How to import guest names and contact information onto a Master Reservation in RMS using a CSV file via the Area tab - also referred to as a Rooming List import or Guest Import on a Master Reservation.

Overview

A Master Reservation (also known as a Group Reservation) is a group of reservations that links multiple guests travelling together under a single master name and reservation number.

A Rooming List is a document provided by a organiser that details each guest's name and contact information for all reservations within the group. It can be imported from a CSV (comma-separated values) file via the Area tab to quickly populate guest information across all sibling reservations, saving time on manual data entry. This is also referred to as a Guest Import on a Master Reservation.

Alternative Functions

Quick Add on the Guest tab of a Master Reservation enables manual entry of guest surnames and given names across all sibling reservations without importing a file - useful for small groups where a CSV is not available.

The Replace Guest option on an individual reservation can be used to change the Guest Profile associated with a specific sibling reservation within the group.

The Area List on the Area tab can be used to print or export a summary of all reservations in the group, including Area, Guest Name, and key reservation details.

Import Information

• The import file must be in a comma-delimited .csv format - see the downloadable template at the bottom of this article.
• Microsoft Excel can save files in .csv format that should match these requirements.
• Fields within the file must not contain commas.
• RMS can determine whether the first record is a header record.

Field Order

Date Format

All date fields must use the format DD-MMM-YYYY (e.g. 25-JAN-2026).

Guide

Open the Master Reservation in RMS.

1. Select (Master) in the Navigator Pane.
2. Navigate to the Area tab.
3. Select 'Import'.
   
    
4. Locate the CSV Rooming List file on your computer.
5. Select the file and choose 'Open'.
   
    

The guest information from the CSV file will be imported and allocated against the sibling reservations in the Group Reservation.

Downloadable Template

The attached CSV template below contains the required column headers for the Rooming List import. Download the file, populate each row with the guest details for the group, and ensure all date fields use the DD-MMM-YYYY format (e.g. 25-JAN-2026) before importing.

Rooming List Import Template.csv

Related Articles

• Managing Master Reservations
• Master Reservation Quick Add Guest Names
• Reservation Replace Guest