Client emails

For: Agents Where to find it: the send dialog of a quote, an invoice or a pre-travel form; Settings → My emails to manage the ones you saved

Every email Tourium sends your client for a quote, a proforma, a tax invoice, a credit note or a pre-travel form can be edited before it goes. You change the words and the layout, see the email as your client will receive it, and either send it from Tourium or send it from your own email program.

Who can edit

Editing, saving, sharing and using the saved emails of a kind needs the same permission as sending that kind of document:

  • Quote emails need Manage quotes.
  • Proforma, tax invoice and credit note emails need Manage finance.
  • Pre-travel form emails need Manage bookings.

All of them need Quote to Book. No extra seat is needed.

Edit the email

Open the send dialog of the document. The email is shown as a Subject and a list of blocks, with a Preview beside them that updates as you type.

  • Blocks. Add, reorder and remove blocks: heading, text, button, key facts, divider, spacer, signature and, for a quote, the quote's own notes. An email can have up to 40 blocks.
  • Text. The text editor offers bold, italic, links and lists. These are kept to what email programs show reliably.
  • Fields. Use Insert field to put in a detail that Tourium fills in for each client, such as the client's name, the quote reference or the total. A field appears as a chip, not as code. If a field has no value for this document, the preview says No value for that field, and the delivered email simply leaves it blank.
  • Button. A button links to the document's own secure link, or to a web address you choose.
  • The attachment always goes. The PDF is attached to every email and cannot be removed.

Your changes apply to this email only until you save them.

Save and share

  • Save as my email keeps your wording under a name. Your saved email for each kind of document is listed in Start from, with the Tourium standard and the emails your team shares.
  • Set as my standard (on the My emails page) makes your next email of that kind start from it, instead of from the Tourium standard.
  • Update my email saves your changes over the one you started from. It appears only for your own emails.
  • Share with my team lets colleagues start from your email. Using someone else's email always makes a copy: editing it never changes the original, and deleting or unsharing it never changes the copies people already made.
  • Choosing another email while you have unsaved changes asks Replace your changes? first.

Open in your own email

If you would rather send from your own mailbox, choose Open in… in the send dialog. Nothing is sent by Tourium, and the document's status does not change.

  • Outlook, Apple Mail or Thunderbird. Tourium downloads a ready-made draft file with the PDF attached. Open it in your email program and send.
  • Gmail, Outlook.com or Outlook for work. A new message opens in your browser with the recipient and subject filled in. A web mailbox cannot take an attachment or a formatted body from a link, so the message holds a download link for the PDF and Tourium copies the message to your clipboard. Paste it into the email. If your browser would not copy, press Copy message again.

The download link in a quote's email works for at least 30 days, and until 30 days after the quote's Valid until date. An invoice or credit note's link works for 180 days from when it is first created. After that your client sees a message asking them to contact you.

Mark as sent

Once the email has gone from your own program, come back and press Mark as sent. Until you do, the document shows Opened in your email, not marked as sent, and nothing else changes.

If you closed the send dialog before the draft downloaded, press Download the draft beside Mark as sent on the quote, the invoice or the pre-travel form. If the PDF is still being prepared, Tourium waits for it and then downloads the draft.

Marking as sent does what a send from Tourium does:

  • A quote becomes Sent, is stamped Valid until, and its lead moves to Quoted.
  • An invoice or credit note shows as sent, and a pre-travel form shows as sent.
  • The lead's timeline records that it was sent by email outside Tourium.

Pressing Mark as sent twice records it once. A quote is locked as soon as you open it in your own email, the same as a sent quote, because the client may be about to receive it. If you decide not to send it, press Not yet and send it from Tourium instead.

My emails page

Open Settings → My emails to see the emails you saved and the ones your team shares, for each kind. Here you can rename an email, share or stop sharing it, set it as your standard or go back to the Tourium standard, and delete it. You edit the content itself in the send dialog, where you can see it against a real document.

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