Groupdesk has a number of required emails that can be triggered automatically or sent manually based on certain actions.
These emails are mandatory to ensure a good traveler experience and to remove manual labour from your internal team.
Each email template has unique behaviour:
When is this email triggered?
Manually triggered from My Profile Trip Payments page by clicking Email My Invoice.
Email My Invoice
Automatically triggered 10 days prior to a scheduled payment that is not already Paid.
Which bookings this sends to is based off of the business logic you determine when configuring Groupdesk.
Automatically triggered when Cleared refund is issued in Groupdesk.
Accounting-Status Change-1-to Active
Automatically triggered when booking status is updated to Active.
Accounting-Status Change-2.a-to Overdue MONTHLY
Automatically triggered when booking status is updated to Overdue before booking balance date.
Accounting-Status Change-2.b-Overdue BALANCE
Automatically triggered when booking status is updated to Overdue after booking balance date.
Accounting-Status Change-3-to Pending
Automatically triggered when booking status is updated to Pending.
Accounting-Status Change-4-to Default
Automatically triggered when booking status is updated to Default.
Accounting-Status Change-5-to Waitlist from Def/Pe
Automatically triggered when booking status is updated to Waitlist. Typically sent when Trip status = Waitlist.
Automatically triggered when a successful transaction is processed through the OBE or My Profile.
Automatically triggered when a non-successful transaction is processed through the OBE or My Profile.
Automatically triggered when a booking record is created (through OBE or Groupdesk)
~~Not currently used
Manually triggered during rooming process when Co-ed request is received and requires consent to confirm.
Admin-Rooming-Forced Single Occupancy
Manually triggered during rooming process when passenger is roomed into Single occupancy without a request.
Automatically triggered when the occupancy of a booking is changed. Typically occurs during the rooming process but can be sent any time the occupancy is changed.
Not triggered or automated
Manually triggered when user clicks export on a search page in Groupdesk for a CSV report.
Manually triggered by Groupdesk user on the login page when they have forgotten their password OR manually triggered by passenger on the login page of the Traveler Interface
Automatically triggered when passenger submits rooming request through My Profile.
Automatically triggered when passenger submits rooming request through OBE or My Profile. Emails are received to email@example.com (decided during client onboarding)
Automatically triggered when a new Groupdesk User is created. This email sends to the new user’s email and prompts them to create a password
Welcome – Confirmation email only to be sent update booking creation. (Cannot be triggered manually from Agent Interface).