How To Create The Best Damn Automated Booking Confirmation Communication System


You’re most likely studying this as a result of you will have an automatic reserving affirmation course of, proper? You take journey reservations over the telephone. You write your consumer’s contact info and bank card particulars on a random piece of paper. Then you draft an e-mail with the journey date, time, assembly location, and no matter they should deliver with them.

We’ve heard this story a whole lot of instances. In truth, certainly one of our purchasers, Ryan, at Atlantic Climbing School, realized he was working hours earlier than and after enterprise hours doing menial and mundane duties like sending affirmation emails to purchasers. All the additional time spent on guide duties took time away from his private life and drove him to the sting.

Since implementing Origin, Ryan’s saved 15 hours per week and bought his private life again. So, you would possibly nonetheless be questioning, what are reserving confirmations, how do I automate them, and what are you attempting to promote? Let’s begin along with your first query

checking tablet for booking confirmation

What Is A Booking Confirmation?

A reserving affirmation is a receipt you give to your consumer after you efficiently reserve their journey. 

A reserving affirmation sometimes contains:

  • Your consumer’s particulars: Their title, contact info, and variety of friends/individuals of their celebration.
  • Booking particulars: Trip date(s), assembly location, add-ons, and required gear.
  • Confirmation quantity: Unique identifier for his or her reservation.
  • Payment info: The quantity paid or deposited and affirmation of fee methodology.
  • Cancellation coverage: Details on easy methods to cancel and any related charges.
  • Contact info: Your telephone quantity and e-mail for inquiries.

This doesn’t simply give your friends peace of thoughts, however it helps you as nicely. It retains your information organized, helps you intend journeys, and protects you from any disputes that might come up.

Types Of Booking Confirmations

There are a number of completely different sorts of reserving confirmations you’ll be able to embody in your reserving affirmation system—and we advise together with all of them. This is probably going your visitor’s first time adventuring with you so give them as a lot info as is critical for them to really feel assured and get excited. 


The most essential reserving affirmation is their receipt. Adventure journeys aren’t low cost. Send your purchasers peace of thoughts with a reserving receipt that breaks down their prices. If you’re utilizing reserving and scheduling software program, the system will ship this routinely. 

Booking affirmation

A reserving affirmation could be a part of the receipt or separate, relying on the reserving and scheduling software program you employ. If you do that manually, then that’s totally as much as you, however you’re doubling your course of and probably annoying your clients by sending them separate emails with the receipt and journey info.

Origin contains the price of the journey in addition to the reserving particulars in a single automated e-mail to your purchasers so that they have all their info in a single message. This helps stop info getting misplaced or forgotten too.


Another automated reserving affirmation is the digital waiver despatched to your purchasers to guard your organization in case any of your friends injure themselves. When it’s routinely despatched, there’s much less fear that it’s A.) Not signed and B.) Not forgotten.

Day Before Trip Reminder

Depending on the system you employ, your affirmation system could or could not ship a message in the future earlier than the journey. Origin does this as a result of persons are human and purchasers overlook. We embody essential particulars in case there may be required gear or a sure assembly spot that your purchasers want to recollect.

Day Of Trip Reminder 

Using Origin, friends obtain an e-mail notifying we charged them the remaining steadiness owed on their journey (in the event you take deposits). If you don’t take deposits, purchasers don’t obtain any Origin emails day of the journey, however in the event you’re doing this all manually, you could be sending out one other reminder e-mail day of, which could possibly be a waste of your time. 

Review Request Day After Trip

Reviews are what get you future enterprise. In truth, 98% of individuals belief evaluations when shopping for sometihng. Asking for a evaluate when your journey continues to be top-of-mind offers you a greater likelihood of your clients leaving one. And in the event you don’t have an automatic post-trip evaluate request setup, you’re lacking out on so many alternatives. 

1-Week Reminder Of Review Request

Sometimes, your purchasers gained’t reply to your first evaluate request and that’s okay. That’s normal and that’s why Origin sends a pleasant reminder one week after the journey. How lots of you (or your present reserving system) are giving up after the primary try? If you requested first manually, it’s doubtless you didn’t ask once more. Set up automated evaluate request emails so that you don’t have to consider it later.

manual booking confirmation communication

Why Should You Bother Automating Your Booking Confirmation Communications?

Because your present guide course of is holding you again. Operators who’re sending each e-mail from their account are losing hours day by day. You’re doubtless coming into the workplace early and leaving late due to duties like these.

There are a number of different explanation why tour operators ought to automate their reserving affirmation communications:

You’ll mess up much less and have 24/7 availability

When you automate your reserving affirmation communications, you’ll assist cut back human errors and your clients will get speedy and correct confirmations whatever the time of day.

You’ll higher serve your clients

Incorporating automated reserving affirmation programs offers your clients confidence in your guiding enterprise. By sending them prompt confirmations with essential info like fee particulars, assembly factors and instances, and important gear, you mission an expert picture all through the reserving course of.

You’ll cut back operational prices and scale simpler

Automating your reserving confirmations frees up workers time which may assist cut back the necessity for added personnel and decrease operational bills, particularly through the busy when you will have a better reserving quantity. 

How Origin Can Help You Create The Best Damn Automated Booking Confirmation System

Automating your reserving affirmation communications could be easy in the event you work with the fitting software program, apps, or instruments. Or, you can also make it arduous on your self by persevering with to do all of it manually. And it’s not simply time that’s at stake, proper?

Your popularity and enterprise are additionally on the road too whenever you proceed to do issues the arduous, guide method.

Instead of jeopardizing your corporation, let’s see how utilizing Origin might help you create an automatic reserving affirmation system with minimal work. 

1. Choose Your Tools To Automate Booking Confirmations

You solely want two completely different instruments: reserving software program and an e-mail advertising and marketing platform. Outside of Origin, there are different reserving platforms—The Flybook, Checkfront, Peek Pro, Rezdy, and Acuity—however we are able to’t communicate to their automated reserving affirmation communication capabilities.

With your chosen reserving software program, subsequent you must setup any e-mail advertising and marketing that’s not a part of the platform already. Besides MailChimp, there are e-mail advertising and marketing platforms like Constant Contact, HubSpot, ActiveCampaign, GetResponse, and MailerLite. Make certain your reserving and scheduling software program integrates along with your e-mail advertising and marketing platform, in any other case, you’ll create extra work for your self.

You may additionally get by with simply utilizing Origin in the event you’re not able to sort out e-mail advertising and marketing (P.S. Origin integrates with MailChimp).

2. Define Triggers and Templates To Make It Easier For Future Messaging

If you’re not utilizing Origin, you’ll must create triggers and templates to your emails. It’s work firstly since you’ll be ranging from scratch, however when you’ve created them, you gained’t have to fret about it till you need to make edits sooner or later.

  • Confirmations: Set up automated triggers for emails to be despatched instantly after bookings. If you’re not utilizing reserving and scheduling software program, you’ll must create this in your e-mail advertising and marketing platform.
  • Reminders: You ought to schedule further emails with reminders nearer to the tour date so your friends keep in mind the assembly time and site and what gear to deliver. Again, in the event you’re not utilizing a reserving system, you’ll must set this up in your e-mail advertising and marketing platform.
  • Cancellations and Modifications: For cancelations, you’ll must craft separate templates for various situations, like unhealthy climate, no out there guides, and many others. 

When you’re on Origin, you don’t must arrange any triggers or templates—they’re constructed into the system. Check out the graphic under to see the varied reserving affirmation communications the system routinely sends in your behalf.

3. Customize and Optimize Your Booking Confirmation Emails

When creating an automatic reserving affirmation communication system, you’ll must customise emails along with your buyer’s info. You additionally need to be certain they’re capable of be learn on completely different units. Something an automatic system can do for you.

If you need to do it manually or arrange an automatic system your self, some parts to incorporate in your emails ought to be:

  • Dynamic Content: Your buyer’s title, particulars, tour info, gear wanted, and assembly factors.
  • Branding: Maintain constant branding along with your brand, colours, and pictures.
  • Call to Action: Encourage engagement with hyperlinks to different excursions, social media, on-line evaluations, and many others.
  • Mobile-friendliness: Ensure emails are responsive and simple to learn on all units.
  • Testing: Experiment with topic traces and content material to see what drives the very best outcomes.

If that feels like so much, it’s as a result of it’s, particularly for guides with not a lot downtime. Instead, think about using reserving and scheduling software program that can do all of that for you. Origin sends emails to your clients in your behalf with all of the essential info they want (your buyer’s title, particulars, tour info, information’s title, gear wanted, and assembly factors) to get excited and really feel assured about their journey with you.

You don’t must do something to ship these reserving affirmation communications. We do it for you. When you’re able to tackle e-mail advertising and marketing (learn Email Marketing For Adventure Guides In 5 Easy Steps to get began), Origin connects with MailChimp so you will have your clients’ contact info already in a single place. From there, it’s so simple as creating advertising and marketing e-mail templates and scheduling them to exit to completely different lists you make.

4. Monitor and Refine Your Strategy

Rarely are you able to “set it and forget it” in the case of reserving affirmation communications whenever you’re doing it your self. There’s all the time one thing to tweak and refine whenever you’re managing it your self.

Consider the next parts to watch messages and use them to refine your automated reserving affirmation communications:

  • Track Open Rates and Click-Throughs: Analyze e-mail efficiency and perceive buyer engagement by monitoring what number of clients open your emails and the quantity of people that click on on a hyperlink in your emails. The larger the numbers, the extra engagement you’re getting out of your purchasers, which is what you’re searching for.
  • Feedback: Listen to and incorporate your buyer suggestions into future template enhancements. If they’re having a tough time studying a component (perhaps your model colours aren’t ADA and WCAG-compliant), you’ll need to make your emails accessible.
  • Learn As You Go: Start small and progressively implement options as you achieve expertise and confidence with automation. It could be intimidating at first however keep in mind: most issues are un-doable. 
  • Stay Compliant: Provide clear choices for patrons to unsubscribe from emails if they like. Also, be certain to maintain up with information privateness laws when amassing and utilizing buyer info. This retains you compliant with governmental laws.

By following these steps and repeatedly refining your system, you’ll be able to create an automatic reserving affirmation system that saves time, improves buyer expertise, and drives success to your tour operation.

Of course, if this doesn’t sound like one thing you need to tackle your self—there’s Origin. It automates reserving affirmation communication for you so you’ll be able to take reservations, schedule guides, and talk with purchasers from one platform with little or no work in your finish. 


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