Build an itinerary from scattered travel emails
Bookings across three Gmail accounts go into one Google Sheet. A cancelled hotel leaves one night unresolved.
Captured August 2026 · lightly edited for length and privacy
The bookings
Flights, hotels, and a restaurant waitlist were spread across three Gmail inboxes. Gmail found the messages; Google Sheets put the confirmed bookings on an itinerary and the doubtful or missing ones on a separate tab.
The example uses 13 staged emails in real connected accounts. The searches, cancellation matching, classification, and spreadsheet creation can all be run again.
The prompt
Find my October Japan bookings across all connected Gmail accounts and build me an itinerary in Google Sheets.
The response
Find my October Japan bookings across all connected Gmail accounts and build me an itinerary in Google Sheets.
Executing gmail-list_accounts Executing gmail-search_messages Executing google_sheets-create_spreadsheet Executing google_sheets-batch_update_values Done. The itinerary is here: Japan Trip — October 2026
I searched all three connected accounts. The label turned up 13 emails: 5 in Family, 8 in Personal, none in Work. Two were promos (Hyatt 15% off, Delta 2x miles) and were excluded from the itinerary.
The trip, Oct 5–15:
- Oct 5 — DL 167 SEA → HND, arriving Oct 6 at 3:50 PM
- Oct 6–8 — Palace Hotel Tokyo, Deluxe King Palace Garden view
- Oct 8 — Hakutaka 561 to Kanazawa, then Hyatt Centric for 2 nights
- Oct 10 — Tsurugi 12 + Thunderbird 22 to Kyoto, Shirafuji-an machiya for 4 nights
- Oct 12 — Gion Mizuki dinner at 7 PM — waitlist only, position 3
- Oct 14 — Nozomi 224 back to Tokyo (2:13 PM → 4:24 PM)
- Oct 15 — DL 166 HND → SEA
The big one on the Unresolved tab: your Park Hyatt Tokyo booking for the night of Oct 14–15 was cancelled on Aug 2 and nothing replaced it, so you currently have no bed in Tokyo the last night.
Want me to look at Tokyo hotel options for that Oct 14 gap night?
The result
The response links to the Sheet; it does not render the Sheet in the conversation. Opening that link shows Japan Trip — October 2026, with the confirmed itinerary on one tab and the two open questions on another.
| Date | Plan | Details | Confirmation / source |
|---|---|---|---|
| Oct 05 | SEA → HND | Delta DL 167 | HKR4TX · Personal |
| Oct 06 | Tokyo | Palace Hotel, 2 nights | PHT-88214 · Family |
| Oct 08 | → Kanazawa | Hakutaka 561 · Hyatt Centric, 2 nights | Personal / Family |
| Oct 10 | → Kyoto | SmartEX · Shirafuji-an, 4 nights | Personal / Family |
| Oct 14 | → Tokyo | Nozomi 224, arrives 4:24 PM | SE-90331201 · Personal |
| Oct 14 | Tokyo | No hotel booked | → Unresolved |
| Oct 15 | HND → SEA | Delta DL 166, departs 4:35 PM | HKR4TX · Personal |
| Date | Item | Status | Next step |
|---|---|---|---|
| Oct 12 | Gion Mizuki dinner | Waitlist, position 3 | Check before Oct 10 |
| Oct 14 | Tokyo hotel | Park Hyatt cancelled Aug 2 | Book 1 night |
The cancellations
Counting confirmation emails gives eight bookings and no gap. Matching the Park Hyatt confirmation with its later cancellation leaves seven bookings and one night without a hotel. The restaurant email names a place and date, but it is a waitlist, not a reservation.
Confirmed plans go on the itinerary. The waitlist and missing hotel remain on the Unresolved tab.
Search and timing
The search
The waitlist email never contains the word “Kyoto”, only “Gion”, so a query filtered by place names missed it. The airline receipt says “Confirmation Number”, which does not match a query for “confirmed”. The assistant broadened its terms until the set was complete.
The missing night
The train from Kyoto arrives in Tokyo at 4:24 PM on October 14. The flight home leaves at 4:35 PM on October 15. That leaves one night in Tokyo without a reservation because the hotel that covered it was cancelled in August and never replaced.
Try it yourself
Use a trip from your own inbox, upcoming or past:
Find my [December Mexico] bookings across all connected Gmail accounts and build me an itinerary in Google Sheets.
Afterwards, ask the assistant to list anything unconfirmed, check for cancellations that were never rebooked, or add travel time between each leg.
