How to import your bookings from a spreadsheet
Import the bookings you already have from an Excel or CSV file, instead of typing them again. Create your tours in TourTask first: the import never creates tours.
Before you start
- ✓Your file has, for each booking, the customer's name, the tour and its date.
- ✓Your group tours have the start times your bookings start at: a group booking joins the departure at its time.
- ✓Coming from FareHarbor? Its export is mapped for you: see From FareHarbor.
Import your file
- 1
Open the importer
Go to Bookings → Import, or click Import bookings at the bottom of Bookings → View.
- 2
Choose the source
Click Custom spreadsheet.
- 3
Upload the file
Click Choose a file, or drop it in: Excel (.xlsx) or CSV, 20 MB at most. If your workbook has several sheets, pick the Sheet. Click Next.
- 4
Map the columns
For each column of your file, choose the TourTask field it holds under Maps to, or leave it on Ignore. TourTask guesses from your headers. Customer name, Tour and Tour date are required.
- 5
Match your tours
Under Match your tours, pick the TourTask tour for each tour name in your file. Exact names, and names you matched in an earlier import, are done already; an AI suggestion fills in others it is sure of. Don't import these bookings leaves a name out.
- 6
Choose private or group
For a tour you sell both ways, choose Private tour or Group tour: your file doesn't say which the customers booked.
- 7
Match the other values
If your file has other columns that name things in TourTask, such as a payment method or a pickup location, pick the TourTask value for each of their values.
- 8
Check the preview
TourTask checks every booking without saving anything: how many are ready, left out or can't be imported. Open Things to check for the details: errors stop a booking, warnings don't.
- 9
Import
Click Next, then the import button with the number of your bookings, such as Import 25 bookings. Each booking is saved on its own, so one with a problem never stops the others.
What the import brings
| From your file | In TourTask |
|---|---|
| Customer's name, e-mail, phone, country, language | The booking's contact; a known e-mail links the existing customer |
| Tour, variant, date and time | A tour on the booking; rows with the same order reference make one booking |
| Passengers | A total, or adults, children and other ages; names and ages too |
| Price and currency | Your price is kept; without one, today's price |
| Amount paid | A payment on the booking |
| Cancelled on | A cancelled booking, while Import cancelled bookings as cancelled is on |
| Booking reference | Kept in the tour's note, and used to skip bookings already imported |
Add-ons, agencies and lodging are not imported.
Imported bookings get your automatic e-mails like any other: a customer whose tour is over can get a review request. To avoid that, import bookings from today onwards.
Bookings that can't be imported
The preview lists each booking it can't import and why. The most common, for group tours: a start time that isn't one of the tour's times that day, or a departure with no room left. Add the time to the tour or raise the capacity, then click Back and Next to check again.
Questions we get asked
Yes, if a column holds a booking reference: bookings imported before are skipped. Without references, they would be created again.
No. It only creates new bookings.
Staff who may create bookings, with access to Bookings → Create.