How to send bulk Provider emails for combined departures

The email sending process from the Providers record is described as 'Bulk' emails because although the email is sent to an individual Provider, it contains an attachment which includes details of multiple departures.


Odyssey will gather all the details set up in the Tours for the selected season, and put these details into one of two attachments.


There are two varieties of these "bulk" email attachments that can be sent to Providers.

The two email attachments are:

  • Provider Initial Bookings
  • Provider Booking Status

Before you begin, you will need:

  • Email templates set up in MailJet to support these two types of attachments
  • Connect those MailJet templates to Odyssey's Provider email settings

Learn more about these two topics Here

This means with ONE EMAIL you can 

a)  Email a .pdf to any selected provider at the beginning of a season with all of your anticipated bookings with them for the upcoming season.

These are known as BULK emails and are sent from the PROVIDER record

and also

b)  Keep each provider updated of any cancellations or modifications as the season progresses, by sending them an email with a .pdf attachment.

These are sent from the individual Trip/Departure.

and... there are two versions of this email, depending on your business model.  

  • Generic accommodation ( Data from Departure level )
  • Selected accommodation ( Data from Booking selections )Tip: If you don't see these options, turn them on in your Paperwork settings, learn more Here

To send the Provider Initial Bookings email

1.  Create and store the attachment which will be included with your email

  • From the Main Menu, Go to the Provider | Email | Send tab
  • Select the correct season from the right hand corner of the window

  •  Click on the Initial Bookings - Multiple Departures record

Tip:  You may see an icon under "Last stored" showing you when you last stored this document prior to emailing.  If you haven't used this before, there maybe no previous history to see

  • You will be taken to a view of the Pre-season Bookings document, which will be automatically attached to your email.  For a preview of what the Provider will see, click on the Preview button.  
  • Click the orange Downward arrow button to store the attachment.

Storing the Initial Bookings for Multiple Departures attachment

  • And now, your email can be sent  (But first, if you would like to include some personalised text to your provider, follow Step 2 below)

2.  Include Personalised text

  •  If you would like to include some personalised text to your provider, perhaps confirming a conversation you have had with them, click the icon of a person with a pencil beside it.
  • From the drop down list, select the email template that this text will be included with
  • Type any intro text, and any footer text
  • Close the window

3.  Send

  • Click the Send button

  • In the next screen, 
    • select the name of the email template you wish to select
    • ensure the correct attachment will be included
    • if you wish to receive a Blind Carbon Copy of this email, click the tickbox
    • and click Send

Provider Booking Status email

To send the Provider Booking Status email

1.  Create and store the attachment which will be included with your email

  • From the Main Menu, Go to the Provider | Email | Send tab
  • Select the correct season from the right hand corner of the window (at the time of writing, this report will be generated for the entire season selected)

  •  Click on the Provider Booking Status record.

Tip:  You may see an icon under "Last stored" showing you when you last stored this document prior to emailing.  If you haven't used this before, there will be no previous history to see

  • You will be taken to a view of the Provider Booking Status document, which will be automatically attached to your email in the next step.  For a preview of what the Provider will see, click on the Preview button.  

  • Click the orange Downward arrow button to store the attachment.

  • And now, your email can be sent  (But first, if you would like to include some personalised text to your provider, follow the next step below)

  •  If you would like to include some personalised text to your provider, perhaps confirming a conversation you have had with them, click the icon of a person with a pencil beside it.
  • From the drop down list, select the email template that this text will be included with
  • Type any intro text, and any footer text
  • Close the window

3.  Send

  • Click the Send button

  • In the next screen    
    • select the name of the email template you wish to select
    • ensure the correct attachment will be included
    • if you wish to receive a Blind Carbon Copy of this email, click the tickbox
    • and click Send

NOTE: For these paperwork reports, we would STRONGLY suggest our clients include text in the email template in MailJet, which says something like:

"There maybe multiple rooms needed for the room type/s listed, to cater for the number of PAX per Departure."

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