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Automatic Email Forwarding

User guide index

Automatically send selected travel confirmations from Gmail to your private ViaMore address. ViaMore suggests booking updates for you to review; it does not change a trip until you approve. Availability depends on your site's version and setup.

Choose the right forwarding address

Email Intake settings shows two kinds of address. Use Your forwarding address for an individual email you forward yourself. For automatic Gmail setup, use the separate destination generated under Automatic Email Forwarding for that source account. Add that exact destination in Gmail and select it in every related filter. The general manual address does not track a Gmail connection's verification.

For a manual forward, copy the general address, forward the complete confirmation to it, then open Email Imports to review the result. Keep readable booking facts in the body; attachments are preserved for download rather than automatically read.

Add your Gmail account

  1. Open Email Imports, then Forwarding address to reach Email Intake settings. You can also use Profile → Set up automatic forwarding.
  2. Under Automatic Email Forwarding, select Add Email Account.
  3. Choose Gmail and enter your Gmail or Google Workspace address. Select Continue. Entering an account you already configured resumes that account's setup.
  4. Copy your personal forwarding address. Keep it private.
  5. On a computer, open Gmail and select the same source account. Open Settings → See all settings → Forwarding and POP/IMAP (or Forwarding).
  6. Select Add a forwarding address, paste your ViaMore address, and confirm Gmail's request. Return to ViaMore and choose I added the address.

Each source account has a separate address. No Gmail password or OAuth connection is required in ViaMore.

Complete verification

Gmail sends a verification message to ViaMore. The setup window checks for a few minutes; use Refresh Status if checking has paused.

When you see Gmail verification email received, select Show verification details. Enter the displayed code in Gmail, or select Confirm Forwarding on Google if available. The link opens Google only when you select it.

After completing Google's instructions, select I completed Google verification in ViaMore. The status becomes Awaiting forwarded email. Reporting completion does not mean ViaMore has checked Google's settings. A message must arrive at your ViaMore address before the connection shows Active.

If ViaMore cannot safely verify the message, it withholds its link and code. Request another verification in Gmail. Contact ViaMore support if this persists; the site's mail authentication setup may prevent confirmation details from being displayed. Repeated requests cannot fix that site configuration. Meanwhile, use the separate general address for individual manual forwards. Details also expire locally after 24 hours, so request a new message if they have expired.

Return to Gmail's forwarding settings and refresh the browser after verification. Confirm that the ViaMore destination is available before creating your filters.

Create sender-specific filters

Keep Gmail's account-wide Forward a copy of incoming mail setting disabled when you want only travel emails forwarded. Keep your original messages in Gmail.

  1. Open a real booking email from Expedia, Delta, United, American, Marriott, Hilton, Airbnb, Recreation.gov or another provider. Copy its actual sender address or domain; providers can use several addresses.
  2. Open Gmail search options and enter the sender criteria in From. Add booking terms if useful.
  3. Search and inspect the results. Narrow the criteria until only the messages you want to share match.
  4. Reopen search options, select Create filter, choose Forward it, and select your verified ViaMore destination. Save the filter.
  5. Repeat for more senders, or preview a combined filter carefully.

The sender helper in ViaMore only helps copy your criteria. It does not save or change a Gmail filter. Filters forward new matching messages; selecting old search results does not send those old messages. See Google's forwarding instructions and filter instructions, checked October 28, 2026.

Check delivery and approve booking updates

Wait for a new message that matches your filter. Manually forwarding an old message tests the address but does not prove your automatic filter works.

The Delivery step shows status, latest receipt, received count, processing result and recent imports. Active means ViaMore received a message at the address; it does not mean ViaMore can inspect Gmail settings. Counts include earlier addresses for the same connection and exclude verification messages.

Open Email Intake history and review the original message, warnings and proposed fields. Choose an existing trip, correct missing or mistaken details, save the draft and inspect the comparison. Verify it, then approve each change you want. Accepted Owners and Planners can approve; shared trip access does not share your intake inbox. Flights retain flight segments rather than becoming generic reservations. An email with no booking proposal creates no trip update. Attachments are available for private download; include readable booking details in the email body for extraction.

Troubleshooting

  • No verification: check the Gmail account and copied address, request another message in Gmail's forwarding settings, then refresh ViaMore. Support may need to check inbound delivery or verification compatibility.
  • Needs attention: read the displayed explanation. ViaMore never substitutes an untrusted confirmation link. For processing errors, open the import and retry when available; configured retry limits still apply.
  • Awaiting forwarded email: preview Gmail's filter criteria, confirm the exact destination, and test with a new matching message. A filter does not forward old search results as a setup test. Workspace administrators can restrict forwarding.
  • Wrong or duplicate setup: reopen the existing account. Replayed deliveries do not create another suggestion; identical content may appear as Duplicate.
  • Changed settings or expired session: refresh status or sign in again before retrying. Automatic checks pause after five minutes and when you close setup.

Disable or replace the address

Open Manage for the account. Disable intake stops accepting new messages after you confirm. Existing imports remain readable. In Gmail, open Settings → See all settings → Filters and Blocked Addresses, and edit/delete filters forwarding to ViaMore. Remove the destination under Forwarding settings too. Disabling ViaMore does not remove Gmail filters for you.

Rotate address revokes the old address immediately. Confirm the change, verify the new destination in Gmail, and update every affected filter. Old imports remain.

Privacy and security

Only forward the travel messages you intend to share with ViaMore. Anyone who learns your intake address can submit messages to it, but possession of it never grants inbox reading or trip approval. Rotate it if exposed.

Verification credentials are protected, withheld unless safely validated, and shown only to you. They are never sent to booking extraction. Ordinary email text is sent to the site's configured AI extraction provider; review its output before approval. Original email HTML does not run in the browser. Do not trust attachment contents solely because they were accepted for download.

Source emails, attachments and unresolved suggestions follow the site's retention period (normally 90 days); approved booking records remain in the trip. Minimal delivery receipts remain for duplicate protection until account deletion. Existing database backups follow the site's backup policy.