Event = After Booking*Trigger Time Info Code = ImmediatePENDPAY*Booking Source Info Text = Expedia (for example)Pending payment added
</div></div>Create a Payment Rule to collect a payments when bookings are not cancelled.
<div class="mw-collapsible mw-collapsed"Go to Settings ><div class="headline-collapse" Payments >Payment Rules
====Update all values of a charge/invoice item====Payment Rule :
</div>Name = Enter your title - Not Cancelled (for example)<div classAction ="mw-collapsible-content">Auto
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)Payment Trigger :
Trigger tab:*Trigger Event = After Booking*Trigger Time Status = ImmediateAll not cancelled*Time Window Any Booking Info Code = 365optional*Check In From All Booking Info Codes = Select the first date of the Summer Seasonoptional*Check In To Exclude Booking Info Code = Select optional (can exclude Virtual Credit cards, find the last date of Booking info code in the Summer Seasonbooking)
*Booking Source = Expedia (for example) Invoice tabPayment Action :*Add Invoice Item = Update Only*Type = Change All *Description = Tourist Tax^Tourist Tax - Summer season 2022 (for example) *Amount = 0.75*Per = Per Person*Period = One time*Invoicee = Ignore (otherwise you can add a specific Invoicee to limit the search)
<div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Add a pending payment- Set the Security Deposit value based on the price of the booking, using a calculation ====
*Group Booking Trigger = Trigger only Master (this will trigger on individual bookings and Master booking if a group)
Trigger tab:
*Trigger Event = After Booking or Before Check-in
*Trigger Time = set the time you want to collect the payment
*Booking Source =All (for example, you can also set different rules for different channels)
Booking tab: ''''Create a Payment Rule (Optional*Flag Text = PendingPayment (for example)*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list''''
Booking Info tab: OptionalAdd a 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 info tab status is changed, for information and reporting*Booking Info Code = PENDPAY*Booking Info Text = Pending example the booking is cancelled before the final payment addedis due to be collected.
Invoice tab:*Payment Type = fixed value*Description = Security Deposit||[IF<=:[INVOICEFIRSTITEMNUM]Go to {{#fas:800:200|[INVOICEFIRSTITEMNUM][/.0]4] cog}} (Security Deposit is the description, then 2 | symbol, then the calculation for the 'Amount' to be set.SETTINGS) This calculation, tests if the first invoice item value (usually the Accommodation value) is greater than or = 800 if so set the Security Deposit Amount = 1 quarter of the first invoice item value, otherwise set = 200.PAYMENTS > PAYMENT RULES
<span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> <span style="font-weight: bold;" >Tip</span> A price value for the invoice item can be specified after Create a second pipe (|) symbol, this can be used Payment Rule to calculate a price using template variables. If the price value in the description field is zero or absent, the numeric value from the amount field will be usedcollect payments if bookings are not cancelled.
*Status = if you use the status function add the status you want to apply to the pending payment (optional)*Amount = 0*Click '''Create New Payment Rule = use auto or manual - if you have set up payment rules in {{#fas''' :cog}} (SETTINGS) Payments > Payment Rules they will be available here *Payment Due = Set when the payment is due
Create a Payment Rule to collect a payments when bookings are not cancelled. Go to Settings > Payments > Payment Rules Payment Rule : *Name = Enter your title - Not Cancelled (for example)*Action = Auto
</div>Prevent Auto Payment :</div>*Prevent payment if booking status = Cancelled*Prevent payment after check-out (days) = 7 (default)*Prevent payment action = Set Manual
<div class="mw-collapsible mw-collapsed">
<div class="headline-collapse" >
====Collect outstanding booking balance 3 days prior to arrival( Credit card details were collected at time of booking)====</div><div class="mw-collapsible-content">'''Create Auto Actions '''
''''Create a Payment Rule (Optional)'''' Standard payment rules in the system are Auto & Manual, you can create additional rules for the collection of outstanding payments, you can control the collection of payments if the booking status is changed, for example the booking is cancelled before the final payment is due to be collected. Go to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES Create a Payment Rule to collect payments if bookings are not cancelled. Click '''Create New Payment Rule''' : Payment Rule:*Name = Enter your title - Not Cancelled (for example) *Action = Auto Payment Trigger :*Booking Status = All not cancelled*Any Booking Info Code (optional)*All Booking Info Codes (optional)*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action :*Funding Source = Guest card only*Payment value adjustment = Limit to group booking balance*Capture = Yes - immediately charged (Capture=Yes)*Add info code on success = add a Booking Info item to the booking on success*Add info code on failure = add a Booking Info item to the booking on failure Prevent Auto Payment :*Prevent payment if booking status = Cancelled*Prevent payment after check-out (days) = 7 (default)*Prevent payment action = Set Manual '''Create Auto Actions ''' Collect the outstanding balance for bookings created via your booking page.
Invoice tab:
<span style="color: #f3e504; font-size: 250%;" >{{#fas:lightbulb}} </span> Also see Example : " Apply a flag when deposit was made prior to Check-in AND/OR Apply a flag when booking is fully paid".
Booking tab:
*Execution = One time only
*Flag Text = Stripe Payment Failed
*Flag Colour - choose the flag colour
</div>
</div>
<div class="mw-collapsible mw-collapsed">
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====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
*Trigger Time = Immediate
*Trigger Window = 365
*Booking Source = All
*Booking Status = All but not cancelled
*Booking Info Code = BOOKINGCOMCARD
Booking tab:
== 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.
<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.
=== 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.
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====Send an Apply a flag/colour to a booking when a payment is made - ''Select from the predefined template ''====</div><div class="mw-collapsible-content">'''Trigger tab:''' Time:*Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 999 day Booking Conditions: *Booking Status = All not cancelled*Invoice Balance = Any Payment made '''Booking tab:''' *Flag Text = Paid *Flag Colour = d4e4b0 </div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Email to guests confirmation for channel bookings - ''Select from Channelsthe predefined template''====
</div>
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<div class="headline-collapse" >
====Send a Request for payment to update the guest's credit card as it will expire before checkinyour guests XX days after booking====
</div>
<div class="mw-collapsible-content">
*Booking Source = ALL (or select the booking source/Channel)
*Invoice Balance = Not Zero
*Any Booking Info Code = MULTIPLE (for example) this can be used if you only allow some guests to make multiple payments.
'''Message tab:'''
*Send Email Message = Booking API and /Smart Email Smart: If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. Messages to the Email address entered in the field "Internal" are sent via Email.
*Plain text box (Using Message API)
Subject - enter the subject for your Guests
Plain Text Message :- enter the Message text you wish to send to your guests including include 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 including include template variable [PAYLINK] this creates a payment link (HTML A tag) for the payment link 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:'''
Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the Email.
'''Booking Info tab:Create additional Auto Actions for each period you want to trigger'''
'''Create Auto Action 2 (and 3, 4, 5 - how many you need) '''*Booking Info Code Trigger Time = NEWCARDREQ+14 days (days you want to collect the payments)*Booking Info Text Trigger Window = New credit card requested1 day The use the settings in the previous auto action to trigger the next auto action for your booking.
</div>
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====Send a Request for payment to 'Capture' a Security deposit from your guests XX days after bookingbefore check-in - with Stripe====
</div>
<div class="mw-collapsible-content">
You allow your guests want to make X number of payments capture a Security Deposit for their bookingbookings on the day before check-in from your guest.
You will need to manually add a Booking Info Code create multiple emails to each capture the payment multiple times for the same booking that you have agreed to allow X payments.
'''Trigger tab:'''
*Trigger Event = Booking (but not after checkCheck-in)*Trigger Time = +7 -1 days
*Trigger Window = 1 day
*Booking Source = ALL (or select the booking source/Channel)
*Invoice Balance Status = Not Zero*Any Booking Info Code = MULTIPLE (for example) this can be used if you only allow some guests to make multiple payments. All not cancelled
'''Message tab:''': For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
*Send Message = Booking API/Smart Email
https://wiki.beds24.com/indexbookpay.php/Category:Payments#Payment_Request?bookid=[BOOKID]&g=st&capture=0&pay=100.
*HTML Message (Send Email) Edit Email Subject - enter the subject for your GuestsEdit Email Text :box - 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. 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]]
'''Booking info tab:(Optional)'''
*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. '''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 Info Code = +14 days SECDEPOSIT (days you want to collect the paymentsfor example)*Trigger Window Booking Info Text = 1 day The use the settings in the previous auto action to trigger the next auto action for your booking Security deposit request sent.
</div>
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====Send a Request an email to 'Capture' the guest email address when a Security deposit from your guests XX days before check-in - with payment FAILS at Stripe====
</div>
<div class="mw-collapsible-content">
Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 365
*Booking Source = All
*Booking Status = All but not cancelled
*Booking Info Code = STRIPEFAIL, CARDFAILSTRIPE
https://beds24.com/bookpay.php?bookid=[BOOKID]
*Trigger Event = CheckHTML Message (Send Email) Email Subject -inenter the subject for your Guests*Trigger Time = Email Text :-1 days*Trigger Window = 1 day enter the Email text you wish to send to your guests include template variable *Booking Source = ALL [PAYLINK] this creates a payment link (or select HTML A tag) for the payment request for the amount in the booking source/Channel)*Status = All not cancelleddeposit field if non zero, otherwise the outstanding balance. Check the template variables for other options.
'''Message Booking tab:''': For channels using the Message API, then enter *Execution = One time only*Flag Text = The text you want to display*Flag Colour - choose the text in flag colourBooking changes are applied before the Plain text box, for emails enter mail is sent so that the text flag template variable can be reflected in the HTML boxEmail.
Time:*Plain text box Trigger Event = Booking*Trigger Time = Immediate*Trigger Window = 1 Booking Source:*Booking Source = All (for example) Booking Conditions:*Booking Status = All Not Cancelled Booking Fields:*Booking Field Contains - will send to channels using select "Language" in the next field enter: the short code for the language this Auto Action is for. '''Message APItab:'''Enter the message in the appropriate language under your default language.
*Send 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. Internal Only
*HTML box - Internal Email will Address = enter the email address this message should be sentto.
*Email Text :Subject - It is possible to use enter the same details (URL) as in the Plain text box above. Template variables can be used [[Template_Variables| see here]]subject for your Guests
*Booking Info Code = SECDEPOSIT (for example)*Booking Info Email Text = Security deposit request sent:- Template variables can be used in the message.[[Template_Variables| See here]]
</div>
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====Send an email to SMS in a certain language (if it is the language of the guest email address when booking) or a payment FAILS at Stripedefault language====
</div>
<div class="mw-collapsible-content">
*Trigger Time = Immediate
*Trigger Window = 365*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = STRIPEFAIL, CARDFAILSTRIPE1
Booking Conditions:*Plain text box (Using Message API)Booking Status = All Not Cancelled
Info Codes :-*Info Code ====Send an Email in LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URL (select the guests language to an internal Email address ====</div><div class="mw-collapsible-content">This uses a smart template variable. In this example we check whether appropriate Booking Info Code for the guest booked in French. If yes, then we send a French text. If no, we send an English text.service you use)
'''Trigger 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.
*HTML box - Email will be sent
</div>
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====Send SMS Pin code to guest, 2 days before Check-in a certain language (if it is the language of the bookingSelf Checkin) or a default language====
</div>
<div class="mw-collapsible-content">
*100|12345
*101|34567
Time:-
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.
*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_PINUNITNAME] or and [BOOKINGINFOCODETEXTUNITNAME:NUKI_PIN1] or [BOOKINGINFOCODETEXT:CHEKIN_PINBOOKIDLAST5] see - Last 5 digits of booking number. See the list of ALL template variables that can be used [[Template_Variables| see here]]
*HTML box - Email will be sent
Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Include these template variables - [BOOKINGINFOCODETEXT:LOCKSTATE_PINUNITNAME] or and [BOOKINGINFOCODETEXTUNITNAME:NUKI_PIN1] or [BOOKINGINFOCODETEXT:CHEKIN_PINBOOKIDLAST5] - Last 5 digits of booking number. see the list of ALL template variables that can be used [[Template_Variables| see here]]
</div>
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====Send Pin code Email to guest, guests with check-in details 2 days before Check-in (Self Checkin) , booking paid/no outstanding balance ====
</div>
<div class="mw-collapsible-content">
This auto action will be sent only when the Invoice Balance of the booking is zero. This can be used if you have set a fixed PIN code in to ensure that the Room Setup or using digits from checkin details are only sent when the Booking id. To setup guest has completed 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)payments. 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:'''
*Trigger Window = 2
Booking Souce Source:-
*Booking Source = All
*Booking Status = All but not cancelled
Booking Conditions:-
*Group bookings = Trigger all on master
*Invoice Balance = Zero
'''Messaging tab:''' For channels using the Message API, then enter the text in the Plain text box, for emails enter the text in the HTML box.
*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. Include these 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 - [UNITNAME] and [UNITNAME:1] or [BOOKIDLAST5] - Last 5 digits of booking number. See 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 to use important for the checkin of the guest, for example the same details (URL) as in Key code for the Plain Text box above. Include these door, who to contact if there are any issues, template variables - [UNITNAME] and [UNITNAME:1] or [BOOKIDLAST5] - Last 5 digits of booking number. can be used, see the list of ALL template variables that can be used [[Template_Variables| see here]]
</div>
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====Send Email to guests with check-in details 2 days before Check-in, booking paid/no outstanding balance Security Deposit Authorised at Stripe ====
</div>
<div class="mw-collapsible-content">
This auto action will be sent only when the Invoice Balance of the booking is zeroa payment has been 'authorised' at Stripe. This can be used to ensure that the checkin details are only sent when the guest has completed the paymentsSecurity Deposit Authorisation.
'''Trigger tab:'''
*Group bookings = Trigger all on master
*Invoice Balance = Zero
Info codes :-
*Any Booking Info Code = STRIPEAUTHORIZE
'''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.
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====Send Email to guests with check-in details 2 days before all current guest (Check-in, Security Deposit Authorised at Stripe ) ====
</div>
<div class="mw-collapsible-content">
'''Trigger tab:'''
Time:-
*Trigger Event = Check-in
*Trigger Time = -2 Immediate*Trigger Window = 14(the max number of days before check-in you want to sent the code or linkyour guests can stay) *Trigger Window = 2
Booking Source:-
*Booking Source = All
Booking Conditions:-
*Group bookings = Trigger all on master
*Invoice Balance Booking Status = ZeroAll but not cancelled
Info codes Codes:-*Any Booking Info Code = STRIPEAUTHORIZECHECKIN*Exclude Booking Info Code = CHECKOUT
'''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 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, template variables can be used, see the list of ALL template Template variables that can be used [[Template_Variables| see here]]
*HTML box - Email will be sent
Email Text :- Enter the text you wish to send It is possible to your guests this can include URLs. Include any information that is important for use the checkin of same details (URL) as in 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 Plain Text box above. Template variables that can be used [[Template_Variables| see here]]
<span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkin to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.
</div>
</div>
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====Send Email to all current guest (Checkinvoice after check-in) out - PDF attachment - ''Select from the predefined template'' ====
</div>
<div class="mw-collapsible-content">
You can send Invoice as an attachment to your Guests.
Setup your Invoice go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> INVOICING
'''Trigger tab:'''
Time:
*Trigger Event = Check-inCheckout*Trigger Time = Immediate+8hrs*Trigger Window = 14(the max number of days your guests can stay)1 day
Booking Source:
*Booking Source = All(or select the appropriate channel/Direct)
Booking Conditions:
*Group bookings = Trigger all on master
*Booking Status = All but not cancelledConfirmed
Info Codes: *Any Booking Info Code = CHECKIN*Exclude Booking Info Code = CHECKOUT
'''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 Email = 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 Guest email - (or one of the channels API messaging systems if possible.other options)
*Subject - enter the subject for your Guests
*Plain text box - will send to channels using Message API
Message Text :- enter the text you wish to send to your guests include URL. Template variables can be used [[Template_Variables| see here]]
*HTML box - Email will be sent
Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
<span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkout to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.
</div>
</div>
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====Send Email with Guest Invoice Booking Registration Form - PDF attachment====
</div>
<div class="mw-collapsible-content">
You can send Invoice as an attachment Booking Template attachments to your Guests.
Setup your Invoice Booking Template, go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> INVOICINGBOOKING TEMPLATES
'''Trigger tab:'''
Time:
*Trigger Event = CheckoutBooking
*Trigger Time = Immediate
*Trigger Window = 1 day
*Group bookings = Trigger all on master
*Booking Status = All but not cancelled
'''Messaging tab:'''
*Send Email Message = Guest 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.
*Attachment = Select the Invoice Booking Template from the drop down list.
*Subject - enter the subject for your Guests
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====Send Email with Booking Registration Form - PDF attachmentafter the cleaner has cleaned the room====
</div>
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'''Trigger tab:'''
Time:
*Trigger Event = BookingCheckin
*Trigger Time = Immediate
*Trigger Window = 1 day
Booking Source:
*Booking Source = All (or select the appropriate channel/Direct)
Booking Conditions:
*Group bookings = Trigger all on master
*Booking Status = All but not cancelled
'''Messaging tab: '''*Send Message Email = Guest 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 include URL. Template variables can be used [[Template_Variables| see here]]
*HTML box - Email will be sent
Email Text :- It is possible to use the same details (URL) as in the Plain Text box above. Template variables can be used [[Template_Variables| see here]]
Other files can not be attached. We recommend you use a link to a file you upload to your web site.
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====Send Email to your guest - Upselling additional nights - nights available after the cleaner has cleaned the roomcheckout ====
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To send an automated Email to the guest then they can check confirming that it is possible to extend their stay. This example uses fixed values that youhave entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/the cleaner have to add a unit status Rooms, useful way to utilise the room when it is readytemplate variables and different values rather than duplicating auto actions. In this example we used the unit status clean
'''Trigger tabTab :'''
Time:
*Trigger Event = Checkin(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 = 12
Booking Source:
*Booking Source = All
Booking Conditions:
*Group bookings = Trigger all on master
*Booking Status = All but not cancelled
Booking Fields:
*Template Variable Variables = [UNITSTATUS1IFBETWEEN:[TURNOVERDAYS] Contains = clean:0:3:yes|no|no] equal yes
*Send Message = Booking API/Smart Email If the "Mail & Actions" tab contains a "real" Email address the message is sent to the guests Email address. If only a masked Email address is available the message sends via the channels API messaging systems if possible. If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email. *Email Subject - enter the subject for your Guests *Plain text box - will send to channels using Message API, enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]]
*HTML box - Email will be sent, enter the text you wish to send to your guests. Template variables can be used [[Template_Variables| see here]]
'''Booking Info Tab : Optional '''*Booking info code = EXTRANIGHTS *Attachment Booking Info Description = Upsell email sent [CURRENTDATE] :- if you want to send a Booking/Invoice template you can select from the drop down list. [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night
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====Send Email to your guest - Upselling additional nights - nights available after checkout before checkin ====
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This example uses fixed values that you have entered into {{#fas:cog}} (SETTINGS) > PROPERTIES > ROOMS > SETUP > ROOM TEMPLATES and standard Template Variables set in the Property/Rooms, useful way to utilise the template variables and different values rather than duplicating auto actions.
'''Trigger Tab :-'''
Time:
Booking Fields:
*Template Variables = [IFBETWEEN:[TURNOVERDAYSVACANTDAYS]:0:3:yes|no|no] equal yes
This template variable tests if there is upto 3 days between the guest booking and the next from previous checkout to check in of current booking.
'''Message Messaging tab:- ''' *Send Message = Guest API/Smart Email
If no connection to a messaging system is available the message will send to the Email address from the "Mail & Actions" tab of the Email.
*Email Subject - enter = Enter the subject for your Guestsappropriate details
*Plain Text Box = Your text box - will send , using the template variables to channels using Message API, enter modify the specific text you wish to send to your guestsin the booking. Template variables can be used [[Template_Variables| see here]]
[IF<=:[TURNOVERDAYSVACANTDAYS]:3:Your apartment ([ROOMNAME]), which you booked for [NUMNIGHT] nights from [FIRSTNIGHTSHORT] to [LEAVINGDAYSHORT] is currently available for up to [TURNOVERDAYSVACANTDAYS] 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
We are very happy to offer you to extend your stay a [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night. If you would like to extend your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EXTRANIGHTS’ for the special Price.
'''Booking Info Tab : - Optional '''*Booking info code = EXTRANIGHTS ,
*Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] per extra night
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====Send Email to your guest - Upselling additional nights - nights available before checkin Offering Early Checkin ====
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To send an automated Email to the guest confirming that it is possible to extend their stayhave 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 Event = Checkin (depending on when you want to notify the guest)
*Trigger Time = -2 days (depending on when you want to notify the guest, in this example 2 days before arrival)
*Trigger Window = 2
*Booking Source = All
*Booking Conditions:Status = All but not cancelled
*Group bookings = Trigger all on master
*Booking Status Template Variables = All but not cancelled[IF>:[VACANTDAYS]:1:yes|no] equal yes
If no connection to a messaging system is available the message will you would like checkin early for your stay then please send an email to our Reservations team [PROPERTYEMAIL] confirming the Email address from the "Mail & Actions" tab number of nights you would like to stay and provide your Booking Reservation Number [BOOKID] and Offer ‘EARLYARRIVAL’ for the Emailspecial Price.Best regards,
Booking Info Tab :- Optional*Plain Text Box Booking info code = Your textEARLYARRIVAL, using the template variables to modify the specific text in the booking. *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Early Checkin
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To send an automated Email to the guest confirming that it is possible to have an Early Checkin a Late Checkout as room is available the day of before arrivaldeparture.
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 = Checkin (depending on when you want to notify the guest)Checkout*Trigger Time = -2 1 days (depending on when you want to notify the guest, in this example 2 days before arrival)*Trigger Window = 21
*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings = Trigger all on master
*Template Variables = [IF>:[VACANTDAYSTURNOVERDAYS]:1:yes|no] equal yes
This template variable tests if there is 1 day between the guest booking and the next booking.
Dear, [GUESTNAME],
We are very happy to offer you 'Early Late Check-inout' at [PROPERTYNAME] at the exceptional rate of [ROOMTEMPLATE3][PROPERTYCURRENCYBACK]. If you would like a late checkout, then please send an email to our Reservations team [PROPERTYEMAIL] confirming you would like the Late Checkout, provide your Booking Reservation Number [BOOKID] and Offer ‘LATECHECKOUT’ for the special Price.
Best regards,
Booking Info Tab :- Optional
*Booking info code = EARLYARRIVALLATCHECKOUT, *Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Early CheckinLate Checkout
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====Send Email to your guest - Offering Late Checkout Only on a Sunday when there is no new arrival ====
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To send an automated Email to the guest confirming that it is possible to have a Late Checkout checkout on Sundays as the room is available on the day of departure. This auto action will create a new booking for the date of departure, closing the calendar to any other bookings. 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 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.
'''Step 1: ''' Create a new offer in {{#fas:cog}} (SETTINGS) > PROPERTIES > OFFERS
*Name = Latecheckout
*Enable = Only if Available
*Booking Type = Confirmed with Deposit 2 - via payment gateway
'''Step 2:''' Create a Rate or Daily Price, PRICES
*Guests = Max Occupancy
*Max Stay = 1
*Offer = select the offer number as created in the above step.
If you are using Rates, select 'Rate allowed' = Sunday, untick all the other days.
Channel Tab, untick all channels, leave only 'beds24.com' for your booking page.
If using Daily Prices, then go to Calendar, and set the price and date range, then only Sunday, untick all the other days.
Enable list, untick all channels, leave only 'beds24.com' for your booking page.
'''Step 3: ''' Create the custom question for the booking id
Go to {{#fas:cog}} (SETTINGS) > PROPERTIES > BOOKING QUESTIONS > CUSTOM QUESTIONS and create a question
*Question = Booking Id
*Single Line field
*Optional
'''Step 4: ''' Create the Auto Action
Trigger Tab :-
*Booking Source = All
*Booking Status = All but not cancelled
*Between Booking and Check in = 2 and 999 (to stop the auto action triggering on the new booking)
*Group bookings = Trigger all on master
*Template Variables = [IF=:[LEAVINGDAY:{%a}]:Sun:|[IF>=^[TURNOVERDAYS]^1^yes~no]] equal yes This template variable tests if the departure day is a Sunday and there is at least 1 day between the existing guest booking and the next booking.
Message tab :-
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 use this link to our Reservations team make the booking and payment. https://beds24.com/booking2.php?propid=[PROPERTYID]&checkin_hide=[PROPERTYEMAILLEAVINGDAYYYYY-MM-DD] confirming you would like &br5-[ROOMID]=Book <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> The details in the Late CheckoutURL, provide your Booking Reservation Number [BOOKID] will direct the guest to make a new booking in the existing room with the check-in date = leaving date and for Offer ‘LATECHECKOUT’ for the special Price.7 &br-7 (offer created in Step 1 above)
Enter your Booking Reservation Number [BOOKID] into the Booking id box on the booking page.
Best regards,
[PROPERTYCONTACTFIRSTNAME] [PROPERTYCONTACTLASTNAME][PROPERTYNAME] [PROPERTYADDRESS],[PROPERTYCITY],[PROPERTYPOSTCODE],[PROPERTYSTATE],[PROPERTYCOUNTRY]. Email :-[PROPERTYEMAIL]
Website :- [PROPERTYWEB]
Booking Info Tab :- Optional
*Booking info code = LATCHECKOUT,
*Booking Info Description = Upsell email sent [CURRENTDATE] :[ROOMTEMPLATE3][PROPERTYCURRENCYBACK] Late Checkout
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====Send Email to your guest - Offering Late Checkout Only on On a Sunday when there Wednesday (Cleaner is no new arrival due/Rubbish Collection is due) ====
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To send an automated Email to the guest confirming reminding them that it there is possible to have an event on a Late checkout specific day of the week, for instance, the cleaner is due on Sundays as Wednesday mornings, or the room bin collection is available due on the day of departureThursday mornings.
*Name Template Variables = Latecheckout*Enable [IF= Only if Available*Booking Type = Confirmed with Deposit 2 - via payment gateway:[CURRENTDATE:{%u}]:3:yes|no] equal yes
Booking Info Tab :- Optional*Group bookings Booking Info code = Trigger all CLEANWED1*Booking Info text = Reminder that cleaning is due on masterthe first Thursday of their stay.
Booking tab: (optional)
*Execution = One time only
*Flag Text = Stripe Payment Failed
*Flag Colour - choose the flag colour
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====Send Email an email to your the Owner/Internal email address when a guest - On completes a Wednesday (Cleaner is due/Rubbish Collection is due) Payment Authorisation at Stripe====
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Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 365
*Booking Source = All
*Booking Status = All but not cancelled
*Booking Info Code = STRIPEAUTHORIZE
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*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 3651 day
*Booking Source = All
*Booking Status = All but not cancelled
Messaging tab:
*Send Message = Internal
*Internal Email Address = enter the email address to receive the notification
*Subject = Failed Stripe PaymentNew Booking
*HTML Box = Enter the text to be sent, you can use template variables in this message, for example
[LASTNIGHT]
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===Booking Info Codes===
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<div class="headline-collapse" > ====Send an email Add CHECKIN Booking info code to the Owner/Internal email address when a guest completes a Payment Authorisation at Stripebookings ====
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Trigger tab:
*Trigger Event = After BookingCheck-in
*Trigger Time = Immediate
*Trigger Window = 3651 day
*Booking Source = All
*Booking Status = All but not cancelled
*Booking Info Code Group bookings = STRIPEAUTHORIZE Trigger all on master
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Trigger tab:
*Trigger Event = After BookingCheck-out
*Trigger Time = Immediate
*Trigger Window = 1 day
*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings = Trigger all on master
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====Add CHECKIN Booking info code to bookings Group check-in - ''Select from predefined templates'' ====
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This requires the master booking to be checked-in via the check-in function.
*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings" = Trigger all on master if group*Info Code = CHECKIN '''Booking Info info tab: '''
*Booking Info Code = CHECKIN
*Booking Info Text = Auto CheckinGroup checked in
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<div class="headline-collapse" > ====Add CHECKOUT Booking info code to bookings Identify Repeat Guest ====
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This requires you to use the Guest database.
*Booking Source = All
*Booking Status = All but not cancelled
*Group bookings " = Trigger all on master*Template Variable = [GUESTSID1] greater than 0
Booking Info info tab: *Booking Info Code = CHECKOUT*Booking Info Text = Auto CheckoutREPEAT
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====Group check-in Identify bookings with Custom Question ticked/unticked ====
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Trigger tab:
*Booking Status = All but not cancelled
*Group bookings" = Trigger all on master
*Info Code Template Variable = CHECKIN[GUESTCUSTOMQ1] equals ticked (or) not ticked
Booking info tab :
*Info Code = CHECKINLATECHECKIN
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===Add invoice items to a booking ===
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====Identify Repeat Guest Add a fee to all bookings from a channel====
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Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Booking Source = Expedia (for example)
Invoice tab:*Trigger Event Add Invoice Item = After BookingAdd new*Trigger Time Type = immediatelyAmount*Trigger Window Description = 365Cleaning fee (for example) - Template variables can be used. *Booking Source Amount = All50 (for example - the amount of your cleaning fee)*Booking Status per = All but not cancelledRoom*Group bookings" Period = Trigger all on masterone time*Template Variable VAT = [GUESTSID1] greater than 019% (for example - enter the VAT amount if applicable)
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<div class="headline-collapse" > ====Identify Add a fee (Penalty) to all bookings with Custom Question ticked/unticked an Outstanding Balance====
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====Add a 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:
Time :*Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 1 day Booking Conditions:*Status = All not Cancelled Booking Source:*Booking Source = Expedia (for example)Direct
Invoice tab:
*Type = Amount
*Description = Cleaning fee (for example) Stripe Fee||[INVOICECHARGESNUM:- Template variables can be used. 3%]*Amount = 50 0 (for example - leave as 0 so the value is set from the calculation in the amount of your cleaning feeDescription field)*per Per = Room
*Period = one time
*VAT = 19% (for example - enter the VAT amount if applicable)
The fee /charge will be added the next time the auto actions run.
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===Modify description/values of an existing invoice item in a booking ===
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<div class="headline-collapse" > ====Add Update the Description field of a fee (Penalty) to all bookings with an Outstanding Balancecharge/invoice item====
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Trigger tab:
*Trigger Event = After Booking
*Trigger Time = Immediate
*Booking Source = Expedia (for example)
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====Add Update all values of a negative value to Direct bookings for Stripe Chargescharge/invoice item====
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You want need to add change the Stripe fee to all Direct charges in bookings due to show total value of bookingan update in your prices. Tourist Tax (for example), i.e. if you want to show update the booking description field and value. In this example using the Stripe charge will be added as a negative figure. format (findthisinvoicedescription^replacewiththisdescription)
Trigger tab:
*Trigger Time = Immediate
*Trigger Time Window = 1 day 365*Check In From = Select the first date of the Summer Season*Check In To = Select the last date of the Summer Season
*Booking Conditions:*Status Source = All not Cancelled Expedia (for example)
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===Modify descriptionPayments/values of an existing invoice item in a booking Pending Payments===
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====Update the Description field of Add a charge/invoice itempending payment====
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Trigger tab:
*Trigger Event = After Booking or Before Check-in
*Trigger Time = set the time you want to collect the payment
*Booking Source =All (for example, you can also set different rules for different channels)
*Group Booking Trigger = Trigger only Master (this will trigger on individual bookings and Master booking if a group)
Invoice tab:
*Add Invoice Item = Update Only*Payment Type = Change Description select on what the payment is calculated (Percent of Balance due OR Group balance if you receive Group bookings)*Description = Cleaning^Cleaning Service Feethe text you will see in the "Charges and Payments" tab*Invoicee Status = Ignore (otherwise if you can use the status function add a specific Invoicee the status you want to apply to limit the searchpending payment (optional)*Amount = enter the amount or percentage you want to collect*Payment Rule = use auto or manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here *Payment Due = Set when the payment is due
*Capture = Yes - immediately charged (Capture=Yes)
*Add info code on success = add a Booking Info item to the booking on success
*Add info code on failure = add a Booking Info item to the booking on failure
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*Trigger Time = set the time you want to collect the payment
*Booking Source =All (for example, you can also set different rules for different channels)
Booking Info tab: OptionalAdd 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 Info tab: OptionalAdd a booking info tab for information and reporting
*Booking Info Code = PENDPAY
*Booking Info Text = Pending payment added
Invoice tab:
*Payment Type = select on what fixed value*Description = Security Deposit||[IF<=:[INVOICEFIRSTITEMNUM]:800:200|[INVOICEFIRSTITEMNUM][/.0]4] (Security Deposit is the description, then 2 | symbol, then the calculation for the payment 'Amount' to be set.) This calculation, tests if the first invoice item value (usually the Accommodation value) is calculated (Percent greater than or = 800 if so set the Security Deposit Amount = 1 quarter of Balance due OR Group balance if you receive Group bookings)the first invoice item value, otherwise set = 200. *Description <span class="" style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> <span style= "font-weight: bold;" >Tip</span> A price value for the invoice item can be specified after a second pipe (|) symbol, this can be used to calculate a price using template variables. If the text you will see price value in the "Charges and Payments" tabdescription field is zero or absent, the numeric value from the amount field will be used.
*Status = if you use the status function add the status you want to apply to the pending payment (optional)
*Amount = enter the amount or percentage you want to collect0*Payment Rule = use auto or manual - if you have set up payment rules in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT-Payments >PAYMENT COLLECTION Payment Rules they will be available here
*Payment Due = Set when the payment is due
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====Add a pending payment - Set the Security Deposit value based on the price Collect outstanding booking balance 3 days prior to arrival( Credit card details were collected at time of the booking, using a calculation )====
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Payment Trigger :
*Booking Status = All not cancelled
*Any Booking Info Code = (optional)*All Booking Info Codes = (optional)
*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking)
Payment Action :
*Funding Source = Guest card only*Payment value adjustment = Limit to group booking balance
*Capture = Yes - immediately charged (Capture=Yes)
*Add info code on success = add a Booking Info item to the booking on success
*Add info code on failure = add a Booking Info item to the booking on failure
Go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTIONS and click '''Create New Action''' to create them.
Booking Info tab:
*Execution = One time only*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
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====Assign Automatically apply invoice numbersnumber at check-out - ''Select from predefined templates'' ====
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'''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, if not leave blank) '''Invoice tab:'''
*Assign Invoice Number = yes
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====Using Pending Payments as a Payment Reminder====
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====Apply a flag/colour for a booking coming from a certain channel- ''Select from the predefined template'' ====
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'''Trigger tab:''' *Trigger Event = After Booking
*Trigger Time = Immediate
*Booking Source = Booking.com (for example)
'''Booking tab:'''
*Execution = One time only
*Flag Text = The text you want to display
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<div class="headline-collapse" > ====Apply a flag when a NO payment was is made- ''Select from the predefined template''====
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'''Trigger tab:''' *Trigger Event = After Booking
*Trigger Time = Immediate
*Trigger Window = 3651 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
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<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 = After Booking(but not after check-in)*Trigger Time = Immediate*Trigger Window = 365999 Booking Source:*Booking Source = All*Booking Status = All but not cancelled*Booking Info Code = STRIPEFAIL, CARDFAILSTRIPE '''Booking tab:''' *Execution = One time only*Flag Text = Stripe Payment Failed*Flag Colour - fee0dd</div></div> <div class="mw-collapsible mw-collapsed"><div class="headline-collapse" > ====Apply a flag to Booking.com bookings and auto report the Credit Card when a payment FAILS at Stripe====</div><div class="mw-collapsible-content"> Go to Settings > Channel Manager > Preferences and set Auto report failed cards = Yes '''Trigger tab:''' *Trigger Event = Booking (but not after checkout)*Trigger Time = Immediate*Trigger Window = 999 Booking Source:*Booking Source = Booking.com Booking Conditions:*Booking Status = All not cancelled*Booking Info Code = BOOKINGCOMCARD '''Booking tab:'''
*Execution = One time only
*Flag Text = Failed CC reported to Booking.com
*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)
