For some of our customers it is easier to plan accommodation arrangements using our accommodation import sheet. This article will guide you through the process of using the import sheet.
You will require the import sheet to do this and you may need to speak to your Customer Success Manager about this if you do not already have a copy of this sheet for your company.
Open the 'Room Import Sheet' .xlsx file.
Change the name and address of the hotel as required at the top of the sheet (separate row for each as per the layout)
Add the names of those people staying in each hotel
- The names will need to be in the same format as they appear in your platform
- The names will need to be spelled exactly the same as they appear in other sheets or the platform if they’re already added (so no Tom instead of Thomas, Pete instead of Peter, Jo instead of Joanna for example)
Add the other details to the row for each guest :
You do not need to add details to columns G, H, I, M or N – these are optional – only Column N (if used) is visible in the app)
Other things to note:
You cannot have any spare empty rows between the last name on the list and the grey bar that
signifies the end of the list
Do NOT delete the blue room types table below the guest list
- You can update the names under Room Type
- You can also update the rate (although this is not required for most subscriptions)
The Room type you add into column J need to be spelled exactly like one of the room type names in the blue table (as highlighted in yellow below)
Once complete, save the file (we recommend changing the name of the file at this point).
Repeat this process on a per hotel basis if your event is using more than one hotel. Give each subsequent import sheets a different name - so you have an import sheet per hotel.
You do not need to create an accommodation import sheet for groups of guests - you can add ALL guests staying per hotel into one sheet.
Once you have all your sheets, you can follow the How to Import a Rooming List guide