Travel Tickets

Guests forward their flight or train ticket directly in WhatsApp. AI reads the ticket and extracts the arrival time, departure city, flight or train number, and other details automatically — no manual data entry required. This feature is especially useful for destination weddings and multi-day events where you need to coordinate airport or station pickups and ground transportation.

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How it works

You send guests a WhatsApp message asking them to reply with their travel ticket. Guests send the ticket back in the chat — a PDF or a clear screenshot or photo. Weddingkart’s AI reads the document and populates the travel details in the guest’s profile, including:

• Flight or train number
• Departure city
• Arrival time and date
• Arrival airport or station

Your logistics team can then plan pickups right in the app (see Plan arrivals and pickups) or export all travel data to Google Sheets.

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What guests can send

• PDF — an airline e-ticket, an IRCTC ticket, or a confirmation email saved as PDF.
• Photo or screenshot — works just as well as a PDF, as long as it’s readable. Sideways photos are straightened automatically.
• One ticket per file. Each file a guest sends is treated as its own ticket. If a guest sends three files, you get three tickets.

Every file is first checked to see what it is — a travel ticket, an ID card, or some other document. A document about travel that isn’t a ticket for a specific journey — a payment receipt, an invoice, a fee slip, a travel-pass record — is not counted as a travel ticket. It’s saved as another document instead.

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What the AI extracts

For each passenger and each leg of the journey, the AI records:

• Mode — flight or train
• Flight or train number and passenger name
• Departure city/station and date/time, and arrival city/station and date/time
• Airport or station codes, and the terminal for flights
• Extra notes that matter for pickup, such as a platform or a boarding-station change
• Trains only: PNR, coach, seat/berth, class (e.g. SL, 3A, 2A) and booking status (e.g. CNF, RAC, WL)

The AI only records what’s printed on the ticket. If the arrival time isn’t printed (common on some train tickets), it leaves the time blank instead of guessing. A blank arrival time on its own doesn’t make a ticket bad.

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What happens after a guest sends a ticket

1. Once the file is recognised as a ticket, the guest gets an automatic WhatsApp reply. By default it says: “Thank you for sharing your travel ticket! We have received and processed it successfully. This information will be used to ensure your smooth pickup and drop at the wedding destination. See you soon!” You can change or turn off this reply (see Customise the automatic reply).
2. Your team gets an app notification that the guest has sent a travel ticket.
3. The AI reads the ticket and adds the details. While it’s still working, the ticket shows Processing….
4. If something looks wrong, the ticket is flagged as bad for you to review. The guest isn’t told — they get the same reply either way, and no follow-up message goes out unless you send one.

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Request travel tickets

The big button at the top of Travel & Arrivals always shows your most urgent next step. In order of priority: Add arrival points / Finish travel setup, Assign N upcoming pickups, Fix N bad tickets, Ask guests for tickets, Ask for tickets again, and Ask more guests for tickets. If you see “Couldn’t create the WhatsApp message. Try again.”, the ticket-request message couldn’t be prepared. Wait a moment and tap the button again.

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Track collection progress

• Asked X of Y guests — how many guests have been sent a ticket-request message, out of your whole guest list. If tickets arrived without any request going out, it shows Collected without a request going out.
• Received — the number of ticket files received, including bad ones. A guest who sent two files counts twice.
• Pending — guests who were sent a ticket request but haven’t sent any ticket yet.
• Bad — tickets flagged for review. Tickets you’ve marked valid aren’t counted.
• N arrivals · N departures — arrival and departure legs are counted separately, so a return flight isn’t mistaken for another guest arriving.

Tap Received or Pending to open Travel Ticket Submissions, where you can search guests by name and tap a guest to open their ticket. Tap Bad to see bad tickets. Under Recent Tickets, tap View All > to see every ticket and search by guest or passenger name.

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Mark a ticket invalid

If a ticket was sent by mistake or plans changed, long-press it, pick a reason — Test, Mistake, Plans changed, or Other — add an optional note, and tap Mark invalid. Invalid tickets are hidden from the View All list and the arrival board. To bring one back, turn on the Invalid filter and long-press the ticket to restore it. In View All you can also select several tickets and disable them together.

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View collected tickets

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AI auto-extraction

When a guest sends a ticket, the AI reads it and writes the extracted details directly to the guest’s profile. You do not need to open the ticket manually or type anything. The same extraction works for IRCTC train tickets, airline e-tickets, and forwarded confirmation emails saved as PDF.

• Several passengers on one ticket — each named passenger gets their own travel entry, all under the same ticket.
• No passenger name on the ticket — the travel is recorded under the guest who sent it.
• Return tickets and connecting journeys — each leg is recorded separately, so an outbound and a return on one ticket show up as an arrival and a departure.
• A ticket for someone else — the ticket stays with the guest who sent it; the passenger names come from the ticket itself.

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Fix bad tickets

The Travel & Arrivals screen shows Received, Pending, and Bad counts. Tap Bad to open Bad Travel Tickets, where each ticket shows a reason:

• Couldn’t read it — almost no text could be read (a blurry photo, or a file that couldn’t be opened), or no journey details were found. Tap Ask to re-send to request a clearer photo or the PDF.
• No arrival place — the ticket was read, but no leg shows an arrival station or airport, which is needed to plan a pickup. Tap Ask to re-send for a clearer or more complete ticket.
• Wrong week — every date on the ticket is more than 5 days before the wedding’s first event or after its last event. If even one leg falls inside that window, the ticket is fine. Common causes: the wrong week, last year’s ticket, or a genuinely longer stay. If it’s actually fine, tap Mark valid and add a note so your team knows why.
• Not a valid ticket — the flight/train number or PNR that was read doesn’t actually appear on the document, so it’s probably not a real journey ticket. Tap Ask to re-send to request the actual ticket.
• Processing… — the ticket is still being read. Check back in a moment.

Tap any row to open the file and check it yourself. Ask to re-send sends the guest a WhatsApp message asking them to re-send a clearer ticket. After that the button reads Re-send sent, so a double-tap won’t message the guest twice. Wrong week tickets have no re-send button — a new copy would carry the same dates — so follow up with the guest yourself if needed. Mark valid opens a box with the note “valid (extended stay)” pre-filled. Edit it if you like, then tap Mark valid. The note is saved with the ticket and the ticket leaves the bad list. If you see “Override failed: …” or “Couldn’t send request: …”, the action didn’t go through — try again in a moment.

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Plan arrivals and pickups

The Travel & Arrivals screen turns collected tickets into a pickup plan. First, finish the one-time setup: set the City your guests travel to and pick the Arrival points — the airports and stations near the venue. Weddingkart suggests nearby ones for you.

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Set up your city and arrival points

A ticket counts as an arrival or departure for the wedding when it arrives at or leaves from one of your saved points. On the same screen you can add a Hospitality desk phone — the escalation contact when a driver run stays unconfirmed. Then use:

• Timeline — every arrival and departure in date order.
• Pickup Roster — pick an arrival point, date, and pickup window, then tap Build roster to group guests into pickups and assign drivers. Share the roster with drivers over WhatsApp or as an Excel file.
• Driver Runs — see which driver runs are still unconfirmed, call the driver in one tap, and mark runs confirmed.

If a guest shares travel details by phone instead of sending a ticket, open the ⋮ menu and choose Add travel manually to record the arrival yourself.

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Timeline

Switch between Arrivals and Departures. Days are labelled against the wedding — D-2, Wedding Day, D+1, and so on. Tap the edit icon to correct an entry’s travel date (the time is optional), or open the ticket to check it. If you see “No arrivals or departures yet”, either no tickets have come in, or none arrive at or leave from your saved arrival points.

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Pickup Roster

1. Choose an Arrival point and a date.
2. Set the Pickup window with the slider — 30 to 240 minutes, in 30-minute steps (120 minutes by default).
3. Tap Build roster.

Guests are grouped by arrival time: the earliest arrival starts a group, and everyone landing within the pickup window of that first arrival joins it. The next arrival after that starts a new group, so a group never spans more than one window — the right size for one vehicle run. Each group shows its time window, passengers (pax) and guest parties. Groups whose window has started with no driver are highlighted and moved to the top.

• Tap Unassigned · tap to assign a driver and enter the Driver name (required), and optionally a Driver phone (for one-tap calling) and a Vehicle label (e.g. Innova-7). Tap Assign.
• On an assigned group, use Call, Reassign, or Complete.
• Share to driver opens your phone’s share sheet with a text summary of the roster — pick WhatsApp to send it. Excel shares the roster as a spreadsheet file.
• Tap Manual entry to add someone who didn’t send a ticket.

If you see “No arrivals at [point] on [date] yet.”, no ticket lands there that day — try another date or point.

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Driver Runs

Driver Runs lists every run with status filters: All, Assigned, Unassigned, Confirmed, En route, Completed, No show, and Cancelled. The top line shows how many runs still need confirmation. Tap Call to phone the driver and Confirm once they’ve confirmed. If you entered a driver phone, Weddingkart also sends the driver WhatsApp reminders before the pickup window — starting about 12 hours ahead, repeating every 3 hours, at most 4 reminders. The driver can reply yes to confirm. If a run is still unconfirmed about 2 hours before pickup, or the driver isn’t on WhatsApp, a WhatsApp alert goes to your Hospitality desk phone (or to the wedding’s admins if none is set).

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Add travel manually

Open the ⋮ menu and choose Add travel manually, or tap Manual entry on the Pickup Roster. Fill in:

• Direction — Arrival or Drop
• Guest (required)
• Arrival / drop point (required) — one of your saved points
• Date & time (required)
• Mode — Flight, Train, or Road, plus the flight, train, or vehicle number

Tap Save entry. The guest then appears on the roster like anyone who sent a ticket.

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Customise the automatic reply

On Travel & Arrivals, open the ⋮ menu and choose Automated replies to set what guests get back when they send a ticket:

• Turn Send an automated reply on or off.
• Choose Include a text message and/or Include an image. If both are off, no reply is sent.
• Write a Custom Message — use GUEST_NAME to insert the guest’s name — and upload a custom image.

You can reset both the message and image to the defaults at any time.

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Send reminders

The quickest way to remind everyone who hasn’t sent a ticket: send your ticket request announcement and, when you choose who receives it, pick the auto-created Travel Tickets: Not Sent group. You don’t create or maintain this group yourself — it’s always in the announcement group picker, next to Travel Tickets: Sent and the RSVP groups.

• Travel Tickets: Not Sent holds every guest who hasn’t sent any ticket yet, including guests you never asked (for example, local guests who aren’t travelling). The moment a guest sends a ticket, they leave the group automatically.
• Travel Tickets: Sent holds everyone who has sent at least one ticket.
• This is wider than Pending on the Travel & Arrivals screen, which only counts guests who were sent a ticket request and haven’t replied. If you only want to chase guests you’ve already asked, use Pending (below).

To follow up only with guests you’ve already asked, tap Pending on the Travel & Arrivals screen to see who you’ve asked but haven’t heard from, then send your ticket request to just those guests. Check the list before you send, so you don’t disturb guests who have already sent their ticket.

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Best practices

• Request tickets at least 2 weeks before the wedding to give yourself time to plan transportation.
• Finish city and arrival-point setup early, so arrivals land on the Timeline and roster as tickets come in.
• Check the Bad list every day or two while tickets are arriving.
• After syncing, share the Google Sheet with your transportation partner so they can view guest arrivals and assign vehicles.

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Common questions

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Related pages