EventR AI Inbox

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.

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

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The Archive tab displays emails or proposed itinerary items that have been archived.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.

image indicating booking AI email booking counter and summary on hovering the email subject

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.

Once the booking has been saved successfully you can press the "Return to Ai Inbox" button which will take you back to the ai inbox so you can pickup where you left off.

To delete or archive multiple emails use the Select All checkbox. You can also select individual emails, and individual itinerary items.

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

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.

Hotkeys underlined

During the creation flow if you see any action text underlined this means it can be pressed using the letter that is underlined.

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]

  

  Sample image showing hotel key information for successful AI processing

Hire/Rental Car

Image showing hire car key information for a successful AI processing

Transport

Image showing transport key information for a successful Ai processing