Email automation

Link an email template to a traveler task on a tour type, and TravelSpurt sends it to each traveler on the day the task falls due. It can also send one reminder if the task still isn't done.

Set up an automated email

1. Create, test and activate the email under Email templates.
2. Go to Tour Types, open the tour type and its Tasks tab.
3. On a task, set Who it's for to Traveler task. Only traveler tasks are emailed.
4. Turn on Automated task and set Automation type to Send email.
5. Choose the Email template.
6. Set Counted from, either Departure date or Trip end date, and how many days before or after. For example, a feedback email 3 days after the trip ends.
7. Set Still send if overdue by up to (days). The default is 14. Anything later than this is skipped and flagged for you to handle by hand.
8. Optionally turn on Send one reminder if still not done, and choose how many days after the first email. Reminders have Reminder: added to the subject.

The email doesn't tick the task off. It stays pending until the traveler completes it, which is what the reminder checks.

How the daily run works

• Once a day, early in the morning UK time, TravelSpurt finds automated email tasks that are due today or overdue and haven't been sent yet, plus any reminders that are due.
• Each email is checked the same way as a manual send. For example, the template must be active and tested, and the traveler must have a valid email address.
• An email is never sent twice to the same traveler for the same task. If someone already sent that template to the traveler by hand, it's recorded as Already sent by hand instead.
• There's a daily limit. Anything over it is Deferred to the next run.

Syncing tasks in Tour Types never changes or removes a task that has already been emailed.

The Email automation page

Go to Control Panel → Email automation (Owner/Admin). It shows what today's run would do, without sending anything:

• a banner saying whether automation is off, in report-only mode, or live for your account;
• one row per due email, with the traveler, template, due date and an outcome such as Would send, Would remind, Sent, Too late, skipped, Held by send gate or Needs attention, plus an Open booking link.

Click Refresh to check again. Click Run now to send what's due straight away, for your organisation only. It sends real emails, so you're asked to confirm first.