Guest Import

Guest history records can be imported into the RDP system and may need approval from your sales contact. Guests are imported “as is” provided by the client in an excel file with the extension of xls or xlsx without modification. Guest history records are contact information for guests from previous and future visits.

Click here to Download Excel Template for Importing

The excel file will be used to import reservations into the RDP system. Provide all guests in one import file. Subsequent guest imports are not supported to maintain data integrity.

Support Only:

If there is an hreserve.guestnum field populated the guests file needs to match and not conflict

If no guest history but e-mails:
- Formula for GuestNum =RIGHT(CONCATENATE(" ",G2),6) , note max length is 6
If system hasn’t imported e-mail into CNTEMAIL then import into CNTEMAIL
- Add column of ID with formula of = row() , may need to add to row if there are pre-existing values such as =row()+100
- Add Column of Contact Number and use formula: =RIGHT(CONCATENATE("00000000", G2 ),8), updating G2 to column of guest history number (Note: max length is 8 when guest max length is 6 and instead of “ “, filler is “0”)
- Add column of “Email” that Replicates “EmailAddress”
- Add Column of “Type” and set it to “1”
- Add Column of “Primary” Email and set to “Y”
- Add Column of “ContactMasterFile” and set to “GU”
Default Fields
- VIP = N

Column Header: Res Type

Description: Defines the reservation type. If not defined all reservations will be set to P or I.

Maximum Length: 1

Values:

P: Paying Guest (Room Number Assigned)

I: Paying Guest (Inventory, No Room Number Assigned)

S: Special (Paying Guest Reservation with different color on tape chart)

C: Complimentary (Reservation with Rate Plan of Comp)

X: Maintenance (Unit is not available for occupancy)

O: Whole Owner

G: Guest of Owner

R: Paying Guest Referral from Owner

M: Multiple Folio (does not take unit type or unit out of availability)

T: Timeshare or Fractional Owner

Q: Timeshare or Fractional Owner (Inventory, No Room Number Assigned)

B: Timeshare or Fractional Owner additional reservation outside of ownership

Column Header: Guestnum

Description: Guest history number

Maximum: 999999

Values: Whole Number. If a guest number has been provided with reservations, then this numbers to match the reservation guestnum. If there is not a pre-existing guest number, then RDP recommends starting number of 1.

Column Header: RatePlan

Description:Optional. Last rate plan used on a reservation. System can default to this rate plan when making a new reservation if configured.

Maximum Length: 4 Alpha-Numeric

Values: Exactly 4 alpha-numeric, examples, “RACK”, “RATE”, “BEST”, ”AAAR”, “MILT”,“10DC”, “15DC”, and “20DC”

Column Header: Nights

Description: Optional. Total number of nights guest has stayed for all previously visits.

Values: Integer, whole numbers (no decimal)

Column Header: Frequency

Description: Optional. Total number of past reservations. Does not include future.

Values: Integer, whole numbers (no decimal)

Column Header: EnteredBy

Description: User login of person who made the reservation. Optional.

Maximum Length: 6 characters

Values: Characters, letters and special characters excluding (‘ single quote,” double quote,* asterisk).

Column Header: EntryDate

Description: Entry date of reservation. Optional.

Values: MM/DD/YYYY

Column Header: Name

Description: Name on guest history record.

Maximum Length:70 characters

Values: Format to be LastName/FirstName.

For Example:

Jones/Davey
Cleaver/Ward
Joel/Billy
Short/Martin
Remodel/

Column Header: Address1

Description: Street or PO Box

Maximum Length: 50 characters

Values: Numbers, Letters, Special Characters

Column Header: Address2

Description: Apartment or additional address information

Maximum Length: 50 characters

Values: Numbers, Letters, Special Characters

Column Header: City

Description: City

Maximum Length: 50 characters

Values: Numbers, Letters, Special Characters

Column Header: State

Description: State or Providence

Maximum Length: 2 Characters

Values: Abbreviation of State or Providence

For Example:

AB = Alberta
CO = Colorado

Column Header: Zipcode

Description: Zipcode or Postal Code

Maximum Length: 10 Characters

Values: Numbers, Letters, Special Characters

Column Header: Phone1

Description: Phone1, can be relabeled in UI. System – Configurations – Custom Labels.

Maximum Length: 20 Characters

Values: Numbers, Letters, Special Characters

Column Header: Phone2

Description: Phone2, can be relabeled in UI. System – Configurations – Custom Labels.

Maximum Length: 20 Characters

Values: Numbers, Letters, Special Characters

Column Header: EmailAddress

Description: Email Address. E-mail will be marked as primary point of contact. Additional e-mails can be added if they fit and need to be separated by a semi-colon (;). If the reservation type is an O (Owner) then the e-mail address on the owner record will be used instead of the e-mail address on the reservation.

Maximum Length: 100 Characters

Values: Numbers, Letters, Special Characters

Column Header: SuppressMassEmail

Description: If set to Y for yes then the guest will not receive mass e-mails.

Maximum Length: 1

Values: Y for yes otherwise blank

Column Header: VIP

Description: Reservation will list on VIP reports.

Maximum Length: 1 character (Y)

Values: Y for yes otherwise leave blank

Column Header: GroupNum

Description: Optional. If a group number is specified when making a new reservation and selecting a guest from guest history the system will prompt a yes or no to attach the group. There are multiple use purposes for groups, these are examples: a traditional group such as a wedding with a block of rooms, a re-occurring group with a billing component such as IBM regularly sending one-off reservations, or wholesalers such as Expedia and Booking.com even if they are billing or not billing.

Maximum Length: 8 Alpha-Numeric

Values: Characters, letters and special characters excluding (\ forward slash, ‘ single quote,” double quote,* asterisk).

Maximum Length: 2 Characters

Values: Requires 2 characters and must start with an O. For example, “OA”, ”OB”, and ”OC”

Column Header: MarketCode

Description: Market code indicates the type of market, for example, a wholesaler, owner, guest of owner, business guest, transient guest, and long-term guest. Market codes are specific to a client’s business model and market.

Maximum Length: 2 Alpha-Numeric

Values: Requires 2 characters and must start with an O. For example, “OA”, ”OB”, and ”OC”

Column Header: SourceOfBusiness

Description: The source of business is how the guest heard about your property and are marketing channels. Examples of sources are word of mouth, repeat guest, walk-in, google, digital radio ad (SiriusXM, Spotify), radio ad, newspaper ad, and owner referral.

Maximum Length: 2 Alpha-Numeric

Values: Requires 2 characters and must start with an O. For example, “OA”, ”OB”, and ”OC”

Column Header: Note

Description: Free form note to provide details of reservation.

Maximum Length: Blob

Values: Any

Column Header: Comment1

Description: Fixed length comment, label can be set under System – Comment Labels – Reservation/Guest. Housekeeping comments typically go into comment1. Comments 1-9 can be update to reservations if configured. Additional examples include vehicle information, pet information, and airline arrival (for destination properties).

Maximum Length: 20