An automation runs a sequence of actions automatically when a chosen event occurs: emailing a client when a trip is created, or creating a task before a passport expires. Every automation is built from a trigger, the event that starts it, and one or more actions that run in order when it fires.
Automations live under Templates > Automations, where each one shows its name, type, trigger, status, and last updated date. Search or filter by Trip or Contact type to find one.
Build an automation
Go to Templates > Automations and click Add.
Enter an Automation Name.
Choose the type, Trip or Contact. This decides which triggers are available.
Click Continue to open trigger selection.
Pick your trigger (see below) and click Continue. The Automation Builder opens with the trigger in place.
Click the + beneath the trigger to add an action, then configure it and click Save. Add as many as you need using the + below an existing action.
Toggle Status to Active and click Close.
The automation now runs whenever its trigger occurs.
Choosing a trigger
The type you picked determines the list.
Trip automations fire on trip activity, approvals, payments, and traveler interactions:
Trip Created
Trip Starts
Trip Ends
Trip Status Changes
Client Requests Trip Edits
Client Approves Trip
Client Authorizes Payments
Payment Due Date
Contact automations fire on traveler milestones and document expiry:
Birthday Date
Anniversary Date
Passport Expiration Date
Good to know: Date-based triggers need their date to exist and still be ahead. A Trip Starts automation applied after departure stays dormant and never runs, with nothing in the interface to tell you. See Automation Warnings and Edge Cases.
Choosing actions
Clicking + opens the Add steps dialog:
Email: send a message, drawing on an email template.
Task: create a task for you or a colleague.
Payment reminders: a repeating reminder loop, available only on the Payment Due Date trigger. See Set Up Recurring Payment Reminders.
SMS and AI call are marked coming soon.
Actions run in the order you add them, and each has its own timing. For the full setup of each, see Configure Automation Actions.
A contact automation might be: Passport Expiration Date, then send a reminder email, then create an internal follow-up task.
Manage your automations
Each automation has a status you can toggle from the list or inside the builder. Active means it's live and runs whenever its trigger occurs. Inactive means it's disabled and won't run.
Open any automation to edit it in the builder, or use the delete option and confirm to remove it.
What editing a template affects
Editing an automation template changes only how it behaves from now on. What happens elsewhere depends on how each place references it:
Automations already applied to a trip or contact: not affected. Each one is an independent copy made when it was applied. See Automation Warnings and Edge Cases for what that independence means in practice.
Workflow templates that include the automation: affected. A workflow references the live automation template rather than copying it, so your edits carry through. See Create and Manage Workflows.
Applying an automation
Building an automation makes it available as a template. To make it run for a particular trip or contact, attach it to that record. See Apply Automations to Trips and Contacts.