Automations: Change Booking Status

BoothBook

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BoothBook allows our Basic, Pro & Enterprise users to configure actions that will change the status of a booking based on the events of the booking. 

Example:

For the purpose of this Article we'll be using a wedding booking that doesn't pay the deposit after a week. We will have the booking automatically cancelled if there is no payment paid. 

1. Create an Automation


Go to Configuration (cog icon) on the tool bar on the left > Automations > Create Automation.


  • Turn on the automation with the switch in the corner.
  • Name the Automation.


2. Select a Trigger


  • Select the Trigger of When a booking is submitted. That means anytime you get a new booking it will trigger.

3. Configure the Schedule


  • Scroll down to the Schedule section.
  • Click Add a Schedule.
  • Set it for 7 Days After.
  • Choose the drop down for Send Anytime.

We give it a scheduled delay so that the conditions will be able to check and see if a payment has been made before it cancels the booking.


4. Add the Conditions


  • Scroll down to Conditions section.
  • Click Add a condition set.
  • Select Match ALL of the below.
  • Click the button for Add new condition.
  • From the drop-down select If nothing has been paid.
  • Click Add new condition.
  • From the drop-down select contract signed and select False. This will mean the action will only continue if they haven't paid nor signed a contract.

Optionally if you have your Event Types set up for leads (https://boothbook.freshdesk.com/a/solutions/articles/43000024647) you can limit this to only a certain event type.


If you're on a Pro account and say you don't want to automatically cancel Corporate or School events as they pay by check.

  • You would click Add new condition
  • Select if Event Type is any of
  • Choose the event type you want to target, i.e. Weddings.

5. Create the Action


  • Scroll down to Action section.
  • Click Add an action.
  • Select Change booking Status.
  • Choose the drop-down of Cancelled.
  • Click Save

Note: You can add another action to send an email to the client letting them know of the cancelled event. See example below.

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