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Automation Rules

The best travel agents follow up consistently. They remember to send pre-departure checklists. They check in when a proposal has been sitting unread for three days. They send birthday messages and anniversary trip reminders. Automation rules let you do all of this automatically — so you never miss a touchpoint, even when you’re heads-down on proposals or on the phone with clients.

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How Automation Works

An automation rule has two parts:
  1. Trigger — something that happens in Rooutie (a proposal is sent, a trip date is approaching, a form is submitted).
  2. Action — what happens in response (send an email, update a status, create a task).
Set it up once. Rooutie handles it every time the trigger fires.

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Example Automation Rules

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Proposal Follow-Up

  • Trigger: Proposal status has been “Sent” for 3 days with no response.
  • Action: Send the client a follow-up email asking if they have any questions.

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Pre-Departure Checklist

  • Trigger: Trip departure date is 7 days away.
  • Action: Send the client an email with their pre-departure checklist and your contact details.

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New Enquiry Alert

  • Trigger: A new enquiry is submitted via your website form.
  • Action: Send an internal notification to your team and a confirmation email to the enquirer.

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Proposal Viewed

  • Trigger: Client opens a proposal for the first time.
  • Action: Send you a notification so you can follow up while the proposal is top of mind.

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Post-Trip Feedback

  • Trigger: Trip completion date passes.
  • Action: Send the client your feedback form and a thank-you message.

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Creating an Automation Rule

  1. Go to Automation Rules in the agent sidebar.
  2. Click “New Rule”.
  3. Choose a trigger from the available events.
  4. Define the action — select a template email, form, or notification.
  5. Set any timing conditions (e.g., “3 days after”, “7 days before”).
  6. Activate the rule.

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Managing Rules

All active rules are listed with their trigger, action, and status. Enable or disable rules without deleting them — useful for seasonal rules you want to pause and resume.
Consistent follow-up is one of the biggest drivers of proposal conversion. Automating it means it happens even when life gets busy — and that consistency is what clients notice.