Reactions is a powerful feature designed to automate simple but essential tasks in your hotel operations.
Here’s how it works:
Set Up a Task: With Reactions, you can define specific tasks that you want the system to handle for you. Whether it’s sending a welcome email to a guest upon booking, charging a credit card according to your cancellation policy, or notifying your staff when a guest checks in, you have the flexibility to automate these processes effortlessly.
Attach a Trigger: Once you’ve set up your task, the next step is to specify a trigger. A trigger is essentially a condition that tells the system when to execute your task. For example, you might set a trigger that activates the welcome email task every time a new reservation is made. This means you can ensure guests are greeted promptly and professionally without lifting a finger.
By leveraging the Reactions feature, you can streamline your workflow, reduce manual errors, and enhance guest experiences—all while saving you valuable time. With everything set up, you can focus on what truly matters: providing outstanding service to your guests.
Embrace the power of automation with Reactions and transform how you manage your hotel operations!
TABLE OF CONTENTS
Creating Tasks
Start by clicking "Add Reaction"
Next you will need to select what type of task you are creating from the drop down list.
Title: Name your task something descriptive
Description: It is optional to add more detail about the task
Depending on what task you choose the input fields are different.
Conditions
Conditions allow you to tailor your automated tasks to fit your unique needs. This flexibility ensures that your communications are relevant and targeted, enhancing the overall guest experience.
For instance, you can set specific conditions for a task so that an automated email is only sent to guests who book through a particular sales channel. This means you can craft tailored messages that resonate with your audience based on how they made their reservation.
Additionally, you have the option to customize your tasks further by specifying criteria like room numbers, cancellation policy or rate plans. For example, you might want to send a welcome email only to guests who choose a specific rate plan, ensuring that your messaging aligns with their booking experience.
By utilizing conditions effectively, you can increase the relevance of your automated tasks and engage your guests in a more meaningful way, ultimately enhancing their stay and your overall service delivery.
List of Tasks
Redeem Payments: Please refrain from using this task as we are in the process of removing it due to the implementation of the 3D Secure protocol.
Send Daily Checkout Report: Sends the daily check out report to a specific email address as often as you choose.
Preauthorize Client Credit Card: Please refrain from using this task as we are in the process of removing it due to the implementation of the 3D Secure protocol.
Take Deposit Payment By Cancellation Policy Rule Including Extras: Please refrain from using this task as we are in the process of removing it due to the implementation of the 3D Secure protocol.
Convert Prepayments to Charges: Please refrain from using this task as we are in the process of removing it due to the implementation of the 3D Secure protocol.
Take Deposit Payment By Cancellation Policy Rule: Please refrain from using this task as we are in the process of removing it due to the implementation of the 3D Secure protocol.
Send Occupancy Report (exclude blockers): Sends the occupancy report to a specific email address as often as you choose.
Send End of Day Report: Sends the end of day report to a specific email address as often as you choose.
Send Simple Email: Used to send out automatic emails like confirmation, pre arrival, post departure.
Send Zapier Webhook: Used to send data to Zapier.
Send In-House Report: Sends the in-house report to a specific email address as often as you choose.
Send Invoice: Sends invoice to guests
Send Occupancy Report: Sends the occupancy report to a specific email address as often as you choose.
Send Housekeeping Report: Sends the housekeeping report to a specific email address as often as you choose.
Take Payment: Charges the card on file according to the setup of the triggers and conditions.
Send Payment Request: Sends out a payment request link to a guest for them to pay directly via the link and make sure payment is 3d secure.
Creating Triggers
Select Triggers and then click "Add Trigger"
Type: There are 3 possible triggers that varies according to the time they are executed.
They can be before or after an event or scheduled.
1.Scheduled
When creating a scheduled trigger, you can select to have the task executed every day, at a certain day of the week, at the first or last day of the month.
Then you select at what time of the day you want the trigger to executed at.
2. Before
The trigger "before" will help you set the event before the time of arrival or departure. The trigger will be executed a day, or few days before the arrival or departure, also at a specific time on the selected day.
3.After
When selecting the trigger after you will have the option to add a type of event that you want the trigger to be activated by. For example a invoice is sent to the guest after "check out" etc.
This trigger is executed immediately or x amount of days after the event.
Remember to save your trigger.
Example: How To Create Confirmation Email
Task:
Start by clicking "Add Reaction"
Task: Send Simple Email
Title: Confirmation email
Description: Email sent out as soon as a booking is created
Email Subject: Thank you for choosing "Hotel Name"
Send mail to: use drop in to select "customer Email address"
Carbon Copy & Blind Carbon Copy: If you want to get all confirmation emails to your inbox as well. FYI it is good practice to add your email for the first days to make sure everything has been set up correctly and you receive the emails, when you are convinced that everything works fine you can remove your email from this reaction.
From Text: Optional to change
Reply to: only change this if you want the replies to be sent to another email address.
Email Content: Here is where you build your email with the website builder: See instructions here
This email should go out to all new reservations so we will not add any conditions.
Save the Task
Trigger:
Navigate to Triggers and select "Add Trigger"
Type: After
Event: New Booking
Execute at: Immediately
Attach the trigger to existing task from the drop down list and save
Now the email template that you have created will be sent to all new bookings as soon as they are created.
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