Automated Email Triggers

Automated Email Triggers #


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.


What Triggers Automated Emails? #

Each email template has unique behaviour:

Template Name

Template Type

When is this email triggered?

1

Accounting-Invoice-Auto Send

Manually triggered from My Profile Trip Payments page by clicking Email My Invoice.

2

Accounting-Payment Reminder

Payment

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.

3

Accounting-Refund Issued

Automatically triggered when Cleared refund is issued in Groupdesk.

4

Accounting-Status Change-1-to Active

Automatically triggered when booking status is updated to Active.

5

Accounting-Status Change-2.a-to Overdue MONTHLY

Automatically triggered when booking status is updated to Overdue before booking balance date.

6

Accounting-Status Change-2.b-Overdue BALANCE

Automatically triggered when booking status is updated to Overdue after booking balance date.

7

Accounting-Status Change-3-to Pending

Automatically triggered when booking status is updated to Pending.

8

Accounting-Status Change-4-to Default

Automatically triggered when booking status is updated to Default.

9

Accounting-Status Change-5-to Waitlist from Def/Pe

Automatically triggered when booking status is updated to Waitlist. Typically sent when Trip status = Waitlist.

10

Accounting-Transaction Approved

Automatically triggered when a successful transaction is processed through the OBE or My Profile.

11

Accounting-Transaction Declined

Automatically triggered when a non-successful transaction is processed through the OBE or My Profile.

12

Admin-booking-OBE-traveler-welcome-invoice-auto

Welcome

Automatically triggered when a booking record is created (through OBE or Groupdesk)

13

Admin-Insurance Added

~~Not currently used

14

Admin-Rooming-Co-ed Requested

Manually triggered during rooming process when Co-ed request is received and requires consent to confirm.

15

Admin-Rooming-Forced Single Occupancy

Manually triggered during rooming process when passenger is roomed into Single occupancy without a request.

16

Admin-Rooming-Occupancy Changed

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.

17

DUPLICATE-THIS-EMAIL-BLANK TEMPLATE

Not triggered or automated

18

exports

Manually triggered when user clicks export on a search page in Groupdesk for a CSV report.

19

forgot-password

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

20

Passenger-Rooming-Request Received

Automatically triggered when passenger submits rooming request through My Profile.

21

Admin-Rooming-Request Received

Automatically triggered when passenger submits rooming request through OBE or My Profile. Emails are received to rooming@domain.com (decided during client onboarding)

22

groupdeskio-welcome

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

Template Types: #

Welcome – Confirmation email only to be sent update booking creation. (Cannot be triggered manually from Agent Interface).