The Event Master Task Import is used to bulk-load Event Master Tasks into RMS via a .csv file.

Overview

An Event Master Task is a general description of a service required for an event, for example Setup, Lunch or AV equipment. Master Tasks are created in the Event Management module and can be selected when you add a Master Task to an event reservation.

The Event Master Task Import allows properties to add multiple Master Tasks 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. The import creates the Task, Details and Pax of each Master Task. Service Providers, a Menu and Sundry Charges are linked afterwards in RMS.

The sections below outline the requirements for the Event Master Task 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 Master Tasks in RMS.
• To start the import, go to Tools > Data Import and select Master Tasks (Event) as the File Type.
• The import file must be in a comma-delimited .csv format (Field Delimiter). A file that uses semicolons is not accepted.
• If a data field within this file contains commas, it should be surrounded with "double quotes" (Text Delimiter).
• To include a line break in the Details field, keep the text inside double quotes and press Enter where the break is needed. A pipe character '|' is saved as a pipe, not as a line break.
• The import file must contain exactly three columns in each row, even when Details and Pax are empty. A row with more or fewer columns stops the import with an error message.
• Save the file with UTF-8 encoding. Accented characters in a file saved in another encoding, such as ANSI, are replaced by a placeholder character.
• The import only creates new Master Tasks. It cannot update a Master Task 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 row must read exactly Task,Details,Pax. RMS skips it. A header with any other wording is imported as a Master Task.

Event Master Task Import File Field Order

Master Task Name Rules

• Each Task name must be unique within the import file. Names are not case sensitive, so "Set Tables" and "set tables" count as the same name.
• A Task name that already exists in RMS is rejected, whatever its capitalisation. The existing Master Task is not changed.
• Spaces at the start and end of a Task name or Details are removed.
• Task names are limited to 50 characters.

Important! A Task name longer than 50 characters is not rejected. Validate and Import both report it as successful, but RMS saves only the first 50 characters. If the first 50 characters match an existing Master Task, or another row in the same file, the row is reported as successful but no new Master Task is created. Keep names to 50 characters or fewer before you import.

What the Import Creates

Each row of the import file creates one Master Task with the Task, Details and Pax from the file and the following settings.

• The Master Task is active.
• The Master Task is available to all properties. The Property column of the Master Tasks list shows (All).
• Runsheet Only is not selected, so the task is included on the Event Order.
• The default Start Day and Duration are set to 0.
• No Service Provider, Task Grouping, Menu or Sundry Charge is linked.

Open each imported Master Task in Setup > Event Management > Master Tasks to link Properties, Service Providers, a Menu or Sundry Charges, as described in Setup Master Tasks for Events. Service Providers and Menus must already exist in RMS before they can be linked.

The import file has no Property column, so the import cannot assign a Master Task to specific properties. A Master Task that is meant for specific properties needs to be adjusted after the import: open it under Setup > Event Management > Master Tasks and select the properties on its Properties tab.

Import Messages

The Results grid lists a message for each row that fails, and a Download errors link appears above the list. Errors that affect the whole file appear in a pop-up message instead.

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 but not as a successful one.
2. Review any unsuccessful rows in the Results grid, correct the file and validate again. Validate does not warn about a Task name over 50 characters or a non-numeric Pax, so check those in your file before you import.
3. Select Import and confirm when asked.
4. Navigate to Setup > Event Management > Master Tasks.
5. Confirm that the number of records found at the top of the list has increased by the number of Master Tasks you imported.
6. Check the Task, Details and Pax of each imported Master Task against your import file, including any name that was longer than 50 characters.
7. 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 Master Task by editing it under Setup > Event Management > Master Tasks.

Downloadable Import File

The attached import file below contains the required file format for an Event Master Task Import. Download the file and review the column headers. Populate the file with your data, ensuring that each field is in the correct column.

> Next Article: Data Validation & Trial Imports