Reservation import data
When you switch to Booking Experts, an import function can transfer existing reservations from the old system. This helps preserve historical data and ensures that no data is lost during migration.
Group bookings cannot currently be imported. Consult with your Onboarding Specialist at Booking Experts on what the options are and enter bookings manually if necessary.
Below is an overview of the data that can be imported by Booking Experts, whether it is mandatory, and including a brief explanation if needed.
| Data | Mandatory | Note |
|---|---|---|
| Reservation number | No | Reservation numbers must be unique. If no reservation number is specified, Booking Experts will assign its own reservation number. |
| Arrival | Yes | Date of arrival of the reservation |
| Departure | Yes | Date of departure of the reservation |
| Created on | No | Date the reservation was created. This data is used for statistics. |
| Confirmed on | No | Date the reservation was confirmed. This data is used for statistics. |
| Checked in | No | Date the guest checked in. |
| Checked out | No | Date the guest checked out. |
| Object | Yes | For each unique object found in the import, a mapping can be made with the matching object in Booking Experts. |
| Preferred reservation | No | Fixes the Reservation to the booked object. |
| Late check-out | No | This will automatically extend the Reservation with a block on the last day. |
| Channel | Yes | How was the Reservation created in your old system? For example, is it through your own website or an external channel? |
| External booking number | No | Used in communication with relevant linked channel in case of changes regarding the relevant Reservation. |
| Reference code | No | Used for bookings of (some) business guests |
| External reservation number | No | Used in communication with relevant linked channel in case of changes regarding the respective Reservation (if external group booking). |
| Traffic source | No | How did the guest find you? Examples are: Google, Instagram etc. |
| Remarks | No | IInternal notes regarding the Reservation. |
| Number of seniors | No | |
| Number of adults | Yes | At least 1 adult must be present in the group composition per Reservation. |
| Number of young people | No | |
| Number of children | No | |
| Number of babies | No | |
| Number of pets | No | It is important here that the property allows pets as described here, click here. |
| Salutation | No | |
| Initials | No | |
| First name | No | |
| Last name | No | Can be a merge of 'Insertion' and 'Surname' in the import strategy if supplied separately. |
| Company name | No | |
| Date of birth | No | |
| Email address | No | Enter a maximum of 1 Email address per reservation if known. |
| Receive newsletter? | No | Does the guest want to receive non-reservation-related communication? |
| Telephone | No | Enter a maximum of 1 phone number per reservation if known. |
| Language | Yes | |
| Address | No | Can be a merge of 'Insertion' and 'Surname' in the import strategy if supplied separately. |
| Postal code | No | |
| City | No | |
| Land | Yes | This often appears as 'Country' in most export files. |
| IBAN | No | |
| BIC | No | |
| Currencies of booking | Yes | This currency must also be available in the Administration |
| Total amount in booking currency | Yes | This is the total amount including VAT |
| Rental turnover in booking currency | No | This is the total rental amount including VAT. |
| Total paid in booking currency | No | If filled in, a payment will also be placed on the Reservation later in the import. |
| Total amount in Currencies of Administration excl. | Yes | This is the total amount excluding VAT. |
| Rental turnover in Currencies of Administration excluding VAT | Yes | This is the total rental amount excluding VAT. |
| License plates | No |
The data above returns in the same order when configuring an import strategy. It is advisable to first check the data for completeness before starting an import strategy.