The back office gets an email automatically when key things happen on a tour: a new booking, a payment, a question from a traveler.
By default, only the tour manager receives notification emails for a tour, but you can add more email addresses to receive them.
Booking & Payment Notifications
These tell your team about money and bookings moving through the system.
Notification description | Email Demo example |
New booking: Sent when a traveler completes a booking on one of your tours, or when you confirm a booking yourself from the back office. Includes the booking reference, travelers, rooms, total, and amount paid. |
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New payment: Sent when a payment is received, confirming who paid and how much.
For payments you charge or record yourself from the back office, this is only sent if you tick Notify customer in the payment window. |
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Overdue payment: Sent when a scheduled payment in a payment plan passes its due date without being paid. Overdue payments are checked once a day, so this arrives the morning after the due date.
This one goes to the tour manager only — extra recipients are not copied. |
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Payment plan update: Sent when someone edits a booking's payment plan, with the revised installment schedule. Adding an extra or changing a room does not trigger this on its own. |
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Lead & Enquiry Notifications
These tell your team when someone shows interest in a tour but hasn't booked yet. Each one also creates a lead you can follow up on.
Notification description | Email Demo example |
Brochure download: Sent when a visitor submits the brochure download form on the tour's public page. |
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Pre-registration: Sent when a visitor pre-registers their interest for a tour that is not yet open for booking. |
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Ask a question: Sent when a visitor submits the "Ask a question" form on the tour's public page, including their question. |
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Waitlist signup: Sent when a traveler joins the waitlist for a departure that is sold out. |
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How do I add more people to a tour's email notifications?
Every tour has a tour manager who receives notification emails. You can add other email addresses so your team receives the same emails.
Open the tour, then go to Settings → General settings.
Scroll to Tour notifications and turn on the Email notifications toggle.
In the Recipients field, enter the email addresses you want to add, separated by commas.
Click Save.
Email addresses are set per tour, so each tour can have its own list.
How it works
The tour manager always receives the emails. Added addresses come on top, as CC.
Turning the toggle off clears the added addresses, and only the tour manager receives emails.
Changes apply to the next notification sent for that tour.