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Email Import Guide

TripProspect can automatically extract details from most travel confirmation emails. Here's how to get the best results.

How Email Import Works

When you forward a confirmation email to your unique import address, our AI:

  1. Identifies the supplier (hotel, airline, tour company, etc.)
  2. Extracts key details (dates, times, locations, confirmation numbers)
  3. Creates structured blocks ready for your itinerary
  4. Suggests placement in your timeline

Supported Suppliers

Hotels & Accommodations

  • Major chains: Marriott, Hilton, Hyatt, IHG, Accor, Choice Hotels
  • Boutique hotels: Direct booking confirmations
  • Vacation rentals: Airbnb, VRBO, HomeAway, direct owner emails
  • OTAs: Booking.com, Expedia, Hotels.com, Priceline, Agoda

Airlines & Transportation

  • All major airlines: American, Delta, United, Southwest, JetBlue
  • International carriers: British Airways, Lufthansa, Emirates, Air France
  • Car rentals: Hertz, Avis, Enterprise, Budget, National, Alamo
  • Ground transport: Private transfers, rail tickets, bus confirmations
  • Ride services: Uber/Lyft reservations, airport shuttles

Activities & Tours

  • Tour operators: Viator, GetYourGuide, Tripadvisor Experiences
  • Local operators: Small tour companies, private guides
  • Restaurants: OpenTable, Resy, direct reservations
  • Attractions: Museum tickets, show bookings, theme park reservations
  • Activities: Spa appointments, golf reservations, cooking classes

Import Best Practices

✅ What Works Best

  • Forward original emails (don't screenshot or copy/paste)
  • Include all attachments (PDFs often contain additional details)
  • Forward immediately after receiving confirmations
  • One email per forward (don't bundle multiple confirmations)
  • Use the original confirmation (not a forwarded chain)

⚠️ Common Issues to Avoid

  • Screenshots don't work - We need the original email text
  • Forwarded chains - Send the original confirmation, not a forward-of-a-forward
  • Copy/paste - Formatting and metadata get lost
  • Bundled emails - Separate confirmations work better than combined bookings

Supplier-Specific Tips

Hotel Confirmations

What imports well:

  • Check-in/check-out dates and times
  • Room type and guest count
  • Hotel address and contact information
  • Confirmation and cancellation numbers

May need manual entry:

  • Special requests (late checkout, room preferences)
  • Amenity details (breakfast included, spa credits)
  • Upgrade information from status programs

Flight Confirmations

What imports well:

  • Flight numbers, dates, and times
  • Departure and arrival airports
  • Seat assignments and confirmation codes
  • Airline contact information

May need manual entry:

  • Baggage allowances and restrictions
  • Meal preferences and special services
  • Frequent flyer program benefits
  • Airport lounge access

Tour and Activity Confirmations

What imports well:

  • Tour dates, times, and duration
  • Meeting locations and pickup details
  • Tour operator contact information
  • Cancellation policies

May need manual entry:

  • What to bring or wear
  • Difficulty level and age restrictions
  • Weather contingency plans
  • Tipping guidelines

International Bookings

Language Support

Best results: English-language confirmations Good results: Spanish, French, German, Italian confirmations May need help: Other languages - contact support for assistance

Currency and Time Zones

  • Currencies automatically detected and can be converted
  • Time zones preserved from original confirmations
  • Date formats standardized for client clarity

Troubleshooting Import Issues

Email Didn't Import

Check these first:

  1. Spam folder - Processing notifications might be filtered
  2. Import address - Verify you used the correct email
  3. Original email - Make sure you forwarded the confirmation, not a screenshot
  4. Processing time - Some complex emails take 2-3 minutes

Still not working?

  • Try forwarding again (sometimes emails need reprocessing)
  • Check if the supplier is on our supported list
  • Contact support with the original email for manual processing

Missing or Incorrect Information

Common causes:

  • Minimal confirmations - Some suppliers provide very basic details
  • PDF-only details - Important info might be in attachments
  • Custom formats - Small operators may use non-standard layouts
  • Multiple services - Combined bookings sometimes split incorrectly

How to fix:

  1. Edit any block by clicking the pencil icon
  2. Add missing details manually in the timeline editor
  3. Upload PDFs to the trip's document library
  4. Save corrections as templates for future bookings from that supplier

Wrong Dates or Times

Usually caused by:

  • Time zone confusion - Especially for international travel
  • Multiple date formats - DD/MM vs MM/DD variations
  • Confirmation vs travel dates - Some emails show booking date prominently

To correct:

  • Click Edit on the affected block
  • Double-check time zones against original confirmation
  • Verify AM/PM for flight times and check-ins
  • Confirm date format with the original booking

Advanced Import Features

Bulk Import

For complex trips with many confirmations:

  1. Forward all emails to your import address within a few minutes
  2. Wait for all notifications before organizing
  3. Group related items using the timeline editor
  4. Create day-by-day sections for better organization

Template Creation

Save time on repeat bookings:

  1. Import a well-formatted confirmation from a preferred supplier
  2. Perfect the formatting and add your standard notes
  3. Save as template for future bookings with that supplier
  4. Share templates with team members (Agency plans)

Import Notifications

Stay informed about processing:

  • Immediate notification when email is received
  • Processing complete notification with preview link
  • Error notifications if import fails
  • Weekly summaries of all imported items

Manual Entry Backup

When email import isn't available or doesn't work perfectly:

Quick Manual Entry

  1. Choose activity type (flight, hotel, restaurant, etc.)
  2. Fill essential details (time, location, confirmation number)
  3. Add description with key information
  4. Include contact details for service provider

Copy from Existing

  • Duplicate similar blocks and edit details
  • Use templates from previous trips
  • Import from calendar if you have events scheduled
  • Batch create multiple similar activities

Getting Better Results

Train Your Import

Help our AI learn your preferences:

  • Correct any mistakes in imported blocks
  • Add standard information you always include
  • Save supplier templates for consistency
  • Provide feedback on import quality

Optimize Your Workflow

  • Forward emails immediately after booking
  • Check imports daily to catch any issues
  • Build template library for common suppliers
  • Share best practices with team members

Remember: Email import is designed to save you 80% of the manual work. The remaining 20% - your personal touches, local insights, and client-specific notes - is what makes you irreplaceable as a travel advisor!

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