Conservative estimate in under 5 months
Luxury Travel Team Case Study
Save ~2,000 hours on client emails without leaving Outlook
A 70+ advisor luxury travel agency standardized repeatable emails and drove 18,000+ workflow uses in under 5 months.
Rollout dashboardUnder 5 months
Estimated time saved~2,000 hourssaved in under 5 months
Applications18,575
Active seats81%
Workflows115
Seat growthExpanded from 69 to 74 seats
Since go-live
Active in the last 30 days
Built by the customer's team
Expanded after rollout
Customer quote
Why this luxury travel team chose Toggles
“We were evaluating Toggles against Ablebits and Exclaimer. We did trials of Ablebits and Exclaimer alongside Toggles. Ablebits has little support and insufficient onboarding. Exclaimer is a wonderful product, but solves a very different use case that is not a current business priority. Only Toggles has the unique template customization and seamless onboarding that we need. It lives where our team spends most of their workday. Not a single week goes by without a comment raving about workflows.”
The Situation
High-touch client communication at repeat scale
A premium travel agency with 70+ advisors relied on Outlook to manage high-touch client communication.
Their advisors sent large volumes of structured, repeatable emails every day, including trip confirmations, payment instructions, final itineraries, insurance notices, document requests, and cruise-specific communications.
Before Toggles, much of that work was handled manually. Advisors were recreating similar messages, pulling details from different places, and maintaining consistency through process and training rather than a shared system.
Before Toggles
- Repetitive client emails rebuilt manually
- Inconsistent formatting and tone across advisors
- Attachments and details easy to miss
- Limited visibility into repeated communication patterns
- Harder to standardize best practices across a growing team
Why They Evaluated Alternatives
The need went beyond signatures or templates
The team actively searched for a way to standardize repeatable Outlook communication and evaluated Toggles alongside other tools, including Exclaimer, TemplateManager365, and Ablebits.
They needed more than a signature manager or basic template library. The use case was operational: help advisors prepare complete, consistent, client-ready emails faster inside their daily Outlook workflow.
Signature tools
Helpful for brand consistency, but not built to assemble full client emails.
Basic template tools
Useful for snippets, but limited for repeatable workflows involving subject lines, attachments, signatures, and shared team standards.
Toggles
Designed for reusable Outlook workflows that help teams prepare complete emails faster and more consistently.
Rollout
Adoption accelerated immediately after rollout
Usage did not disappear after onboarding. The team continued applying workflows across multiple months. This means the product became part of daily work for a meaningful portion of users.
Initial rollout to 69 advisors
Workflow usage increased 9x
Consistent weekly usage across the team
Results
Impact first, with adoption that kept going
The usage pattern shows this was not one-time adoption. A meaningful portion of the team used Toggles repeatedly every week.
Impact
- ~2,000 hours saved in under 5 months
- 18,575 workflow applications since go-live
Adoption
- 81% of licensed seats active in the last 30 days
- Expanded from 69 to 74 seats
Habit Formation
50+ workflow applications per week (median)Among power users
- ~25-30% of active users applied workflows 25+ times per week
Customization
- 115 workflows created by the customer's team
Estimated ROI
The time savings translate into meaningful ROI
Based on ~2,000 hours saved in under 5 months.
This isn't just time saved. It's $50K–$100K+ in value.
Based on conservative assumptions. Actual impact varies by team.
For most teams, this far exceeds the cost of Toggles.
What They're Automating
Real workflow names show the operational fit
The workflows were tied to repeatable advisor communication, not generic productivity prompts.
These are not generic templates. These are the exact emails this team sends every day.
Travel Insurance Within 21 Days
Helps advisors send timely, consistent insurance-related client communication.
Final Payment Reminder
Standardizes repeatable payment reminder emails.
Royal Caribbean Welcome
Supports consistent cruise-specific welcome communication.
More workflows that fit this team
Luxury travel workflows built for complete Outlook email assembly
These curated examples reflect the same operational pattern: approved copy, variables, attachments, recipients, and signatures assembled inside Outlook without loading a full workflow definition.
ConfirmationHelps prevent missed details
Trip Confirmation
Confirm the booked trip with current traveler details, itinerary information, required attachments, and polished client copy.
What Toggles handles
View example- Subject line and approved wording
- Trip and traveler variables
- Itinerary attachments and advisor signature
PaymentOften saves 5-10 minutes
Payment Reminder
Prepare balance-due emails with the correct amount, due date, payment instructions, and approved wording.
What Toggles handles
View example- Payment amount and due date
- Approved instructions and payment link
- Recipient and signature standards
Traveler detailsHelps reduce follow-up
Missing Traveler Information Request
Request missing names, passport details, preferences, or other trip information with one clear checklist.
What Toggles handles
View example- Traveler-specific checklist
- Response deadline and secure links
- Advisor contact and signature
DocumentsHelps reduce rework
Forms and Document Request
Request passports, forms, waivers, and supporting documents with current instructions and deadlines.
What Toggles handles
View example- Document checklist and due date
- Required forms and upload links
- Approved request copy
Trip updateHelps prevent stale details
Itinerary Change Notification
Explain a timing, routing, hotel, or activity change without leaving old itinerary details in the message.
What Toggles handles
View example- Updated itinerary fields
- Revised attachments
- Standard recipients and next steps
Follow-upSupports consistent service
Post-Trip Follow-Up
Send a timely thank-you with a feedback request, referral prompt, or clear next-trip invitation.
What Toggles handles
View example- Approved thank-you copy
- Feedback and referral links
- Personalized traveler variables
What This Means
Toggles became how the team sends repeatable emails
For this team, Toggles became more than a template tool. Within weeks, advisors were applying workflows repeatedly across real client communication, and the organization expanded seats after rollout.
The result was a shared workflow system for repeatable Outlook emails, helping the team save time, standardize communication, and scale best practices across advisors.
Outlook workflows for growing teams
Want this kind of adoption from your Outlook team?
See how Toggles helps client-facing teams standardize repeatable emails, save time, and keep communication consistent without leaving Outlook.
Most teams see meaningful usage within the first 2-3 weeks.
Setup takes minutes, not weeks.
FAQ
Direct answers about this rollout
What type of company used Toggles in this case study?
A premium luxury travel agency with more than 70 advisors using Outlook for client communication.
What did the team use Toggles for?
The team used Toggles to standardize repeatable client emails such as travel insurance notices, payment reminders, cruise welcome emails, itineraries, and other advisor communications.
How much time did the team save?
The team saved approximately 2,000 hours in under 5 months based on conservative usage analytics.
How many workflow applications did the team complete?
The team applied workflows 18,575 times since go-live.
How many users became power users?
Roughly 25-30% of active users applied workflows 25+ times per week, and among power users median usage was typically 50+ workflow applications per week.
Did usage continue after rollout?
Yes. Usage increased sharply from December to January and remained consistent over the following months, with roughly 25-30% of active users applying workflows 25+ times per week.
Did the customer create their own workflows?
Yes. The customer's team created 115 workflows, showing that Toggles fit their actual day-to-day communication patterns.