The check-in workflow sends an automatic message to the guest on the day of check-in.
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)
Steps to set up the 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 on the three dots next to the “Message on day of check-in” workflow and select “Edit workflow.”
4. Locate and click the blue block labeled “Wait time.”
5. The default for this flow is to send the message to the guest at the time of check-in, as registered in the PMS. However, you can change the setting to send after a certain period of time, or even set a fixed sending time, for example, 6:00 p.m.
6. If you make any changes to the block, click “Save block.”
7. Locate and click the purple block labeled “Send 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 “Active Workflow" and confirm the action.
13. Click “Save” in the top-right corner to finalize the setup.
Your check-in workflow is now set up and ready to use!
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