Quick Notes

Paste an unstructured email or transcribed phone call; AI extracts trip details into the request form.

Who uses this: TMC agent Where to find it: Vairo extension → Requests tab → Quick Notes floating button; also at the top of the agent-create-request page in the webapp Status: Shipped

What you can do here

• Open the Quick Notes modal from the Requests tab
• Paste unstructured text (email body, phone-call notes)
• Let AI extract: traveler names, origin, destination, dates, budget, cabin class, hotel preferences
• Apply the extracted data to a new or existing request

Walkthrough — parse phone-call notes

1. Just finished a call with a customer. Your notes look like:

   John Smith and his colleague Sarah Johnson going to Tokyo
   week of Dec 18-24, business class. Budget around 5k EUR total.
   Hotel near the office in Roppongi area, breakfast included.
   They prefer Marriott or Hilton.
   

2. Click the Quick Notes floating button on the extension's Requests tab.

3. Paste the notes into the textarea.

4. Click Parse. AI extracts:

   • Travelers: John Smith, Sarah Johnson
   • Origin: (blank — not stated; you'll fill from trip defaults)
   • Destination: Tokyo
   • Dates: Dec 18 → Dec 24
   • Cabin: Business
   • Budget: 5,000 EUR
   • Hotel: Roppongi area, breakfast included, Marriott or Hilton preferred

5. Review what AI got right and what's missing.

6. If creating a new request, the modal footer shows two additional fields:

   • Select customer… — search for the correct corporate account. You must select a customer before applying — the platform requires an organisation to be linked to every new request.
   • Assigned to — select which agent the new request should be assigned to. The dropdown is pre-populated with all agents in your agency and defaults to your own account.

7. Apply to a new request (it opens the agent-create page pre-filled with the selected customer and assigned agent) or to an existing request (extends an open request with the extracted fields). Both the customer picker and the agent picker are hidden when applying to an existing request, because that request already has an organisation and an assigned agent.

Tips

• AI is forgiving of messy notes — bullet points, paragraphs, partial dates, multiple destinations all work.
• Quick Notes is idempotent: if extraction misses something, you can paste a clarification ("departure from Brussels, arriving early morning") and re-parse without losing what was already extracted.
• Use Quick Notes for both phone calls (where you typed unstructured notes) and customer emails that don't fit Vairo's request form (typical of corporates that email instead of using a structured submit-request form).