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WhatsApp reminders

Know who’s coming before the tour starts.

TourDash sends each traveler a WhatsApp reminder before departure. One tap confirms they’re coming, and the booking updates in Tours.

Set up WhatsApp See requirements

TourDash is an approved Meta Tech Provider.

A WhatsApp reminder being confirmed and the booking updating in TourDash A phone shows a tour reminder sent 24 hours before departure with a Confirm button. The traveler taps Confirm and receives a thank-you message. Beside it, a TourDash booking list marks Ana Pereira as confirmed. OT Old Town Walks Business account Wednesday Hi Ana! See you tomorrow at 10:00 for the Old Town Walk. Meeting point: Praça do Comércio. Tap Confirm to let us know you’re coming. 10:00 Confirm Confirm 10:02 Thanks Ana! You’re confirmed for Old Town Walk on Thursday at 10:00. See you! 10:02 Old Town Walk Thursday · 10:00 · English 1 confirmed 3 bookings Ana Pereira Confirmed Tom Becker Reminder delivered Lena Novak Reminder delivered Scheduled reminder 24 h before departure

How it works

From reminder to confirmed booking

  1. Reminders scheduled 24 hours and 2 hours before a 10:00 departure 24 h 2 h 10:00

    A reminder goes out on schedule

    You choose the timing for each booking option, like 24 hours or 2 hours before departure.

  2. A traveler taps the Confirm button under a reminder Confirm

    The traveler taps Confirm

    The button sits under your message. There’s nothing to open or sign in to.

  3. The booking in TourDash shows a confirmed mark Old Town Walk Thursday · 10:00 1 confirmed Ana Pereira Confirmed Tom Becker

    The booking updates

    A confirmed mark appears next to their name in Tours, and they get a short thank-you.

Automated reminders

Reminders that send themselves

Set the timing once per booking option. TourDash sends each reminder from your WhatsApp number, in the traveler’s booking language.

  • Pick 24 h, 12 h, 2 h, 1 h before departure, or your own timing.
  • Names, tour time, guide and meeting-point link fill in automatically.
  • One template per language: English, Spanish, German, French or Italian. Meta reviews each one before use.

Bookings without a phone number don’t get a reminder.

Reminder settings for one booking option Reminders are on at 24 hours and 2 hours before departure, sent from the operator's own number, with one approved template per traveler language. German bookings fall back to the English template. REMINDERS Old Town Walk · English On Sent before departure 24 h 2 h From Your WhatsApp number Approved template per booking language English tour_reminder_en Approved Spanish recordatorio_es Approved German Uses the English template

Attendance confirmation

One tap to confirm

Travelers confirm with the button under your reminder. TourDash marks the booking and thanks them in their language.

Confirmed isn’t checked in

A confirmation means the traveler says they’re coming. Guides still check travelers in at the meeting point.

WhatsApp confirmation shown separately from check-in A tour list with two separate columns. Confirmed on WhatsApp means the traveler said they are coming. Checked in means they arrived at the meeting point. Ana is confirmed but not yet checked in; Tom is both; Marco is checked in without confirming. Old Town Walk Thursday · 10:00 · 4 bookings Confirmed on WhatsApp Checked in at meeting point Ana Pereira Tom Becker Lena Novak Marco Rossi Said they’re coming Arrived at the meeting point

Matched replies

Replies, next to the right booking

When a traveler texts back after a reminder, TourDash shows the message on their booking, with an unread badge in Tours.

  • Open the booking to read it, then answer in WhatsApp.
  • Optional email alert when a new reply arrives.

Not a chat inbox

TourDash shows text replies it can match to a booking. Your chat history, your team’s messages, photos and voice notes stay in WhatsApp. If a reply could belong to more than one booking, TourDash leaves it out instead of guessing.

A traveler's text reply shown on their booking A booking for Tom Becker shows one customer WhatsApp reply asking about a stroller, with a link to reply on WhatsApp. Photos, voice notes and messages sent by the team stay in WhatsApp and are not shown in TourDash. Tom Becker Old Town Walk · Thu 10:00 · 2 travelers Customer WhatsApp replies (1) Wed 18:40 Can we bring a stroller? Our son is two. Reply on WhatsApp Matched to this booking because Tom replied to its reminder. STAYS IN WHATSAPP Photos Voice notes Your team’s messages

WhatsApp Business app

Keep using the WhatsApp Business app

Connect the number you already use. Your team keeps chatting from the app on their phones, while TourDash sends reminders from the same number.

  • Meta checks during setup whether your number can be connected.
  • Prefer a separate number? Set up a new WhatsApp number instead.

Number already on another WhatsApp API provider?

It needs a separate migration and can’t be connected through the standard setup. Contact us before you start.

One WhatsApp Business number used by the phone app and by TourDash On the left, the team keeps chatting in the WhatsApp Business app on a phone. On the right, TourDash sends scheduled reminders. Both use the same business number. Chats Business app Your team keeps chatting Same number +351 ··· 340 TourDash Scheduled reminders Old Town · 10:00 24 h Castle · 14:00 2 h Food walk · 18:00 2 h Confirmations appear here

TourDash is an approved Meta Tech Provider.

You connect your number in Meta’s own sign-up window, and messages are sent through the official WhatsApp Business Platform.

Setup

What you need to get started

Requirements

  • Owner or manager access in TourDash
  • A TourDash plan that includes automatic WhatsApp messaging. Check plans
  • Admin access to your business on Facebook (Meta)
  • Your WhatsApp Business app number, or a new number that can receive a verification code
  • A second phone with WhatsApp, for testing
  • A payment method on your WhatsApp Business Account in Meta, for message charges. Estimate them

Five steps

  1. Connect WhatsApp in Settings › Messaging.
  2. Create a reminder template and wait for Meta’s review.
  3. Test the connection with a readiness test, then activate the number.
  4. Turn on reminders for your company and for a booking option.
  5. Confirm a test booking from your own phone.

Review times are set by Meta and can vary.

Set up WhatsApp Read the quickstart

Costs

Estimate what Meta will charge

Meta charges for each message it delivers, priced by the country of the traveler’s phone number. TourDash sends two kinds: the reminder, and a thank-you when a traveler confirms.

Bookings with a WhatsApp number, on booking options with reminders on.

Reminders per booking

One for each reminder time you set. 24 h and 2 h before is two.

60%

Each confirmation gets one thank-you message.

Where travelers’ phone numbers are from

An example mix. Change it to match your bookings. Meta uses the number’s country code, not where the tour runs.

Total 100%

Currency

The billing currency of your WhatsApp Business Account.

Estimated Meta charges

€18.44 per month

About €0.018 per booking

Reminders Utility messages
1,000 sent
€18.44
Thank-you replies Service messages · first 1,000 a month free
600 sent · all free
€0.00
Rates used
Phone countrySharePer message
United Kingdom25%€0.0182
United StatesNorth America rate25%€0.0028
Germany10%€0.0456
France10%€0.0248
Spain10%€0.0166
Italy5%€0.0248
Netherlands5%€0.0414
AustraliaRest of Asia Pacific rate5%€0.0094
IrelandRest of Western Europe rate5%€0.0142

Reminders and thank-you replies use the same rate.

Not charged

  • Replies travelers send you
  • Messages your team sends from the WhatsApp Business app
  • Reminders that aren’t delivered, for example to numbers without WhatsApp

Uses Meta’s list rates from 1 October 2026, including Meta’s volume discounts, which start after 80,000 utility messages a month to one country. Meta can change rates on the first day of any quarter. Meta bills these charges to the payment method on your WhatsApp Business Account, separately from your TourDash plan. This is an estimate. Your Meta invoice is final.

FAQ

Questions, answered

Can’t find what you need? Contact support.

Who can use WhatsApp reminders?

Owners and managers on a TourDash plan with automatic WhatsApp messaging. Meta decides whether a number can be connected and reviews every template, so approval isn’t guaranteed.

Will I see my WhatsApp chats in TourDash?

No. TourDash isn’t a chat inbox. It shows text replies it can match to a booking. Everything else stays in WhatsApp.

What does it cost?

Meta charges for each reminder it delivers, and for thank-you replies after the first 1,000 a month on your number. Rates depend on the country of the traveler’s phone number, and Meta can change them each quarter. Messages your team sends from the WhatsApp Business app stay free. Meta bills the payment method on your WhatsApp Business Account, separately from your TourDash plan. Estimate your costs.

Is a confirmation the same as a check-in?

No. A confirmation records that the traveler intends to come. It doesn’t record that they arrived. Check-in still happens at the meeting point.

My number already uses another WhatsApp API provider. Can I connect it?

Not through the standard setup. Numbers on another API provider need a separate migration. Contact us first and we’ll plan it with you.

How long does setup take?

Mostly it depends on Meta’s account checks and template reviews, which vary. The steps in TourDash are short, and the quickstart walks you through each one.

Start with one booking option.

Turn reminders on for a single tour, test it with your own phone, then roll it out.

Set up WhatsApp Read the quickstart