{"id":1049,"date":"2025-11-27T14:49:35","date_gmt":"2025-11-27T14:49:35","guid":{"rendered":"https:\/\/getbooked.software\/app\/?p=1049"},"modified":"2025-11-27T14:51:20","modified_gmt":"2025-11-27T14:51:20","slug":"how-to-create-automations","status":"publish","type":"post","link":"https:\/\/getbooked.software\/app\/how-to-create-automations\/","title":{"rendered":"How to Create Automations"},"content":{"rendered":"\t\t
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The Automations<\/strong> page lets you create rules that automatically move orders from one tab\/status to another.
This is useful for streamlining workflow, reducing manual admin, and ensuring orders progress at the correct time.<\/p>

If no rules are set, you will see:
\u201cNo rules found\u2026\u201d<\/strong><\/p>

Below is a detailed breakdown of every field and how to use this feature.<\/p>

  1. What Automations Do<\/strong><\/li><\/ol>

    Automations allow you to automatically:<\/p>

    • Move orders between warehouse\/booking tabs<\/li>
    • Trigger workflow changes based on time<\/li>
    • Ensure orders progress through stages without manual clicking<\/li><\/ul>

      Examples of what you can automate:<\/p>

      • Move orders from \u201cNew Order\u201d<\/strong> \u2192 \u201cSent to Warehouse\u201d<\/strong> 24 hours before the booking start<\/li>
      • Move orders from \u201cQuoted\u201d<\/strong> \u2192 \u201cInvoiced\u201d<\/strong> automatically after a set time<\/li>
      • Move orders from \u201cInvoiced\u201d<\/strong> \u2192 \u201cCompleted\u201d<\/strong> after a booking ends<\/li>
      • Remind the warehouse by moving incoming orders to a preparation stage before the handover<\/li><\/ul>
        1. Channel<\/strong><\/li><\/ol>

          The Channel<\/strong> dropdown defines where this automation applies.<\/p>

          Example channel:<\/p>

          Warehouse<\/strong><\/p>

          This means the automation will move orders between warehouse\/booking tabs (the same ones you set in \u201cWarehouse Tabs\u201d).<\/p>

          Your platform may support other channels in future (e.g., notifications, emails), but here it refers specifically to order movement.<\/p>

          1. Event<\/strong><\/li><\/ol>

            The Event<\/strong> defines when<\/em> the automation should activate.<\/p>

            Common event options include:<\/p>

            • Before Order Start<\/strong><\/li>
            • After Order Start<\/strong><\/li>
            • Before Order End<\/strong><\/li>
            • After Order End<\/strong><\/li>
            • On Creation<\/strong><\/li>
            • On Payment<\/strong><\/li><\/ul>

              (Your screenshot shows Before Order Start<\/strong>.)<\/p>

              Example:<\/strong><\/p>

              If you select Before Order Start<\/strong>, the automation will trigger before the booking begins<\/em>, based on the duration you define.<\/p>

              1. Move From<\/strong><\/li><\/ol>

                This is the current status\/tab where the order must be for the rule to activate.<\/p>

                Example:<\/p>

                • New Order<\/strong><\/li>
                • Invoiced<\/strong><\/li>
                • Quoted<\/strong><\/li>
                • Sent to Warehouse<\/strong><\/li>
                • Completed<\/strong><\/li>
                • Bin<\/strong><\/li><\/ul>

                  Only orders in the \u201cMove From\u201d tab will be affected.<\/p>

                  1. Move To<\/strong><\/li><\/ol>

                    This defines where the order will be moved once the automation triggers.<\/p>

                    Example:<\/p>

                    • Invoiced<\/strong><\/li>
                    • Sent to Warehouse<\/strong><\/li>
                    • Completed<\/strong><\/li>
                    • New Order<\/strong><\/li>
                    • Any custom tab you created<\/strong><\/li><\/ul>
                      1. Duration<\/strong><\/li><\/ol>

                        This determines when<\/em> the automation will run relative to the event.<\/p>

                        The fields are:<\/p>

                        • Days<\/strong><\/li>
                        • Hours<\/strong><\/li>
                        • Minutes<\/strong><\/li><\/ul>

                          Examples:<\/strong><\/p>

                          Example 1 \u2014 Move 2 hours before booking starts<\/strong><\/p>

                          • Duration:
                            • Days: 0<\/li>
                            • Hours: 2<\/li>
                            • Minutes: 0<\/li><\/ul><\/li>
                            • Event: Before Order Start<\/em><\/li><\/ul>

                              Example 2 \u2014 Move 1 day after order ends<\/strong><\/p>

                              • Event: After Order End<\/em><\/li>
                              • Duration:
                                • Days: 1<\/li>
                                • Hours: 0<\/li>
                                • Minutes: 0<\/li><\/ul><\/li><\/ul>

                                  Example 3 \u2014 Move immediately when created<\/strong><\/p>

                                  • Event: On Creation<\/em><\/li>
                                  • Duration: all fields 0<\/li><\/ul>
                                    1. Add Rule<\/strong><\/li><\/ol>

                                      Once all fields are completed:<\/p>

                                      Click Add<\/strong><\/p>

                                      This creates the automation and adds it to your active rules list.<\/p>

                                      You will now see it displayed in the upper section of the page.<\/p>

                                      Rules can include:<\/p>

                                      • Rule name (auto-generated or displayed as details)<\/li>
                                      • Channel<\/li>
                                      • Event<\/li>
                                      • Movement (From \u2192 To)<\/li>
                                      • Trigger timing<\/li><\/ul>

                                        You can create unlimited<\/strong> automation rules.<\/p>

                                        1. How Automations Work in Real Life<\/strong><\/li><\/ol>

                                          Here are practical examples of common usage.<\/p>

                                          \u2714<\/strong> Automatically prepare orders 1 day before they start<\/strong><\/p>

                                          • Channel: Warehouse<\/li>
                                          • Event: Before Order Start<\/li>
                                          • Move From: New Order<\/li>
                                          • Move To: Sent to Warehouse<\/li>
                                          • Duration: 1 Day<\/li><\/ul>

                                            \u2714<\/strong> Move a booking to \u201cCompleted\u201d 1 hour after it ends<\/strong><\/p>

                                            • Channel: Warehouse<\/li>
                                            • Event: After Order End<\/li>
                                            • Move From: Sent to Warehouse<\/li>
                                            • Move To: Completed<\/li>
                                            • Duration: 1 Hour<\/li><\/ul>

                                              \u2714<\/strong> Move unpaid invoices to \u201cQuoted\u201d after 48 hours<\/strong><\/p>

                                              • Event: After Order Start or On Creation<\/li>
                                              • Move From: Invoiced<\/li>
                                              • Move To: Quoted<\/li>
                                              • Duration: 2 Days<\/li><\/ul>

                                                \u2714<\/strong> Send an order back to ‘New Order’ immediately if incorrectly placed<\/strong><\/p>

                                                • Event: On Creation<\/li>
                                                • Move From: Any Tab<\/li>
                                                • Move To: New Order<\/li>
                                                • Duration: 0<\/li><\/ul>
                                                  1. Deleting \/ Editing Rules<\/strong><\/li><\/ol>

                                                    Once rules appear, you can:<\/p>

                                                    • Edit them<\/li>
                                                    • Delete them<\/li>
                                                    • Temporarily disable them (depending on your platform\u2019s options)<\/li><\/ul>

                                                      This keeps automation tidy and prevents conflicting rules.<\/p>

                                                      1. Save Changes<\/strong><\/li><\/ol>

                                                        Automations generally save instantly when added.
                                                        No extra save button is required unless your platform version shows one.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t","protected":false},"excerpt":{"rendered":"

                                                        The Automations page lets you create rules that automatically move orders from one tab\/status to another.This is useful for streamlining workflow, reducing manual admin, and ensuring orders progress at the correct time. If no rules are set, you will see:\u201cNo rules found\u2026\u201d Below is a detailed breakdown of every field and how to use this […]<\/p>\n","protected":false},"author":2,"featured_media":0,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[1],"tags":[],"class_list":["post-1049","post","type-post","status-publish","format-standard","hentry","category-getting-started"],"acf":[],"_links":{"self":[{"href":"https:\/\/getbooked.software\/app\/wp-json\/wp\/v2\/posts\/1049","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/getbooked.software\/app\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/getbooked.software\/app\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/getbooked.software\/app\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/getbooked.software\/app\/wp-json\/wp\/v2\/comments?post=1049"}],"version-history":[{"count":10,"href":"https:\/\/getbooked.software\/app\/wp-json\/wp\/v2\/posts\/1049\/revisions"}],"predecessor-version":[{"id":1059,"href":"https:\/\/getbooked.software\/app\/wp-json\/wp\/v2\/posts\/1049\/revisions\/1059"}],"wp:attachment":[{"href":"https:\/\/getbooked.software\/app\/wp-json\/wp\/v2\/media?parent=1049"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/getbooked.software\/app\/wp-json\/wp\/v2\/categories?post=1049"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/getbooked.software\/app\/wp-json\/wp\/v2\/tags?post=1049"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}