Automated Email Module

TourTools® users can have payment reminders, late payment notices, medical form reminders, etc. sent out automatically, every night, from their TourTools® application.

Email messages are sent based on criteria that you specify. The blocking tool allows you to exempt certain tours and bookings from the process, making the feature highly flexible.

How it Works
Users specify the criteria to determine who is included in the emailing.
Email messages (similar to the example shown below) are sent, based on the above criteria, early in the morning.

A To-Do item is logged in each client record, indicating the date the reminder was sent.

Daily and Full Reports (sorted by Tour Name) are emailed out to the designated contact in your office. These reports outline what was sent and what was not (due to missing email addresses in the Client’s file, etc.).

The report below shows all Clients emailed and is sorted by Tour Name and Type of Email sent.

If needed, a blocking feature allows you to exempt certain tours and bookings from the process.
Blocking can be enabled at the TM level or at the Booking level to prevent automated emails from sending to an entire Tour or to a particular booking.

NOTE: This feature requires FileMaker Server 16 or higher. The base system includes development of a master script, development of the first HTML email module, TM and Booking level blocking, to-do logging, setup of the nightly schedule in FileMaker Server, and development and delivery of a daily report to an admin email address showing names/count of what was sent and which clients were omitted from the campaign due to no email address on record.