How to set up the Check-in and Check-out workflow – Asksuite - (en-us)

This workflow sends automatic check-in and check-out messages to the guests.

Key Requirements:

For this workflow to work properly, AskFlow must have access to the guest's expected arrival and departure dates. This can be achieved through:

PMS integration (automatic)
Google Sheets data feed (requires regular updates)

Note: If your PMS is Desbravador, you must set and activate the workflow identified for this PMS (1 - see below). If it is another, use the other one (2 - see below).

Steps to Set Up this Workflow:

1. Integrate the PMS with AskFlow

Follow the instructions here to complete the integration.

2. Go to the “Workflows” menu.

3. Click on the three dots next to the “Check-in and check-out messages” or “Check-in and check-out messages - PMS Desbravador” workflow and click “Edit workflow.”

4. Locate and click the purple block called “Send check-in message.”

5. Select the desired message template. If the template includes variables (e.g., "Traveler's name"), map them to the corresponding fields in AskFlow (e.g., “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.”

6. Assign a tag to be sent to the conversation when AskFlow triggers the message.

7. 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.

8. Click “Save block.”

9. Then locate and click on the purple block called “Send check-out message” and repeat the process with the respective check-out information. Don’t forget to save the block.

10. Then, click “Active workflow” and confirm the action.

11. Click “Save” in the top-right corner to finalize the setup.

Your check-in and check-out workflow is now set up and ready to use!