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Triggers

Automate actions based on certain triggers in Akia, like an agreement being signed or an order being placed


 
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If your subscription does not include Event Triggers, contact us to enable this add-on feature.
 

What Are Triggers?

This feature allows Akia to automatically perform actions when certain events occur. For example, you might want Akia to email Management whenever an agreement is signed.

 
Some options for event triggers.
Some options for event triggers.
 

How Do I Create a Trigger?

Setting up a reservation trigger is very similar to creating a regular time-dependent scheduled action.

 
Akia Tip: After you have created an event trigger, regardless of when in the day you created it, the message will begin sending the following day.
 
  1. Click on the lightning bolt header and go to Automation > Triggers
    1. Triggers are found in the
      Triggers are found in the Automation tab and clicking + Add Trigger will begin the creation process.
  1. Click + Add Trigger and select what Trigger you want to use:
Agreement Signed
  1. Write the name for the trigger and specify the Agreement that will trigger the event
      • Optionally delay the message being sent
  1. Click on the “No Preview” message under the Action Variants section to write your message.
  1. Scroll down and write your message in the default Text Message / Email field
      • Depending on your PMS, you can also change the Action for this event to post the signed agreement back to your PMS
      Notion image
  1. Hit Ok to save
  1. You will be taken back to the Event: ___ sidebar and can now see your message preview under the Action Variants section
  1. Click Start to save the scheduled message and have it begin sending to tomorrow’s guests
Order (Created/Accepted/Completed/Canceled)
  1. Write the name for the trigger and specify the source of the Order (Menu/Upsell) that will trigger the event
      • Optionally delay the message being sent
  1. Click on the “No Preview” message under the Action Variants section to write your message.
  1. Optionally change the action you want to execute from the default “Send a message to customer via the same platform”
      • If you have installed Stripe on your account, the Process Payment option will show
      Notion image
  1. Hit Ok to save
  1. You will be taken back to the Event: ___ sidebar and can now see your message preview under the Action Variants section
  1. Click Start to save the scheduled message and have it begin sending to tomorrow’s guests
Task (Created/Completed)
  1. Write the name for the trigger and specify which Department the task is triggered from
      • Optionally delay the message being sent
  1. Click on the “Send message to: ” message under the Action Variants section to write your message.
  1. Optionally change the action you want to execute from the default “Send a text-message to a mobile phone number”
    1. Notion image
  1. Hit Ok to save
  1. You will be taken back to the Event: ___ sidebar and can now see your message preview under the Action Variants section
  1. Click Start to save the scheduled message and have it begin sending to tomorrow’s guests
Identity Verified Status changed
  1. Write the name for the trigger and optionally delay the message being sent
  1. Click on the “No Preview” message under the Action Variants section to write your message.
  1. Optionally change the action you want to execute from the default “Send a message to customer”
    1. Notion image
  1. Hit Ok to save
  1. You will be taken back to the Event: ___ sidebar and can now see your message preview under the Action Variants section
  1. Click Start to save the scheduled message and have it begin sending to tomorrow’s guests
Survey (Completed/Question Answered)
  1. Write the name for the trigger and survey you want to trigger the event (and specific question if applicable)
  1. Click on the “No Preview” message under the Action Variants section to write your message.
      • If using the Question Answered event trigger, click + Condition to specify what rating, response, or options selected would trigger the event
      Notion image
  1. Hit Ok to save
  1. You will be taken back to the Event: ___ sidebar and can now see your message preview under the Action Variants section
  1. Click Start to save the scheduled message and have it begin sending to tomorrow’s guests
Guest Profile Updated
  1. Write the name for the trigger and which guest fields can trigger the action to run
    1. Notion image
  1. Click on the “No Preview” message under the Action Variants section to specify which action you want performed
      • If your PMS allows for Akia to write back guest fields, the option will show in the dropdown
      Notion image
  1. Hit Ok to save
  1. You will be taken back to the Event: ___ sidebar and can now see your message preview under the Action Variants section
  1. Click Start to save the scheduled message and have it begin sending to tomorrow’s guests
Mini App Submitted
  1. Write the name for the trigger and specify the Mini App that will trigger the event
      • Optionally delay the message being sent
  1. Click on the “No Preview” message under the Action Variants section to write your message.
  1. Scroll down and write your message in the default Text Message / Email field
      • Depending on your PMS, you can also change the Action for this event to post the signed agreement back to your PMS
      Notion image
  1. Hit Ok to save
  1. You will be taken back to the Event: ___ sidebar and can now see your message preview under the Action Variants section
  1. Click Start to save the scheduled message and have it begin sending to tomorrow’s guests
 
Akia Tip: Because these messages are triggered on the specific reservation action, you cannot specify a set time for when the message will send.
 
Akia Tip: Triggers are automatically paused when they are created, so clicking Start is the only way to unpause the message and have it begin sending. Clicking Ok will only save your changes, it will not unpause the message.
 

Use Cases

  1. 📝 Post Signed Agreement Back to PMS: Keep track of when guests have signed Agreements in your PMS as well as in Akia.
      • Select Event: Agreement Signed, create an action variant, and select the action (PMS) Post Agreement
  1. 🧑‍🍳 Inform the Restaurant About New Orders: Create a task for the kitchen or send a text to the department head informing them of the new order.
      • Select Event: Order Created with the action Send a text-message to a mobile phone number and check our list of Message Tokens to learn more about how you can customize the text based on the order so the user doesn’t even have to log into Akia to begin working on it.
  1. 👋 Welcome a Guest After Their Identity is Verified: Send a message in a team chat to let your team know they can welcome the guest.
  1. 🧾 Process Payment for Early Check-In: Do you charge guests for an early check-in but want to confirm if it’s possible before charging them? If you have payments enabled on your account, you will be able to set this up!
      • Create a Menu with the option to “order” early check-in, and set a trigger for Event: Order Accepted with the action Process Payment, to only process the payment if the early check-in is approved.
 

See Related

 
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