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Universal Search Term: To quickly locate this page, search for Triggers.

Location: Setup – Solution – Triggers

Required Setup: In order to view this page, you must be assigned one of the following roles: General Manager, or a custom role that includes the Solution permission.

Scope: This function is available in all versions of Kigo.

About the Triggers Page

From this page, you can define workflow rules. Workflow rules allow you to automate and streamline many communication-related tasks for your business by defining specific automated actions to occur every time that a trigger condition happens. For example, you can automatically send the guest a confirmation message when a new online booking is created. You can also send different notification messages to the general property notifications account and the property owner at the same time.
The Triggers page
The triggers are separated into the following tabs:

  • Lead Rules: The triggers listed here are related to inquiries that you receive from prospective guests using a Kigo web site, such as a booking inquiry. For lead rules, you can configure automated e-mail message responses to the prospective guest, the general property notifications account, and the owner. In addition, you can change the status of the lead and define how long to wait before the status is updated. You can also choose to be prompted before the messages are sent.
  • Booking Rules: The triggers listed here are events that can occur to a booking, such as when a booking is confirmed or canceled. You can define booking rules to send automated e-mail message response to the guest, the general property notifications account, and the owner. For some booking rules, you can also define when to send the message out, in relation to the guest's stay. You can also choose to be prompted before the messages are sent.
  • Maintenance Rules: The trigger listed here allows you to send out e-mail messages to the maintenance company, the general notifications account, and the owner when a new maintenance task is created for a property or unit. In addition, you can change the status of the task and define how long to wait until the status is updated. You can also choose to be prompted before the messages are sent.
  • Cleaning Rules: The trigger listed here allows you to send out e-mail messages to the cleaning company, the general property notifications account, and the owner when a new cleaning task is created. In addition, you can also change the status of the task and define how long to wait until the status is updated. You can also choose to be prompted before the message is sent.

Before Defining Triggers

To ensure that you have the necessary items in place, ensure that the following tasks are completed before assigning trigger actions:

  • The document templates that you need for the trigger have been created or customized.
  • The Notifications field at the Solution Setup page has been properly configured.

Field Definitions

Common Controls

For each e-mail template on each tab, the following controls are available:

  • Responder: The document template selected in this drop-down list generates an e-mail message to the primary recipient. In most cases, this is the lead. If the "[Disabled]" item is selected in the drop-down list, then no message will be sent. There are three additional controls next to the template name:
    • check box (check box): If the check box is selected, then you are prompted before the e-mail message is sent out.
    • Edit icon (edit): Select this to edit the selected document template.
    • Add icon (plus): Select this to create a new document template.
  • Notification: The document template selected in this drop-down list generates an e-mail message that is sent to the notifications account. If the "[Disabled]" item is selected in the drop-down list, then no message will be sent. There are three additional controls next to the template name:
    • check box(check box): If the check box is selected, then you are prompted before the e-mail message is sent out.
    • Edit icon (edit): Select this to edit the selected document template.
    • Add icon (plus): Select this to create a new document template.
  • Owner Notification: The document template selected in this drop-down list generates an e-mail message for the owner. If the "[Disabled]" item is selected in the drop-down list, then no message will be sent. There are three additional controls next to the template name:
    • check box (check box): If the check box is selected, then you are prompted before the e-mail message is sent out.
    • Edit icon (edit): Select this to edit the selected document template.
    • Add icon (plus): Select this to create a new document template.

Lead Rules Tab

  • Booking Inquiry: This trigger event occurs when a prospective guest (or lead) has begun booking a stay, but did not complete the reservation process on a Kigo web site. You can specify the individual e-mail templates to use for the Responder (or lead), Notification (company), and Owner Notification. In addition to the common controls listed above, you can also configure the following:
    • Default Status: This is the status applied to the lead request.
    • Due in: The number of minutes shown here is the amount of time that elapses before the lead request appears on the Lead Request page.
  • Lead Inquiry: This trigger event occurs when a prospective guest (or lead) completes and submits a contact form on a Kigo web site. You can specify the individual e-mail templates to use for the Responder (or lead), Notification (company), and Owner Notification. In addition to the common controls listed above, you can also configure the following:
    • Default Status: This is the status applied to the lead request.
    • Due In: The number of minutes shown here is the amount of time that elapses before the lead request appears on the Lead Request page.
  • Lead Inquiry with Stay Info: This trigger event occurs when a prospective guest (or lead) completes and submits a contact form and has included their dates of stay on a Kigo web site. You can specify the individual e-mail templates to use for the Responder (or lead), Notification (company), and Owner Notification. In addition to the common controls listed above, you can also configure the following:
    • Default Status: This is the status applied to the lead request.
    • Due In: The number of minutes shown here is the amount of time that elapses before the lead request appears on the Lead Request page.
  • Newsletter Signup: This trigger event occurs when a Web visitor signs up for the newsletter. You can specify the individual e-mail templates to use for the Responder (or lead), Notification (company), and Owner Notification. In addition to the common controls listed above, you can also configure the following:
    • Default Status: This is the status applied to the lead request.
    • Due In: The number of minutes shown here is the amount of time that elapses before the lead request appears on the Lead Request page.
  • Property Inquiry: This trigger event occurs when a prospective guest (or lead) makes an inquiry for a specific property on a Kigo web site. Specifically, this event occurs when the guest has selected a property, but has not yet selected arrival and departure dates. You can specify the individual e-mail templates to use for the Responder (or lead), Notification (company), and Owner Notification. In addition to the common controls listed above, you can also configure the following:
    • Default Status: This is the status applied to the lead request.
    • Due In: The number of minutes shown here is the amount of time that elapses before the lead request appears on the Lead Request page.
  • Property Inquiry No Availability: This trigger event occurs when a prospective guest (or lead) makes an inquiry for a specific property on a Kigo web site. Specifically, this event occurs when the guest has selected a property that is not available for the selected dates. You can specify the individual e-mail templates to use for the Responder (or lead), Notification (company), and Owner Notification. In addition to the common controls listed above, you can also configure the following:
    • Default Status: This is the status applied to the lead request.
    • Due In: The number of minutes shown here is the amount of time that elapses before the lead request appears on the Lead Request page.
  • Property Inquiry with Availability: This trigger event occurs when a prospective guest (or lead) makes an inquiry for a specific property on a Kigo web site. Specifically, this event occurs when the guest has selected a property that is available for the selected dates. You can specify the individual e-mail templates to use for the Responder (or lead), Notification (company), and Owner Notification. In addition to the common controls listed above, you can also configure the following:
    • Default Status: This is the status applied to the lead request.
    • Due In: The number of minutes shown here is the amount of time that elapses before the lead request appears on the Lead Request page.
  • Prospective Owner Inquiry: This trigger event occurs when an inquiry is submitted from a prospective owner. You can specify the individual e-mail templates to use for the Responder (or lead), Notification (company), and Owner Notification. In addition to the common controls listed above, you can also configure the following:
    • Default Status: This is the status applied to the lead request.
    • Due In: The number of minutes shown here is the amount of time that elapses before the lead request appears on the Lead Request page.

Booking Rules Tab

  • Cancel Booking: This trigger event occurs when a guest booking is canceled on the Kigo web site. You can specify the individual e-mail templates to use for the Responder (or lead), Notification (company), and Owner Notification.
  • Confirmed Booking: This trigger event occurs when a guest booking is confirmed on the Kigo web site. You can specify the individual e-mail templates to use for the Responder (or lead), Notification (company), and Owner Notification.
  • New Booking: This trigger event occurs when a new guest booking is made on the Kigo web site. You can specify the individual e-mail templates to use for the Responder (or lead), Notification (company), and Owner Notification.
  • New Held Booking: This trigger event occurs when a new held booking is created on the Kigo web site. You can specify the individual e-mail templates to use for the Responder (or lead), Notification (company), and Owner Notification.
  • New Owner Booking: This trigger event occurs when a new owner booking is created. You can specify the individual e-mail templates to use for the Responder (or lead), Notification (company), and Owner Notification.
  • Post-Stay: This trigger event happens a specified time after the guest has checked out. You can specify the individual e-mail templates to use for the Responder (or lead), Notification (company), and Owner Notification. In addition to the common controls listed above, you can also configure the following:
    • Send __ hours after check-out: This is the number of hours to wait after the guest check-out, before sending the post-stay e-mail messages.
  • Pre-Stay: This trigger event happens a specified time before the guest is due to check in. You can specify the individual e-mail templates to use for the Responder (or lead), Notification (company), and Owner Notification. In addition to the common controls listed above, you can also configure the following:
    • Send __ hours before check-in: This is the number of hours to wait after the guest check-out, before sending the post-stay e-mail messages. This specifies when the pre-stay e-mail messages should be sent. The number here is the amount of time (in hours) before guest check-in, when the pre-stay event occurs. For example, if you wanted to send out messages two days before the guest arrives, enter 48 here.

Maintenance Rules Tab

  • New Maintenance: This trigger event occurs when a new maintenance task is created. You can specify the individual e-mail templates to use for the Responder (or maintenance staff), Notification (company), and Owner Notification. In addition to the common controls listed above, you can also configure the following:
    • Default Status: This is the status applied to the maintenance task.
    • Due In: The number of minutes shown here is the amount of time that elapses before the status is updated.

Cleaning Rules Tab

  • New Cleaning Task: This trigger event occurs when a new cleaning task is created. You can specify the individual e-mail templates to use for the Responder (or cleaning resource assigned to the property), Notification (company), and Owner Notification. In addition to the common controls listed above, you can also configure the following:
    • Default Status: This is the status applied to the maintenance task.
    • Due In: The number of minutes shown here is the amount of time that elapses before the status is updated.

Additional Information/Related Topics

Solution Setup
Document Templates

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