The pre-check-in workflow automatically sends a message to the guest one day before their check-in date.
Key Requirements:
For this workflow to work properly, AskFlow must have access to the guest's expected arrival date. This can be achieved through:
- PMS integration (automatic)
- Google Sheets data feed (requires regular updates)
Important: The pre-check-in workflow does not work automatically for the PMS Desbravador. This integration only provides guest information after check-in, not the expected arrival date.
Steps to set up the Pre-Check-In Workflow:
1. Integrate the PMS with AskFlow
Follow the instructions here to complete the integration.
2. Go to the “Workflows” Menu
3. Click the three dots next to the “Pre-check-in message” workflow and select “Edit workflow.”
4. Locate and click the blue block labeled “Wait time.”
5. By default, the workflow waits until 2:00 PM on the day before check-in (1 day prior). Adjust the configuration if necessary.
6. Click “Save Block.”
7. Locate and click the purple block labeled “Send pre-check-in message.”
8. Select the desired message template. If the template contains variables, they will appear below for mapping. For example, “Traveler's name” should be linked to the contact field “Name.”
Note: To use fixed data instead of a variable, select the “Fixed data” option and type the desired text. Example: If you type “Traveler,” all messages will replace the variable “Traveler's name” with “Traveler.”
9. Assign a tag to be sent to the conversation when AskFlow triggers the message.
10. To define AI Behavior, choose one of the following options based on how the system should respond if the traveler replies to the message:
- Stop robot: The message will be forwarded to a human agent.
- Turn on robot: The robot will continue responding to travelers.
- Keep robot status: The current handling mode will remain unchanged.
Note: If you select “Stop robot,” ensure a distribution rule is set up for the tag to prevent travelers from being left without support.
11. Click “Save Block.”
12. Select “Activate Workflow" and confirm the action.
13. Click “Save” in the top-right corner to finalize the setup.
By following these steps, the pre-check-in workflow will be set up and ready for use.
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