Messages let you communicate with travelers directly from the tour — either by sending a one-time email immediately, or by setting up scheduled messages that go out automatically based on booking or departure date triggers.
Creating a message
Open the tour and go to Operations (1) → Messages (2).
Click New message (3).
Choose the message type: One-time or Scheduled (4).
Fill in the message details (see fields below).
Optionally, send a test email to preview the message before saving.
Send a message
For one-time messages, click Send message — the email is sent immediately.
For scheduled messages, click Schedule message — the message will be sent automatically when the trigger condition is met.
Message types
There are two types of messages you can create:
Type | Description | Use cases |
One-time | Sent immediately when created. Cannot be edited or deleted after sending. |
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Scheduled | Created in advance and sent automatically when trigger conditions are met. Can be edited, duplicated, paused, or deleted at any time. |
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Message fields
Field | Description |
Internal title | A name for the message visible only to admins. Defaults to the subject line. |
Departure date(s) | Select specific departure dates to target, or choose All dates to apply to every departure. |
Recipients | All travelers — sent to the booker and all travelers on the booking. |
Subject | The email subject line shown to travelers. |
Message body | The email content. Supports rich text formatting and dynamic variables (e.g. traveler name, tour name). |
Scheduled message triggers
When creating a scheduled message, you must configure a trigger that defines when it will be sent.
Trigger | When it sends |
After booking date | X days after the traveler completes their booking. Useful for thank-you messages or pre-trip reminders. |
Before/after tour start | X days before or after the departure date. Useful for pre-departure briefings or post-departure check-ins. |
Before/after tour end | X days before or after the tour end date. Useful for wrap-up emails or post-tour follow-ups. |
The trigger delay can be set from 1 to 365 days.
Managing messages
Action | Available for | Description |
Edit | Scheduled only | Update any field on a scheduled message before it has been sent. |
Pause / Resume (2) | Scheduled only | Toggle a scheduled message on or off without deleting it. Paused messages will not be sent until reactivated. |
Duplicate | Both types | Create a copy of an existing message as a starting point for a new one. |
Delete | Scheduled only | Permanently remove a scheduled message. One-time messages cannot be deleted after they have been sent. |
Filtering the messages list
Use the filters at the top of the Messages table to narrow down the list:
Departure — filter by one or more departure dates.
Sender — filter by the admin who created the message.