For those new clients that are migrating from another guest management platform, CellarPass offers, for a fee, the ability to import past or upcoming Reservations based on a very specific format.
RESERVATIONS IMPORT TOOL OVERVIEW
For those new clients that are migrating from another guest management platform, CellarPass offers, for a fee, the ability to import past or upcoming Reservations based on a very specific format. Download the sample file, here.
PREPARING TO IMPORT RESERVATIONS FROM ANOTHER PLATFORM
In order for the Reservation Import tool to work properly, you MUST build out the Events and Locations that are found within the export from your previous provider. If the Event is not built accurately in CellarPass, the system will REJECT each reservation entry that is not found in your database. If rejections are found during the import process, we will send you a list of Reservations that were properly imported and those that were rejected. You can then decide to book those on your own through the backoffice, or pay the fee again to attempt another import after you have built out or corrected the missing Events. Please note that there cannot be any formulas in the spreadsheet, all data must be values only.
Required fields are denoted with a *
Preparing the Excel File
You must either utilize the approved Reservation Import file or create your own that contains the following columns. Note, column headers MUST match exactly as provided below. Each row designates a unique Reservation.
A. Order #*
Enter the unique order number that is associated with the original Reservation.
B. Booked On*
Enter the date and time the reservation was originally booked.
C. Date*
Enter the date the event took or will take place.
D. Time*
Enter the time the reservation took or will take place, such as 10:30AM or 2:00PM.
E. Source*
Source refers to how the reservation was originally booked. Enter ADMN for a backoffice booking, WIDG for a widget (booked through your website).
F. MemberID*
Enter your MemberID which can be found in the top right-hand corner of Settings, Member Configuration.
G. Member Name*
Enter the name of your company exactly as we have it on file.
H. EventID*
Enter the EventID that is associated with the Event that is built in CellarPass (not the old system). You can locate the EventID in CellarPass by going to Events and then selecting Event Manager- RSVP. The EventID will be displayed directly below the Event Name. Setting the correct EventID is very important as getting this wrong will map the Reservations to the wrong Event in CellarPass.
I. EventName*
Enter the Event Name that is associated with the Reservation. You can locate the Event Name in CellarPass by going to Events and then selecting Event Manager- RSVP. The Event Name will be displayed directly largely above the EventID.
J. LocationID*
Enter the LocationID that is associated with the Reservation, denoting the Location where the Event will take place. To view your available Locations, go to Settings, Locations Manager. The LocationID associated with the available Locations will appear in the ID column to the left of the Destination, Location, and Technical Name. This is another important field to enter correctly or your Reservations will be mapped to the wrong location. If you have only one location, enter the same LocationID on all Reservations being imported.
K. Location*
Enter the name of the Location that was selected for the Reservation.
L. Total Attendees*
Enter the total number of Guests in the Reservation.
M. Price Per Attendee*
Enter the per person price charged for the Reservation.
N. Sub Total*
Enter the Subtotal for the Reservation.
O. Discount*
Enter the total value of any Discounts applied to the Reservation.
P. Promo
Enter the Promo Code (if applied) that was used with the booking of this Reservation.
Q. Final Total*
Enter the Order Total, which should be the value after any Discounts.
R. CC Type
Enter "AMEX", "VISA", "Master Card" or "Discover" to assign the type of credit card used to secure the Reservation.
S. First Name*
Enter the first name of the Reservation holder.
T. Last Name*
Enter the last name of the Reservation holder.
U. Email*
Enter the valid email address of the Reservation holder.
V. Street
Enter the street address for the Reservation holder.
W. City
Enter the name of the city for the Reservation holder.
X. State/Province
Enter the state or province for the Reservation holder.
Y. Zip*
Enter the zip code for the Reservation holder.
Z. Phone*
Enter the phone number for the Reservation holder in the following format (707) 255-4390
AA. Country
Enter the name of the country for the Reservation holder.
AB. Guest Note
Enter any guest notes associated with the Reservation.
AC. Concierge Note
Enter any concierge notes associated with the Reservation.
AD. Override Note
Enter any override notes associated with the Reservation.
AE. Meal Selection (NOT SUPPORTED)
This field is not supported, therefore leave this field blank.
AF. First (NOT SUPPORTED)
This field is not supported, therefore leave this field blank.
AG. Club (NOT SUPPORTED)
This field is not supported, therefore leave this field blank.
AH. Ticket Level (NOT SUPPORTED)
This field is not supported, therefore leave this field blank.
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