Trigger pre-trip information emails a set time before departure

Purpose

1.1. Automate the delivery of detailed, customer-specific pre-trip information to fishing charter guests, ensuring all participants receive itineraries, safety instructions, gear recommendations, meeting points, and legal disclosures a predefined time (e.g., 48 hours) prior to departure.
1.2. Ensure consistency in the customer experience by automating reminders and reducing manual intervention by staff for every booking.
1.3. Automatedly increase customer preparedness and reduce last-minute queries or no-shows through automated timely email reminders and supporting materials.
1.4. Automate regulatory compliance by ensuring all documentation is automatically distributed and documented for audit.

Trigger Conditions

2.1. Automated trigger based on a scheduled delay before booking start time (e.g., T minus 48h).
2.2. Activate when booking status is “confirmed” and email information not yet sent.
2.3. Automate triggering on new booker email or changes to booking date/time.
2.4. Optional: Automate re-trigger if booking is rescheduled.

Platform Variants

3.1. Mailgun
• Feature/Setting: Automate scheduled batch send via Messages API /v3/messages, set delivery time using ‘o:deliverytime’.
3.2. SendGrid
• Feature/Setting: Automation through Scheduled Send in the v3 Mail Send endpoint using send_at parameter.
3.3. Amazon SES
• Feature/Setting: Automate with SendTemplatedEmail API and schedule via external Lambda time trigger.
3.4. Gmail API
• Feature/Setting: AutomateDraft, automate Message: send; schedule using Google Apps Script triggers.
3.5. Microsoft Outlook 365
• Feature/Setting: Automate sending via CreateEventMessage or automated flows in Power Automate.
3.6. Twilio SendGrid
• Feature/Setting: Automate with Marketing Campaigns Automation, trigger by contact property and schedule.
3.7. ActiveCampaign
• Feature/Setting: Automate using Automated Campaigns, “date-based trigger” for pre-trip email flow.
3.8. HubSpot
• Feature/Setting: Automated Workflow setup, trigger by ‘upcoming booking date’ property.
3.9. Salesforce Marketing Cloud
• Feature/Setting: Automate Journey Builder with Date-based Entry Source and Email Send.
3.10. Zoho CRM
• Feature/Setting: Automate email workflows, trigger based on booking field and schedule delay.
3.11. Constant Contact
• Feature/Setting: Schedule automated email sends using Automation Paths, booking time as trigger.
3.12. Mailchimp
• Feature/Setting: Automate Email Automation workflows using “Date-based automation” (Tag: event_date).
3.13. Brevo (formerly SendinBlue)
• Feature/Setting: Automate Transactional Email API, schedule via Automation scenarios.
3.14. Pipedrive
• Feature/Setting: Automate workflow using Automations, trigger on ‘Activity date’ and delay.
3.15. Infusionsoft (Keap)
• Feature/Setting: Automate campaign builder, set timer for ‘X hours before custom booking date’.
3.16. ClickSend
• Feature/Setting: Email API, automate scheduled emails using ‘schedule_time’ parameter.
3.17. Freshdesk
• Feature/Setting: Automate Observers, when ticket (booking) status is updated, schedule automated email.
3.18. Intercom
• Feature/Setting: Automated messages, in-app or email, trigger by upcoming event date.
3.19. Slack
• Feature/Setting: Automated reminders to staff via Scheduled Messages API before each trip.
3.20. Google Calendar
• Feature/Setting: Automate with Calendar Events API and Apps Script, email attendees automatedly X hours before event.

Benefits

4.1. Automates guest engagement and boosts professionalism by ensuring all guests are informed.
4.2. Reduces staff workload through automation—reclaiming time lost to manual reminder calls/emails.
4.3. Decreases customer errors and no-show rates due to automated, timely, and reliable communication.
4.4. Ensures legal compliance with automated documentation of all pre-trip notifications.
4.5. Allows for automatable customization and personalization to each customer segment or trip type.
4.6. Enables efficient, automated campaign analytics with performance tracking and refinements.