How to set up an Auto Actions for…

Trigger tab:

  • Trigger Event = Check-in
  • Trigger Time = -365
  • Trigger Window = 365
  • Booking Source = All (for example)
  • Booking Status = Cancelled

Message tab:

  • Trigger Action = Auto
  • Send Email = Guest

 If you are using deposit collection make sure you set SETTINGS->PAYMENTS->PAYMENT COLLECTION “Non Payment Booking Status” = Request.

Trigger tab:

  • Trigger Event = Check-in
  • Trigger Time = -14 (for example to cancel the bookings for the next two weeks)
  • Trigger Window = 14
  • Booking Source = Direct
  • Booking Status = All Not Cancelled

Booking tab:

  • Booking Status = Cancelled

Message tab:

  • Trigger Action = Auto
  • Send Email = Guest

Trigger tab:

  • Trigger Event = Check-in
  • Trigger Time = -365 days
  • Trigger Window = 355 days
  • Booking Status = All not cancelled

Booking tab:

  • Execution = One time only
  • Booking Status = No Change

Message tab or SMS tab:

  • Update details as appropriate

Alternatively you can use Between Booking and Check-in

Trigger tab:

  • Trigger Event = Booking (but not after check-in)
  • Trigger Time = Immediate
  • Trigger Window = 1 day

Between Booking and Check-in = 7 to 999

  • Booking Status = All not cancelled

Booking tab:

  • Execution = One time only
  • Booking Status = No Change

Message tab or SMS tab:

  • Update details as appropriate

Trigger tab:

  • Trigger Event = Booking (but not after check-in)
  • Trigger Time = Immediate
  • Trigger Window = 1 day

Between Booking and Check in = 0 to 6

  • Booking Status = All not cancelled

Booking tab:

  • Execution = One time only
  • Booking Status = No Change

Message tab or SMS tab:

  • Update details as appropriate

Trigger tab:

  • Trigger Event = Check-in
  • Trigger Time = -1 day
  • Trigger Window = 1 day
  • Booking Status = All not cancelled
  • Unit = Select the number of the unit you want to send this message to. Note that the number represents the index of the unit not its name.

Booking tab:

  • Execution = One time only
  • Booking Status = No Change

Message tab:

  • Enter your text. If you are using the “Additional Information” function SETTINGS->PROPERTIES->ROOMS->SET UP “Unit Names” you can use template variables

Example: Your room is [UNITNAME]. Check-in from: [UNITNAME:1] . The key code is: [UNITNAME:2]

The template variables will only work if you have entered text in SETTINGS->PROPERTIES->ROOMS->SET UP “Unit Names”. The context help for this setting will explain how to do this.

Trigger tab:

  • Trigger Event = After Booking
  • Trigger Time = Immediate
  • Trigger Window = 365 day
  • Booking Status = All not cancelled
  • Invoice Balance = Any Payment made OR Invoice Balance = Zero (payment in full)

Message tab:

  • Enter your text.

You can use Invoice Template variables showing the booking charges/payments.

Trigger tab:

  • Trigger Event = After Booking
  • Trigger Time = Immediate
  • Trigger Window = 1 day
  • Booking Source = Channel Manager

Booking tab:

  • Execution = One time only
  • Booking Status = No Change

Message tab:

  • Send Email = Guest
  • Enter you text. If you are using the “Additional Information” function SETTINGS->PROPERTIES->ROOMS->SET UP “Unit Names” you can use template variables

Example: Your room is [UNITNAME]. Check-in from: [UNITNAME:1] . The key code is: [UNITNAME:2]

The template variables will only work if you have entered text in SETTINGS->PROPERTIES->ROOMS->SET UP “Unit Names”. The context help for this setting will explain how to do this.

Trigger tab:

  • Trigger Event = After Check-out
  • Trigger Time = 30 days
  • Trigger Window = 365 days

Message or SMS tab: Enter the details you want to send.

Booking tab: (optional)

  • Execution = One time only
  • Flag Text = The text you want to display
  • Flag Colour – choose the flag color

Trigger tab:

  • Trigger Event = After Booking
  • Trigger Time = Immediate
  • Trigger Window = 1 day

Booking Source = ALL (or select the booking source/Channel)

Message tab:

Send Email : select the appropriate option

  • Edit Email Subject – enter the subject for your Guests
  • Edit Email Text :- enter the Email text you wish to send to your guests include template variable

[PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options.

Booking tab:

  • Execution = One time only
  • Flag 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.

Trigger tab:

  • Trigger Event = Check-in
  • Trigger Time = -42
  • Trigger Window = 1 day

Booking Source = ALL (or select the booking source/Channel)

Message tab:

Send Email : select the appropriate option

  • Edit Email Subject – enter the subject for your Guests
  • Edit Email Text :- enter the Email text you wish to send to your guests include template variable

[PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options.

Booking tab:

  • Execution = One time only
  • Flag 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.

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 tab:

  • Trigger Event = Booking (but not after check-in)
  • Trigger Time = +7 days
  • Trigger Window = 1 day
  • Booking Source = ALL (or select the booking source/Channel)
  • Invoice Balance = Not Zero
  • Any Booking Info Code = MULTIPLE (for example) this can be used if you only allow some guests to make multiple payments.

Message tab:

Send Email : select the appropriate option

  • Edit Email Subject – enter the subject for your Guests
  • Edit Email Text :- enter the Email text you wish to send to your guests include template variable

[PAYLINK] this creates a payment link (HTML A tag) for the payment request for the amount in the booking deposit field if non zero, otherwise the outstanding balance. Check the template variables for other options.

Booking tab:

  • Execution = One time only
  • Flag 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.

Create additional Auto Actions for each period you want to trigger

Create Auto Action 2 (and 3, 4, 5 – how may you need)

  • Trigger Time = +14 days (days you want to collect the payments)
  • Trigger Window = 1 day

Setup booking info code

Go to SETTINGS -> ACCOUNT -> PREFERENCES -> BOOKINGS -> Booking Info Code Values and enter MULTIPLE (or the value you want to use to trigger)

Update Booking to allow Multiple payments

  • Open the booking
    • Go to Booking Info Tab and from the drop down list
    • Select the value ‘MULTIPLE’ (or the value you want to use to trigger)

This uses a smart template variable. In this example we check whether the guest booked in French. If yes, then we send a French text. If no, we send an English text.

Trigger tab:

  • Booking Field Contains – select “Language” in the next field enter: the short code for the language this Auto Action is for.

Email tab:

  • Enter the message in the appropriate language under your default language.

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: Whatever you want

Booking tab: Whatever you want

SMS tab:

  • Phone Number = [GUESTMOBILE]
  • SMS Message = [IF=:[GUESTLANGUAGE]:fr:French_text|English_text]

Trigger tab:

  • Trigger Event = Check-in
  • Trigger Time = -2 (the number of days before check-in you want to sent the code or link)
  • Trigger Window = 2
  • Booking Source = All
  • Booking Status = All but not cancelled
  • Group bookings = Trigger all on master
  • Info Code = LOCKSTATE_PIN or NUKI_PIN or CHEKIN_URL

Message tab:

  • Send Email = Guest and cc
  • Email Subject = Your access code (your text)
  • Email Text = Your text which includes the template variable [BOOKINGINFOCODETEXT:LOCKSTATE_PIN] or [BOOKINGINFOCODETEXT:NUKI_PIN]

Trigger tab:

  • Trigger Event = Check-in
  • Trigger Time = Immediate
  • Trigger Window = 14(the max number of days your guests can stay)
  • Booking Source = All
  • Booking Status = All but not cancelled
  • Group bookings = Trigger all on master
  • Any Booking Info Code = CHECKIN
  • Exclude Booking Info Code = CHECKOUT

Message tab:

  • Send Email = Guest
  • Email Subject = Enter the appropriate details
  • Email Text = Your text which includes the details for your current guests.

It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkin to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.

You can send Invoice or Booking Template attachments to your Guests.

Setup your Invoice or Booking Template, go to SETTINGS -> GUEST MANAGEMENT -> INVOICING or SETTINGS -> GUEST MANAGEMENT -> BOOKING TEMPLATES

Trigger tab:

  • Trigger Event = Checkout
  • Trigger Time = Immediate
  • Trigger Window = 1
  • Booking Source = All (or select the appropriate channel/Direct)
  • Booking Status = All but not cancelled
  • Group bookings = Trigger all on master
  • Any Booking Info Code = CHECKOUT

Message tab:

  • Send Email = Guest API/Smart Email (or one of the other options)
  • Attachment = Select an option from the drop down list.
  • EMail Subject = Enter the appropriate details
  • Email Text = Your text which includes the details for your current guests.

It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkout to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.

If you send Emails with pdf attachments (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

Trigger tab:

  • Trigger Event = Checkin
  • Trigger Time = Immediate
  • Trigger Window = 1
  • Booking Source = All
  • Booking Status = All but not cancelled
  • Group bookings = Trigger all on master
  • Template Variable = [UNITSTATUS1] Contains = clean

Message tab:

  • Send Email = Guest API/Smart Email (or one of the other options)
  • EMail Subject = Enter the appropriate details
  • Email Text = Your text.

Other files can not be attached. We recommend you use a link to a file you upload to your web site.

If you need to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set the Booking info code rather than use the Current guest module in the dashboard.

Trigger tab:

  • Trigger Event = Check-in
  • Trigger Time = Immediate
  • Trigger Window = 1 day
  • Booking Source = All
  • Booking Status = All but not cancelled
  • Group bookings = Trigger all on master

Booking Info tab:

  • Booking Info Code = CHECKIN
  • Booking Info Text = Auto Checkin

If you need to use the Booking info code CHECKIN/CHECKOUT for reporting/other auto actions, you can set the Booking info code rather than use the Current guest module in the dashboard.

Trigger tab:

  • Trigger Event = Check-out
  • Trigger Time = Immediate
  • Trigger Window = 1 day
  • Booking Source = All
  • Booking Status = All but not cancelled
  • Group bookings = Trigger all on master

Booking Info tab:

  • Booking Info Code = CHECKOUT
  • Booking Info Text = Auto Checkout

This requires the master booking to be checked-in via the check-in function.

Trigger tab:

  • Trigger Event = After Booking
  • Trigger Time = immediately
  • Trigger Window = 365
  • Booking Source = All
  • Booking Status = All but not cancelled
  • Group bookings” = Trigger all on master
  • Info Code = CHECKIN

Booking info tab :

  • Info Code = CHECKIN

This requires you to use the Guest database.

Trigger tab:

  • Trigger Event = After Booking
  • Trigger Time = immediately
  • Trigger Window = 365
  • Booking Source = All
  • Booking Status = All but not cancelled
  • Group bookings” = Trigger all on master
  • Template Variable = [GUESTSID1] greater than 0

Booking info tab :

  • Info Code = REPEAT

Trigger tab:

  • Trigger Event = After Booking
  • Trigger Time = Immediate
  • Booking Source = Expedia (for example)

Invoice tab:

  • Type = Amount
  • Description = Cleaning fee (for example)
  • Amount = 50 (for example – the amount of your cleaning fee)
  • per = Room
  • Period = one time
  • VAT = 23% (for example – enter the VAT amount if applicable)

The fee will be added the next time the auto actions run.

Trigger tab:

  • Trigger Event = After Booking or Before Check-in
  • Trigger Time = set the time you want to collect the payment
  • Booking Source =All (for example, you can also set different rules for different channels)

Booking Info tab:

  • Optional, add a booking info tab for information and reporting

Booking tab: Optional

  • Flag Text = Pending payment added (for example)
  • Flag Colour = select the colour as this will be visible in the Calendar/Bookings list

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 = use auto or manual – if you have set up payment rules in SETTINGS->GUEST MANAGEMENT->PAYMENT COLLECTION they will be available here
  • Payment Due = Set when the payment is due

Create a Payment Rule to collect a payments when bookings are not cancelled.

Go to Settings > Payments > Payment Rules

Payment Rule :

Name = Enter your title – Not Cancelled (for example) Action = Auto Payment Trigger :

Booking Status = All not cancelled Any Booking Info Code = optional All Booking Info Codes = optional Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking) Payment Action :

Capture = Yes – immediately charged (Capture=Yes) Add info code on success = add a Booking Info item to the booking on success Add info code on failure = add a Booking Info item to the booking on failure

Trigger tab:

  • Trigger Event = After Booking
  • Trigger Time = immediate
  • Booking Source =All (for example, you can also set different rules for different channels)

Invoice tab:

  • Payment Type = Percent of balance due
  • Description = the text you will see in the “Charges and Payments” tab (Payment Balance)
  • 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 = Auto
  • Payment Due = check-in -3

 The automatic collection is only available for customers who uses Stripe.

Trigger tab:

  • Trigger Event = After Booking
  • Trigger Time = immediate
  • Booking Source =All (for example, you can also set different rules for different channels)

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

 The automatic collection is only available for customers who uses 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 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

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:

  • Execution = One time only
  • Info Code = Enter the preset code for the icon or info code which you have created in SETTINGS->ACCOUNT->PREFERENCES.

Trigger tab:

  • Trigger Event = Check-out
  • Trigger Time = Immediate
  • Any Booking Info Code = CHECKOUT (optional only if you use the check-out function, if not leave blank)

Invoice tab:

  • Assign Invoice Number = yes

Trigger tab:

  • Trigger Event = After 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 = Set as required

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.

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.

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

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
  • Flag Colour – choose the flag color

Booking changes are applied before the mail is sent so that the flag template variable can be reflected in the email.

 Also see Example: ” Apply a flag when the deposit was made prior to Check-in AND/OR Apply a flag when the booking is fully paid”.

Trigger tab:

  • Trigger Event = After 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

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

Booking tab:

  • Execution = One time only
  • Flag Text = Stripe Payment Failed
  • Flag Colour – choose the flag colour

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:

  • Execution = One time only
  • Flag Text = Failed CC reported to Booking.com
  • Flag Colour – choose the flag colour

Trigger tab

  • Trigger Event = After Booking
  • Trigger Time = 3 days
  • Booking Status = Request

Booking tab:

  • Execution = One time only
  • Booking Status = Cancelled

Trigger tab:

  • Trigger Event = After Booking
  • Trigger Time = Immediate
  • Booking Source = Ical Import (1, 2, 3)

Booking tab:

  • Execution = One time only
  • Booking Status = Request

Booking changes are applied before the mail is sent.

Trigger tab

  • Trigger Event = Check-out
  • Trigger Time = Immediate
  • Trigger Window = 1 day
  • Booking Status = All but not cancelled
  • Any Booking Info Code = CHECKOUT

Booking tab:

  • Execution = One time only
  • Change Room Unit Status = Select the option

It is assumed you use the Checkin/Checkout feature in the Dashboard, if not you can either manually add Checkin to your bookings (Booking info tab) or create an auto action to add the Booking Info Codes to the bookings.

You can use a webhook in conjunction with the API JSON function setBooking to write to any field in the booking. First you have to configure access to the API:

You need two keys to use our API JSON functions – one for the API itself and one for the property. The keys have to consist of 16 characters of your choosing.

API key:

  • SETTINGS -> ACCOUNT -> ACCOUNT->ACCESS “API Key 1”
  • API Key = my_very_secret_api_key
  • API Key Access = allow any IP
  • IP Whitelist = [leave empty]
  • Allow Writes = Yes
  • Property Access = Owned by this account only
  • Property key:
  • Settings > Properties > Access > propKey = secret_key_for_prop_XXXXXX

Set the triggers you need, for example:

Booking Field Contains: Message = XXX

Set the webhook like this:

Body Data:

{

“authentication”:

{

“apiKey”: “my_very_secret_api_key”,

“propKey”: “secret_key_for_prop_XXXXXX”

},

“bookId”: “[BOOKID]”,

“message”: “[MESSAGE] – Append this message”

}

You can create a new invoice item that contains the price of the channel’s commission as a negative value to subtract it from the room price. You use the API JSON function setBooking for this. First, you need to configure access to the API:

You need two keys to use our API JSON functions – one for the API itself and one for the property. The keys have to consist of 16 characters of your choosing.
API key:

  • SETTINGS -> ACCOUNT -> ACCOUNT->ACCESS “API Key 1”
  • API Key = my_very_secret_api_key
  • API Key Access = allow any IP
  • IP Whitelist = [leave empty]
  • Allow Writes = Yes
  • Property Access = Owned by this account only
  • Property key:
  • Settings > Properties > Access > propKey = secret_key_for_prop_XXXXXX

Set the triggers you need, for example:

Booking Source = Booking.com

Set the webhook like this:

  • Body Data =
{

“authentication”:
{

“apiKey”: “my_very_secret_api_key”,
“propKey”: “secret_key_for_prop_XXXXXX”
},
“bookId”: “[BOOKID]”,
“invoice”:
[

{

“description”: “Booking.com Commission”,
“status”: “”,
“qty”: “1”,
“price”: “-[COMMISSIONNUM]”,
“vatRate”: “7.00”,
“type”: “0”,
“invoiceeId”: “”
}
]
}