EventR AI Inbox

2026-06-30T13:48:47Z

Joachima:

== Overview ==
The EventR platform features integration with AI technology, to make managing your events, costs, and itineraries easier and more hassle-free. In the EventR Coordinator, an itinerary can be populated by '''''forwarding the bookings''''' to a designated email''.''

If your organisation is on the Standard plan or higher, you have access to the AI Inbox, which allows you to send emails containing itinerary-relevant documents to a provided '''eventr-bookings''' email, view AI-suggested itinerary items created based on those documents, and add them seamlessly to your itinerary.

To access the EventR AI Inbox go to the coordinator left side and click on '''AI Inbox'''. This opens the Booking AI page seen below.

=== Forward Your Bookings ===
To get started, click the "Forward Your Bookings" button on the top right.
[[File:Eventr-ai-forward.png|alt=Picture showing the AI Inbox, and where on the inbox the 'Forward Your Bookings' button can be found.|center|thumb|935x935px|You can also find this button on other pages, specifically those that allow you to view or add new itinerary items.]]
Ensure you have the correct itinerary selected. Copy the eventr-booking email address shown. Open your mail box and send or forward your bookings to the copied email address. Note that the supported file types in email attachments are:

* PDF
* XLS/XLSX
* DOC/DOX
* PPTX/PPT
* CSV
* TXT
* HTML
* XML
* EML
* JPG
* PNG
* BMP

[[File:Eventr-wiki-ai-copy-email.png|alt=Image showing the Forward Your Bookings popup.|center|thumb|707x707px|Make sure the correct itinerary is selected before copying the email address, as each address is unique to each itinerary.]]
Head back to the coordinator. A red dot on the Inbox AI icon on the sidebar indicates there is an unread email on the Booking AI page.

Go to Booking AI page. The ''Inbox tab'' displays all emails sent or forwarded to be reviewed for your itinerary. Inbox emails have a status indicated by dots:

* 🟡 Pending, currently being processed
* 🟢 Completed, ready for review
* 🔴 Failed, or timed out

The Archive tab displays emails or proposed itinerary items that have been archived. You can archive an email or itinerary item with the Archive button on the right when hovering over a section.

=== Add booking to the itinerary ===

==== Manually ====
Each email has a summary displayed on hovering on the email subject for successfully completed emails. Clicking on the subject also opens a summary overlay. You can see all the bookings that the AI has located by clicking the arrow on an email, dropping down the menu.
[[File:Screenshot 2026-05-29 at 09.58.02.png|center|thumb|736x736px|image indicating booking AI email booking counter and summary on hovering the email subject]]
[[File:Email with more info2.png|alt=booking create button|center|thumb|749x749px|Image showing email itinerary, email name and create button to add the booking to the itinerary]]Click the "+" button on any suggested itinerary item to add it to your itinerary. This should open the relevant section form. Make sure to double-check all the form information is correct, and make any edits needed. Then, click "''Save''". The booking is now successfully added to the itinerary.[[File:Eventr-wiki-ai-item-save.png|alt=An image showing a filled-out itinerary item from the AI Inbox.|center|thumb|706x706px]]To delete or archive multiple emails use the ''Select All'' checkbox. You can also select individual emails, and individual itinerary items.[[File:Eventr-wiki-ai-inbox2.png|alt=An image showing a new email and itinerary item in the AI Inbox.|center|thumb|752x752px|You can use the checkboxes on the left of emails or their section items to perform deletion or archive operations on multiple items at once.]]

==== Using Hotkeys ====
[[File:BookingAIHotkeys.png|thumb|Booking AI Hotkeys]]
You can also create a booking using keyboard shortcuts. Use the Up and Down arrow keys to navigate between emails and booking entries, and the Left and Right arrow keys to expand or collapse each email.

When a booking entry is selected, press '''C''' to create the booking. This performs the same action as clicking the '''+''' button.

=== Forwarded Bookings Format Cheat Sheet ===
EventR AI supports a broad list of file formats, but for an email to be processed successfully, certain pieces of information are useful for the AI to locate and set details correctly. If you're creating a spreadsheet of your itinerary and intending to use the AI to import your event, this section might be helpful.

====== General Rule ======
Members added to the section should have first and last names.

A section item must at least have a Start Time to be added successfully.

Any notes are added as booking additional information which are only visible to the members in that specific booking.

==== Flights ====

* Flight Number and Flight Date
* Departure and Arrival date and time,
* Departure and Arrival Airport codes
* Reference Number or seat number if provided
* Passenger specific information can be added as additional information

==== Accommodation ====
* Hotel name
* Guest names should ideally be in the same column.
* Hotel Default Check-in and Check-out date and times if all guests have the same check-in and out date and time
* Guest Check-in and Check-out date and times if there is a variation of the check-in and check-out date and time
* Booking reference ,room type or additional information if provided[Optional][[File:Hotel important information for AI.png|alt=hotel key information|center|thumb|917x917px|Sample image showing hotel key information for successful AI processing]]

==== Hire/Rental Car ====
[[File:AI hire card file format.png|alt=Image showing hire car file format or required data for a successful AI data extraction|center|thumb|938x938px|Image showing hire car key information for a successful AI processing]]

==== Transport ====
[[File:Ai transport file format.png|alt=Image showing transport key information for a successful Ai processing|center|thumb|955x955px|Image showing transport key information for a successful Ai processing]]

==== Activities ====

==== Parking ====

File:BookingAIHotkeys.png

2026-06-30T13:36:34Z

Joachima:

Booking AI Hotkeys

Hotkeys

2026-06-30T13:19:55Z

Joachima:

[[File:HotkeyUnderline.png|thumb|Underlined text showing hotkeys "C" (Cancel), "S" (Save) and "R" (Return to AI Inbox)]]
In the ECH (EventR Coordinator Hub), you can use keyboard shortcuts for any option where the first letter is underlined, like this:

Hotkeys

2026-06-30T13:19:31Z

Joachima:

Hotkeys

2026-06-30T13:18:41Z

Joachima:

[[File:HotkeyUnderline.png|thumb|Underlined text showing hotkeys "C" (Cancel), "S" (Save) and "R" (Return to AI Inbox)]]
In the ECH (EventR Coordinator Hub) you can use hotkeys when you see any text where the first letter is underlined like so.

2026-06-03T09:46:59Z

Joachima:

Our Bobbins are our mascots! We have several with different names!

=== Oliver (Robobobbin) ===
{| class="wikitable" style="width:100%;"
|+
!Variant
!Use
!SVG Image
|-
|Standard
|Can be found in Expenses
|[[File:OliverRoboBobbin.svg|150px]]
|}

=== Clive ===
{| class="wikitable" style="width:100%;"
|+
!Variant
!Use
!SVG Image
|-
|Jetpack
|
|[[File:CliveJetpackBobbin.svg|150px]]
|-
|Admin
|This bobbin can be found in the ECH, when you have no hire cars and when you have no parking. This bobbin can also be found in the EventR Team App on the Home page when you have created a new itinerary but there is no sections yet and on the summary page.
|[[File:CliveAdminBobbin.svg|150px]]
|-
|Celebrate
|This bobbin can be found in the EventR Team App on the home page when an itinerary has ended.
|[[File:CliveCelebrateBobbin.svg|150px]]
|-
|Inflatable Ring
|This bobbin can be found on the access request page on the App and ECH when you have no access requests
|[[File:CliveInflatableRingBobbin.png|150px]]
|}

=== Jade ===
{| class="wikitable" style="width:100%;"
|+
!Variant
!Use
!SVG Image
|-
|Flight
|
|[[File:JadeFlightBobbin.svg|150px]]
|-
|Golf
|
|[[File:JadeGolfBobbin.svg|150px]]
|-
|Walking
|
|[[File:JadeWalkingBobbin.svg|150px]]
|-
|Bike
|
|[[File:JadeBikeBobbin.svg|150px]]
|-
|Email
|
|[[File:JadeEmailBobbin.svg|150px]]
|-
|Headset
|
|[[File:JadeHeadsetBobbin.svg|150px]]
|-
|Bride
|
|[[File:JadeBrideBobbin.svg|150px]]
|}

=== Harper ===
{| class="wikitable" style="width:100%;"
|+
!Variant
!Use
!SVG Image
|-
|Running
|
|[[File:HarperRunningBobbin.svg|150px]]
|-
|Hat
|
|[[File:HarperHatBobbin.svg|150px]]
|-
|Florist
|
|[[File:HarperFloristBobbin.svg|150px]]
|-
|Bed
|
|[[File:HarperBedBobbin.svg|150px]]
|}

=== Jeremiah ===
{| class="wikitable" style="width:100%;"
|+
!Variant
!Use
!SVG Image
|-
|Suitcase
|
|[[File:JeremiahSuitcaseBobbin.svg|150px]]
|-
|Car
|
|[[File:JeremiahCarBobbin.svg|150px]]
|-
|Singing
|
|[[File:JeremiahSingingBobbin.svg|150px]]
|-
|Business
|
|[[File:JeremiahBusinessBobbin.svg|150px]]
|-
|Business
|
|[[File:JeremiahBusinessBobbin.svg|150px]]
|-
|Business
|
|[[File:JeremiahBusinessBobbin.svg|150px]]
|-
|Business
|
|[[File:JeremiahBusinessBobbin.svg|150px]]
|}

2026-05-08T12:53:40Z

Joachima:

The Flights tab on the ECH allows you to view all your scheduled flights as well as add new flights.

== Adding a flight ==
[[File:ECHFlightsTab.png|thumb|947x947px]]

<div style="width:100%;"></div>