👥 Access Group Management Dashboard
Step 1: Navigate to the Group Management page
•Sidebar Navigation: Click "CRM" in the left sidebar, then select "Groups"
•Direct URL: /group
•Your organization subdomain will be automatically included in the URL
Step 2: View Your Existing Groups
•The dashboard displays all customer groups in a grid or list view
•Each group card shows:
- Group name and description
- Member count (total customers in the group)
- Creation date
- Quick action buttons (Edit, Delete, Send Email)
•Use the search bar at the top to quickly find specific groups
•Filter groups by creation date or member count
➕ Create a New Customer Group
Step 1: Initiate Group Creation
•Click the "Add Group" or "+ Create Group" button in the top-right corner
•A modal dialog window will appear with the group creation form
Step 2: Enter Basic Group Information
•Group Name (Required):
- Enter a descriptive, memorable name for your group
- Best Practice: Use names that reflect the purpose or segment
- Good Examples:
→ "Summer 2024 Adventure Seekers"
→ "VIP Repeat Customers"
→ "Mountain Trekking Enthusiasts"
→ "Family Tour Customers"
→ "Holiday Special Promotion List"
→ "Newsletter Subscribers - Q1 2024"
•Organization (Auto-selected):
- Your current organization is automatically selected
- If managing multiple organizations, verify the correct one is selected
•Group Description (Optional but recommended):
- Add notes about the group purpose for future reference
- Example: "Customers interested in hiking tours who booked in 2023"
👤 Add Members to Your Group
Step 3: Select Group Members
•The modal displays a searchable list of all your customers
•Each customer entry shows:
- Full name
- Email address
- Phone number (if available)
- Previous booking count
•Selection Methods:
Option A - Manual Selection:
→ Browse through the customer list
→ Check the checkbox next to each customer you want to add
→ Selected customers are highlighted or marked
Option B - Search & Add:
→ Use the search bar to find customers by name or email
→ Type partial names to filter results instantly
→ Check boxes for matching customers
Option C - Select All (if available):
→ Use "Select All" checkbox to add all visible customers
→ Useful for large groups or newsletter lists
•Member Count Indicator:
- The modal shows "X members selected" as you check boxes
- This helps you track group size in real-time
Step 4: Save the Group
•Review your selections to ensure accuracy
•Click the "Create Group" button to save
•A success notification will confirm group creation
•The modal will close and return you to the group list
•Your new group now appears in the dashboard with member count
✏️ Edit & Manage Existing Groups
Update Group Information:
1. Find the group you want to modify in the list
2. Click the "Edit" icon/button on the group card
3. The same modal appears with current group data pre-filled
4. Make your changes:
•Update the group name
•Add or remove members by checking/unchecking boxes
•Use search to find and add new members
5. Click "Save Changes" or "Update Group" to apply
Delete a Group:
•Click the "Delete" icon/button on the group card
•A confirmation dialog will appear
•Confirm deletion to permanently remove the group
•Note: This only deletes the group, not the customers themselves
📧 Send Bulk Email to Group Members
Step 1: Initiate Email Campaign
•Locate your target group in the list
•Click the "Send Email" icon (envelope icon) or button
•An email composer modal/page will open
Step 2: Understand the Email Fields
•From (Sender):
- Automatically set to your organization's business support email
- This is the email customers will see and can reply to
•To (Primary Recipient):
- Pre-filled with your staff/business email
- This is where replies will be received
- You can keep this or modify if needed
•Bcc (Blind Carbon Copy):
- Automatically populated with ALL group members' email addresses
- Privacy Feature: Recipients cannot see other recipients' emails
- Each customer receives the email individually
- Member count is displayed (e.g., "25 recipients in Bcc")
Step 3: Compose Your Email
•Subject Line (Required):
- Enter a compelling subject that grabs attention
- Best Practices:
→ Keep it under 50 characters
→ Be clear and specific
→ Include urgency or value proposition
- Good Examples:
→ "🌄 Exclusive 20% Off Mountain Tours This Weekend"
→ "Your Summer Adventure Awaits - Book Now & Save"
→ "Limited Spots: VIP Tour Package Just for You"
→ "Thank You! Special Offer for Our Valued Customers"
•Email Body (Required):
- Write your message content in the text editor
- Include a clear call-to-action (CTA)
- Recommended Structure:
1. Greeting (personalized if possible)
2. Main message/offer
3. Benefits or details
4. Clear call-to-action
5. Contact information
6. Unsubscribe option (if required)
•Rich Text Formatting (if available):
- Bold important text for emphasis
- Use bullet points for easy reading
- Add links to tour pages or booking forms
- Insert images or logos if supported
Step 4: Preview & Send
•Review your email carefully for:
- Spelling and grammar errors
- Correct links and formatting
- Appropriate tone and messaging
•Use "Preview" option if available to see how it looks
•When satisfied, click "Send Email" button
•Wait for confirmation message
•The system processes and sends emails to all group members
Step 5: Email Delivery
•Emails are sent individually to each member (not as one bulk email)
•Delivery may take a few minutes for large groups
•Each customer receives a personal copy
•Replies will come to your business support email
💡 Best Practices & Pro Tips
Group Segmentation Strategies:
•Behavioral Segments:
- "Past Customers" - Anyone who booked before
- "No-Shows" - Customers who canceled or didn't attend
- "High-Value Customers" - Customers with multiple bookings
•Interest-Based Segments:
- "Adventure Sports" - Hiking, climbing, extreme tours
- "Cultural Tours" - Museums, heritage sites, local experiences
- "Family-Friendly" - Kid-friendly tours and activities
- "Luxury Travel" - Premium, high-end tour customers
•Geographic Segments:
- "Local Residents" - Customers from your city/region
- "International Travelers" - Overseas customers
- "Regional Groups" - Group by country or state
•Seasonal Segments:
- "Summer Travelers" - Customers who booked in summer
- "Holiday Bookers" - Peak season customers
- "Off-Season Opportunities" - Target for low-season promotions
Email Campaign Ideas:
•Seasonal Promotions: Announce special holiday or summer offers
•New Tour Launches: Introduce new destinations or experiences
•Early Bird Discounts: Reward advance bookings
•Last-Minute Deals: Fill empty slots with flash sales
•Customer Appreciation: Thank loyal customers with exclusive perks
•Re-engagement: Win back customers who haven't booked recently
•Event Announcements: Share upcoming tours or special events
•Newsletter Updates: Share company news, travel tips, destinations
Privacy & Compliance:
•Bcc Protection: All group emails use Bcc to protect customer privacy
•Each recipient cannot see other recipients' email addresses
•This complies with privacy regulations (GDPR, CAN-SPAM, etc.)
•Consider adding an unsubscribe option in your emails
•Only email customers who have consented to marketing communications
Performance Tips:
•Keep groups manageable (under 500 members for best performance)
•Create multiple smaller groups rather than one massive list
•Regularly update groups to remove inactive customers
•Test emails by sending to yourself first
•Track which campaigns generate the most bookings
•A/B test different subject lines and messaging
⚠️ Important Notes:
•Email sending limits may apply based on your subscription plan
•Check your email integration settings if emails aren't sending
•Spam filters may block emails if sent too frequently
•Maintain list hygiene by removing bounced emails
•Never purchase email lists - only email existing customers
