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Area import file reference

Overview

An Area represents the physical space available for a reservation within a specific Category. The Area import offers a streamlined method for transferring all rental areas into RMS. This article provides details on the requirements for the Area Import in 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

  • Categories must be configured or imported in RMS prior to attempting an Area import.
  • The import file must be in a comma delimited .csv format (Field Delimiter).
  • If a data field within this file contain commas, it should be surrounded with "double quotes" (Text Delimiter).
  • Microsoft Excel is able to save using a .csv format that should match these requirements.
  • RMS is able to determine whether the first record is a header record.

 

Field Order

Order Field Name Field Type Required Unique Max Characters RMS Equivalent
1 Category Alpha Numeric Y N 50 Exact Category Name (in RMS)
2 Name Alpha Numeric Y Y 50 Area / Site Code or Name
3 LongDescription Alpha Numeric N N Unlimited Long Description
4 Length Numeric N N 7 Length
5 Width Numeric N N 7 Width
6 Addr1 Alpha Numeric N N 50 Address Line 1
7 Addr2 Alpha Numeric N N 50 Address Line 2
8 Addr3 Alpha Numeric N N 50 Address Line 3
9 Town Alpha Numeric N N 50 Town
10 State Alpha Numeric N N 20 State
11 PostCode Alpha Numeric N N 15 Postcode 
12 StatsEnabled Yes/No Field N N 1 Statistics (On by default)
13 Spare1 Alpha Numeric N N 100 Area Spare Field
14 Spare2 Alpha Numeric N N 20 Area Spare Field
15 Spare3 Alpha Numeric N N 20 Area Spare Field
16 Spare4 Alpha Numeric N N 20 Area Spare Field
17 Spare5 Alpha Numeric N N 20 Area Spare Field
18 Spare6 Alpha Numeric N N 20 Area Spare Field
19 Spare7 Alpha Numeric N N 20 Area Spare Field
20 Spare8 Alpha Numeric N N 20 Area Spare Field
21 Spare9 Alpha Numeric N N 20 Area Spare Field
22 Spare10 Alpha Numeric N N 20 Area Spare Field
23 Client Description Alpha Numeric N N 50 Area Client Description
24 Max Occupancy Numeric N N 7 Max Area Occupancy

 

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 Setup > Category/Area for data review.
  2. Select the 'Edit' icon aligned with a Category.Category/Area setup screen in RMS showing a list of categories with an Edit icon to open a selected category
  1. Navigate to the Area Menu to confirm the correct Number of Areas.
  2. Highlight an Area.
  3. Select the 'Edit' icon.Category edit screen on the Area menu tab displaying the list of Areas for the category with one Area highlighted and an Edit icon
  1. Review the Area Details.Area detail screen showing fields such as Area name, category, address, dimensions and maximum occupancy
  1. Optional: Review the Area Description.Area description tab displaying the long description text for the selected Area
★ Tip: Repeat this process for additional Areas to verify that the entire import was successful.

 

Downloadable Import File

The attached import file below contains the required file format for an area import. Download the file and review the column headers. Populate the file with the area data, ensuring that each field corresponds to the appropriate column.

 

Next Article: Data Validation & Trial Imports

 

 

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