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Add travel booking via email parsing

This guide is written for Administrators.

Last updated: March 12, 2024

What is email parsing?

Safeture provides an option to integrate travel booking data by sending booking confirmations to a dedicated email address. These emails will automatically be parsed to retrieve both booking and traveler data, and the system will try to connect this data to existing Safeture users.

This feature gives both Safeture users and TMCs/travel managers the ability to integrate booking data to the Safeture Platform without any major integration work or technical expertise.

Note: To see which languages the parsing engine support, please click here.

Choose your method for email parsing

There are two different methods for email parsing. Select the option that is most suitable for your situation, and follow its instructions.

Method 1: End-user instructions

If you are doing email parsing for your own travel booking as an end-user, please follow these instructions.

Method 2: Parsing on behalf of someone else

If you are doing email parsing on behalf of someone else, please follow these instructions.

End-user instructions

When you have received a travel booking confirmation from a booking agency via email, forward it to the following email address: @safeturetravel.com email.

Note! Replace with the name of your organization.

Go through this list of best practices before sending the email:

  1. The email should be sent from the same email address as the user has registered in the Safeture platform.
  2. The @safeturetravel.com email address must be put in the TO:-field of the email.
  3. The email being forwarded must be the booking confirmation only, including any eventual PDF attachment. Pre-trip approvals, non-itinerary emails, invoices, etc. are not supported.

If these instructions are not followed, the platform will most likely not be able to integrate the booking at all.

Parsing on behalf of someone else

As an alternative to the user option above, you can forward the travel booking confirmations on behalf of someone else without involving the traveler.

These emails should be sent to .tmc@safeturetravel.com.

Example: You can send your co-worker’s travel booking confirmation or your Travel Management Company (TMC) to the Safeture Platform.

These instructions must be followed for the parsing to be successful:

  1. The email must be sent to the traveler directly using the TO:-field of the email.
  2. The traveler email address must be the same as the traveler has registered in the Safeture platform.
  3. The TO:-field must only contain the email for the traveler. Any other email address must be put in the CC:-field.
  4. The .tmc@safeturetravel.com email must be put in the CC:-field of the email.
  5. The email being forwarded must be the booking confirmation email only, including any eventual PDF attachment. Pre-trip approvals, non-itinerary emails, invoices etc. are not supported.

If these instructions are not followed, the platform will most likely not be able to integrate the booking at all.

Best practices to ensure optimal parsing

  1. Email content should be the original booking confirmation email provided by the point of sale.
  2. Refrain from sending in emails with a lot of forwards or email conversations as this may cause the parse to fail.
  3. Photos or scans of bookings/itineraries will not be parsed.
  4. Boarding passes will likely not be parsed.
  5. Include only one booking/itinerary per email. Multiple bookings are not supported on a single email.
  6. Nested emails as attachments or calendar file attachments are not supported. Please only attach one file to the email (ex. Booking.PDF).
  7. Booking format can be HTML email or a PDF attachment (if that is what the point of sale provided). Please note that PDF files must be possible to copy and paste. Scanned or PDF file that’s an image is not parsed. Encrypted PDF files are not parsed.
  8. Booking emails must have all required information in order to parse. If an email is missing a key required component, the parse will fail. (See Addendum 1)
  9. Data is parsed exactly how it is provided in the email. No additional resources are used to look up additional information if it’s not available in the original email. As a rule of thumb, the email is parsed exactly how it appears.

Addendum 1: Minimum Email Parsing Required Fields

Air

  • Airline name
  • Flight Number
  • Departure location
  • Arrival location
  • Departure time
  • Arrival time

Hotel

  • Hotel name
  • Address
  • City
  • Check-in date
  • Check-out date

Car

  • Car company
  • Pick-up address
  • Pick-up city
  • Pick-up date
  • Pick-up time
  • Drop-off address
  • Drop-off city
  • Drop-off date
  • Drop-off time

Rail

  • Rail line
  • Train number
  • Station of departure
  • Departure date
  • Departure time
  • Station of arrival
  • Arrival date
  • Arrival time

Activity

  • Activity type
  • Activity title
  • City
  • Start date
  • Start time
  • End date (may be required depending on the activity type)
  • End time (may be required depending on the activity type)

Rail

  • Rail line
  • Train number
  • Station of departure
  • Departure date
  • Departure time
  • Station of arrival
  • Arrival date
  • Arrival time

Do you wish to subscribe to email parsing error notifications?

Safeture has added error notifications to the parsing process to prevent a failed email parsing attempt from going unnoticed. Safeture performs a check, and if any of the parsed travel data is incorrect, both the user sending the parsing email and the administrators for that account will get an error notification email. This email contains information presenting the cause of the error so that it can be corrected. See an example of the email here:

Click here to see the guide for how to activate email parsing error notifications as an Admin.