Reservation Key Data Import User Guide

This guide provides instructions for importing your data into Reservation Key from another property management system.

1. Introduction to Data Import

The import section is primarily used by Reservation Key staff to transfer your existing data from a different property management system into your Reservation Key account. To ensure a smooth and efficient import process, please carefully follow the guidelines outlined below.

2. Preparing Your Data

2.1. File Format

Your data must be properly formatted and saved as either an Excel (.xlsx or .xls) file or a Comma Separated Value (.csv) file.

2.2. Sending Your Data

Once your data file is prepared, please email it to our support team at support@reservationkey.com.

2.3. Trial Account Considerations

If you are currently using a trial account, a paid subscription must be set up before the data import process can be completed.

2.4. Data Formatting and Potential Setup Fees

It is crucial that the data you send us is correctly formatted according to the specifications detailed in this guide. If the data is not properly formatted, our team may need to contact you to discuss a potential setup fee to cover the cost of formatting the data on your behalf.

3. Types of Import Files

We can import two distinct types of data files:

1. Reservation Data File: This file contains details about your past, present, and future reservations. (Specific formatting details for this file type are not provided in this document.)
2. Guest Contact Data File: This file contains information about your guests. The required and optional columns for this file type are detailed below.

4. Formatting Your Guest Contact Data File

4.1. General Formatting

For a guest contact data file, each individual contact should be represented on a single line within the file.

4.2. Optional Columns (with Header Labels)

You can include the following optional columns in your guest contact data file. Please ensure you use the exact labels provided below as the column headers in your file.

• FirstName
• LastName
• FirstName2
• LastName2
• Address
• City
• State
• Zip
• Country
• HomePhone
• BusinessPhone
• CellPhone
• Email
• Notes

Note: These columns are optional. You only need to include the columns for which you have data.

• From what systems do you support importing data?
• How does the import process work?
• Is there anything I particular I need to do on the Reservation Key system before importing my data?
• Is it possible to import reservation data from a Microsoft Excel file?

From what systems do you support importing data?

We support importing data from a variety of other reservation systems. If we do not currently support importing from the system you are using, we can work with you to build a custom import interface.

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How does the import process work?

Once the system database from which you are importing from is added to Reservation Key you will then selects room names from your external system and matched those to room names in Reservation Key.

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Is there anything I particular I need to do on the Reservation Key system before importing my data?

You should make sure there are corresponding room names in Reservation Key that match those in the program from which you are importing.

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Is it possible to import reservation data from a Microsoft Excel file?

Yes, provided you have formatted your data according to our instructions. Basically, you need to have one room per line, along with the guest information on each line. You can find our list of required and optional columns under Settings Tab, Import, Custom Database.

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