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Guest &/or Owner Import

A guest/owner import is a convenient method of transferring all historical, current, and future guests into RMS.

 

✎ Please Note: RMS is highly configurable. Some Terminology, User Access & Permissions, Images, Labels, and Functions used in these articles may differ from your setup. CLICK HERE to find out more.

 

Import Overview

Information on the Guest &/or Owner Import requirements for RMS.

  • The import file must be in a comma delimited .csv format (Field Delimiter), a downloadable import template is available at the bottom of this article.
  • If a data field within this file contain commas, it should be surrounded with "double quotes" (Text Delimiter).
  • Microsoft Excel can save using a .csv format that should match these requirements.
  • RMS can determine whether the first record is a header record.
  • Each line should have either a Group name or a Surname.
Please Note: Guests and Owners should be imported separately.

 

Guest Import Options

There are three options to select when doing a Guest Import:

  1. Import all records as a new guest:  This option will import all guests in the .csv file as a new guest in RMS.
  2. Update Existing Guest Based on Matching LegacyID:  The Import utility will use field 17, Legacy Guest ID, to locate the Guest in RMS and update all fields with the information in the .csv file.
  3. Update Existing Guest Based on Matching Guest ID:  The Import utility will use field 17, Guest ID, to locate the Guest in RMS and update all fields with the information in the .csv file.

Screenshot of the Data Import window in RMS showing the Guest import options including importing all records as new guests or updating existing guests

⚠ Important: Booking Sources that do not exist in RMS can be added to the master list. Guest Statistics can be overwritten by ticking 'Overwrite Guest Statistics.'

 

Import File Field Order

Order Field Name Field Type Required Max Characters RMS Equivalent
1 Groupname Alpha Numeric Either Group name or Surname is Required 50 Group Name
2 Surname Alpha Numeric Either Group name or Surname is Required 50 Surname
3 Given Alpha Numeric   20 Given Name
4 Title Alpha Numeric   15 Title
5 Address Line 1 Alpha Numeric   50 Address Line 1
6 Address Line 2 Alpha Numeric   50 Address Line 2
7 Address Line 3 Alpha Numeric   50 Address Line 3
8 Town/City Alpha Numeric   50 Town/City
9 State Alpha Numeric   20 State
10 Postcode Alpha Numeric   15 Postcode
11 AH Phone Alpha Numeric   21 Phone AH
12 BH Phone Alpha Numeric   21 Phone BH
13 Mobile Phone Alpha Numeric   17 Mobile
14 Fax Alpha Numeric   21 Fax
15 Email Alpha Numeric   100 Email
16 Spare 1 Alpha Numeric   20 Client Spare Field 1
17 Legacy Guest ID Alpha Numeric Y 50 Unique Legacy System ID. (Imported to Guest Spare Field 2)
18 Notes Alpha Numeric   4000 Client Notes
19 NoOfStays Numeric     Number of Stays
20 TotalSpend Numeric     Total Spend
21 Membership No. Alpha Numeric   50 Membership Number
22 Bank Account Name Alpha Numeric   50 Account Name
23 Bank Account No Alpha Numeric   15 Account Number
24 BSB No Alpha Numeric   8 BSB No
25 Activate Direct Debit Yes/No Field   3 Activate Direct Debit
26 Spare 3 Alpha Numeric   20 Client Spare Field 3
27 Spare 4 Alpha Numeric   20 Client Spare Field 4
28 Spare 5 Alpha Numeric   20 Client Spare Field 5
29 Spare 6 Alpha Numeric   20 Client Spare Field 6
30 Spare 7 Alpha Numeric   20 Client Spare Field 7
31 Spare 8 Alpha Numeric   20 Client Spare Field 8
32 Spare 9 Alpha Numeric   20 Client Spare Field 9
33 Spare 10 Alpha Numeric   20 Client Spare Field 10
34 Spare 11 String   20 Client Spare Field 11
35 RVType String     RV Type
36 RVLength String     RV Length
37 RVSlide Int     RV Slide
38 BlackList Yes/No Field   3 Blacklist
39 Company Alpha Numeric   50 Name of Debtor or 3rd Party associated to the guest
40 Gender String   5 M, F or X. Leaving Blank will set no gender
41 Client Type Int   1 1 =  Owner, 4 = 3rd Party, Leave blank for Guest
42 Bank Name String   20 Guest Bank Name
43 Bank Code Alpha Numeric   20 Guest Bank Code
44 Branch Name Alpha Numeric   20 Guest Branch Name
45 PayOwnerBy Alpha   1 C = Cheque E = EFT (Leave blank for EFT)
46 ABN Alpha Numeric   15 Company Tax Number
47 Email2 Alpha Numeric   100 Secondary Email Address
48 Country Alpha   20  
49 Booking Source Alpha Numeric   20  
50 Classification Alpha Numeric   20 One Only Must Exist in RMS
51 Privacy/NoMail Out Yes/No Field   1 Y or N
52 Nationality Alpha   20  
53 VIP Code Alpha Numeric     Set in RMS
54 Spare 12 Alpha Numeric   20  
55 Spare 13 Alpha Numeric   1 Y or N
56 Spare 14 Alpha Numeric   1 Y or N
57 Spare 15 Alpha Numeric   Date Cannot Be Blank use 01-Jan-1900 if no date
58 Spare 16 Alpha Numeric   Date Cannot Be Blank use 01-Jan-1900 if no date
59 EDM Filter 1 Opt Out Yes/No Field   1 Y or N
60 EDM Filter 2 Opt Out Yes/No Field   1 Y or N
61 EDM Filter 3 Opt Out Yes/No Field   1 Y or N
62 SMS Opt Out Yes/No Field   1 Y or N
63 Email Opt Out Yes/No Field   1 Y or N
64 Phone Opt Out Yes/No Field   1 Y or N
65 Post Opt Out Yes/No Field   1 Y or N
66 Guest Status Alpha Numeric   20 From Guest status List in RMS
67 Created By Alpha Numeric   50 Username in RMS.
68 Franchise Alpha Numeric   50 Franchise name in RMS.

 

RV Slide Values

Dwelling fields can be used for managing portable accommodation booked onto Areas with the Category Classification of 'Site', including caravans, campervans, RVs, and tents. Area Dwelling Options determine the Dwelling Length, Dwelling Type, and Dwelling Slide that can be accommodated on the Area.

If you are importing RV Sides for a guest, the RVSlide field must have one of the following numerical values:

  • 0 = None
  • 1 = Passenger
  • 2 = Driver
  • 3 = Driver and Passenger
  • 4 = Rear
  • 5 = Passenger and Rear
  • 6 = Driver and Rear
  • 7 = Driver, Passenger, and Rear

Import Validation

To ensure that your data is clean, consistent, and ready for the Live production environment after it has been validated and imported into the Training environment, follow these steps:

  1. Navigate to Reservations > Guest Search for data review.
  2. Select a 'Search On' field.
  3. Input the Search Criteria.
  4. Select the 'Search' icon. 
  5. Open the guest record by selecting the Guest number. 

Annotated screenshot of the Guest Search screen in RMS highlighting the search field options and a Guest No in the search results

  1. Review the guest data to confirm it matches the Guest Import File. 

Annotated screenshot of the Edit Guest screen in RMS highlighting the Guest Details and Correspondence records for an imported guest

★ Tip: Repeat this process with additional guests to verify that the entire import was successful. Ensure that all necessary data points, such as contact information and preferences, are correctly populated.

 

Troubleshooting: Validate Results Appear Empty

If the Validate Results table appears empty after running Validate (no errors AND no 'X Records Processed' summary line), the CSV file is likely missing required columns or has the columns in the wrong order.

⚠ Important: A partial CSV may import silently with no records actually saved. Any subsequent Reservation Import that references those guests will fail with the error 'Save Res: Guest must be supplied'.

To resolve:

  1. Confirm the CSV contains all 68 fields in the order shown in the Import File Field Order section above.
  2. Use the file attached under Downloadable Import File below as a known-good template.
  3. Re-run Validate and confirm a 'X Records Processed' summary line appears with the count matching the row count of the CSV.
  4. Run Import only after Validate confirms the row count.

 

Downloadable Import File

The attached import file below contains the required file format for a guest or owner import. Download the file and review the column headers. Populate the file with the guest or owner data, ensuring that each guest or owner's information corresponds to the appropriate column.

Next Article: Data Validation & Trial Imports

 

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