Automated Group Tour Inquiry Follow-Up
When a private or group inquiry is submitted through Xola, WebRun reads the party size, preferred dates, and tour type, drafts a personalised reply with group pricing, available dates, and a clear next step, logs the lead to a Google Sheet, and queues the draft in Gmail for your review before sending.
How do I automatically follow up on private and group tour inquiries?
When a private or group inquiry lands in Xola, WebRun reads the party size, preferred dates, and tour type, drafts a personalised reply with group pricing and available dates, logs the lead to Google Sheets, and queues the draft in Gmail for your review. Groups get a professional, personal response within the hour.
- Group inquiries receive a personalised draft response within minutes, not hours
- Every lead is logged with status so no inquiry falls through the cracks
- Operators win more group bookings by responding faster than competitors
Built for tour operators · private tour companies · corporate event activity planners · group booking managers
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
xola.comin a real browser with your saved login - no setup, no API keys. -
1
Xola - read new group inquiry details
xola.com
WebRun opens Xola to read new group inquiry details. - Open Xola and navigate to new inquiries or contact form submissions
- For each group inquiry, capture contact name, email, organisation if given, tour interest, preferred dates, party size, and any special requests
- Note which tours have open capacity on or near the requested dates
Done when All new group inquiry details are captured including party size, tour type, and preferred dates.
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2
Google Sheets - log inquiry to leads tracker
google.com
WebRun opens Google Sheets to log inquiry to leads tracker. - Open the group-inquiry leads sheet
- Log the inquiry with contact name, organisation, tour type, party size, preferred dates, and status set to Pending follow-up
- Check for any duplicate inquiries from the same contact
Done when The inquiry is logged in the leads sheet with Pending follow-up status.
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3
Gmail - draft personalised group follow-up
gmail.com
WebRun opens Gmail to draft personalised group follow-up. - Draft a personalised reply addressing the contact by name and referencing their tour interest
- Include group pricing details, available dates near their preference, and minimum group size
- Propose a clear next step, such as a brief call or a custom quote request form
- Leave the draft unsent in Gmail for operator review before sending
Done when A personalised group follow-up draft is ready in Gmail for operator approval.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it reply to group inquiries without my approval?
No. Every follow-up is drafted and held in Gmail for your review. Group pricing and availability details are pre-filled, but you approve and send before anything reaches the prospect.
Can it handle inquiries for custom or bespoke private tours?
Yes. For inquiries that mention custom routes or special requests, it drafts a reply that invites the prospect to a call to discuss specifics, rather than sending a generic price sheet.
What if the same group submits multiple inquiries?
The Google Sheets log flags duplicate contacts so you can identify repeat inquiries and consolidate them before sending, avoiding confusion for the prospect.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.