Automate Repetitive Tasks and Never Miss a Follow-Up
Every travel agent has a list of things that need to happen at the right time — welcome emails, payment reminders, pre-trip check-ins. Workflows let you set these up once and let the system handle them automatically, so nothing falls through the cracks.
1. How Workflows Work
A workflow is a simple “when this happens, do that” rule. You define a trigger — the event that starts the workflow — and one or more actions that should happen automatically when that trigger fires.
Triggers
Triggers are the events that kick off your workflow. Pixie Dust CRM supports several trigger types:
Fires when a new booking is added to the system
Fires when a booking moves to a specific status
Fires X days before a travel date or deadline
Fires when a new client is created or submits an inquiry
Actions
Actions are what happen when a trigger fires. You can chain multiple actions together in a single workflow:
- ✓Create a task — Automatically add a to-do with a title, due date, and linked booking. Great for follow-up reminders, document collection, and payment check-ins.
- ✓Send a templated email — Fire off a pre-written email using one of your saved templates. Variables like client name, trip dates, and destination fill in automatically.
- ✓Update a field — Change a booking or client field automatically — like adding a tag, updating a status, or setting a flag for follow-up.
Pro Tip
Start with one or two simple workflows and build from there. You do not need to automate everything on day one — even a single “send welcome email on new booking” workflow will save you time every week.
2. Workflow Templates and Real-World Examples
Not sure where to start? Pixie Dust CRM includes pre-built workflow templates for the most common travel agent scenarios. Pick one, customize it to your style, and activate it.
Welcome Email on New Booking
When a new booking is created, your client automatically receives a warm, personalized welcome email with their trip dates and destination. A follow-up task is also added to your to-do list so you remember to check in.
Actions: Send a welcome email template with trip details, create a task to follow up in 3 days
Pre-Trip Reminder (30 Days Out)
Thirty days before departure, your client gets an email reminding them to check passports, confirm dining reservations, and review their itinerary. You get a task to do a final review of their booking.
Actions: Send a pre-trip checklist email, create a task to review booking details
Payment Reminder
Two weeks before the final payment deadline, an email goes out reminding your client about the upcoming due date. You get a high-priority task so you can follow up personally if needed.
Actions: Send a payment reminder email, create an urgent task
Post-Trip Follow-Up
When you mark a trip as completed, the client gets a thank-you email. A task reminds you to ask for a review or referral a few days later — the perfect time to ask while the trip is still fresh.
Actions: Send a thank-you email, create a task to request a review
New Inquiry Notification
When a lead comes in through your public quote request form, the system immediately sends an acknowledgment email to the prospect and creates a task for you to respond within 24 hours.
Actions: Create a task to respond within 24 hours, send an auto-acknowledgment email
Customize Everything
Every template is fully editable. Change the trigger timing, swap out the email template, add extra actions, or adjust the task due dates. These templates are starting points — make them yours.
3. Building Your Own Workflows
Once you are comfortable with the templates, building custom workflows is straightforward. Here is the step-by-step process.
Name your workflow
Give it a clear, descriptive name like “Welcome email for Disney bookings” or “Payment reminder — 14 days.” You will thank yourself later when you have a dozen workflows running.
Choose a trigger
Select the event that starts the workflow. For date-based triggers, specify how many days before or after the event you want the workflow to fire.
Add conditions (optional)
Narrow when the workflow runs. For example, only trigger for Disney World bookings, or only for clients with a specific tag. Conditions keep your workflows targeted and relevant.
Define your actions
Add one or more actions — send an email, create a task, update a field. Actions run in order, so you can chain them together logically.
Activate and monitor
Turn the workflow on and it starts running immediately for any new events that match your trigger. You can check the workflow log to see every time it fires and confirm everything is working as expected.
Bottom line
Automation is not about replacing the personal touch — it is about making sure the routine stuff happens reliably so you can spend your time on the things that actually require your attention. A well-designed set of workflows means your clients hear from you at exactly the right moments, even when you are busy planning someone else's dream vacation.
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