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Record and review reservations

User guide index

To receive booking confirmations from Gmail, see Automatic Email Forwarding.

Accepted Owners and Planners can manage reservations and their reviews. Accepted Members can view them. ViaMore records bookings; these actions do not place, modify, or cancel a booking with an external provider.

Record a reservation manually

  1. Open Reservations and select + Add reservation.
  2. Choose the reservation type and status, then enter a name.
  3. Select a start date and an end date if known. For a same-day booking, select the same date twice.
  4. Enter the provider and confirmation number when available.
  5. Expand Additional details for site/room/unit, guests, cost and currency, times, location, contact details, and notes.
  6. Under the trip links, optionally choose an overnight plan, activity or eligible rental car from this trip. A reservation can link to only one of these. A rental's pickup and return schedule supplies its linked booking schedule.
  7. Review the information and select Create reservation or Save changes.

Example: record Watchman Campground · site B023, May 14–16, 2027, two guests, confirmation ABC123, total 70 USD. Link it to the existing Watchman overnight plan.

For time zones, use an IANA name such as America/Denver. Start and end zones are independent. If validation identifies a repeated daylight-saving time, supply the appropriate offset in minutes rather than guessing.

Enter the optional Reservation link in the create or edit form. Use the link to your actual booking or confirmation, separately from the property's general Website under Contact & notes. Select Create reservation or Save changes to save the link. Replace it to update it, or clear it and save to remove it.

Saving a link does not read its page or run AI. A valid link can be saved even if the page cannot be extracted. The reservation details page shows Open reservation page, which opens the saved link in a new tab without sending a referrer. Treat shared booking links as private: they may contain access tokens. Accepted trip members can view reservation details; only accepted Owners and Planners can edit.

  1. Enter a reservation link and select Extract details beside it. Extraction starts only when clicked; opening the form, editing the URL and saving do not start extraction. The page text is sent to the configured AI provider, using the trip owner's AI allowance.
  2. Wait for Review extracted details. If several bookings are found, choose one to review. Read warnings and Source evidence, especially for booking status, confirmation number, dates, local times, currency and payment details. A property or availability page is not proof of a confirmed booking.
  3. Compare Current draft with Proposed (editable). Correct the proposal and select Use for each detail you want to accept. Existing reservations start with every change unchecked. For a new booking, suggestions for untouched empty fields may be checked initially; populated fields need your choice. Unchecked or missing values leave your entries unchanged. If the proposed amount and currency differ from your draft, accept both together. A manual currency edit during review also prevents applying an amount with the wrong currency; review the pair again or enter it manually.
  4. Select Apply selected details to copy those values into the draft form. Access and the reservation version are checked first. Manual edits made during review are preserved. Undo AI fill can undo applied values while retaining subsequent manual edits.
  5. Review the complete form, then select Create reservation or Save changes. This saves the source link and your accepted, corrected details together.

Extraction and applying suggestions do not save a booking or create a placeholder reservation. Discard suggestions leaves the link, manual entries and saved reservation unchanged. Closing an unsaved editor discards its draft. Changing the source link discards the pending proposal; extract again to review the new page.

If someone changes the reservation while you are reviewing it, reload the current booking and extract again. A change made after the pre-apply check is also caught when saving. Do not rely on a stale proposal to overwrite someone else's work. Rental-controlled schedule and location fields remain controlled by the rental. Saving extracted details does not move trip days, activities or overnight plans, or clear Needs Review; review related records separately when dates differ.

Handle inaccessible pages or extraction failures

The page may require login or JavaScript, the shared link may have expired, or the destination may be blocked. PDFs, images and some other content cannot be read by link extraction. ViaMore does not sign in to providers or bypass CAPTCHA. A page with no usable booking details can also produce no proposal or an incomplete one.

Your link and manual form entries stay in place after a failure. You can save the valid link and enter details manually, select Fill from text with AI to paste the confirmation, or open Import Reservation for its existing text review workflow. Copy confirmation text from a document or image if needed. Where a document or attachment upload is already available, keep using that option; link extraction does not replace uploads or modify attached files, and does not add a PDF/image parser to the reservation form.

If the AI allowance is unavailable or the provider fails, continue manually or retry explicitly when the issue is resolved. Avoid repeated clicks while a request is running. The provider may return partial details: verify them against the confirmation and leave unknown values blank rather than guessing.

Fill a form from text

  1. In the add or edit form, paste a booking confirmation into Fill from text with AI.
  2. Select Analyze & fill fields.
  3. Review the filled values and warnings. Correct anything uncertain or use Undo AI fill.
  4. Submit the reviewed form to save it.

The text is sent to the configured AI provider. Analysis does not save a reservation. AI availability is not verified.

Import one or more reservations

  1. Select Import Reservation, paste the text, and select Analyze.
  2. Open Review / Edit for each candidate you want to keep.
  3. Compare the extracted information with Source evidence. Correct dates, booking status, confirmation numbers, and amounts.
  4. Select the destination trip. Optionally select one overnight plan or one activity, or leave both as None. Suggested relationships are suggestions, not facts from the confirmation.
  5. If offered, confirm that the text represents an actual booking. A quote or an idea should not be treated as a booking.
  6. Select Update Preview and resolve errors. Changes after a preview require another preview.
  7. Select Approve / Add Reservation to save that item, or Skip this item.
  8. Repeat for other candidates. Use Close and discard remaining candidates when finished.

Rental confirmations can also be reviewed through text import to create a Planned rental with a linked reservation. Review pickup and return independently and assign the driver afterward. See vehicles and rental cars. Airline confirmations use the separate Flights import; flight bookings do not create generic reservation records.

Approval is per reservation. Closing the remaining review does not undo items already added. Temporary import reviews can expire or disappear after a restart.

Review reservations after planning changes

  1. Open Reservations and select Needs Review.
  2. Open each flagged reservation and compare it with the current trip, activity, or stay.
  3. Check actual booking details with the provider as needed. Edit the ViaMore record if you have confirmed changes.
  4. Return to reservation details and select Mark Reviewed when satisfied.

Saving edits alone does not clear Needs Review. The review flag is separate from booking status. Moving an activity also preserves its reservations, so check date-mismatch warnings.

Review suggestions prepared by an AI assistant

  1. Select Review suggestions in Reservations.
  2. Read the saved proposal, target overnight plan, warnings, errors, and possible duplicates.
  3. Select Approve and create reservation only if the proposal is correct and approval is available, or select Reject.
  4. Open the saved reservation after approval to check it.

Preparing a suggestion does not create a reservation. This workflow requires a connection authorized for trips.read and trips.write, plus accepted Owner or Planner access. The checked-in ChatGPT client allows both scopes; previously connected users must reconnect and consent to the expanded permissions after the deployed configuration is updated. See connecting an AI assistant.

Attach tickets and confirmation images

Open a saved reservation's details or edit dialog and find Tickets & images. Accepted Owners and Planners can add and change attachments; accepted Members can view them. Save a new reservation before adding attachments.

Choose Add image, then Upload image or Add image link. Upload a JPEG, PNG, or WebP file with an optional label. You can attach several images. Stored images appear as thumbnails; link-only attachments appear as external-link cards.

Enter a direct HTTPS image URL and an optional label. Save a copy to ViaMore is checked by default: ViaMore validates the JPEG, PNG, or WebP image and stores a private copy. Original image bytes are preserved for viewing and downloading.

Uncheck the box to save only a link. ViaMore does not fetch or embed a link-only image; choose Open external image to open it. External links may expire or require a login. An editor can later choose Save a copy to ViaMore beside a saved link.

If an import fails, the form keeps your URL, label, and selection. Read the error and retry, or explicitly choose Save link only instead. A failed import of an existing link keeps that link. ViaMore does not bypass login pages or CAPTCHA.

If the URL opens a web page or is not a supported direct image, use Upload image to attach a screenshot instead. Attachments do not extract or change reservation details and do not interpret QR codes.

Choose View stored image to show the full original in a clear viewer. Fit whole image keeps all borders visible; use +, −, 100%, or pinch zoom on a phone to enlarge it, and scroll while zoomed. Controls stay outside the image. Download original saves the original bytes. Choose Close or press Escape to return to the reservation or selected Navigator day.

Editors can expand Edit label and select Change label. To remove an attachment, expand Remove attachment, then choose Confirm removal or Keep attachment. Removing a stored attachment deletes its private copy.

While an action is running, the section shows progress and prevents another submission. Validation errors retain entered values. After a connection or storage failure, use Reload attachment list before retrying so you can check whether the earlier action finished.

In Navigator, reservations with attachments show View ticket / QR code. A single stored image opens directly in the viewer. Several attachments or a link-only attachment open a compact picker. Choose the stored image or Open external image yourself; the picker never opens external pages automatically.

Record cancellation or remove a record

  1. Open the reservation details and select the cancellation or removal action.
  2. Read the confirmation screen.
  3. Use Mark reservation as cancelled to retain booking details and history with cancelled status. Use the removal confirmation only when you intend to remove the ViaMore record.

Neither action contacts the provider. Arrange any actual cancellation with the provider separately.

Find a place to book

Use Find Accommodation from an overnight plan to open your preferred booking website or ViaMore campsite search. Browsing providers does not create or change a reservation. After booking, add the confirmation to ViaMore and link it to the intended overnight plan.