Assemble from old emails
Find a similar trip, replace the visible details, locate the current file, remember the operations contacts, and check the entire message again.
High-touch Outlook workflows
Standardize private aviation client emails in Outlook
Prepare polished charter quotes, passenger requests, flight confirmations, payment instructions, and itinerary updates with the right trip details, files, recipients, and operational handoffs.
Works directly inside Outlook. The user applies, reviews, and sends every email.
Start with private aviation workflows and customize the trip fields, files, recipients, and approved wording.
How Toggles works
Prepare the complete email. Keep the send human.
Toggles runs inside Outlook. A coordinator chooses the right trip workflow, fills in passenger, aircraft, timing, or routing details, and Toggles prepares the approved message. The coordinator reviews the handoff, adjusts anything needed, and sends when ready. Nothing is auto-sent.
- 1
Choose the workflow
- 2
Fill in the fields
- 3
Review the email in Outlook
- 4
Send when ready
Why workflows matter
Every detail has to be right before wheels up
Private aviation communication moves at the speed of the operation. A quote may become a confirmed trip in hours. Passenger requirements change, tails move, departure times shift, and operations teams need visibility. The client still expects every email to feel calm, personal, and complete. Toggles turns the repeatable parts of those sends into a controlled Outlook workflow without making the experience feel standardized to the passenger.
01
Old departure times and routing details copied from a previous trip
02
Passenger forms or payment instructions omitted during a fast handoff
03
Operations contacts manually added to CC for every confirmation
04
Different coordinators using different wording for the same service moment
Before and after
From old-email assembly to a reviewed workflow
Toggles removes the scavenger hunt while preserving the coordinator's judgment. The workflow prepares the standard send; the coordinator checks the live trip information and remains in control.
Apply and review the workflow
Start with the approved message, complete the current trip fields, include standard documents and recipients, then review and send from Outlook.
Private Aviation workflow examples
A workflow for every client-facing trip milestone
Each workflow can prompt for the details that change while keeping the approved structure, service language, files, and internal visibility consistent.
Charter quote follow-up
Follow up on an open quote with a polished summary, availability context, and a clear path to confirm. Coordinators can personalize the service note before sending.
Workflow can include: Subject line, quote link, approved body copy, signaturePassenger details request
Request names, identification, preferences, ground transport details, or other required information using one clear checklist.
Workflow can include: Required fields, secure link, response deadline, follow-up timingFlight confirmation
Prepare a complete confirmation with routing, timing, aircraft, passenger instructions, and the internal contacts who need the final details.
Workflow can include: Trip variables, itinerary attachment, standard CC, signaturePayment instruction email
Send the correct trip reference and approved payment instructions while keeping sensitive processes aligned with company policy.
Workflow can include: Trip number, payment link, required file, finance recipientItinerary change notification
Communicate a time, airport, routing, or aircraft change without leaving an outdated detail buried elsewhere in the message.
Workflow can include: Updated subject, changed details, attachment, operations CCPost-flight follow-up
Close the trip with a personal thank-you, feedback request, or next-trip invitation that matches the service clients received.
Workflow can include: Personalized body, feedback link, account owner signatureReady-to-customize workflows
View the starter packStart with the Private Aviation workflow pack
Use prebuilt workflows for charter quotes, passenger requests, flight confirmations, payment instructions, trip updates, and follow-up.
Who it is for
Built for the teams coordinating the client experience
The workflow can stay consistent even when ownership moves between sales, client service, dispatch, and flight support.
Charter coordinators
Move from inquiry to confirmation with the right trip details and next steps.
Client services
Keep premium service language consistent across every passenger touchpoint.
Flight operations
Receive the information and visibility required for a clean operational handoff.
Operations managers
Create an approved communication standard without reviewing every routine email.
Fits your existing stack
Works alongside your scheduling and booking tools
Toggles standardizes the Outlook communication layer around the trip. It is useful when a coordinator needs to turn operational information into a client-ready email without rebuilding the message.
Start with one repeatable email
Keep every private aviation email polished, complete, and reviewed
Start with workflows for charter quotes, passenger requests, flight confirmations, and trip updates.
Customize the trip fields, files, recipients, and approved wording for your operation.