How to set up the Check-out workflow

The check-out workflow sends an automatic message to the guest on the day of check-out.

Key Requirements:

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

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

Steps to set up the Check-out 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-out” workflow and select “Edit workflow.”

4. Locate and click the blue block labeled “Wait until 11:30 am on the day of check-out”

5. The default setting is to wait until the day of check-out and send a message at a fixed time, 11:30 am. However, you can change this time according to your preference. If you change the time, remember to also change the name of the block accordingly to maintain the reference.

6. Click “Save block.”

7. Locate and click the purple block labeled “Send check-out 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-out workflow is now set up and ready to use!