What is an automatic email in a tourist activity?
An automatic email is a message that is sent on its own, at the right time, without any manual action being necessary. In the tourism sector, it is a powerful lever to inform, reassure, and retain your travelers.
Specifically, these messages are triggered by an action (a reservation, a payment, a response to a form) or a date (day before the stay, customer anniversary, etc.). The goal: to maintain a smooth and professional communication thread throughout the customer journey.
The main types of automatic emails for a tourist activity are:
- Confirm a reservation or payment.
- Follow up on an abandoned cart or an unfinished quote request.
- Send practical information before the activity (meeting place, weather, equipment to bring).
- Thank and invite to leave a review after the stay.
- Offer a discount or a special offer for a future activity.
Example: a local guide can automate a thank-you message sent 24 hours after the service, with a direct link to their Tripadvisor page to encourage reviews. This type of simple yet effective attention enhances the visibility and reputation of the activity.
Why implement automatic emails when managing a tourist activity?
Automating your emails means putting your communication on autopilot while staying close to your clients. Whether you are a receptive agency, an independent guide, or an activity manager, the benefits are tangible.
- Time saving and productivity: no need to send each message manually. Your team can focus on what matters: welcoming and ensuring the quality of the experience.
- Optimized customer experience: automation enhances the consistency of the journey, before, during, and after the activity.
- Less no-show: thus a better participation rate = less loss of revenue!
- More positive reviews and satisfaction: well-supported clients are happy clients, thus more likely to recommend or return.
- Fewer human errors (like double booking): no more forgotten confirmations or late sends. The right information always arrives at the right time.
Result: your communication becomes smooth, coherent, and aligned with your brand image. And if you are looking to streamline your communication across multiple channels — emails, messaging, and mobile notifications — WhatsApp booking for tourism can effectively complement your automated strategy.
How to effectively set up an automatic email strategy for my activity?
Before launching your campaigns, take the time to think about the complete customer journey. The effectiveness of an automatic email always depends on sending the right message at the right time, to the right person.
Here are the key steps to build a successful strategy:
- Identify key moments: reservation, payment, activity reminder, feedback. Each step is an opportunity for useful contact.
- Adapt the tone and content: informative before the stay, warm afterwards. Avoid cold or purely commercial emails.
- Work on frequency: too many emails, and your clients unsubscribe; too few, and they forget you. Balance is essential.
- Care for your visual identity: sign your messages with your brand’s tone, consistent visuals, and a professional footer.
A little tip: first create a simple scenario (confirmation + thank you), then add automation bubbles as you go. And to facilitate targeting at each step of the journey, draw inspiration from our advice on tourist reservation management to better link your emails to your booking system.
What tools and best practices to automate emails in tourism?
The success of an email strategy relies on the right combo: a reliable tool and well-utilized data. The market is full of solutions, but not all are suited to the needs of a tourism professional.
Here is a quick overview of the most relevant options:
- Mailchimp: ideal for beginners, with beautiful and easy-to-customize templates.
- Sendinblue (Brevo): excellent for multilingual communications and SMS campaigns.
- HubSpot: perfect if you manage a large volume of clients and multichannel campaigns.
When choosing your tool, prioritize:
- Integrations with your booking system to automatically send the right information.
- Segmentation (families, groups, foreign travelers, etc.) to tailor messages.
- Multilingual capabilities to communicate seamlessly with your international clients.
Finally, measure your results: open rates, clicks, unsubscribes. Test different subject lines or visuals — nothing beats data for adjusting your tone. And to further enhance your impact, discover how to connect Viator to your management solution to harmonize automation across platforms.
Automate the management of your emails with Tourbiz
Switching to Tourbiz means making a real qualitative leap in managing your communications. The platform centralizes your bookings, your clients, and your email campaigns in one place. Result: a precious time saving and coherent exchanges at every step of the customer journey.
Email features designed for tourism
Tourbiz has integrated the specific needs of tourism professionals into its automations. You can:
- Set up automatic emails for each step of the journey: confirmation, reminder before the activity, post-stay message, request for reviews, etc.
- Personalize content with each client’s information (name, type of activity, date, weather, meeting place).
- Automatically translate messages according to the traveler’s language.
All without going through an external tool. Tourbiz allows you to maintain control over your communication while simplifying sending and tracking.
Connection with your booking platforms
Tourbiz does not act alone. It connects to the main distribution channels in tourism: GetYourGuide, Viator, Airbnb Experiences, as well as Google Things to Do. A direct integration allows each new reservation to automatically activate the right email scenario.
If you are already using these platforms, also discover our dedicated guide on connecting GetYourGuide for Suppliers, to effectively link your accounts and automate your exchanges without friction.
A concrete example of an automated workflow
A concrete example with one of our independent guide clients who offers tours in Lyon. Here is the classic flow he uses daily thanks to Tourbiz:
- A client reserves via Viator → automatic confirmation email sent from Tourbiz.
- The day before the activity → reminder with the time, address, and a Google Maps link.
- The next day → thank you message and request for reviews.
This scenario, simple in appearance, makes all the difference: you ensure impeccable follow-up without thinking about it. And each interaction feeds your client base for future targeted campaigns.
Activate and personalize your campaigns in Tourbiz
A few steps are enough to get started:
- Connect your booking platforms to Tourbiz.
- Choose the automation model suited to your activity.
- Personalize your texts and visuals according to your brand tone.
- Test the sending before going live.
Once activated, your emails work like an invisible but remarkably effective team. You maintain control over the data while providing your clients with a smooth and highly professional experience.
