How to link Tours with Tour Schedules and Guests or Reservations in RMS using the Tour Links Import process.

Overview 

The Tour Links Import is part 3 of 3 imports for the Tour Desk in RMS:

1. Tour Import: Used to Import your Tours. 
2. Tour Schedule Import: Used to import the Tour Schedules, Price, and Pickup information.
3. Tour Links Import: Used to Link a Tour with a Tour Schedule, and to a Guest or a Reservation. 

Import Requirements

Information on the Tour Links 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 contains commas, it should be surrounded with "double quotes" (Text Delimiter).

• Microsoft Excel can save using a .csv format that matches these requirements.

Header Row

• The first row in your CSV file should be a header row containing the field names exactly as listed in the Import File Field Order table below.

• RMS will treat the first row as headers and will not import it as data.

About “Legacy” Fields

The fields prefixed with Legacy are used by RMS to identify and link records that already exist in RMS or were imported from a previous (“legacy”) system.

• LegacyTour_Id
  The unique Tour identifier that was used when importing Tours into RMS (for example, the Tour ID from your legacy system or the ID used in the Tour Import). The same value must be used here so RMS can match the Tour Link to the correct Tour record.
• LegacyEntity_id and LegacyEntity_Type
  Used to link the Tour to either a Reservation or a Guest in RMS:

  • LegacyEntity_id holds the Reservation ID or Guest ID.

  • LegacyEntity_Type indicates which type of ID is being used (see Legacy Entity Type Format).

These are standard field names for the Tour Links Import and are required for RMS to correctly associate Tours, Schedules, and Entities.

Import File Field Order

Pricing Note

The *_unitPrice fields should contain the total amount for that passenger type on the Tour (for example, total for all Adults, total for all Children, total for all Infants), not a per‑person price. RMS will not calculate totals from quantities for these fields; you must provide the full totals you wish to charge.

Date & Time Formats

• Date fields: DD-MM-YYYY (e.g., 25-JAN-2026). 
• Time fields: HH:MM:SS (e.g., 14:00:00).

Ensure all Date and Time values in your CSV use these formats.

Legacy Entity Type Format

Use the following values in LegacyEntity_Type to indicate which kind of ID is stored in LegacyEntity_id:

• 0 = Reservation ID
• 1 = Guest ID

The value in LegacyEntity_id must then be a valid Reservation ID or Guest ID in RMS, matching the type you select here.
 

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. In the RMS Side Menu, search for the "Tour Bookings" Report, 
2. Build this report to view and check the imported Tours. 
3. Confirm all Tours are linked to the correct Reservations or Guests. 
4. Verify Tour Dates and Pickup Times match the expected format. 

5. Check pricing fields for correct total amounts for Adults, Children, and Infants (for example, total for all Adults on each Tour). Look for missing or mismatched IDs.

6. Look for missing or mismatched IDs (for example, LegacyTour_Id, LegacyEntity_id, or Tour_Operator_RMS_Client_ID that do not correspond to existing records).

Downloadable Import File

The attached import file below contains the required file format for a Tour Links import.

1. Download the file and review the column headers.

2. Populate the file with the Tour Links data, ensuring that each Tour Link’s information corresponds to the appropriate column.

3. Save your file as a .csv before running the import.