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
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.
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.