Import booking PDFs and review before saving
Most itineraries arrive as a pile of confirmation PDFs. Import reads them, proposes the segments it found, and waits. Nothing enters the trip until you approve it.
Importing
- Open the trip and scroll to Itinerary.
- Press Import PDFs (AI).
- Select one file, or up to ten at once. PDFs and images both work; each file must be under 15 MB.
- Wait — the button reads Extracting… while the files are read.
- Review what comes back, then accept.
Add the travellers before you import. Passenger names printed on tickets are matched against the trip's roster, and there is nothing to match against on an empty trip.
The batch summary
When you import several files at once, a panel appears first: AI import — N files processed, one row per file. Each row says what the file turned out to be:
- Itinerary — schedule data worth extracting as segments.
- Document — a voucher, ticket, passport or insurance scan the traveller will need as a file.
- Itinerary + document — a confirmation that is also the voucher, such as an e-ticket.
Files that count as documents are filed under Documents & vouchers straight away, with the type and the owner the extraction picked, and a green tick if the file satisfies one of the trip's required documents. That part is not held for approval — a stored file sends nothing to anyone. See Required documents and chasing if the match is wrong; you can correct it on the document card.
The review step
Itinerary content appears in its own panel: Review extracted segments (N) — uncheck anything wrong before adding.
Each row shows the segment's type icon and title, the start time in the segment's own timezone, the confirmation code as printed, the travellers whose names were matched, and a percentage.
The percentage is the extraction's confidence in the critical fields — dates, times, locators. It is colour-coded: green at 80% and above, amber from 50%, red below. Rows at 50% and above are ticked for you; anything below 50% starts unticked. Treat the number as a request for attention, not a verdict: an amber row is usually right, and a green row on a badly scanned fax is still worth a glance.
Warnings sit above the list, prefixed with the filename when you imported several files. They are written by the extraction itself: an unreadable date, a passenger name that matched nobody, a booking that could be one of two years.
Untick anything you do not want and press Add N segment(s). Press Cancel to discard the proposals entirely.
What import does not do
It does not invent. A date, time or confirmation code that cannot be read is left out and reported as a warning, with the confidence lowered — it is never filled with a plausible guess.
It does not let you correct a proposal in place. The review list is a set of tick boxes. If a row is nearly right, accept it and edit the segment afterwards; if it is badly wrong, leave it unticked and add the item by hand.
It does not keep proposals. Cancelling, or leaving the page, drops the unaccepted rows. Documents already filed stay where they are; re-import the file to see the proposals again.
It does not act on anything before you accept. Accepted segments are marked as reviewed, and reviewed is what lets a segment drive briefs, reminders and alerts. See What the concierge sends, and when.
Files travellers send in chat
A traveller who sends a booking to the concierge gets it read the same way. The file is stored under Documents & vouchers as theirs, and any bookings inside it appear on the itinerary carrying a Needs review badge.
Those segments are inert. They are visible to your team and to nobody else, and they trigger no message of any kind until they are confirmed. See Editing, cancelling and deleting itinerary items.
Timezones in imported segments
The extraction sets both the starting timezone and, where the leg ends somewhere else, Ends in (timezone) — including for trains, coaches and ferries, which are the ones people forget. It will also add a Timezone change item when the itinerary implies a zone change that no booking carries, such as a self-drive day across a border. This matters more than it sounds: it is what keeps a morning message in the morning. See Timezones and the traveller's clock.