Automations

Automations send emails to your clients automatically based on trip events and timelines. Once set up, they run in the background — you never have to manually remember to send a booking confirmation or payment reminder again.

Accessing Automations

Go to Automations in the sidebar. You'll see your active automations grouped by category (General, and any custom groups you've created).

Default Automations

Every JourneyFuse workspace comes with six pre-built automations ready to activate:

Trigger	Template	Notes
14 days before due date	Final Payment Due	Cancels automatically if trip is paid in full
14 days before trip	Travel Documents	Sends important travel docs to client
7 days before due date	Payment Reminder	Cancels automatically if trip is paid in full
7 days before trip	Pre-Trip Checklist	Final prep checklist for the client
Booking Created	Booking Confirmation	Fires when a booking is added to a trip
3 days after return	Welcome Home	Post-trip follow-up message

Enabling and Disabling Automations

Each automation has a toggle on the right side. Green = active, grey = paused. Toggle any automation on or off at any time — changes take effect immediately for future triggers.

Disabling an automation does not cancel emails that are already queued for an upcoming trigger date.

Managing Emails Per Trip

You can control automated emails on a per-trip basis without changing your global automation settings.

Automated Emails Card (Trip Overview)

On each trip's Overview tab, the Automated Emails card shows every email scheduled for that trip. Each email has a simple on/off toggle — turn off any email you don't want sent for this specific trip.

Communications Tab Toggles

The Communications tab timeline also includes switch toggles next to each queued email. Emails you've turned off appear with strikethrough text and dimmed styling, making it easy to see what's been disabled. You can turn an email back on at any time — just flip the toggle.

Turning off an email on one trip does not affect that automation for other trips.

Cancellation Conditions

Some automations have built-in cancellation logic. For example, the Final Payment Due and Payment Reminder automations automatically cancel if the trip is paid in full before the trigger date fires. This prevents sending irrelevant reminders to clients who've already paid.

Customizing Automation Templates

Each automation uses an email template from your Templates library. Click the template name in an automation row to preview what the email looks like. To change the content, edit the template directly in Templates.

What's Included in Templates

The default General templates include:

• A "View Your Trip" button linking to the client's portal
• Your agent contact info (name, email, phone) in the email footer
• A documents list for templates that reference trip documents

Merge Fields

Templates use merge fields that are automatically filled with real values when the email sends. Over 30 merge fields are available, grouped by category:

Category	Example Fields
Client	{{client_name}}, {{client_first_name}}, {{client_email}}
Trip	{{trip_name}}, {{destination}}, {{start_date}}, {{end_date}}, {{trip_duration}}
Payment	{{due_date}}, {{amount_due}}, {{total_cost}}, {{amount_paid}}
Booking	{{booking_supplier}}, {{booking_confirmation}}, {{booking_type}}
Agent	{{agent_name}}, {{agent_email}}, {{agent_phone}}
Links	{{portal_link}}, {{documents_list}}

When editing a template, click the Merge Fields button to browse all available fields grouped by category and insert them with one click.

Community Hub

Click the Community Hub tab on the Automations page to browse automation templates shared by other JourneyFuse advisors. You can install community automations directly into your workspace and customize them.

Tips

• Keep all six default automations enabled — they cover the most common client communication touchpoints and save significant time.
• Customize the Travel Documents and Pre-Trip Checklist templates with content specific to your niche (Disney tips, cruise packing lists, etc.).
• Use the per-trip toggles to turn off specific emails for last-minute bookings or special situations — no need to disable the automation globally.
• If a client books last-minute and the trigger date has already passed, the automation won't fire retroactively — send the email manually from the trip's Communications tab.
• Review your automation templates seasonally to keep content fresh and relevant.