Importing bookings from a spreadsheet or another system

Moving from a spreadsheet, a booking form, or another system such as Cinolla or OSM? Download your bookings as an Excel (.xlsx) or CSV file, then on the Bookings page choose Import bookings from a spreadsheet or another system. Only owners and leaders can import.

Nothing is saved until you say so. The file is read in your browser, not uploaded. Campsite Manager matches its columns from the headings (change any it gets wrong), matches the groups you already have by name, and shows you every booking it will bring in, and every row it will leave out and why.

• Your fields and buildings. A place in the file with the same name (or reference) as one of yours is matched straight away. Any other name is listed for you to match, or to leave off, and the rows naming it wait until you do, so nobody lands on the wrong field.
• Leaving dates. Here a stay is counted in nights: a group leaving on Sunday doesn’t hold Sunday night. If your file gives the last night instead of the day they leave, say so, or every booking will be a night short.
• Clashes. A booking that would overlap one already here, or an earlier row in the file, on the same field comes in as an enquiry, which holds nothing, and the preview says so. Sort it out once it’s in.
• Left out: cancelled bookings, rows with no group or dates, same-day visits, anything already here, and past bookings unless you tick Include past bookings.

Then check, and finish. After importing, look over the bookings on the calendar. If something’s wrong, Undo the import on the import page takes its bookings, and any group it added that nothing else uses, back out, so you can fix the spreadsheet and try again. When they’re right, press Finish: what groups had already paid in the old system becomes a payment on each booking, so Owed shows only what’s left. A payment can’t be deleted, which is why that waits until you’re happy, and why an import can’t be undone once it’s finished.

Each booking keeps its old reference, if the file had one, in its notes; it gets a new reference here. Prices for new bookings, invoices and activity sessions aren’t imported. Imported bookings are real bookings, so automatic emails you’ve turned on, like the week-before email, go to them too.