Applies to:        Stayntouch  PMS

Dataloader Guidelines & File Specifications

DATALOADER GUIDELINES

Stayntouch is pleased to provide at no additional cost to our clients the ability to upload existing hotel data to Stayntouch Cloud PMS via the Dataloader Tool. The following data can be uploaded into PMS.

• Company Profiles
• Travel Agency Profiles
• Guest Profiles
• Reservation Data (With Advanced Deposit total)

Test versions of import files must be provided one week prior to the date of the import. Please see the below guidelines for the following imports:

Company Profile/Travel Agent Profile Data

• Columns in blue are considered MANDATORY.
• Type can be one of two options:
  • COMPANY
  • TRAVELAGENT
• Account Number
  • For company profiles, we need an identifying PMS ID. This can be alpha or numeric.
  • For travel agent profiles, this would be the IATA number.
• The company/travel agent profile import template is attached.

Guest Profiles

• Columns in blue are considered MANDATORY.
• Import of guest profiles should only be for guests NOT included on the reservation import. Reservation import will create guest profiles for those reservations.

Reservation Data

• Leave the columns in yellow blank. Stayntouch will complete that information.
• Columns in blue are considered MANDATORY. Columns in white are optional for additional data.
• Arrival date/departure date must be in DD/MM/YYYY format. Please click here to see how to convert dates in Excel to the correct format or ask your assigned Implementation Consultant for assistance.
• The following fields MUSTbe values that exist in Stayntouch PMS. All values are case sensitive. Stayntouch is not responsible for validation of information required to be in Stayntouch PMS. 
  • Rate 
    • This must be the rate code.
    • If you do not wish to bring over all rate codes, it is our recommendation to create a rate code called IMPORT for those existing reservations to be created with. The existing rate code that does not exist in Stayntouch PMS should be added to the Notes column, so it can later be referenced.  
  • Amount
    • The rate amount should be in 0.00 format and is static for each night. Reservations CANNOT be imported with rate changes. It is our recommendation that you set the rate amount to the average rate for each night. 
  • Room Type 
    • This must be the room type code.
  • Market Segment Code
  • Source Code
  • Booking Origin Codes
  • Room Number
  • Company Account Number
    • This comes from the company/travel agent profile import OR the ID you built them with.
  • Travel Agent Account Number
    • This comes from the company/travel agent profile import OR the ID you built them with.
  • Deposit Amount
    • This must be in a non-negative format.
  • Guest Email
    • This must be in email format.
• The following criteria must be met for reservations to correctly import to groups:
  • A rate code will be needed; however, the rate code does not need to be attached to a group. Our recommendation is to create a rate code called GROUP with dummy values and list that as the rate code for those reservations.
  • The Group Block Code must be in the GROUP column and must be a 1:1 match. 
  • Inventory must be added to group blocks in order to accept reservations. If no inventory exists, reservations will fail.
  • It is imperative that accurate inventory for each room type utilized by a group block reservation is allocated in the Room Block Details tab for the group prior to the Dataloader import. Inaccurate inventories will result in potential overbooking situations. Stayntouch is not responsible for validation of group block inventories.
• Dataloader will produce a list of failed reservations that did not import. Your Implementation Consultant will provide the list to the client to resolve. A column will be created identifying the cause for the reservation failure. 
• To upload the file, it is sometimes necessary for all punctuation marks and accented characters to be removed. Please be prepared to have some of that data missing. 
• For notes to import, they must all be on a single line. Multiple lines of comments or notes cannot be imported.
• As an option, we can also import advance deposits for future reservations. The amount should be in a non-negative 0.00 format. Be sure to remove any deposits for reservations that will be in-house on the cutover date, as those amounts will be part of the guest ledger. 

DATALOADER FILE SPECIFICATIONS

• Please provide us with an export of reservations that includes as many columns populated with data as possible. Please see the suggested columns in the attached spreadsheet below regarding what is able to be imported.
• Additionally, if you send us the travel agents and companies in a separate Excel sheet (including IATA number or corporate ID), we can upload these into Stayntouch PMS beforehand and link them to the reservations.

Necessary Details

• Hotel Code
• Confirmation Number (Has to be 6 numbers)
• Arrival Date
• Departure Date
• Guest Last Name
• Guest First Name
• Rate Code
• Rate Amount Per Night (The per night rate will be reflected across all nights of the stay.)
• Room Type
• Number of Adults

Please refer to the attached Excel spreadsheet below for the required columns for both reservation and profile import. Please note, the file format submitted must be in CSV.