Let’s have a real talk.
If you're a travel advisor who's constantly running behind on follow-ups, forgetting who filled out which form, and still trying to send emails manually, this one's for you.
I see you. I was you.
I was the one glued to my laptop in the airport lounge, responding to client emails, thinking I was “living the dream” because I got to work remotely.
Spoiler: I wasn’t living the dream. I was just busy. And tired. All the time.
Everything shifted when I stopped trying to do all the things and started building real systems with the help of a life-changing assistant… and Flodesk.
Let me take you behind the scenes of how we run our email workflows now and why Flodesk is the only email tool I’ll use. And just a heads up, I am a proud Flodesk partner, so if you click the links in this post and sign up, I may receive a commission. I only share tools I personally use and truly love.
What Wasn’t Working
Before Flodesk, my email setup was scattered and honestly, a little chaotic. One Google doc over here, a draft in my inbox, a canned response in another system, and none of it was talking to each other. Sound familiar?
It felt like every new lead was a fire drill. I was scrambling to remember if I followed up, sent the welcome email, shared the next steps. I knew I wanted to create a polished client experience, but I just didn’t have the bandwidth. And onboarding? That took hours every week and still felt inconsistent.
Looking back, the biggest realization I had was this: I was the bottleneck.
I thought I had to personally send every email. I convinced myself automation would make our touchpoints feel cold or robotic. I thought if I didn’t do it, it wouldn’t get done right.
I was wrong.
Why Flodesk (and an Assistant) Changed Everything
Flodesk makes email automation actually feel human. It’s beautifully designed, user-friendly, and lets you create stunning emails that truly feel like an extension of your brand. It’s built for entrepreneurs like us who care about visuals and connection.
More importantly, it’s something your assistant can fully manage.
I gave my assistant a vision of what I wanted, how I wanted clients to feel, what steps needed to happen, and she built it out in Flodesk. And now? She manages the whole thing.
Here’s exactly what we’ve automated and how it’s made our workflow smoother, more efficient, and way more aligned with how I want to run my business.
1. Lead Capture & Nurture Sequences
We use a single opt-in and inquiry form that allows leads to select the type of trip they’re planning, whether it’s a honeymoon, a destination wedding, or a group cruise. This form lives right on our website and feeds directly into Flodesk. You can also use a Flodesk embedded form (they're great!)
Once someone fills out the form, they automatically receive a nurture sequence that includes:
- A warm welcome email
- A quick breakdown of what to expect next
- Some FAQs and helpful prep info
I wrote the initial content myself because I wanted it to sound like me, but Flodesk made it easy to style and set up. From there, my assistant took over and now manages it completely by updating info, checking performance, and making tweaks as needed.
No more wondering if I remembered to send a follow-up. No more double work.
2. Client Onboarding
This is the system that saved me the most time and energy.
Once a client books with us, Flodesk takes over. We have tags set up to trigger our onboarding workflow. The client immediately gets a beautiful series of emails that covers:
- What’s coming up next in their planning process
- A link to book their pre-trip meeting
- Downloads like packing lists or destination guides
My assistant helps me refine these emails as we evolve our services. When we want to add a new guide or update our meeting link, she handles it. I simply review it once and give it the green light.
It’s completely streamlined now. And the best part? I can be out of the office or on a fam trip and still know that every new client is getting a professional, thoughtful welcome.
3. Post-Trip Follow-Up
This is an area where I used to drop the ball, and I know I’m not alone.
Now, we have a Flodesk automation that goes out after each trip. It asks for feedback, invites the client to leave a review, and reminds them about our referral program.
It's simple, but it works. It keeps our name top of mind, helps us collect testimonials, and brings in new leads organically. And again, it’s fully managed by my assistant.
We’ve even seen clients refer friends while they’re still traveling. That’s how you know your systems are working for you.
Why This Works So Well
In Systems and Assistants That Work, we talk about the "Review Instead of Do" method, and this is exactly how I apply that.
I don’t get stuck in the weeds anymore. I focus on strategy and vision. I outline the goals, and then I let my assistant do what she’s great at: building the system and managing the day-to-day.
This method protects my energy and helps me stay focused on the work only I can do. It keeps me in my CEO role. And it gives me the space to do the things I love, like traveling, connecting with clients, and spending time with my family.
If You’re Feeling Stuck
Let me remind you: it doesn’t have to be this way.
You don’t have to send every email yourself. You don’t have to manually follow up with every lead. You don’t have to start from scratch every time a client books with you.
The right system, the right assistant, and the right tools can change everything.
Getting your email workflows into Flodesk and off your plate is one of the most impactful steps you can take. It frees up your brain, your calendar, and your creative energy.
You started this business for freedom. You deserve to actually experience it.
Ready to Try Flodesk?
If you’re ready to build systems that work even when you’re off the clock, I can’t recommend Flodesk enough. Use my Flodesk partner link to start your free trial and get 50% off your first year.
Let’s make your client experience consistent, beautiful, and effortless. Let’s give you your time back. Let’s create the kind of business that lets you breathe, grow, and actually live your life.
