Client communication and document delivery is a repetitive manual process where travel agents spend significant time drafting personalized emails, searching for documents across multiple folders, and logging communications.
Automation reads booking details from the system, generates personalized itinerary emails with all key information, retrieves and attaches required documents automatically, and logs every communication in the booking record.
The full workflow, from trigger to completion.
Workflow triggers when a booking status changes to confirmed. The booking record, client details, and itinerary data are passed to the automation.
The automation retrieves the full booking record, including itinerary, client contact info, and any special requests or notes.
The automation reads the booking data and generates a personalized itinerary email body with flight times, hotel details, ground transport, and special notes. the automation ensures the tone matches the agency's voice.
The automation searches for the itinerary PDF, hotel confirmations, and insurance documents using the booking ID and client name. It attaches all found documents to the outgoing email.
The automation sends the personalized itinerary email with all attachments to the client. A timestamp and delivery status are logged.
The automation creates a record and appends a row with the client name, email sent date, documents attached, and a link to the email thread.
The automation sends a message to the travel support channel confirming that the itinerary and documents were sent to the client, so the team knows the booking is in motion.
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