How to add travel information to your booking e-mails
Travel information tells customers what to bring, where to meet and what to expect. You write it under Customer relations → E-Mailed Tour Info, and TourTask adds it to their booking e-mails and vouchers.
Write your travel information
The page has four sections, each for different bookings:
| Section | Included for |
|---|---|
| General information | Every booking |
| Group tours | Bookings with a group tour |
| Private tours | Bookings with a private tour |
| Tour specific | Bookings with one of the tours you link to the block |
- 1
Open the page
Go to Customer relations → E-Mailed Tour Info.
- 2
Add a block
Under the section it belongs to, click Add. Write a Title (optional) and the Content, and save.
- 3
Put the blocks in order
Drag a block by its handle. Click a block to change it.
Write a block in one language: when you save, TourTask translates it into your other site languages. A customer gets each block in their own language, or else in your default language.
Information for some tours only
Under each block of Tour specific, click Add tour and pick the tours it is for. A block with no tour goes into no e-mail, and the page warns you: Add tours for which this information is relevant.
Show who runs each tour
Under Tour staff contact details, the pre-arrival e-mail can list who runs each activity, with their contact details, so customers can reach them.
- Show tour staff in the pre-arrival email switches it on.
- Contact details to show: Phone numbers, Email address, or Phone numbers and email address.
- Show contacts for: tick the components to list, such as the guide and the driver. For a vehicle, its owner is listed.
- Show unset components: also list a component nobody is assigned to yet, marked PROVIDER UNSET. Off, it is left out.
Booking and payment confirmations never list the staff: they usually go out before anyone is assigned.
Preview the e-mail
Click Preview email at the top of the page. Choose the Email type, enter a Booking ID and click Preview: you see the whole e-mail as that booking's customer gets it, with its links switched off.
Questions we get asked
The booking confirmation, the e-mail when you confirm a booking, the payment confirmation and the pre-arrival e-mail, and the vouchers attached to them. A cancellation never does.
None of your blocks applies to their booking: no General information, and no block for its tours or kind of tour. The e-mail then leaves the section out.