What is a Trigger?
A trigger is comprised of a condition and an action. If the condition is met, the action is triggered. The action is almost always an email. But the mail recipient and the content of the email can vary depending on what modules you have enabled and what responses, templates and uploaded documents you have configured within Lodgix.
Define the Trigger
The steps below correlate to the numbers in the image above:
#1: Title - Give the trigger a name that will be easy to remember and know what it is with a quick glance.
#2: Conditions - Arrival Day / Departure Day Conditions:
- The simplest conditions are "Arrival Date will be..." and "Departure Date was..". For example to send a pre-arrival checklist to a guest seven days before arrival you would set the "Arrival Date will be..., equal, to 7 days". If you wanted to send a survey to a guest 2 days after departure you would set the "Departure Day was" equal to 2 days.
- Another useful condition is "Departure Date will be...". This condition will allow a trigger to be sent during a guest's stay. This can be helpful if you want to remind guests of their checkout times and / or any cleaning requirements you might require of the guest upon checkout. Setting the condition "Departure date will be...", "equal to", "1 day", for example will send out an email to the guest (or to the primary subscriber or to an employee or to an owner, etc..) 1 day before the departure date.
Invoice Status Conditions.
- One use for an invoice status trigger is automated confirmations. For example you could set up the condition "Invoice Status, changed to, Confirmed". However you might also want to click on the "+" sign and setup another condition "Invoice Status, changed from, Unconfirmed". This tightens up the trigger.
Note: The "+" sign adds a new condition and the "-" sign removes a condition.
#3: Perform Action - Once you've setup the conditions now it's time to set up what action you want to trigger. 99% of all triggers are meant to trigger an email.
Once you choose "email" as the action, then you must select if you want the "guest" or the "manager" (you) to receive the email.
Note: if you have the Employees module enabled, there will be an additional recipient option for "employee" and then another drop down will appear where you can choose which employee should receive the trigger email.
#4: Attachments - The next four drop down menus are courtesy drop downs allowing access to responses, templates and uploaded files. Thus if you want to attach a system generated confirmation, you can do that. If you have a rental agreement you've uploaded you can attach it. If you are communicating to an employee and you want to attach a pdf of the availability calendar you can do that. Or you can choose to attach / append nothing. The interface is very flexible.
#5: Email Subject - This will be the subject line of the email. You can include a "placeholder" in the subject. Just click on the link (see #7) for "view available placeholders" and then copy and paste the variable into the appropriate place within the subject line
#6: Email Body - If you append a response (see #4) that response will show up in the email body. In that event there is probably nothing else you need to do here. Otherwise simply type out what you want to say to the email recipient and customize it using any of the available placeholders (see #7)
#7: View Available Placeholders - When this linked is clicked a list of all the available placeholders is displayed. By copy and pasting just the bracketed word <CPOSTALCODE> and NOT the placeholder description, the application will pull the corresponding data from the database and automatically insert it into the subject or body of your email. It's a slick way of customizing your emails!
#8: Save - You MUST save your trigger once complete.
#9: Send Test Emails - If you want to send yourself a test email you MUST have at least one reservation present in the system otherwise the conditions won't have any invoices / reservations to reference. ALL TRIGGERS ARE BATCHED AND EXECUTED EVERY 15 MINUTES. There might be a small delay when sending test emails for the trigger depending on when during the batch process the test email is sent.
Apply trigger to last minute reservations
This would be an option to check for example if you send out a pre-arrival checklist 7 days before arrival. If this option is not checked, and you receive a reservation 5 days before arrival that guest would not receive the pre-arrival checklist.
Just a note: The email won't be sent immediately, it will enter into a queue and be sent together with the other time related triggers (within an hour, because the script runs hourly).
Fire trigger only once per reservation
This would be an option to check for example if you are sending out automated confirmations. Setting up the trigger condition would involve setting up an "invoice status" trigger to "meet any" of the following conditions:
invoice status, changed to, confirmed
invoice status, changed to, paid-in-full
If you don't check the "fire trigger once per reservation" box for this trigger, it could fire twice. Once when the reservation deposit is paid and the invoice status changes to "confirmed" and another when the remaining balance is paid and the invoice status changes to "paid-in-full". With the option checked, the confirmation will only be sent once.