Notifications
Email alerts that scan upcoming tours for booking-health issues — empty slots, overbooking, duplicate bookings and more — plus a daily reminder to file Tour Reports. Each alert has its own on/off switch, thresholds, and recipient list.
Who Can Configure This
Admin only. Manager and Guide don't see this settings tab at all.
Schedule
One on/off switch and two settings control every alert below (except the Tour Report Reminder, which has its own send time):
Start hour
The hour, in your organization's own timezone, scanning starts each day. From that hour on, tours are re-checked every hour until midnight.
Look ahead (days)
How many days past today to scan for booking-health issues — a range of "today through N days ahead." Different organizations sell out on very different timelines, so this is yours to tune, not a fixed window.
The Alerts
Seven of the eight check tours within the scan window above; each has its own threshold and fires at most once per tour slot (or once per booking, for the two booking-level ones) — a slot that's already triggered an alert won't send it again on the next hourly check.
No Bookings (per slot)
A tour slot has zero people booked.
Low Bookings (per slot)
A slot has some bookings, but at or below a threshold you set.
Minimum Booking Range (per slot)
A slot's booked count falls between two numbers you set.
Close to Limit (per slot)
A slot's booked count is within a set number of its capacity — up to and including full.
Overbooking (per slot)
A slot has more people booked than its capacity.
Strange Booking (per booking)
A single booking's party size is at or above a threshold you set.
Double Booking (per slot)
Two or more bookings on the same slot share the same customer name.
Close to Limit and Overbooking never overlap
A slot that's exactly full triggers Close to Limit, not Overbooking — the two are deliberately mutually exclusive, so one slot never sends both alerts at once.
Tour Report Reminder
The eighth alert works differently from the other seven — it's a daily digest, not a per-slot trigger, sent once a day at its own configured hour (separate from the schedule's start hour above).
What it checks
Yesterday's tour slots that had guests checked in, where the guide who did the check-in hasn't filed a Tour Report yet. If anything's missing, the email lists exactly which tours and which guide.
It sends every day, even when nothing's missing
This one isn't conditional — TourMan has no visibility into whether reports have also been filed on the booking platforms themselves (GetYourGuide, Viator, and others), so every email includes a standing reminder to check those too. When there's nothing missing on TourMan's side, that reminder is the whole email.
Recipients
Each of the eight alerts has its own recipient list, entirely independent from the others — picked from a dropdown of the organization's own users, not free-typed. There's no way to send an alert to an outside address, and no organization-wide default list: an alert with no recipients selected simply has nowhere to send to, even if it's switched on.
Recipients see each other
When a rule has more than one recipient, they all receive the same single email together — everyone on the list is visible in the To field, the same way an internal team announcement would be. It isn't a private, individual send per person.
Adding someone doesn't back-fill what already went out
Each specific occurrence — this tour, this slot, this threshold being crossed — only ever emails once. If you add a recipient to a rule after that occurrence has already been sent, they won't receive that particular alert retroactively; they'll start receiving the rule's alerts from whatever's detected next.