For users of the TourCMS tour operator ecommerce platform

Email confirmations?

Hello again. It appears the more I do, the more questions I have.

Is there a way to provide an email to customers after they have paid in full, such as a confirmation? the reason I ask is that we don't have a physical location, but will be picking up at "such and such place." I'd like to email that information to them after they have paid.

Does this make any sense, and if so, can it be automated, or will I need to do it manually?

Thanks again, you've been very responsive to all my questions.

Mike Rizzo
The Mob Tours

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Replies to This Discussion

Permalink Reply by TourCMS team on May 14, 2008 at 1:29am: Hi Mike
You can make a standard email template for this particular message.

Then, when you have confirmed that the balance is complete - go to "advanced note entry" on an individual booking.... select the email template to use.... and your email is then ready to send.

If we were to automate this.... how would you propose to do it? We could make an email when you set a specific booking to paid in full?

Thanks. Alex; ▶ Reply to This

Permalink Reply by Mike Rizzo on May 14, 2008 at 3:19am: Hi Alex,

When a booking is paid in full, that's when I would would want to have a confirmation email sent, thanking them and including instructions, telephone numbers, etc. for the tour.

Thanks, Mike; ▶ Reply to This

Permalink Reply by TourCMS team on May 15, 2008 at 8:22am: Hi Mike

You can do this email "manually" (set up an email template - and you can, on an individual booking, go to advanced note entry - and send the email).

However - howabout this for an idea? We could build a "payment receipt" email that could be automatically sent when a payment is added in TourCMS. I assume due to the nature of your tours that you are not taking deposit then full balance - but taking full payment?

In which case a payment will in effect be the full balance paid? You could then send your instructions details in the payment receipt email?

Tell us if this fixes your problem and we will build a payment receipt email (and a token for the value of the payment just made); ▶ Reply to This

Permalink Reply by Mike Rizzo on May 15, 2008 at 12:49pm: Hello,

The payment receipt email sounds perfect. Yes, I am taking full balance only, so this should do exactly what i wanted.

The issue I have at this time is I am small and do not have a "storefront". this would save me some work for the considerable future. (Especially since I will be running the tours also. Hard to check for payments when I'm in a bus. :) )

Thanks again!

Mike Rizzo; ▶ Reply to This

Permalink Reply by TourCMS team on May 15, 2008 at 1:25pm: Hi Mike
Right - its on the list now!
We will get to it as soon as we can; ▶ Reply to This

Permalink Reply by Brad Lowe on September 12, 2008 at 1:55pm: I think this has now been implemented, based on other forum postings?

Can the automated email get sent when the booking is completed, even if no payment has been taken? We have pay non the day, so do not have pre-payment, but do need to provide pax with email confirmation of their booking details, pickup location, how much they will have to pay etc.

Also, are all confirmed bookings posted to an audit trail? Is it possible to have notification sent to ourselves (email or SMS) for all bookings (and cancellations and changes to bookings) that have been made in the prior 12 hours(or 24 hours, or some period)? This would be very useful to get automatically each morning to know what has changed overnight for the current day's tour to proactively pick up last minute bookings or changes.; ▶ Reply to This

Permalink Reply by TourCMS team on October 14, 2008 at 5:35pm: Hi Brad
There are automated emails and manually sent emails (and the automated ones can be sent manually!)

The "new booking" email can be sent (automatically) when a new booking is put in the system. This is regardless of payment or booking status.
The provisional / confirmed automatic emails can be set...... mainly they are sent manually........... however if you are taking a payment (for example credit card payment) this can be set to automatically change the booking status to "confirmed" (for example) if the full balance has been paid. In these situations the "confirmed" booking email will be sent automatically.

Yes - all emails are audit trailed; ▶ Reply to This