AUT - Automated Sales Actions

Automated sales actions let Willba close, cancel or delete sales, or accept their invoices, automatically when the sales meet the conditions you define. Typical uses:

• Close sales whose visit has ended and which are fully paid.
• Cancel unpaid webshop reservations after a few hours.
• Delete empty drafts that nobody has touched for a week.
• Accept and send invoices for ended events.

Willba runs the rules on a schedule throughout the day. Each rule is checked separately.

Fields

Field	What it affects
Name	Name of the rule.
Dry run	On by default. In dry-run mode Willba only records which sales would be affected, without changing anything. Switch it off when you have verified the rule.
Filters	Conditions a sale must meet. All filters must match.
Action from / to interval	Time of day when the rule may run, e.g. 02:00–05:00. Outside this window the rule is skipped.
Action	What is done to matching sales. Exactly one action. A rule without an action does nothing.
Active in sites	Sites where the rule runs. Empty = the rule never runs. Select at least one site.

Test with dry run first

Keep Dry run on for the first days of a new rule, check with Willba support which sales it would have affected, and only then switch it off.

Filters

Filter	Matches sales that…
Simple filter	meet a single condition (see below).
Sales state filter	are in one of the selected sales states. If not used, the action's allowed states apply (see Actions).
Sales facet filter	are of one of the selected sales types.
Time filter	had the chosen event at least N hours/days ago: last modification of the sale, end of the sale (end of day), or creation of the webshop payment if there is one.
Payment agreement filter	have one of the selected payment agreements. Include empty also matches sales without a payment agreement.
Checked tasks	have the selected check tasks completed. For enrolments you can choose whether the enrolment's own tasks or the event's tasks are checked.

Simple filter conditions

Condition	Matches sales that…
No dimension	have no dimension labels.
No notes	have no notes.
No customer	have no customer.
No products	have no products.
No participants	have no participants.
No resource reservations	have no calendar resource reservations.
No accommodation reservations	have no room reservations.
No participants pending checks	have no participants waiting for check-in or check-out.
All orders paid	have all orders fully paid.
All orders closed	have all orders closed.
Sales is ended	have an end date in the past.

Actions

Action	Effect	Only affects sales that are
Close sales	Moves the sale to its completed state.	Open
Cancel sales	Cancels the sale.	Draft, Open, Cancellation in progress
Delete sales	Deletes the sale.	Draft, Open, Cancelled
Invoice action	Accepts the sale's invoices. With Close sale on, zero-balance invoices are accepted and the sale is closed as well. Invoice date sets the accepted invoices' date: today or the sale's end date.	—

Example: delete abandoned drafts

Setting	Value
Filters	Sales state filter: Draft · Time filter: sale modified more than 7 days ago · Simple filter: No products
Action	Delete sales
Action interval	02:00–05:00
Active in sites	Main site
Dry run	On for the first week, then off