Before importing bookings into Checkfront, ensure your CSV file is prepared correctly. A well-structured import file ensures that your data uploads smoothly, prevents errors, and maintains an accurate booking history.
Learn how to download the Booking Import template and optimize your file for import.
New to the Booking Import? Read the first article in this series for an introduction to the Booking Import feature.
Accessing the features mentioned in this article
Where can I find this feature using the top menu?
- Reports > Booking Index > Import
What more do I need to use this feature?
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Admin or restricted permissions to View all reports or the Booking Index.
Which Checkfront version supports this feature - classic items, classic products, or both?
- This feature is available in both our classic version, which uses classic items (Inventory > Items), and our classic version, which uses classic products (Inventory > Products). → Learn more about products
Accessing the download template (step-by-step)
- Navigate to the Booking Index (Reports > Booking Index).
- Click the Import button.
- Click the Download Template button.
- Open the file using your spreadsheet program.
- Add your booking details.
Find detailed information about each step below.
Downloading the import template and preparing the file
Once you arrive at the Booking Import page, you see a Download Template button. Clicking this downloads a CSV file containing a sample booking, which you can use as a template for your external bookings.
Once you download the template, open it and add your booking details. You can delete the sample row before saving the document or override its contents with your information.
Most fields are self-explanatory and match the fields you have chosen to show on your Booking Form (Manage > Layout > Booking Form). There are a few things to note, but we will look at those below.
Inputting the item/product id
In the inventory image above, you can see the indicated example IDs.
This field is critical and matches the item(s)/product(s) included in the booking.
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Importing a booking You cannot import a booking without a matching item or product ID. |
Returning to the CSV file, the second column is labeled Item ID. Enter the ID we just looked at in the inventory list.
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Separating item/product IDs A space in the Item ID field must separate multiple item/product IDs. A comma is not acceptable and prevents the booking from importing correctly. |
Formatting date fields
When entering your information, it is essential to use the correct formatting on columns such as Start Date and End Date. Date formats can be in MM/DD/YYYY or YYYY/MM/DD.
The date columns should also include a time. If you need to know what time you created the original booking you can estimate the time.
The example booking contains two products in this case: London Walking Tour and Guided Walking Tour.
Working with checkbox fields
In the screenshot above, the custom field labeled Stay up to date on our newsletter' is a checkbox.
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:
- 0 (zero): Meaning the booker left the option unchecked.
- 1 (one): Meaning the booker has selected the option.
Next Steps
In the following article, we examine how to prepare your bookings file for import.
< Introduction to importing bookings | Importing your bookings file >