The fight for the digital tourist: How a travel agency grows using AI in a market where the client no longer has patience
Your client of tomorrow is writing to you right now. They no longer call, and they no longer send formal emails. They write to you on WhatsApp, Instagram, or Facebook and expect an instantaneous reaction. In tourism, the excitement of a holiday fades quickly: if you don’t respond within a few minutes, the tourist has already moved on to the next agency. Not because your offer is weaker, but because you replied too late. At TOUDwe observe this phenomenon constantly: patience has become a rare resource. The question is no longer if you need an AI-based conversion organization solution, but how quickly you can implement it before the drop in conversions becomes critical.
But how do you manage the complexity of multiple channels that must simultaneously serve information, sales, and support functions? Omnichannel solutions exist and TOUD implements respond.io — not just as software, but as an integrated business system that delivers measurable results.
2 usage scenarios – information/sales and support
Information and Sales: Transform curiosity into a booking
1: Instant lead qualification
When a client starts a conversation on WhatsApp or Instagram, speed and history are vital.
- How AI helps: Instead of an agent wasting 15 minutes asking “How many people?”, “What budget?” or “What dates?”, an automated Workflow captures this data instantly.
- Smart filtering: Respond.io can analyze client interests and, through AI, automatically send links from your website with the most suitable offers, preparing the ground so the human agent joins the discussion only to close the sale.
2: Managing peak loads (Promotional Campaigns)
Have you launched an “Early Booking” offer and received 500 messages in 2 hours?
- The solution: The system automatically distributes (Round Robin) messages to available agents. The AI can prioritize clients who already have a purchase history or those requesting premium packages, ensuring that no major opportunity is missed in the general chaos.
3: Automated Cross-sell and Upsell
After a client has chosen a flight, the system can automatically follow up with a suggestion: “I found 3 excellent hotels in your chosen area. Would you like to see them?” . All this without manual intervention from the agent.
Support and Assistance: The security that brings loyalty
1: Instant response to Frequently Asked Questions (FAQ)
The tourist is preparing for departure and has dozens of questions (visas, luggage, check-in). Instead of calling the agency, they use the chat. The AI recognizes the context and provides answers from the agency’s database in 2 seconds, freeing consultants from repetitive tasks.
2: After-hours emergencies
It is 11:00 PM and a client has a check-in problem in the Maldives. The AI filters the message: if it detects words like “problem,” “emergency,” or “error,” it immediately sends the emergency assistance number or alerts the manager on duty, while simultaneously providing first-step instructions.
Why response speed on WhatsApp changes everything
The data that we, Toud, along with Respond.io, have collected over the last six months show that:
- Response < 15 seconds → Conversion rate increases by up to 400% (The client is “hot”).
- Response 5–30 minutes → Conversion rate 15–20%.
- Response > 2 hours → Conversion rate 3–5% (Lost lead).
TOUD configures respond.io so that the average response time drops from 50 minutes to under 15 seconds, without hiring additional staff.
Romania case study: (real results)
We are already using Respond.io for several companies in Romania. Below, we present the situation of a large client with a high number of leads generated monthly. The analyzed period is April – September 2025.
Initial Situation: 4 agents, 400 leads/month, chaotic communication via personal phones and email.
Problems: Lost messages, responses after 2-3 hours, frustrated clients, and a conversion rate of only 11%.
THE SOLUTION – he system is based on an integrated communication strategy, where qualification flows and the centralization of channels through omnichannel tools ensure efficiency. This works through the use of automated templates and precisely defined routing rules.
Results after 90 days:
- Response time: Dropped from 47 min to 8 seconds.
- Conversion: Increased from 5% to 19%.
- Satisfaction (NPS): From 31 to 72.
“Before this solution, we would wake up in the morning to 50 unhandled messages. Now, the bot takes over everything, the agent steps in, and the conversion rate has tripled.” — Sales manager
A major advantage was the ability to send bulk messages. Through email, we never managed to exceed an open rate of 28%, and the click-through rate was below 6%. Through broadcasting — as bulk messages sent on WhatsApp are called — we reached a read rate of over 90%. It was a huge leap, from which everyone involved benefited: the end client learned about the opportunity in time, and the company managed to triple the number of conversations generated by that promotion.
The TOUD strategy: Why respond.io alone is not enough
Anyone can buy a software subscription. But software without a business strategy behind it is just another cluttered inbox. The TOUD Difference:
- Business architecture: We build workflows based on the actual reality of your agency.
- Strategic configuration: We don’t let the AI give robotic answers that frustrate; we train it to be a helpful assistant.
- Support and optimization: We monitor key indicators (SLA, conversion) and continuously adjust the system.
Want to see what this system looks like for your agency? TOUD analyzes your processes, builds the strategy, and configures everything from scratch. You take care of the clients — we take care of the “brain” of the system.
Let’s talk; you can start right here, via our chat.
