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1.11 Email-Based Booking Automation

AI Email Booking Automation​

Module: Booking & Reservation
Provided by: YelowSoft

🔍 Overview​

YelowSoft's AI Email Booking Automation module reduces manual booking efforts by converting trip requests received via email into live bookings in the dispatch system. This feature is ideal for companies that regularly receive trip requests from agents, partners, or third-party systems through email.

💡 Why This Feature is Needed​

Many taxi and dispatch companies receive booking details over email, such as:

  • Trip requests from travel agents or hotel partners
  • Customer pickup/drop-off details
  • Passenger information and vehicle preferences

Traditionally, the admin would manually review these emails and enter the details into the dispatch system, which is time-consuming and prone to errors.

⚙️ How It Works​

  1. Designated Email Integration

    • Your company provides a designated booking email (e.g., bookings@yourcompany.com)
    • All booking-related emails from agents or partners are sent to this email

  2. AI Data Extraction

    • YelowSoft’s AI engine scans each incoming email
    • Extracts relevant information such as:
      • Customer name & contact
      • Pickup and drop-off locations
      • Preferred vehicle type
      • Number of passengers/luggage
      • Requested time/date

  3. Automated Booking Generation

    • The system validates the data and generates a booking directly in the YelowSoft admin panel
    • It follows your configured dispatch algorithm to send the trip request to available nearby drivers

  4. Real-Time Notifications

    • The customer receives updates automatically (via SMS/email if configured)
    • The driver receives the trip assignment instantly based on availability

✅ Benefits for Taxi Companies​

  • 🔁 Automation: Reduces manual entry by converting emails into bookings automatically
  • ⏱️ Efficiency: Speeds up the booking process and improves response time
  • ❌ Error-Free: Minimizes human errors from manual input
  • 📈 Scalability: Ideal for high-volume booking scenarios with multiple partner emails
  • 💼 Partner-Friendly: Enables seamless integration with agents or businesses without needing access to admin panels

📌 Best Use Case Examples​

  • Hotel front desks emailing bookings for guests
  • Corporate travel partners sending daily/weekly ride requests
  • Tourism agencies scheduling pickups for airport/railway station transfers

🛠️ Configuration Support​

YelowSoft assists in:

  • Setting up your official booking email
  • Activating and training the AI model on email formats
  • Testing and validating booking flows

🔐 Security & Reliability​

  • The system only processes emails from whitelisted domains
  • Admin logs track every auto-generated booking for review and audit
  • Configurable fallback options if data is missing or unrecognized