The Event Layout Import is used to bulk-load Event Layouts into RMS via a .csv file.

Overview

An Event Layout is a general description of how an event space is set up, for example Banquet, Boardroom or Classroom. Layouts are created in the Event Management module and can be selected when you add a Master Task to an event reservation.

The Event Layout Import allows properties to add multiple Event Layouts to RMS in a single operation rather than creating each one individually. This is particularly useful during initial setup or when migrating data from another system.

This article outlines the requirements for the Event Layout 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

• A subscription to the Event Management module is required to use Event Layouts in RMS.
• To start the import, go to Tools > Data Import and select Layout (Event) as the File Type.
• The import file must be in a comma-delimited .csv format (Field Delimiter).
• If a data field within this file contains commas, it should be surrounded with "double quotes" (Text Delimiter).
• The import file must contain exactly two columns in each row. A row with more or fewer columns stops the import with an error message.
• The import only creates new Event Layouts. It cannot update an Event Layout that already exists in RMS, and there are no import options to choose from.
• Microsoft Excel is able to save using a .csv format that matches these requirements.
• If you include a header row, the first column of the first row must read Layout. RMS skips that row, and capital letters do not matter. The wording of the second column does not matter. A header whose first column reads anything else, such as Layout Name, is imported as an Event Layout.

Import File Field Order

Event Layout Name Rules

• Each Layout name must be unique within the import file. Names are not case sensitive, so "Boardroom" and "boardroom" count as the same name.
• A Layout name that already exists in RMS is rejected, whatever its capitalisation. The existing Event Layout is not changed.
• Layout names are limited to 50 characters.

Important! A Layout name longer than 50 characters is not rejected. Validate and Import both report it as successful, but RMS saves only the first 50 characters. Keep names to 50 characters or fewer before you import.

Please Note! The import file has no Property column, so the import cannot assign an Event Layout to specific properties. If you use a multi-property (Enterprise) database and a layout applies to only some of your properties, open the layout after the import and select the properties it applies to.

Import Messages

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. For the full process, see Data Validation & Trial Imports.

1. On the Data Import screen, select Validate before you select Import. The results show how many records were processed, how many were successful and how many were unsuccessful. The header row, if there is one, is counted as a processed record.
2. Review any unsuccessful rows in the Results grid, correct the file and validate again.
3. Select Import and confirm when asked.
4. Navigate to Setup > Event Management > Layout.
5. Confirm that the imported Event Layouts appear in the list, and that the Layout and Description columns match your import file. Imported Event Layouts are active.
6. Repeat the process for additional imported records to confirm the entire file imported correctly.

Tip! Because the import cannot update existing records, correct a mistake in an imported Event Layout by editing it under Setup > Event Management > Layout.

Downloadable Import File

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

> Next Article: Data Validation & Trial Imports