Support Guide

Import Bookings

    TABLE OF CONTENTS

  1. • Getting Started
  2. – Template Download
  3. • Importing the Spreadsheet
  4. – Field Mapping
  5. • Viewing the Bookings
  6. • Limitations
Where do I access this in Checkfront?
External bookings can be imported at Booking > Index > Import

 

Importing External Bookings

Booking Import is a tool designed to import booking details from external sources. Using a spreadsheet, it’s possible to import data for hundreds of bookings at the same time, creating records for customers, both past and present and bringing your Checkfront booking system fully up-to-date.

 

Getting Started

To import your bookings, begin by navigating to Booking > Index in your Checkfront dashboard. From there, click on the Import button, top right.

 
Booking Import Button
 

Template Download

Once you arrive at the Booking Import page, you will see a button labeled Download Template. Clicking on this will download a .csv file containing a sample booking which you can use as a template for your own external bookings.

 

Download Template

 

Once you’ve downloaded the template, open it up and begin to add your own booking details. You can delete the sample row before saving the document, or simply override its contents with your own information.

Most of the fields are self-explanatory and correspond to the fields you have chosen to show on your booking form at Manage > Layout > Booking Form. There are a few things to note however and we will look at those below.

 

Item ID:

This field is critical and corresponds to the item(s) included in the booking. The booking cannot be imported without a matching item ID(s). If you take a look at the inventory below, you will see the Item IDs highlighted in yellow.

 
Inventory Highlighted
 

Returning to the .csv file we are editing, you will see the first column is labelled Item ID. This is where you input the ID we just looked at in the inventory.

 
Table 1
 

In this case, the booking contains two items: Full Day Kayak and Horseback Adventure. Multiple items must be separated by a space in the ID field. A comma is not acceptable and will prevent the booking from importing correctly.

 

Checkbox Field

In the screenshot below, the custom field labeled Stay up to date… is actually a checkbox field.

 
Checkbox Field
 

On the booking form, a customer must check the box to receive future newsletters from the company they are booking with. When adding bookings via the spreadsheet, this option should be input as either a 0 or a 1. A 0 means that the option has been left unchecked, while 1 means that the option has been selected.

 
 


 

Importing the Spreadsheet

Once you have completed the spreadsheet and added all the bookings you wish to import, it’s time to go ahead and import the .csv file into your system.

Click on the Choose File button, select the .csv file from your computer and then click Submit.

 

Booking Import Action

 

Field Mapping

When the spreadsheet has been uploaded, you will need to map the data columns to the corresponding fields in your system. You only need to map the fields you wish to be imported. If there’s a particular column you don’t wish to import, just leave it alone and don’t select anything from its drop-down menu.

 
Booking Import Field Mapping
 

Once you’ve selected all the fields, click Import.

You’ll be asked to confirm the action. To continue, click the Import Now button. If you’d like to make changes, click on the No, I need to fix something! button instead.

 

Are You Sure

 

If everything went according to plan, you’ll receive a success message. Click OK to continue.

 

Success

 

 


 

Viewing the Bookings

You will now be automatically taken back to the Booking Index and you should be able to see the bookings you just added. For the sake of this demonstration, we just imported the one booking.

 
Added Booking
 

Click on the Booking Number to view the full details and make sure the data imported correctly.

 

Booking Invoice

 

Looks like it did! Good job Checkfront!

You’ll notice that the correct booking status has even been applied to the booking. The system recognised that a partial payment had been applied, so the Deposit status was assigned.

 

 


 

Limitations

There are a few limitations when it comes to importing bookings from an external source. The system works best if you are importing bookings that contain only one item. If, however, the booking contains multiple items, the start/end dates will apply to all and the item price will be applied to the first item only.

To fix this, you will need to go into the invoice after import and manually edit each item to change it’s start/end dates and price, if necessary.

One other thing to note is the fact that any rules you have defined in your system will be overridden by the import. For example, if you have selected a start day of Saturday for your bookings, but you import an item with a start day of Friday, this will be allowed.

Also, the import does not take into account booking numbers. If an item is sold out on a particular day, you will still be able to import new bookings for that item on that same day, essentially creating an overbooking situation.