Adding your first trip

Three ways to get a conference into Waypoint. Pick whichever one you already have the info in.

Option 1 — Paste the text

Got an email blast, a LinkedIn announcement, or a conference description open in your browser? Select it all, copy it, and paste it into the Add screen.

1. Open the app and tap the + floating button in the bottom-right corner.
2. In the Intake section, select the Paste text tab.
3. Paste whatever you have — even rough notes work.
4. Tap Extract with AI. Fields below populate automatically.
5. Review, adjust if needed, then tap Add to pipeline.

Option 2 — Snap a screenshot

A LinkedIn post, a conference flyer someone texted you, an email screenshot — anything visual with the details.

1. Open the app and tap the + button.
2. Select the Snap / Upload tab in the Intake section.
3. Tap the drop zone → choose or take a photo.
4. Tap Extract with AI. Same thing as text — fields populate.
5. Review and save.

Option 3 — Type it in

If you already know the name, dates, and city, skip the AI and fill in the form directly. This is the fastest path when you have the info in your head.

1. Tap the + button.
2. Scroll past the Intake section to the form below.
3. Fill in trip name, city, and dates (minimum). Everything else is optional.
4. Tap Add to pipeline.

How trip statuses work

Every trip moves through phases. Knowing which status means what — and how to change it — is the difference between "this works" and "this is confusing."

The four statuses

Potential

You heard about it. You haven't decided yet. The trip is in your pipeline so you don't forget about it. No commitment.

Considering

You're weighing it. Maybe waiting on approval, maybe checking your calendar, maybe comparing it to another conference the same week. Still no commitment.

Confirmed

You're going. Logistics unlock at this stage — flights, hotel, agenda, contacts, expenses. The Trips tab starts showing this trip. Travel-day shortcuts (Uber, Lyft, Maps) become useful.

Completed

The trip's over. Auto-set when the end date passes. Now's when you add your recap — rating, takeaways, lessons.

How to change a status

1. Open the Pipeline tab.
2. Tap any trip card to open its edit sheet.
3. Change the Status dropdown.
4. Save.

The shortcut most people miss

You don't actually have to move the status manually most of the time. Here's why:

Add logistics → auto-confirm. If your trip is Potential and you forward a flight confirmation or add a hotel booking, Waypoint automatically bumps the status to Confirmed. The logic: if you have a hotel room, you're clearly going.

So for 80% of trips, the status flow is: add to pipeline as Potential → forward your booking emails → it auto-confirms.

Your pipeline, explained

The Pipeline tab is your decision-making dashboard. It's where you track conferences from "I heard about this" to "I went and here's what happened."

What you see

Each pipeline card shows the trip's name, city, dates, status, and a travel cost estimate when available. Filter tabs at the top let you narrow down by status (Potential, Considering, Confirmed, Completed, Declined, Archived).

Why this exists

Most travelers manage conferences three ways:

• In a spreadsheet — gets stale, nobody loves it.
• In email threads — good luck finding anything.
• Not at all — which means you forget about half the good ones.

The Pipeline solves this. Every trip you hear about goes in as Potential. When you're ready to decide, you have everything in one view. No spreadsheet, no digging.

Using the pipeline well

1. Capture liberally

If you hear about a conference, add it — even if you're 90% sure you won't go. Cheap to add, expensive to forget.

2. Review weekly

Once a week, open the Pipeline, look at everything in Potential and Considering. Move trips to Confirmed or Declined. Clean inbox = clear head.

3. Let AI file the logistics

For Confirmed trips, just forward booking emails to your Waypoint address. You never manually enter a flight number again.

4. Recap when done

When a trip's Completed, add a recap. Rating + takeaways takes 60 seconds and compounds over years.

Screenshot intake

Snap anything with conference details on it — AI reads it and fills in your trip. Works on LinkedIn posts, email screenshots, conference flyers, registration pages, even handwritten notes.

What works

• LinkedIn posts announcing a conference — usually have name, dates, city, and registration link
• Email screenshots — take a picture of a booking confirmation on another device
• Conference flyers — physical or digital
• Registration pages — screenshot the summary box
• Agenda PDFs — for extracting individual sessions, once a trip exists
• Business cards and receipts — see their dedicated articles

What doesn't work well

• Very blurry photos (phones are usually fine — just keep it steady)
• Photos with no conference name visible anywhere
• Multiple conferences in one screenshot (capture them one at a time)

What the AI extracts

From a clean screenshot, expect the AI to populate:

• Trip name
• Location (city, state)
• Start and end dates
• Trip type (Conference / Meeting / Site Visit / Speaking / Board / Other)
• Registration fee if visible
• Booking deadline if visible
• CE credits if the event offers them

Email forwarding Pro

Every Waypoint Pro user gets a unique email address. Forward anything travel-related to it — booking confirmations, conference registrations, hotel bookings — and AI files it into the right trip automatically.

How it works

1. You get a forwarded email (flight confirmation, hotel booking, etc.)
2. You forward it to your Waypoint address.
3. AI reads the email, extracts flights / hotel / dates / confirmations.
4. If it matches an existing trip by city + date, it merges into that trip.
5. If no match, it lands in your Inbox for you to assign or spin up a new trip.

Find your address

1. Open the app.
2. Tap Settings.
3. Look for Forwarding address. Tap the copy icon next to the address.

Best practices

Save it as a contact

Save the address as a contact in your phone with the name "Waypoint" — that way "forward to Waypoint" is two taps in any email client.

Forward the whole thing, not a clipped excerpt

Forward the full email. AI does better with the complete body than a snippet.

One confirmation per forward

Don't bulk-forward 10 emails at once. One email = one forward.

What auto-merges vs what lands in Inbox

Auto-merges: the email's city/dates match an existing trip. Example: you have a Confirmed "ICSC Vegas" trip on May 17–19. You forward a hotel booking for the Wynn on those dates in Las Vegas. It auto-merges.

Lands in Inbox: no clear match. Example: you forward a Marriott Austin booking but don't have any Austin trips yet. It lands in your Inbox; you tap it once to assign to a trip or create a new one.

What's on the trip dashboard

Tap any Confirmed trip and you land on its dashboard — a single-screen view of everything about that trip. Here's what each card does.

The cards, top to bottom

Weather

10-day forecast for the destination city. Shows during the 10 days leading up to and during the trip.

Flights

Outbound and return legs with airline, flight number, and times. Confirmation number lives here.

Hotel

Hotel name, address, check-in / check-out times, confirmation number, and phone. One-tap to call, one-tap for Uber / Lyft / Maps to the address.

Timeline

Everything in chronological order — departure, arrival, hotel check-in, sessions, dinners, return flight. Your single-screen "what's next" view.

Schedule (conference sessions)

Sessions you've chosen to attend. Add from the imported agenda, pick and choose. See Screenshot intake for how to import an agenda.

Personal commitments

Dinners, coffees, meetings with contacts, 1:1s — anything not on the official agenda.

Contacts

People you met on the trip. Add manually or by scanning a business card. Each contact tracks follow-up actions.

Expenses

Receipts logged for reimbursement. Add manually or by scanning a receipt.

Details

Trip metadata — registration fee, source, strategic relevance, notes. Things you captured at intake.

Recap

Shows up after the trip ends. Rate it (1–5 stars), write takeaways, capture what to do differently next time. See Writing a trip recap.

AI Concierge

Chat with an AI that knows everything about your trip. Ask "where should I grab dinner near the Wynn?" and it pulls real web-search results based on your hotel address.

One-tap rides, maps, and calls

Travel-day shortcuts built into every address in Waypoint. No copy-paste. No opening 5 apps to get to your hotel.

Where the shortcuts show up

• Hotel card → Uber, Lyft, Maps, Call hotel
• Each agenda session → Maps to the venue
• Personal commitments → Maps, Uber, Lyft to the address
• Concierge recommendations → Maps to the suggestion

How Uber / Lyft work

When you tap Uber or Lyft from the hotel card, Waypoint opens the native app with the destination address pre-filled. You still confirm the ride in their app.

How Maps works

Tap Maps and Apple Maps opens with the address set. Tap "Directions" to get walking / driving / transit routes from wherever you are.

How Call works

Tap the phone icon next to the hotel (or any contact) and your phone dials it immediately. Use this to call the front desk for late check-in, to ask about breakfast, to find the conference floor, etc.

Business card scanner Pro

Snap a card. AI reads it. Name, org, title, email, and phone fill in automatically. Never carry a rubber-banded stack of cards home again.

Step by step

1. Open the trip (from the Trips tab or Pipeline).
2. Scroll to the Contacts card.
3. Tap Scan a card.
4. Take a photo of the front of the card. Hold it flat, decent light.
5. AI extracts name, organization, title, email, phone, and LinkedIn if visible.
6. Review, add notes about the person if you want, tap save.

What gets saved

• Name, organization, title
• Email, phone, LinkedIn URL
• Which trip you met them at
• How you met (free text)
• Personal notes
• Follow-up action and due date

Follow-ups

When you scan a card, you can set a follow-up action and date. It shows up in your Inbox when due. Example: "Email Jordan re: the co-working question" — due in 3 days.

Export to your phone

Every contact can be exported as a vCard and saved to your phone's contacts. Useful for people you'll interact with again soon.

Receipt scanner Pro

Photo a receipt, AI logs the expense. Amount, merchant, date, and category all filled in — so when you get home, your expense report is already done.

Step by step

1. Open the trip.
2. Scroll to the Expenses card.
3. Tap Scan a receipt.
4. Photo the receipt — cafe, Uber, restaurant, whatever.
5. AI extracts amount, merchant, date, and suggests a category.
6. Review, adjust the category if needed, save.

Categories

Waypoint suggests one of these based on the merchant:

• Meals — restaurants, cafes, bars, room service
• Transport — Uber, Lyft, rental car, taxi, parking
• Lodging — incidentals, late check-out, hotel extras
• Conference — registration, badge, workshop fees
• Entertainment — event tickets, activities
• Other — anything else

Export for reimbursement

Every trip has a spend summary on its dashboard: total by category, every receipt listed. Export the CSV when you're ready to submit for reimbursement.

Delegate booking to your assistant

Most execs don't book their own flights — their assistant or travel coordinator does. Waypoint has a built-in email brief for exactly that: one tap generates a professional hand-off with all your trip details pre-filled.

When to use this

You've decided to go to a conference. The trip is in Waypoint. Now you need hotel, flight, and registration booked — but you don't do that yourself. Someone else does.

Instead of copy-pasting conference details into an email every single time, tap Delegate booking and Waypoint does it for you.

How it works

1. Open the trip dashboard (from Trips tab or Pipeline).
2. Tap the Delegate booking button in the header, next to "Add to Calendar" and "Save as PDF."
3. Your default email app opens — Mail, Gmail, Outlook, whatever you use.
4. The subject line and body are already filled in with all your trip info.
5. Type in your EA's email in the To: field.
6. Tweak anything you want, then hit send.

What's in the email

The pre-filled brief includes:

• Subject: "Booking needed: [Conference Name] — [Dates]"
• Conference name, dates, location
• Registration fee and booking deadline (if set)
• Any notes you added to the trip
• A clear task list: flight, hotel, conference registration
• Your sign-off with first name

Your EA gets everything they need to book the trip in one email. No back-and-forth about "what was that conference again?"

The auto-file loop Pro

Here's where it gets nice. If you're on Pro, the email also includes a line at the bottom:

Here's what happens then:

1. Your EA books the flight. Airline sends them a confirmation.
2. They forward that email to your Waypoint address.
3. AI extracts the flight details.
4. Since the dates and destination match the existing trip, it auto-merges into that trip.
5. Next time you open the trip, the flight is already there.

Same flow for the hotel. Same flow for the conference ticket. You never manually enter a single detail.

If you're on the free trial

Trial users can still delegate — the email brief works exactly the same. The only thing that's missing is the auto-file line at the bottom, because email forwarding is a Pro feature.

On trial, your EA sends the confirmations back to you and you'd need to manually enter them (or upgrade and have them auto-file).

Tips

Save your EA as a contact

Save your assistant's email in your phone's contacts. Then in the mailto step, autocomplete handles the To: field in one tap.

Add preferences to your trip notes

If you have standing booking preferences (window seat, specific hotel chain, per-diem limits), add them to the trip's Notes field before delegating. They'll show up in the brief automatically.

Delegate early

Once a trip moves to Confirmed — or even Considering — you can delegate. You don't need to wait until the last minute. Your EA usually wants lead time to find the best prices.

Use the confirmation loop even when you book yourself

If you end up booking the flight yourself, you can still just forward your own confirmation email to your Waypoint address. Same auto-file magic. The delegation flow isn't only for EAs — it's a template that works anytime someone else (or you) needs to book logistics.

Your Inbox

The Inbox is where things that need your attention show up. Five kinds of items land there — each one takes one tap to resolve.

What lands in your Inbox

1. Forwarded emails that didn't auto-match a trip

You forwarded a hotel booking but you don't have a trip for that city yet. Tap the item → assign it to an existing trip OR create a new one.

2. Trips coming up in the next 5 days

Gentle reminder. If logistics are missing (no hotel, no flights), you'll see it here — last chance to add them.

3. Trips that need a recap

Trip ended 3+ days ago and you haven't rated it yet. Tap → go straight to the recap card on the trip dashboard.

4. Follow-ups due

Contacts you said you'd email or call. Due date passed? They show up here.

5. Booking deadlines

Pipeline trips with a book-by date coming up in the next 7 days.

Acting on an item

Tap any row. What happens depends on the type:

• Forwarded email → sheet opens with "Assign to trip" / "Create new trip" / "Dismiss"
• Trip recap → jumps you to the recap card
• Follow-up → marks it done or opens the contact
• Booking deadline → jumps to the pipeline trip card

Invite a friend

Share your link. When a friend signs up through it, you unlock business card + receipt scanning on your first trip — no upgrade needed.

Where your link lives

1. Open Waypoint.
2. Tap Settings.
3. Tap Invite a friend.
4. Copy the link, or tap Share to use your phone's share sheet.

What you unlock

When a friend signs up through your link, business card scanning and receipt scanning unlock on your first trip — features that are normally Pro-only.

Everything else in the trial (the dashboard, timeline, maps, concierge, screenshot intake) is already yours. This just adds the two AI scanners.

What your friend gets

The same thing as you: a free trial with their first trip on us.

Writing a trip recap

60 seconds after a trip ends, you capture rating, takeaways, and lessons. Compounding impact — your travel gets smarter every year.

When the recap shows up

The Recap card appears on the trip dashboard automatically when the trip's end date passes. For 7 days after that, it also lives in your Inbox so you don't forget.

What to write

Rating (1–5 stars)

Honest. "Would I go again?" is the clearest question. Anything ≥3 is "yes, probably." ≤2 means don't sign up next year.

Takeaways

Three things worth remembering:

• Who you met that actually mattered
• One thing you learned that's useful at work
• Anything you'd do differently next year

This is the compounding part. In three years, your SXSW recaps tell you whether to keep attending.

Auto-populated stats

Waypoint auto-attaches to the recap: total spend, contacts added, expenses logged, sessions attended. No typing.

Why this is worth 60 seconds

Most people don't recap. By year three they can't remember if a conference was worth attending. By year five they're trusting gut feel that's probably wrong.

Writing a 60-second recap makes you 10× more strategic about which conferences to commit to next year.

Managing your subscription

Upgrade, downgrade, change payment method, or cancel — all from inside the app. Billing runs through Stripe.

Upgrade to Pro

From a trial account: tap the gold Go Pro button on your Home trial banner, or tap any gated feature prompt. Pick Annual ($249/year, saves $99) or Monthly ($29/month). Stripe Checkout handles the rest.

Manage your subscription (as a Pro user)

1. Open the app.
2. Tap Settings.
3. Tap Manage subscription.
4. You're redirected to Stripe's Customer Portal.
5. From there: update payment method, switch between Annual and Monthly, cancel, or see past invoices.

Switching from Monthly to Annual

Save $99 by switching to Annual. From the Customer Portal → update plan → pick Annual. Stripe prorates what you've already paid and bills you the difference.

Canceling

Customer Portal → Cancel subscription. You keep Pro access until the end of your current billing period. No refund for the remaining days, but no surprise charges either.

Refunds

Within 14 days of your first charge and you haven't used more than 10 AI extractions? Email hello@waypointtravel.ai and we'll refund you, no questions.

When your trial ends

Your trial ends 7 days after your first trip's end date, or 30 days from signup — whichever is later. Here's exactly what happens.

When exactly does it end?

Whichever is later:

• 7 days after your first trip's end date — so you get the full travel + recap experience before deciding.
• 30 days from signup — in case you don't add a trip right away.

Example: you sign up on Jan 1 and add a trip ending Jan 25. Your trial ends on Feb 1 (trip end + 7 days, which is later than Jan 31 = signup + 30).

What goes into read-only mode

After the trial ends, if you haven't upgraded:

• You can still sign in
• You can still view every trip, contact, expense, and recap
• You cannot add new trips
• You cannot use AI extractions (screenshot, paste, email forward, card scan, receipt scan)
• You cannot edit existing data

Your data is safe

Nothing is deleted when your trial ends. Upgrade months or years later and everything you added is still there, exactly as you left it.

Upgrading unlocks everything instantly

Click any Go Pro button, pay, and within seconds everything unlocks. All rate limits drop to Pro limits, email forwarding activates, card + receipt scanning work again.