Automated communications software for group travel
On a group trip, one of the bottlenecks is communication: each booking generates dozens of messages — confirmations, reminders, data requests, change alerts — aimed at travellers, agents and suppliers, and writing them by hand doesn’t scale. When a departure has forty bookings and several suppliers, keeping everyone informed by manual email is impossible without something slipping. Automated communications solve that: you prepare the messages once and the system sends them at just the right moment, already personalised with each customer’s data.
TourKnife is the group travel software that centralises and automates all communication with travellers, agents and suppliers from reusable templates.
And if you’ve already sorted out communications but you have other needs — selling online, coordinating suppliers or generating travel documentation — remember that TourKnife does everything a group travel operator needs. Discover all the features.
Templates that fill themselves in with each booking’s data
At the heart of everything are the templates: the reusable text of each email or document, with tags that replace themselves with each booking’s real data — the traveller’s name, their reference number, their payments, their payment link. You prepare the template once and it serves every booking: each send goes out personalised without anyone editing a thing. And because templates have a version per language and per recipient type, the system chooses the right one by itself according to the booking’s language and according to whether it’s addressing the traveller or the agent.
All the communication with the traveller, without writing an email
The most common automations cover the traveller’s full cycle: the confirmation on receiving the booking, the receipt when a payment succeeds and the retry alert when it fails, the reminder before an instalment falls due and the chaser when it has, the request for the missing data, the reminder before departure and the review request on return. Each message goes out at its exact moment, with the action link that applies, without your team writing a single email.
Centralised communication with travellers, agents and suppliers
Communication isn’t limited to the traveller. TourKnife coordinates, from the same platform, the messages to your agents — offers, alerts about changes affecting their sales, documentation — and to your suppliers — sending rooming to hotels, availability requests, service reconfirmations. Everything comes from a single place, connected to the real operation, so each party receives what applies to them without the information living in scattered inboxes.
Alerts triggered by condition or by event
TourKnife combines two mechanisms that cover any need. Condition-based rules watch for something to be met — an instalment falling due, a departure approaching, data missing — and act when the moment comes. Event-based rules react instantly to something that has just happened — a booking coming in, a payment succeeding or failing. Between the two, you define exactly when each thing is communicated and to whom, without duplicate communications or omissions.
History and control of everything sent
Every communication is recorded: for each booking you see what’s been sent, when and to whom, so you never doubt whether a traveller received their reminder or an agent was alerted to a change. That history gives your team the traceability manual email never had, and turns communication into an auditable process rather than a string of loose emails.
Frequently asked questions
What communications can I automate with TourKnife?
Booking confirmations, payment receipts and alerts, instalment reminders and chasers, passenger data requests, departure reminders and review requests to the traveller; offers and change alerts to agents; and rooming, requests and reconfirmations to suppliers.
How are messages personalised for each traveller?
With templates that include replaceable tags: the system substitutes each booking’s real data and chooses the right version according to the language and whether the recipient is the traveller or the agent.
Can I communicate with my suppliers from the platform too?
Yes. TourKnife sends suppliers template-based communications — rooming, availability requests, reconfirmations — from the departure, supplier or booking screens.
Is there a record of what’s been sent?
Yes. Each booking keeps its communications history, with what was sent, when and to whom, to give your team full traceability.