New to Booking Import? Read the first article in this series for an introduction to the Booking Import feature.
Which plans include this feature?
Where can I find this feature using the top menu?
Reports > Booking Index > Import
What prerequisites are there?
Which Checkfront version supports this feature - classic, new or both?
- This feature is available in both our classic version using items (Inventory > Items) and our newest version using products (Inventory > Products). → Learn more about products
Viewing the BookingsBack to top
After the import, you are automatically taken back to the Booking Index (Reports > Booking Index), where you see the bookings you just added. For the sake of this demonstration, we imported one booking.
Click on the Booking ID to view the full details and ensure the data is imported correctly.
Note that if the imported booking dates are outside the default Next 30 days filter in the Booking Index, you have to adjust the report start and end dates accordingly to see your imported bookings.
The Booking Invoice shows that the correct booking status is automatically applied to the booking. For example, if the system recognizes that a partial payment has been applied, the Deposit status is assigned.
Import limitationsBack to top
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/product.
However, if the booking contains multiple items or products, then the start/end dates apply to all items/products and the item/product price is applied to the first item/product only.
To fix this, you need to go into the invoice after import and manually edit each item/product to change its start/end dates and price, if necessary.
The import overrides any rules you define in your system.
For example, if you select a start day of Saturday for your bookings, but you import an item or product with a start day of Friday, then this is allowed.
Also, the import does not take into account booking numbers.
If an item/product is sold out on a particular day, you can still import new bookings for that item/product on that same day, essentially creating an overbooking situation.
Lastly, if the Guest Form feature is enabled, then Guest data is not included when you import bookings, as only Primary Booker data is included with the initial import. However, the Primary Booker can share the Guest Details link from their invoice with Participants, so they can fill out the missing details.