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One of the questions I get asked the most is:
“How do you do it all?”
How do I teach high school Spanish full-time, run a travel agency, coach travel advisors, host a podcast, create content, travel myself, and still provide an amazing experience for my clients?
The answer is simple:
I don’t do it all manually.
Over the years, I’ve built systems and automations that handle the repetitive parts of my business so I can focus on what actually matters—serving my clients, supporting my team, and building real relationships.
If you’re a travel advisor (or honestly any small business owner), I hope this behind-the-scenes look gives you ideas for where you can start working smarter instead of harder.
Automation Doesn’t Replace Relationships
Let’s clear up one misconception first.
Some people hear the word automation and immediately think of robotic emails, impersonal customer service, or AI pretending to be a human.
That’s not what I’m talking about.
Automation simply means allowing technology to take care of repetitive tasks that don’t require your personal attention every single time.
Things like:
- Sending reminders
- Delivering information
- Organizing client files
- Following up consistently
- Scheduling appointments
- Moving clients through your workflow
None of those tasks require me to reinvent the wheel every day.
Instead, automation gives me more time to do what clients actually hire me for:
Helping them make decisions.
Planning incredible vacations.
Solving problems.
Building relationships.
That’s the work only I can do.
My CRM Runs the Background of My Business
The biggest time-saver in my business is my CRM.
I currently use Tern, and it’s completely changed how I manage my travel agency.
Every client moves through a specific workflow.
Instead of wondering, “What email am I supposed to send next?” or “Did I remember to follow up?”, the system handles it for me.
As soon as I move a client to the next stage of their trip, the appropriate emails are automatically scheduled.
Every client receives a consistent experience.
No one slips through the cracks.
And I don’t have to rely on my memory.
Client Workflows That Save Hours Every Week
One of my favorite automations is my client email workflows.
After someone books with me, they aren’t left wondering what happens next.
Instead, they receive helpful emails throughout the planning process, including:
- What to expect after booking
- Payment reminders
- Passport reminders
- Travel insurance information
- Cruise checklists
- Disney planning timelines
- Packing reminders
- Final travel documents
- Welcome home emails
Each vacation type has its own workflow.
Ocean cruises.
River cruises.
Disney vacations.
European travel.
All-inclusive resorts.
The emails answer questions before clients even think to ask them.
One of my favorite things is when a client replies with something like,
“Thank you for thinking of this!”
The truth?
The automation remembered—not me.
Consultation Calls Are Almost Completely Automated
Booking consultation calls used to involve way too much back-and-forth.
Now?
Clients schedule online.
They immediately receive:
- A confirmation email
- Calendar invitations
- Appointment reminders
- Instructions before our call
Then after our meeting, they automatically receive follow-up information based on what we discussed.
Whether someone schedules a consultation on a Monday morning or a Friday evening while I’m at a football game after school, they receive the exact same professional experience.
My New Travel Advisors Receive Automated Training
Automation isn’t just for clients.
It’s also one of the biggest ways I support my team.
Every new travel advisor who joins At Last I See The World Travel is automatically enrolled in my 30-day onboarding email sequence.
Instead of overwhelming someone with hours of training on day one, they receive bite-sized lessons over the course of a month.
Every few days they’ll receive:
- A training lesson
- Helpful resources
- Encouragement
- Business tips
- Agency information
- Next steps
Everyone starts with the same strong foundation, regardless of when they join.
And because it’s automated, I know every advisor is receiving the information they need without me having to manually remember what comes next.
Email Templates Save Me Every Single Day
Here’s one of my favorite productivity tips:
Never write the same email twice.
If I answer the same question more than a few times, it becomes a template.
Some of my most-used templates include:
- Planning fees
- Travel insurance
- Cruise deposits
- Final payment reminders
- Required documentation
- Cabin and room categories
- Dining reservations
- Shore excursions
- Airfare
- Transfers
- Packing information
- Travel protection
Every email gets personalized for the client.
But instead of starting from a blank page, I’m starting with something that’s already 90% complete.
That one habit alone has saved me countless hours.
How I Actually Use AI in My Business
Yes—I use AI.
No—it doesn’t replace me.
I use AI as an assistant, not as my replacement.
Inside Tern, I use its built-in AI features to help create itinerary content and polish destination information before I personalize it for each client.
Outside my CRM, I also use AI to:
- Brainstorm content ideas
- Outline podcast episodes
- Organize my thoughts
- Rewrite rough drafts
- Summarize information
- Create checklists
AI gives me a starting point.
It never gives me the finished product.
My recommendations.
My expertise.
My personality.
That’s still what clients are hiring.
Technology simply helps me get there faster.
Scheduling Without the Endless Email Chain
Remember the days of emailing someone back and forth six times just to find a meeting time?
Not anymore.
My scheduling software connects directly to my calendar.
Clients choose a time that works.
The system automatically sends:
- Confirmation emails
- Calendar invitations
- Appointment reminders
It prevents double-booking and eliminates unnecessary emails before they ever happen.
I Automate My Content, Too
Content creation can quickly become overwhelming if you’re trying to create something new every single day.
Instead, I batch my content.
Then I schedule it.
While I’m teaching, traveling, or working with clients, my content continues showing up consistently.
One of the biggest lessons I’ve learned in business is this:
Consistency beats inspiration every single time.
The Biggest Benefit Isn’t Saving Time
Most people assume automation is all about saving time.
It definitely does that.
But the biggest benefit is actually consistency.
Every client receives the same high-quality experience.
No one gets forgotten.
No one misses important information because I had a busy week.
My business feels organized.
Professional.
Reliable.
And in the travel industry, that’s incredibly important.
Where Should You Start?
If all of this sounds overwhelming, don’t worry.
You don’t need to automate your entire business overnight.
Instead, ask yourself one simple question:
What’s one task I repeat every single week?
That’s where you should begin.
Maybe it’s:
- Your inquiry response
- Consultation reminders
- Welcome emails
- Payment reminders
- Packing checklists
- Frequently asked questions
Automate one thing.
Then another.
Then another.
Before long, you’ll have systems working behind the scenes every day without you having to think about them.
Build Systems That Give You More Freedom
One of the biggest mindset shifts I’ve had as a business owner is realizing that automation doesn’t make my business less personal.
It actually allows me to be more personal.
Because instead of spending hours copying and pasting emails, I can spend that time checking in with clients, celebrating bookings, answering questions, and creating unforgettable travel experiences.
Technology handles the repetitive work.
I get to handle the human work.
And that’s exactly how I want to spend my time.
If you’re building a travel business that supports your life—not one that completely consumes it—start building systems now. Your future self (and your future clients) will thank you.
Connect with Lindsay:
Ready to build a travel business with proven systems and support? Learn more about joining At Last I See The World Travel or connect with Lindsay on social media for more travel advisor tips, marketing strategies, and behind-the-scenes business content.
https://www.lindsaydollinger.com
