UPDATED: What Automated Emails Will Be Sent When I Use GroupCollect?

GroupCollect is all about helping you run your business more efficiently. That mission is achieved in part by enabling our system to send out automated emails to relevant parties when certain events happen within the system. The three parties that will receive automated emails from GroupCollect are: 

  1. Travelers
  2. Administrators
  3. Group Leaders

But which parties receive which emails? Great question. Allow us to outline each automated email sent out by our system, and who will receive it, when using GroupCollect: 

What Automated Emails do Travelers Receive?

  1. Confirm Your Email Address- First traveler email, asking them to confirm their email address

  1. Registration Not Complete- Sent to an account if the registration process has not yet been completed and the reservation has not yet been confirmed.

  1. Registration Confirmed- Sent to an account to confirm that a seat has been reserved for an individual traveler. They may receive multiple emails

  1. Verification Started- An overview of the verification process that we send when verification start

  1. Reminder to Confirm Bank Verification- Sent to passengers 3 and 5 weekdays after they have started the manual bank verification process.

  1. Upcoming AutoPay Reminder- Sent three days before an upcoming charge to travelers with AutoPay enabled

  1. Upcoming Charge Reminder- Sent three days before upcoming charge to travelers with AutoPay disabled

  1. 3 days after missed payment- Remind travelers that they are behind on a payment. Sent three days after it was due. 

  1. Overdue Payment Reminder- Reminder to passengers that they have an overdue payment. Sent seven days before a new payment is due

  1. Payment Pending- Sent to travelers who paid via bank account to inform them we're processing payment

  1. Confirmation of Payment Made- Sent to travelers after a payment has been successfully recorded

  1. Manual Payment or Bulk Credit Payment applied to account- Sent to a traveler after a manual payment or a bulk credit has been applied to their account 

  1. Payment Failed- Sent to a traveler when one of their charges failed

  1. New Credit Card Dispute- Sent to passengers' account owner when a new credit card dispute is created

  1. Credit Card Dispute Resolved- Sent to the passenger when a credit card dispute has been resolved

  1. Cancellation Confirmed- Sent to the account owner once a traveler has been cancelled

  1. Insurance Claim Instructions- Sent to traveler so they can file claim for their insurance 

  1. Password Reset- sent to account owners when they request a password reset. Clicking the link takes them to a page where they can reset their password

What Automated Emails do Administrators Receive?

Administrators have the option to customize who exactly will receive most of these automated emails. CHECK OUT THIS ARTICLE to learn how to customize your email notification settings.

If your company uses GroupCollect Teams, please Check out THIS article for specific instructions on how to customize these email notification settings for your team. 

If your company does not use GroupCollect Teams, but would like to, check out THIS article to learn how to activate GroupCollect's Teams feature. 

  1. Post-Import Invitation- Sent to users who've been imported into GroupCollect from a legacy system

  1. Follow up Email- Sent 7 days after the Welcome Email

  1. Bulk Credit Approved- This gets sent to the team & trip leaders when a bulk credit is reviewed

  1. Bulk Credit Recipient Cancelled- This gets sent when a bulk credit recipient gets cancelled

  1. Bulk Credit Submitted- This gets sent to the team & trip leaders when a bulk credit is submitted

  1. Cancellation Approved- Sent to tour operator staff when a traveler's cancellation request is approved.

  1. Cancellation Confirmed- Sent to the account owner once a traveler has been cancelled

  1. Cancellation Request- Sent to tour operator staff when a traveler requests cancellation

9. ACH Dispute Resolved- Sent to the tour operator staff when the ACH dispute is resolved (ACH disputes are automatically lost by the tour operator)

10. Credit Card Dispute Resolved- Sent to the tour operator staff when the credit card dispute is resolved

11. New Credit Card Dispute- Sent to tour operator staff when a new credit card dispute gets created

12. List Ready For Approval- This gets sent to the team when a list is ready to be reviewed

  1. List Rejected- This gets sent to the team when a list has been rejected by staff

14. Refund Failed- This gets sent to the team when a stripe refund fails

15. Daily Digest- Sent to trip admins on a nightly basis. This email is optional. HERE are instructions for turning the daily digest email off/on and customizing who will receive it. 

16. Staff Invitation- Sent when a staff member is first invited by a tour operator

17. Un-waitlisting Passengers- This gets sent to account owner and the team when auto un-waitlisting passengers. You also have the option to have this email sent to the group leader as well. HERE are instructions for how to customize exactly who receives this email. 

18. Waitlisting Passengers- This gets sent to account owner and the team when auto waitlisting passengers

What Automated Emails do Group Leaders Receive?


1. Bulk Credit Approved- This gets sent to the team and trip leader when a bulk credit is reviewed

2. Bulk Credit Submitted- This gets sent to the team and trip leaders when a bulk credit is submitted

Did this answer your question? Thanks for the feedback There was a problem submitting your feedback. Please try again later.