Save and Send Email

The Save and Send Email feature gives staff control over when confirmation emails are sent to customers. Instead of emails firing automatically on every save, staff can choose between two save modes.

Key behaviour

Mode	What it does
Save (or Save Booking when creating)	Persists changes silently. No email is sent to the customer.
Save and Send Email	Saves changes and immediately sends a confirmation email to the customer in a single action.

tip

Use Save while a booking is being prepared in advance, then click Save and Send Email once everything is finalised and the customer should be notified.

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Where the button appears

The Save and Send Email button is shown in three places:

1. Creating a new tour booking — on the Booking Basics form.
2. Editing an existing booking — Basics tab — on the Booking Basics form.
3. Editing an existing booking — Passenger Details tab — on the Passenger Details form.

In each context the button only appears when the right conditions are met (see When the button is NOT shown below).

Creating a new tour booking

On the Booking Basics form when creating a new booking, the button appears alongside the existing Save Booking button — but only when Booking Type = Tour.

Button	What happens
Save Booking	Creates the booking. No email is sent to the customer.
Save and Send Email	Creates the booking and sends a confirmation email to the customer.

note

If you create a booking with Save Booking (no email), Vaylo remembers that the initial confirmation has not yet been sent. The next time you open the booking and click Save and Send Email, the system sends the initial confirmation — not just an update — together with any new-user credential emails for passengers that were created during the silent booking.

Editing an existing booking — Basics tab

On the Booking Basics form when editing an existing booking, the button appears alongside the existing Save and Next buttons — but only when Booking Type = Tour and Booking Status = Booked.

Button	What happens
Save	Saves changes. No email is sent to the customer.
Save and Send Email	Saves changes and sends a confirmation email to the customer.
Next	Saves and moves to the next tab.

Editing an existing booking — Passenger Details tab

On the Passenger Details form when editing an existing booking, the button appears alongside the existing Save and Next buttons — but only when Booking Type = Tour and Booking Status = Booked.

Button	What happens
Save	Saves passenger changes. No email is sent.
Save and Send Email	Saves passenger changes and sends a confirmation email to the customer.
Next	Moves to the next tab.

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When the button is NOT shown

The Save and Send Email button is hidden in the following situations:

Scenario	Why
Booking type is Booking Without Tour	Email sending is not supported for this booking type.
Booking status is Quote	Quotes use a separate email flow.
Booking status is Waitlist	Waitlist bookings are not yet confirmed.
Booking status is Pending, Cancelled, or Transferred	Only fully Booked bookings can trigger a confirmation email on save.

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Email behaviour by action

This table summarises what is sent to the customer for each combination of action and current state.

Action	Booking confirmation sent?	New-user credentials sent?
Create — Save Booking	No (deferred)	No (deferred)
Create — Save and Send Email	Yes	Yes
First update — Save	No	No
First update — Save and Send Email (confirmation not yet sent)	Yes — sends the initial confirmation	Yes — sends any deferred credentials
Subsequent update — Save	No	No
Subsequent update — Save and Send Email (confirmation already sent)	Yes — sends an update email	Yes — sends credentials for any new passengers

caution

"Confirmation already sent" is tracked per booking. Once the initial confirmation has gone out, all later Save and Send Email actions on the same booking send the update email, not the initial confirmation.