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Send a message to everyone on a departure

Emails & Notifications

Overview

Sometimes you need to reach everyone on a particular departure at once — a last-minute change of meeting point, joining instructions the evening before, or a link to the trip’s WhatsApp group. The departure’s Send Message sidebar does exactly that: one email or WhatsApp message, sent to all the relevant customers on that departure, personalised per recipient with merge fields.

This is the departure-wide companion to emailing a single booking or inquiry — same idea, but scoped to one departure’s participants.

Opening the Send Message sidebar

  1. Go to Products → Trips, open the trip, and open the departure you want to message. (You can also get there from any booking via View departure.) Departure details page showing trip name, summary cards, and the Send message button highlighted in the toolbar
  2. Click Send message. The sidebar opens with an Email tab and a WhatsApp tab. The departure Send Message sidebar on the Email tab, showing recipient checkboxes, subject, and message

Choosing who receives it

Under Send message to, pick the recipients by booking status and type:

  • Confirmed bookings — the contacts (one per booking) or every passenger
  • Bookings with pending payment — their contacts or every passenger

Tick any combination — for example, Confirmed bookings → passengers to reach everyone travelling, or Bookings with pending payment → contacts to nudge those who still owe.

With no recipients selected, a test send still works — it uses a random booking from the departure to fill in the merge fields, so you can preview the message before choosing who gets it.

Writing the message

  1. Choose the Email or WhatsApp tab.
  2. Email: write a Subject and Message. Both support merge fields (for example {{recipient.first_name}} and {{trip.name}}) that fill in per recipient. Click Available Merge Tags to see the full list.
  3. WhatsApp Add-on Available as a paid add-on. : pick a pre-approved WhatsApp template. This needs a connected provider — see WhatsApp notifications.
  4. To preview, enter an address in the test field and click Send Test.
  5. When you’re ready, click Send.

Only customers with the relevant detail on file are reached — an email needs an email address, and a WhatsApp message needs a phone number.

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