Workflow Time Triggers

Effectively configuring Time Triggers ensures that workflows run at the right moment, enhancing guest satisfaction and operational efficiency. Here's a detailed guide to help you understand and set up Workflow Time Triggers with confidence.

Key Notes Before Starting

Booking Dependency: All workflows are tied directly to bookings. Non-booking-related triggers are not supported.

Time Value Limitation: The first field cannot exceed 60.

Breaking Down Time Trigger Fields

1. 1. First Field (Numeric Input)
   Enter a value representing the desired timeframe (e.g., 5 for minutes, 2 for hours, 3 for days).

2. 2. Second Field (Unit of Time)
   Select from minutes, hours, or days to determine the scale of the value in the first field.

3. 3. Third Field (Event Relation)
   Choose whether the workflow should trigger BEFORE or AFTER an event.

4. 4. Fourth Field (Event Type)
   Depending on your selection in the third field, choose the corresponding event to anchor the trigger:

   • BEFORE Events:

     • Check-in

     • Check-out

     • Next Payment due date

     • Booking expire

   • AFTER Events:

     • Booking confirmed

     • Booking cancelled

     • Booking rejected

     • Record Created

     • Online Check-in completed

     • Check-in / Check-out

     • Next Payment due date

     • Booking expire

Additional Time Trigger Options

1. Force Run on Past Schedule

   • Purpose: Ensures workflows execute even if the scheduled time has already passed.

   • Example:

     • A workflow sends a digital guidebook 5 minutes after Payment Status = Completed.

     • If payment is completed 2 days late, enabling this ensures the guest still receives the guidebook immediately upon payment.

2. Run Workflow at Specific Time

   • Purpose: Aligns workflows with specific time zones.

   • Settings:

     • Use your account’s timezone for universal consistency.

     • Use property timezones for workflows specific to the property location.

   • Example:

     • Your properties are located in a different country. Configuring workflows to run based on property timezones ensures accurate scheduling for tasks like check-in reminders.

Practical Applications

• Pre-arrival Communication:

  • Send a welcome email 2 days before check-in.

  • Provide check-in instructions 1 hour before arrival.

• Post-departure Tasks:

  • Request a guest review 3 days after check-out.

  • Notify cleaning staff 30 minutes after check-out.

By carefully configuring Time Triggers, you ensure that all workflows are executed at optimal times, creating a smooth and professional experience for your guests and team.