How to send automatic reminders to your guides and drivers
Staff reminders tell everyone who works your tours about their jobs of the next day, by SMS, e-mail or both. Set them up under Configuration → Staff reminders.
Schedule a reminder
- 1
Open the page
Go to Configuration → Staff reminders.
- 2
Add a reminder
Under Scheduled reminders, click Add.
- 3
Choose the channel and time
In Add method, choose the Type, SMS messages or E-mail, and the Time, from 06:00 to 23:00 in your business's time zone. Click Add.
Add a reminder for each channel and time you want, such as an e-mail in the morning and an SMS in the evening. Every day, each person with a job the next day gets their reminder; people with no job get nothing.
Confirm every job with your staff well before the day. A morning reminder leaves you the day to find someone else if a person can't make it.
What the reminder says
- Each of their activities of the next day: the time, the tour, the booking's name with its passengers, and where to meet the customers.
- Their own job first, then the other jobs with their providers.
- On a private tour, the customer's phone number, if you choose to show it (below).
- On a group tour, a View passenger list link (see passenger lists).
Each person gets it in their own language. It never includes the booking's notes or a text of your own.
Choose what each job sees
Under Message content per component, click the edit button on a job's row, such as Guide:
- Other components: Show all, except the selected, or Show only the selected. A restaurant can see only the guide, for example.
- Show the customer's phone number on private tours: off until you switch it on.
- Show the lodging and Show the pickup location: on until you switch them off.
Click Save. The same choices apply to the schedule you send with Notify provider (see assign guides and drivers).
What it costs
| Channel | Cost |
|---|---|
| Free of charge | |
| SMS messages | Per message, at the Cost per SMS message for your country shown on the page. A long reminder takes several messages. |
SMS costs are added to your monthly TourTask invoice. Under Shorten SMS messages, four switches make each SMS shorter: Shorten intro, Remove early arrival reminder, Remove motivational phrase and Remove passenger list link. The Example below them shows the message and how many SMS messages it takes.
Opting out
Every reminder e-mail has an unsubscribe link. To stop a person's reminders yourself, switch on Disable SMS or Disable email in their provider tab under Users → Manage (see Guides and drivers).
Reminders in TourTask Crew
At the bottom of the page, TourTask Crew holds two settings of the TourTask Crew app. They cost nothing.
- Remind the crew to start the tour: Minutes before the tour starts (30 until you change it), each crew member's phone asks them to start the tour. Each person can turn these reminders off in the app.
- Show where the crew is: lets your office see the crew on the Crew map (see location sharing).
Questions we get asked
They have no job the next day, they unsubscribed from reminder e-mails, or Disable SMS or Disable email is on for them. To send a schedule now, use Notify provider on the operations calendar.
No: it always covers the next day. Notify provider sends up to 30 days at once.