Main Issue 

• TripSuite has no API or custom fields, which makes tracking additional booking information difficult and time consuming, often requiring multiple follow ups with sales reps handling the bookings.

Main Goals

• Track the additional info in an efficient manner.
• Ensure booking data remains accurate and up to date through automated emails and prefilled forms.
• Create a centralized system for the team to track and manage bookings.

How These Goals Were Achieved

• Implemented a central tracking system in Airtable for all bookings.
• Set up automated emails to request missing or additional information.
• Integrated an AI step within Relay.app to read booking spreadsheets received from TripSuite. 
• Automatically create and map booking records into the appropriate Airtable base.

Platform Overview

Airtable serves as the central database. It provides a spreadsheet-style interface with the structure and power of a relational database, allowing for reliable tracking and future automation expansion.

Booking AI Automation Flow

A booking report is created in TripSuite and sent to a designated email address:

1. AI within Relay.app reads the Excel booking spreadsheet.
2. The extracted data is structured and formatted.
3. A new record is automatically created and mapped to the correct fields in Airtable

Additional/ missing info request Flow

Every Monday at 8:00 AM, Airtable is reviewed for incomplete booking records. If required data is missing, the booking assignee receives an email containing the details already on file and a prefilled form requesting the remaining information so the record can be updated.

This is a sample email requesting additional information with the form linked in the email.