Stayntouch PMS Group Rooming List CSV Import
You can upload a group rooming list via CSV file from Groups > Manage Groups > Select Group > Rooming List Tab. Please note, this feature is now in general release, but must be enabled by Stayntouch Admin. Hotels that wish to enable this functionality should contact Customer Support.
Once this functionality is enabled by Customer Support, from the Rooming List tab on the group profile, you’ll notice a purple IMPORT button.
Upon clicking this button, you’ll be able to import a CSV file to Stayntouch PMS.
The file column headers should be titled as follows: First Name, Last Name, Arrival Date, Departure Date, Room Type, Occupancy (number of adults, so 1, 2, 3, etc.), Email, and Phone.
The header names should remain exactly as is; however, the order of the headers can be changed. Moreover, Email and Phone are optional, and you can remove those columns if desired. Please ensure your date format is the same as specified in your hotel’s settings (MM/DD/YYYY or DD/MM/YYYY). You should also write out your room type as it is written in the PMS.
Please note, the CSV file should use commas as separators, not semicolons; otherwise, the file import will return the below error message.
Be sure to save the file as CSV. A sample CSV template is attached at the bottom of this article.
Once the file has been imported a popup window will appear with two tabs:
- STAY INFO: This includes the guest name, arrival and departure dates, room type, and occupancy.
- GUEST INFO: This includes the guest name, email, and phone number.
Items to Note
- After the data is imported, it can be edited by users.
- For the Room Type field on the CSV file, Stayntouch PMS will check this field against both the room type description and room type code to locate the room type for that reservation.
- Blank data in the CSV First Name and Last Name fields will remain blank in the PMS fields for users to edit.
- Blank or invalid dates will be imported into the PMS as a blank date (MM/DD/YYYY or DD/MM/YYYY) for users to edit.
- Blank or invalid room types (e.g., room type data that does not match PMS room types) will be displayed as blank with the option for users to choose from a room type dropdown menu.
- Blank or invalid data will appear outlined in red to indicate that the fields need to be completed prior to the reservations being inputted. This includes the following:
- Any blank, unrecognizable, or unreadable data
- Any date outside the group block dates
- Any room type that is not part of the group block (the field will not be populated and will appear outlined in red)
- Special/accented characters are not supported for entries into a group Rooming List import file (i.e., the name RamÌrez would need to be written as Ramirez, with an un-accented "i" to import).
- We do not complete any validation checks for the phone numbers.
- Invalid emails will not be imported.
- If a CSV file upload fails, users will receive the following message: “Import has failed, please try the import again.”
After the data has been reviewed and edited as necessary, please click the CREATE RESERVATIONS button to add the reservations to the group rooming list.
As the reservations are being created, the following message will appear above the rooming list in yellow: “Creating reservations from CSV import. Rooming list is locked until reservations are created.”
You can click the refresh button to check the progress of the import. You can also move to any other tabs on the group card or any other screens in the PMS during this process.
When reservations have been successfully created, you will receive the following message in green: “All reservations from CSV import created. We’ve added X reservations to the rooming list.”
You will then be able to click the purple UNLOCK ROOMING LIST button to unlock the rooming list. The new reservations will then appear on the rooming list.
Please note, if there isn’t room block availability for all of the reservations, some or all of the reservations will not be created. Here is a sample message you may receive: “Some reservations from CSV import created. X reservations to the rooming list. X reservations not created.”
You can then choose to VIEW FAILED RESERVATIONS or UNLOCK ROOMING LIST.
Upon clicking VIEW FAILED RESERVATIONS, you will see the failed reservation(s) along with the cause of failure.
Note: See attachment below of a downloadable template for the group rooming list.