Create automation - Automate all scheduling based in Doinn 5 elements formula (where, when, what, who, how)
Last Updated: April 22, 2023
Applies to: Only registered users with roles: owner, admin, manager
Automations in Doinn make your daily workflow much easier since they will generate services automatically.
When you create an Automation you can:
- Define Automation name and description;
- Choose who to assign to a service;
- Choose when to schedule it;
- Select the catalogue upon which the service will be generated;
- Apply a checklist to follow;
- Select properties for which the service will be generated.
How to create an Automation
1. Create a new personalized automation
2. Create Automation from Catalogue type
3a. Automation based on Reservations
3b. Automation based on Recurrence
1. Create a new personalized Automation
To create an automation the first thing to do is select the Automations tab and Add Automation.
- Select the customer (if you are buying services it's you) and the category of service you wish to automate, in this example we select "cleaning + Laundry"
- Select the provider, name the automation (use something that helps you identify it more easily) and then save and continue.
- Select the catalogue among the available ones for the type of services you have picked. The availability of different services here depends on the catalogues you have created or that your provider shared with you. Please check the article related to Catalogues.
- Add a checklist if needed. To create a new one, check this article: Checklists - Menu.
- Select the Properties for which you want services to be generated by this automation:
- Define all details of the service. In this specific case of laundry rental, the number of kits is based on the needs of your properties.
- At the end define if the services will be generated based on Reservations or Recurrences:
- Save. The automation will show up in your My Automations tab
By clicking on the 3 dots on the top corner, you will always be able to view, edit, deactivate or delete the automation.
Read this article to find out more about the automation menu.
2. Create Automation from Catalogue type
To create an automation first select the matching category from the Automations centre.
If for example, we need to set an automation for Cleaning & Laundry, we can select it and follow the instructions.
- Select the catalogue type
- In the list of Providers, you should choose the one who is going to be assigned to services generated by this automation and give this automation a name so it's easily identified.
- Select the catalogue among the available ones for the type of services you have picked. The availability of different services here depends on the catalogues you have created or that your provider shared with you. Please check the article related to Catalogues.
- Add a checklist, if needed. To create a new one, check this article: Checklists - Menu.
- Select the Properties for which you want services to be generated by this automation:
- Define all details of the service. In this specific case of laundry rental, the number of kits is based on the needs of your properties.
- At the end define if the services will be generated based on Reservations or Recurrences:
- Save. The automation will show up in your My Automations tab
By clicking on the 3 dots on the top corner, you will always be able to view, edit, deactivate or delete the automation.
Read this article to find out more about the automation menu.
3a. Automation based on Reservations
The automation will generate a service for each reservation received.
It can be applied to all reservations or specific ones.
a2. Apply to a specific reservation
a1. Apply to all reservations
Services will be generated for all reservations related to the properties selected.
Reference
The service could be generated with the reference of the check-in, check-out and during the reservation.
When
The service could be generated before, after or on the specific date.
To generate services during reservation as a reference, several options will pop up. You can learn more here.
a2. Apply to a specific reservation
In case you need a specific service to be generated only for a specific need the options are based on reservation duration, number of guests and days between two reservations.
Select Add filters and choose among different options. Its possible to pick more than one filter:
- per Reservation Duration;
- per Guests;
- based on the incoming Guests in the next reservation;
- number of days until the next check-in;
- days from the last check-out.
In the following example, we will choose to filter depending on the Reservation duration -those lasting more than 12 days.
In the image below we set that (in case of a planned stay of more than 12 days) During the reservation, 5 days after the check-in we need the first service. This will be repeated every Thursday at 11.00 am.
3b. Automation based on Recurrence
The automation will generate services according to a specific Recurrence set.
Not only we can set the frequency, but we can also set a start/stop date.
For example, we have a property that requires cleaning services every Tuesday and Friday but we need it to stop after 30 occurrences. If we know a specific date we can choose On and set it accordingly.
