All automated emails are fully branded with your logo, brand colors, and contact email, so travelers receive consistent communication from your company.
Tourseta automatically sends important emails to travelers throughout the booking journey - from confirmation to reminders and post-booking follow-up.
Most of these can be turned on or off in Administration → Communications → Automated emails. Required emails — confirmations, receipts, and password resets — are always sent and cannot be disabled. Each email below is marked accordingly.
Pre-Booking Emails
These emails are sent to potential customers to help them complete their booking.
Email description | Email Demo example |
Download Brochure: This email is sent immediately if a lead fills out a form requesting a brochure. It provides a direct link for them to download the tour information. Always sent. | |
Waitlist Spot Available: Sent when space opens up on a departure — either a confirmed booking is cancelled, or you increase the departure's group size.
Every waitlisted lead whose group fits the free spots is emailed at the same time, oldest signup first. Spots are not reserved — it is first come, first served. A lead won't be emailed again about the same departure for 3 days. Can be turned off. |
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Abandoned Booking Reminders: If a customer starts a booking but doesn't complete it, up to three reminders are sent. Each one links back to their booking so they can finish it. Timing is measured from when the booking was started:
Reminders stop as soon as the customer books the tour, and are never sent for bookings created in the back office. Each of the three can be turned off separately. |
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Post-Booking & Payment Emails
Once a customer has a confirmed booking, these emails manage their payments and provide important trip details.
Email description | Email Demo example |
Booking Confirmation: Sent immediately after a booking is confirmed with a deposit or full payment. This email includes a full breakdown of the booking, payment details, and links to the customer's profile to manage their trip.
When you confirm a booking yourself from the back office, it is only sent if you tick Send confirmation email. Always sent. | |
Payment Receipt (Successful Payment): Sent automatically after a successful payment. It confirms the amount paid and shows the updated balance and next payment due date.
For payments you charge or record yourself from the back office, this is only sent if you tick Notify customer in the payment window. Always sent. | |
Upcoming Payment Reminder: Prompts the customer to pay an upcoming installment manually. Sent 7 days and again 3 days before the due date. Each offset can be turned off separately. | |
Auto-charge Reminder: For bookings with automatic payments enabled, this email warns the customer before their saved card is charged. Sent 7 days and again 3 days before the charge, and reassures them that no action is needed.
A booking gets either this reminder or the manual one above, depending on whether auto-charge is on. Each offset can be turned off separately. | |
Failed Auto-charge Email: If an automatic payment fails, this email is sent immediately. It notifies the customer of the failure and provides a link to complete the payment manually. Can be turned off. |
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Payment is Overdue: An urgent reminder sent when a payment installment passes its due date without being paid, so the customer can pay before the booking is at risk.
Overdue payments are checked once a day, so this arrives the morning after the due date rather than the moment it passes. Can be turned off. | |
Payment plan update: This transactional email is sent to the booker when their payment plan is updated.
It is triggered immediately after changes are saved to the payment plan in the booking, and only once the booking is confirmed — plan edits on draft or pending bookings are treated as setup, not a customer-facing change. The email informs the customer that their installment schedule has been updated and provides the revised payment details. Can be turned off.
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Add-on Purchase Confirmation: Sent when a customer buys an extra after their booking is already made. It confirms what they added and what it cost. Always sent. |
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Document & Tour Information Emails
These emails ensure all necessary documentation is completed and keep travelers informed about their upcoming trip.
Email description | Email Demo example |
Signature Required: Sent to travelers who need to sign documents (e.g., waivers, terms and conditions) for their booking. Always sent. | |
Signature Reminder: Sent once per document if it is still unsigned 72 hours after it was added to a confirmed booking. Can be turned off. | |
Signature Confirmation: Sent immediately after a traveler signs a document, confirming the action and providing a link to download the signed copy. Always sent. | |
Form Completion Reminder: Reminds a traveler to complete required checkout or post-checkout forms. Sent when a form reaches its due date, listing the outstanding forms and the deadline. Can be turned off. |
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Account Emails
These emails handle account management.
Email description | Email Demo example |
Reset Password: Sent immediately when a user requests to reset their password, providing a secure link to do so. Always sent. | |
Set Password: Sent immediately when a new Customer is created in Back office by admin or manager. Customer will receive and email with a secure link to set a password for their account. Always sent. |