Understand Emails Sent From YouLi & Send An Invite Or Message

YouLi serves as a Trip CRM and allows you to message the people on your Trip in a contextual way. These messages are typically considered transactional, and not marketing focused. Learn more about sending messages in YouLi from various places.

Email Templates & White-labeled Emails

• We provide FREE email templates that we white-label for you. These are sent from a world-class ESP (email service provider) which provides high-quality and beautiful HTML versions of the email we send on your behalf (see samples below).
• If you need completely customized email templates, we offer this to our Enterprise clients, for an integration fee.
• Because we offer a white-label service, to make these templates look like your brand, we always:
  • Set the "Send From" with the name of the sender or Main Contact
  • Set the "Reply-To" to the sender (see below) or Main Contact so that all replies go to your inbox
  • The "From" address is "reply@youli.io" so that we can ensure better deliverability (if you want your email "From" address to be personalized, we can white label that too. Open up a Support Request ticket for more details/pricing.
  • Show the BUSINESS LOGO if configured in the Team Owner's ACCOUNT
  • Show the TRIP BANNER, if it is set for the TRIP
    
    

Activity Feed

Whenever any Planner on a TRIP sends a message of any kind, it will record a log in the ACTIVITY FEED. So you can always refer back to the Activity Feed on the Trip, to see the recent activity of any message sent.

 

There are 4 places for Planners to send a message to people

Each of these places is detailed below. Messages are sent within the context that is relevant in that place/section. Scroll down to view each of these 4 places in YouLi.

• Manage People & Reports
• Manage Tasks & Custom Forms
• Manage Payments
• Manage Optional Itinerary Responses
  
  

From Manage People & Reports

• To enable the different send buttons, simply click the checkbox(es) next to the name(s) of the person/people you want to message or check the box in the header to select all. 
• Be sure to use the FILTER option to select only the people you need to contact .

From Manage People & Reports, there are two kinds of messages you can send

1. Send an invitation

• After you click SEND INVITE you'll be prompted to confirm and send the invite

• SEND FROM is set to the Planner, or the Main Contact if the current Planner is not "Listed as a Contact on the Trip." Select from the dropdown if there are other Planners who are "Listed as a Contact."
• SUBJECT defaults to "[InviteeFirstName], you're invited to [TripName]". The words in brackets (variables) will be replaced with the FIRST NAME of the person receiving the message and the TRIP NAME; this works like a "mail merge." If you prefer, you can change this to be a more personal call to action. Keep the variables if you want it to dynamically add the names. 
• MESSAGE defaults to the invitation message configured in UPDATE TRIP > SETTINGS,  but can be changed before sending. This does not change the message for the next invitation that is sent, it just changes it for the send you change it for (in other words, you cannot customize the default message). 
• BUTTON the call to action in the email will say "VIEW TRIP."
  • This button is their Magic Link, so they see their private version of the TRIP based on any PERSONALIZED PRICE you may have set for them, TASKS you have assigned them, and payments they have already made.
    
    

2. Send a message

After you click SEND MESSAGE you'll be prompted to enter your message:

• SEND FROM is set to the Planner, or the Main Contact if the current Planner is not "Listed as a Contact on the Trip." Select from the dropdown if there are other Planners who are "Listed as a Contact."
• SUBJECT defaults to "A message about [TripName]".
  • The words in brackets (variables) will be replaced with the name of the person receiving the message and the TRIP NAME, this works like a "mail merge". If you prefer, you can change this to be a more personal call to action. Keep the variables if you want it to dynamically add the names.
• MESSAGE defaults to blank, this is your chance to wax poetic or keep it short and witty. Tell them anything, about a COUPON CODE or about recent changes to the ITINERARY or any other update. 
• BUTTON the call to action in the email will be "VIEW TRIP".
  • This button is their MAGIC LINK, so they see their private version of the TRIP based on any PERSONALIZED PRICE you may have set for them, TASKS you have assigned them, and payments they have already made.

 

From Manage Tasks & Custom Forms

If you need to personally chase people up about TASKS they have or have not completed, you can filter by who has responded and who has not and then send a message directly from MANAGE TASKS & CUSTOM FORMS.

How to message within this context

• From your TRIP MENU, click on MANAGE TASKS & CUSTOM FORMS
• Find RESPONSES under the TASK you're looking for (or the icon that looks like a clock, under ACTIONS). See image below.

 

• Once you click into the RESPONSES, you'll see this view. See here (image below), this TASK has 0 responses.
• You can then check the boxes for the people you want to contact (or select all) and click SEND MESSAGE.

• When you click SEND MESSAGE you'll be prompted to enter a message:

• SEND FROM is set to the Planner, or the Main Contact if the current Planner is not "Listed as a Contact on the Trip." Select from the dropdown if there are other Planners who are "Listed as a Contact."
• SUBJECT defaults to "Response required for Task Name for [TripName]".
  • The words in brackets (variables) will be replaced with the TRIP NAME, this works like a "mail merge". If you prefer, you can change this to be a more personal call to action. Keep the variables if you want it to dynamically add the names.
• MESSAGE defaults to blank, usually best to keep it relevant to the TASK you're reminding them about. 
• BUTTON the call to action in the email will be "VIEW TASKS" and will take them to the TASKS MENU on their TRIP PAGE.
  • This button is their MAGIC LINK, so they see their private version of the TRIP based on any PERSONALIZED PRICE you may have set for them, TASKS you have assigned them, and payments they have made.
    

From Manage Payments

If you need to personally chase people up about missed (or anything related to) payments, click into MANAGE PAYMENTS.

How to message within this context

• From your TRIP MENU, click on MANAGE PAYMENTS
• You'll see the REGISTERED PEOPLE tab and who has paid/not paid. Be sure to use the FILTER to select only the people you need to contact.
• When you click SEND MESSAGE you'll be prompted to enter a message

• SEND FROM is set to the current Planner, or the Main Contact if the current Planner is not "Listed as a Contact on the Trip." Select from the dropdown if there are other Planners who are "Listed as a Contact."
• SUBJECT defaults to "[InviteeFullName], payment DUE for [TripName]".
  • The words in brackets (variables) will be replaced with the TRIP NAME, this works like a "mail merge". If you prefer, you can change this to be a more personal call to action. Keep the variables if you want it to dynamically add the names.
• MESSAGE defaults to blank, so you can do a hard or soft sell here and either create urgency or reference a conversation you've had on the phone. 
• BUTTON the call to action in the email will be PAY NOW and take them to the COSTS menu on the TRIP PAGE.
  • This button is their MAGIC LINK, so they see their private version of their TRIP, based on any PERSONALIZED PRICE you may have set for them, TASKS you have assigned them, and payments they may have made.

 

From Manage Highlights & Itinerary

How to message about responses to Optional Itinerary Items

If you need to personally chase people up about OPTIONAL ITINERARY ITEMS, be sure to use the FILTER option to select only the people you need to contact.

• From your TRIP MENU, click on MANAGE HIGHLIGHTS & ITINERARY
• Find the specific OPTIONAL ITINERARY ITEM and click on the number of RESPONSES

• Here's an example of what you would then see (this particular item has 0 responses)

• Select anyone you want to send a message to (or select all)
• Then click SEND MESSAGE you'll be prompted to enter a message

• SEND FROM is set to the current Planner, or the Main Contact if the current Planner is not "Listed as a Contact on the Trip." Select from the dropdown if there are other Planners who are "Listed as a Contact."
• SUBJECT defaults to "Response required for [ItemName]".
  • The words in brackets (variables) will be replaced with the ITEM NAME, this works like a "mail merge". If you prefer, you can change this to be a more personal call to action. Keep the variables if you want it to dynamically add the names.
• MESSAGE defaults to blank, so you can add any message you want
• BUTTON the call to action in the email will be "VIEW ITINERARY" and will take them to the ITINERARY tab of the TRIP PAGE.
  • This button is their MAGIC LINK, so they see their private version of their TRIP, based on any PERSONALIZED PRICE you may have set for them, TASKS you have assigned them, and payments they may have made.

 

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