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Digital guidebook that captures emails
Food tour company · email capture up 79%; private-event revenue up 18%
- Task
- capture guest emails, ask for reviews and follow up private-tour inquiries without 7–10 manual touches
- Result
- year-over-year email capture rate up 79% after replacing the printed guidebook with a digital one; private event revenue up 18% over last year; about 30% of administrative time freed after switching from the previous system
- Tools
- ActiveCampaign (CRM pipelines, deal tasks with email alerts, Conversations site chat with email capture, drip automations); Typeform; Slack
- Setup
- guests give their email via a Typeform integration to get the digital guidebook → enroll them in a 6-email, month-long welcome series: guidebook, Google/TripAdvisor review prompt, a related tour, social follow invite, a relevant blog post, a discount code → private-tour inquiries go into a pipeline and anyone who doesn't answer follow-up calls gets an automated drip → deal tasks email the operations coordinator → site chat answers in real time and asks for an email when no one is in the office
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Help me set this up for my business: "Digital guidebook that captures emails".
Example business: Chicago food tour company (since 2006; one-third of its business comes from review sites). Task: capture guest emails, ask for reviews and follow up private-tour inquiries without 7–10 manual touches.
Reported result: year-over-year email capture rate up 79% after replacing the printed guidebook with a digital one; private event revenue up 18% over last year; about 30% of…
Tools: ActiveCampaign (CRM pipelines, deal tasks with email alerts, Conversations site chat with email capture, drip automations);…
Setup outline:
1. guests give their email via a Typeform integration to get the digital guidebook → enroll them in a 6-email,…
First, ask me up to 5 questions about my business and tools. Then give me a beginner step-by-step setup plan, plus copy-paste prompts/templates I can use. Plain English, and tell me if any step needs a tech helper.
via autopilotbusiness.ai/use-case/chicago-food-tours-activecampaign-digital-guidebook-capture-6-email-we/Step-by-step setup guide
> Cost: Paid. ActiveCampaign starts at $15 a month (Starter, billed annually, 1,000 contacts); most of what this guide uses needs Plus ($49) or higher, and texting is a paid add-on. 14-day free trial, no card.
Honest note: Rules, not AI. This is an older vendor customer page (the company describes 13 years in business from 2006, so roughly 2019), so the tools and plans have changed since. The 79% is a year-over-year increase in email capture rate, with no counts; the 18% private-event revenue rise is attributed to ActiveCampaign by the company's marketing head, with no other changes ruled out; and a 30% admin time saving is a self-estimate. The page says about a third of business comes from review sites, which is why the series asks for a review. Review rule: ask every guest for a review, never only happy ones, and never trade a discount for a review.
Prerequisites
- An ActiveCampaign account (Plus or higher).
- A digital guidebook (PDF or page) for each tour, and a form that collects the email.
- Your tour list, a discount code, links to your Google and TripAdvisor review pages.
- Someone who phones private-event enquiries.
Step-by-step setup
Step 1. Digital guidebook as a lead magnet. Put the guidebook behind a form that collects name and email. The page used a Typeform integration that dropped the email into an ActiveCampaign automation; I did not verify the Typeform connection steps, so the simplest route is an ActiveCampaign form under the Website area, and your guests scan a QR code or tap a link on arrival.
Step 2. The 6-email series. Automations (left menu) → Create an automation → Start from scratch → Add a start trigger → Submits a form (the guidebook form). Add the page's six emails spread over a month, with Wait steps between: (1) the guide for the tour they took; (2) a review ask with your Google and TripAdvisor links; (3) a related tour; (4) an invitation to follow you on social; (5) a blog post tied to email 3; (6) a discount code and a link to other tours. Use conditional content so guests only see the tour they booked.
Step 3. Private-event pipeline. Under Deals, add a pipeline with stages such as *New enquiry*, *Called*, *Quote sent*, *Booked* (the page says stage tasks emailed the coordinator). Start a second automation when an enquiry enters your follow-up stage so those who do not answer calls get a drip of emails instead of seven to ten manual attempts. Confirm the exact deal trigger name in the trigger list on your account.
Step 4. Optional website chat. The page also used ActiveCampaign's Conversations chat. I did not verify that feature on current plans, so skip it unless you see it in your account.
Easier: let your AI do it. ActiveCampaign publishes a remote MCP address (Settings (gear) → Developer → Remote MCP URL) that you can add to Claude as a connector (Customize → Connectors). I did not verify which actions it can take, so keep approval on for every write. ActiveCampaign's own Active Intelligence (icon above the search bar, or the ActiveCampaign logo for the home page) can also build a first draft of an automation from a typed prompt, which you then review and click Activate.
What success looks like
A test guest who submits the form gets the first email within minutes and the series appears scheduled for the next five. Compare your email-capture rate at tours with a month before, and count private-event enquiries that book.
Common issues & fixes
- Guests do not scan: train guides to hand a QR card at the start.
- Review email gets no response: keep it short and send it a day or two after the tour.
- Discount abused: use single-use codes.
Optional: Maintenance
- Quarterly: refresh the guide and offers.
- After each private event: update the deal and note what worked.
Copy-paste prompt
Paste into any AI chat to draft, then edit.
Write six short emails for a food-tour company, for guests who just downloaded our digital guidebook for the [TOUR NAME] tour. Email 1 delivers the guide. Email 2 thanks them and asks for an honest review at [GOOGLE LINK] or [TRIPADVISOR LINK]. Email 3 suggests a related tour [TOUR]. Email 4 invites them to follow us on [SOCIAL]. Email 5 shares a blog post about [TOPIC]. Email 6 gives discount code [CODE] for other tours. Friendly, under 120 words each, no pressure, no incentive for reviews.Sources
- Case: ActiveCampaign customer page: Chicago food-tour company. Credit: the sales and marketing director of a Chicago food-tour company (vendor customer page, about 2019)
- ActiveCampaign help: Create an automation from scratch
- ActiveCampaign help: Automation triggers explained
- ActiveCampaign help: Overview of plans
- ActiveCampaign help: Use Conditional Content
- ActiveCampaign help: Create and edit a pipeline stage
More with these tools: Slack automations
Industries: AI automation for Restaurants, Cafes & Food Businesses · AI automation for Hotels, Travel & Hospitality
Results as reported by the source; not independently verified. Community-sourced from public sites and attributed to the source platform. Original author? Ask us to correct or remove it. Read the disclaimer.