Workflows allow you to use powerful automations to connect different pieces of your operation. From triggering task creation based on reservation status to sending custom Slack messages based on reviews. Get started automating with the steps below.
Setting up Workflows - Basic Steps
Select the Workflows tab from the left navigation
This will bring you to the Rules page where you can click + Add New in the top right to start a new Workflow
You'll then see options for Triggers to begin your Workflow
Select a Trigger to open the Workflow Canvas
Click Add first step or Add trigger to choose a time to run your Workflow
Once your Trigger is added to the canvas, click the plus sign below to create an action
A list of Actions will appear on the left side, select the action to run at the time of the trigger
Configure your Action based on your operations, and save the action by clicking Create
You'll see the Action added to the canvas
Assign your Workflow to properties on the right panel
Click the Activation box above assignment
And give your Workflow a title!
Note: You can have multiple Triggers & Actions in one Workflow canvas!
General settings
Active / Inactive: checking this box will turn on your workflow
Workflow rule name: internal name to keep your workflows organized
Workflow trigger: what causes your workflow to run
Workflow actions: what your workflow does, grouped by when they happen
Run on Existing Reservations: this will run your workflow on all existing reservations, rather than only new bookings (where applicable)
Delete workflow: permanently deletes the workflow
Move to: Adds to different folder
Assignment settings
Assignment type: to include or exclude assignment selections
Group inclusion: assign by group
Tags inclusion: assign by tag
Properties inclusion: assign by property
Triggers
Triggers define what causes your workflow to run. The following are available as triggers:
Reservation
Guest Status
Upsell
Review
Guest Verification
Devices
Tasks
Opportunities
Actions
Actions define what your workflow does. Actions are grouped by when they happen, these times are more specific than the tiggers and will change based on your selected trigger. For example if your trigger is Reservation you'll be able to add actions to Confirmation time, Check-in time, or Check-out time.
The following actions are available:
Add service fee
Create task
HTTP Request
Lock device
Send an email
Send a notification
Send a Slack message
Set thermostat mode & temperature
Trigger Zapier webhook
Turn off device
Turn on device
Conditions (Filters)
Conditions can be used within a workflow action to further define when the action will apply. You can add multiple conditions to an action. For example, you can set a condition for a task to be created only if the reservation length was longer than 7 days, or send a Slack message only for reviews under 4 star from AirBnB booked guests.
The following are some available conditions, these will update based on your chosen trigger & action:
Month of the Year
Property
Property Group
Property Tag
Reservation Check-in Date
Reservation Check-out Date
Reservation Length of Stay
Reservation Number of Guests
Reservation Source
Reservation Verification Status
Rating Review
Rating Source
Upsell details
& more!
Workflow ideas
Here are some ideas to get you started thinking about the possibilities of workflows!
🔄 Create Task after Reservation: Automatically have a task created from an existing template for pool cleaning at the time of check out. Filter properties to apply only for tag is "Pool".
Settings
Settings
Workflow trigger: Reservation
Workflow actions: Check-out time - Create a task
Conditions: Property tag is "Pool"
Task templates: Cleans - Pool cleaning
🔄 Send Slack Notification for Negative Reviews: Send a Slack message to your chosen channel when a guest leaves a survey rating below 5 stars if booking channel was AirBnB. Include the property details, the rating left, and a link to the reservation.
Settings
Settings
Workflow trigger: Review
Workflow actions: Submission time - Send a Slack message
Conditions:
Reservation Source is AirBnB
Review Source is Check-in survey, Check-out survey
Review Rating is between 0.0 and 4.0
Slack message template:
"{{property_name}} just received a low survey rating of {{review_rating}}. View reservation here {{reservation_deeplink}}."
🔄 Get Notified for Upsell Requests: Send a custom Slack message to your chosen channel when an Upsell is requested for early check-in.
Settings
Settings
Workflow trigger: Upsell
Workflow actions: Requested time - Send a Slack message
Conditions: Upsell Item is Early check-in
Slack template:
"Early Check-in request needs your approval:
Property: {{property_name}}
Reservation: {{reservation_deeplink}}
Check-in date: {{check_in_date}}"
Note: You will want to disable any redundant slack notifications in the Integrations page