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

Overview

An Event Type is a general description used to categorise events managed through the Event Management module in RMS, for example Wedding, Conference, Birthday or Private Event. The Event Type is recorded on each event reservation and is shown in the Event List Report.

The Event Type Import allows properties to add multiple Event Types 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 sections below outline the requirements for the Event Type 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 Types in RMS.
• To start the import, go to Tools > Data Import and select Event Type 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 one column. A row with more than one column is rejected with an error message.
• The import only creates new Event Types. It cannot update an Event Type that already exists in RMS, and there are no import options to choose from.
• A .csv file can be created in Microsoft Excel. Make sure it is saved with UTF-8 encoding, as described under File Encoding below.
• If you include a header row, the first row must read Description. RMS skips it, and capital letters or a trailing space do not matter. A header with any other wording, such as Event Type, is imported as an Event Type.
• Blank lines, and lines that contain only spaces, are ignored.

Import File Field Order

Event Type Description Rules

• Each Event Type description must be unique within the import file. Descriptions are not case sensitive, so "Wedding" and "wedding" count as the same description.
• A description that already exists in RMS is rejected, whatever its capitalisation. The existing Event Type is not changed.
• Event Type descriptions are limited to 50 characters.
• Spaces before and after a description are removed when it is imported.

Important! A description longer than 50 characters is not rejected by Validate. RMS saves only the first 50 characters, and if two long descriptions start with the same 50 characters, the second one fails when you select Import. Keep descriptions to 50 characters or fewer before you import.

Please Note! On a multi-property (Enterprise) database, Event Types are not assigned to individual properties. The Event Type screens and the import file have no Property field, and a description that already exists cannot be imported again by choosing a different Property on the Data Import screen.

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. A row listed as unsuccessful in the results is not imported, and the other rows in the file are still imported.
3. Select Import and confirm when asked. For a larger file RMS shows a Process File message while the rows are added. Wait for it to close before you check the list.
4. Navigate to Setup > Event Management > Event Type.
5. Confirm that the number of records found has increased by the number of Event Types you imported, and that the Description of each one matches your import file.
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 Type by editing it under Setup > Event Management > Event Type.

Downloadable Import File

The attached import file below contains the required file format for an Event Type Import. Download the file and review the column header. Populate the file with your data, keeping the single Description column.

Next article: Data Validation & Trial Imports