Manually Sending Emails & SMS to Guests
About This Course
Not everything worth telling a guest fits an automated schedule. Learn how to manually send an email or text from a trip -- pick a template, add a personalized note with a live preview, CC a colleague, and send -- plus how to message every guest on a trip at once from the Manifest, and where every manual send ends up recorded.
Transcript
Not everything worth telling a guest fits a schedule. A same-day weather change, a personal thank-you, a reminder specific to one booking -- none of that waits for an automation. Manual sending gives you a fast, reliable way to send it right now, to the right guest, with a live preview so you know exactly what is going out, and a record left on the booking either way.
Send a message from a trip
- Go to Sales and open the trip you want to message.
- Select the Email action to open the Send a Message composer.
- Choose a template to send. If the one you need does not exist yet, create a new message template first, then come back.
- Choose the template language if the guest reads another language -- TripWorks sends that translation of the template.
- Add a personalized note if you want to say something specific to this guest. The live preview updates as you type, so you see exactly what the guest receives.
- To copy someone else -- a colleague or another guest on the trip -- add them under CC.
- Select Send.
TripWorks sends the email to the guest, and -- when the template has an SMS version and the guest has a mobile number -- the text message too. The send is logged on the trip's Messages tab and in the account-wide Messages list.
Message every guest on a trip
To reach everyone on a trip at once -- say, to tell the whole group a start time moved -- open the trip's Manifest and use the message-all-guests action there. You pick a template the same way, and TripWorks sends to each guest with contact details on the booking.
How manual sending behaves
A few things worth knowing before you send:
- Email and SMS travel together. One send delivers the email and, if the template has an SMS version and the guest has a mobile number, the SMS. Guests without a mobile number get the email only.
- The preview is the real thing. The live preview renders the template with this guest's details and your note, so what you see is what sends -- check it before hitting Send.
- CC reaches a second inbox. Use CC to loop in a teammate or another traveler; the primary guest is still the main recipient.
- There are send-rate limits. TripWorks caps how fast messages go out to prevent an accidental flood of duplicate sends. If you're moving quickly through several trips and a send is held, wait a moment and try again.
- Language follows the template. Switching the language sends that translation of the template -- it doesn't machine-translate your personalized note.