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Travel agencies

WhatsApp for travel agencies, from first quote to the flight home

Quotes, deposit links, tour groups and on-trip problems in one team inbox. Each desk keeps its own number, the next shift picks up with the full history, and trip details sit beside every chat.

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Works with

  • Zoho CRM
  • HubSpot
  • Google Sheets
  • Zapier
How each one helps

One trip, one chat history

A family holiday has four stages, and all of them happen in chat

Follow one family from their Kerala enquiry to the welcome home, with the chat at that point and the Risponse feature that handles it.

  1. Enquiry and quote

    Answer the enquiry and keep the quote in view

    Trip details in properties A label for open quotes A follow-up set in advance More about this stage

    A family asks for Kerala options over the December holidays. The agent fills in dates, travellers and destination beside the chat, sends three options and labels the chat Quote sent. A follow-up is scheduled for two days later in case the family goes quiet.

    • Trip details in properties. Dates, number of travellers and a country-then-region dropdown, filled in beside the chat.
    • A label for open quotes. Filter the list by Quote sent to see who still has to decide.
    • A follow-up set in advance. Schedule the follow-up from the chat, then edit or delete it if plans change.
    Learn about WhatsApp CRM

  2. Booking

    Take the deposit in the chat where they said yes

    Deposit first, balance later One form for traveller details One history for the next agent More about this stage

    Once the family picks an option, send the deposit link from the message box, then a form for names as on passports. The balance link follows closer to departure in the same chat, so the whole booking reads from top to bottom.

    • Deposit first, balance later. One payment link when they book, and another a few weeks before departure.
    • One form for traveller details. Names as on passports and meal choices in one go, not ten messages.
    • One history for the next agent. The options, the form and both links stay in the chat for whoever picks it up.
    Learn about in-chat actions

  3. On the trip

    Trouble on the road, tracked until it is fixed

    Emoji to ticket Owner and due time A handover note More about this stage

    A driver does not turn up at arrivals, late at night. The agent on shift reacts with the team’s ticket emoji and sets the ticket to high priority. If the traveller waits past your target for a reply, a rule emails the operations lead.

    • Emoji to ticket. React to the message and a ticket opens, linked to the chat it came from.
    • Owner and due time. Set both on the ticket, so the morning team knows what is still open.
    • A handover note. A private note tells the morning team what was promised and what is left to do.
    Learn about tickets and tasks

  4. After the trip

    Welcome travellers home and hear how it went

    A saved list for each trip First names filled in Delivery logs More about this stage

    When the family is home, send one welcome-home message to the trip’s saved list, with each first name filled in. Replies land in each traveller’s own chat, where translation and a suggested reply help the agent answer. Keep the list to travellers who opted in.

    • A saved list for each trip. Pick everyone who travelled in one step, instead of finding each chat again.
    • First names filled in. A variable adds each name, with a fallback such as “there” (as in “Hi there”) when one is missing.
    • Delivery logs. Check who received the message, and resend to anyone it failed to reach.
    Learn about bulk messaging

Night and weekend cover

When a traveller needs help and your office is closed

Trips do not keep office hours. Plan shifts in your time zone, let the AI agent answer common questions while the office is closed, and send urgent problems to a person.

  • Shifts in your time zone. Set each agent’s weekday hours in a chosen time zone, with a morning and a late shift. Round robin can give new chats to whoever is on shift and online.
  • AI for the closed hours. Limit the AI agent to the hours your office is closed. It answers from your FAQs and trip documents, and leaves a private note or opens a ticket when a person is needed.
  • Urgent problems escalated. A rule emails the operations lead when an urgent message waits past your reply target.

Tour groups

Tour groups that never go quiet, with mentions that stand out

Two dozen travellers fill the group with photos and thanks, and the organiser misses the one message about tomorrow’s pickup time.

Link the agency number with a QR code and its tour groups join the inbox. A mention alert shows when a traveller needs you, and their request can become a ticket with an owner.

  • Mentions that stand out. A rule can flag messages that mention your team, so one question is not lost among the photos.
  • A ticket from a group message. React with your team’s emoji to turn a request, such as moving a boat trip, into a ticket with an owner.
  • One update to every group. Save a trip’s groups as a list and send one bulk message, such as tomorrow’s pickup time.

For a full tour group, use a QR-connected number, where groups sync into the inbox like any other chat.

WhatsApp group management

Use cases

How travel agencies use one inbox for every trip

Desk numbers, long trip chats, passport copies and other languages each have a feature that fits, and each card links to more detail.

  • Holiday quote follow-ups
  • Itinerary changes
  • Deposit and balance links
  • Traveller details forms
  • Passport and visa copies
  • Tour group chats
  • Airport pickup updates
  • On-trip problem tickets
  • Night and weekend cover
  • Replies in the traveller’s language
  • Welcome-home feedback

  • A number for each desk

    Run domestic, international and visa desks on their own numbers, all in one inbox. If a traveller has messaged two desks, choose which number sends your reply.

    Multi-number inbox

  • Long trip chats in a few lines

    Before you take over a trip, ask AI to sum up weeks of planning messages. Then ask for a draft reply, check names and dates, and send it yourself.

    AI summaries and replies

  • Passport copies kept private

    Turn on media privacy, and passport and visa scans open as normal inside Risponse. A link copied outside works only for the time you choose.

    Media privacy

  • Replies in the traveller’s language

    Turn on AI translation. A traveller’s message shows in your language, and your reply reaches them in theirs. Check names and dates before you send.

    Translate messages with AI

Integrations

Trip enquiries in the tools your agency already uses

Risponse connects to the tools below. Each line says what it does for a travel agency.

See all integrations

Zoho and Zoho CRM are trademarks of Zoho Corporation Private Limited and/or its affiliates. HubSpot, Google Sheets and Zapier are trademarks of their owners. Risponse is not affiliated with or endorsed by these companies.

Apps your agency uses

Connect your booking and payment apps, with your own account

These apps are not built into Risponse. Each offers an API or an MCP server: connect one with your own account, and the Risponse AI agent can look things up while it answers a traveller.

  • Book a trip-planning call

    • Calendly

      The AI agent can find open times for a trip-planning call and share a one-time booking link in the chat.

      • MCP connector
      • Custom tool (API)

  • Check deposit payments

    • Razorpay

      The AI agent can check whether the traveller’s deposit payment link has been paid.

      • MCP connector
      • Custom tool (API)
    • Cashfree Payments

      The AI agent can check whether the payment link sent for the balance has been paid.

      • MCP connector
      • Custom tool (API)

  • Look up tour bookings

    • Rezdy

      The AI agent can look up a tour booking by its order number. Ask Rezdy for an API key first. It can take up to 48 hours to arrive.

      • Custom tool (API)

You choose which lookups or actions the AI agent may use. Start with lookups, which only read. Making a booking link is an action, because it changes something in the other app. A developer usually sets up a custom tool.

Calendly, Razorpay, Cashfree Payments and Rezdy are trademarks of their owners. Risponse is not affiliated with or endorsed by these companies.

Set-up guides

Set it up for your agency

FAQ

WhatsApp for travel agencies: your questions answered

Still unsure? Email us and a person from our team will reply.

Email info@risponse.com
How do travel agencies use WhatsApp with customers?

For quotes, itineraries, payment reminders, document collection and help during the trip. Risponse puts those chats in one team inbox. Any agent with access can pick up a trip with the full history and see which teammate sent each reply from Risponse.

WhatsApp shared inbox
Can I run tour group chats on the WhatsApp Business API?

Only small ones. On a Business API number, Meta’s Groups API needs an Official Business Account and caps each group at 8 participants, who must join through an invite link. Coexistence numbers do not sync groups at all. For a full tour group, use a QR-connected number, where groups sync into the inbox like any other chat.

Meta’s Groups API
How can we keep passport and visa copies private?

Turn on media privacy. Passport scans then open as normal inside Risponse, and a link copied outside works only until the lifetime you choose runs out. Number masking hides traveller phone numbers from agents, and label-based access limits who can open each chat. Treat exports as private too, since they can hold personal details.

Media privacy
Can agents reply to foreign travellers in their own language?

Yes. Turn on AI translation and pick your display language. A traveller’s message appears in that language, and what you type reaches them in theirs. Machine translation can get names, dates or prices wrong, so check key details, and some languages may not be supported.

Translate messages with AI
Can we follow up on a travel quote automatically?

Yes. Schedule a message in the chat for two days after the quote, to send once or on a repeat. To chase many open quotes at once, a bulk message to a saved list does the same job with each traveller’s name as a variable.

Scheduled messages

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