Create manual reservations is possible for reservations with past, present, or future check-in dates. You can also import booking channel reservations to Guesty, for example if you just started using the platform and want to import existing reservations in bulk.
To do so, send us a file containing the data of the reservations and we will add them for you. We can only extract the data from the file as it’s provided, so be sure to prepare the file correctly.
Guesty is not responsible for rectifying any inaccurate information in the file, nor will Guesty be held liable for any issues that may arise as a result of incorrect data in the file provided.
Vrbo users:
When switching from a Vrbo integration via a PMS/channel manager to a direct integration with Guesty, existing reservations in your Vrbo portfolio must be manually uploaded to Guesty, as explained in this article, to be managed by Guesty.
Before you begin
Note the following prerequisites and limitations:
- Importing reservations with an existing reservation source will trigger associated automations that are configured for that source. For example, if you set up message automations or applied additional fees for Booking.com reservations, including that source in the CSV file means that when the reservations are imported, those automations will be triggered on the reservations. To avoid triggering automations, use a different source name or create a new source for them.
- Add taxes and commissions on the account or listing before sending the file. The taxes and commissions will apply automatically to your imported reservations. Alternatively, temporarily modify the tax and commission settings, then revert the change once the import is completed.
Sending a reservations file to Guesty
Pilot users
Contact us to receive a Google Sheet file. Fill it according to the instructions below.
Field | Details |
---|---|
The property’s nickname (mandatory) |
Select the reservation’s assigned property by typing its nickname. To retrieve your properties' nicknames, create a properties report, and add “Nickname” as a column. |
Check-in date (mandatory) | First day of the reservation |
Check-out date (mandatory) |
Last day of the reservation The reservation will block only part of the check-out date in the calendar, allowing you to have additional bookings on that day. |
The reservation’s status (mandatory) |
Select Inquiry if you don't want to reserve the dates for the guest, and leave your calendar available. Select Reserved to block the calendar for the guest. The block will be with no time limit; You will need to manually change the status to either “Confirmed” or “Closed”. Select Confirmed to approve reservation. You cannot revert the status to "Inquiry" or "Reserved". Learn more about reservation statuses. |
Override calendar availability (optional) |
Select whether to ignore any block or event in the calendar dates, including flexible and inflexible blocks. By default, the value of this field will be "false", meaning that the request will be declined if the calendar is blocked. |
The reservation’s source (mandatory) |
Select the source of the reservation. You can add new sources, or select existing ones (for example: “ External”). For Vrbo, use "uploaded_VRBO". |
Number of adults (mandatory) | Select the number of adult guests in the reservation. |
Number of children (optional) | Select the number of children in the reservation. |
Number of infants (optional) | Select the number of infants in the reservation. |
Number of pets (optional) | Select the number of pets in the reservation. |
The rate plan’s name (optional, Pro users) |
The name of the applied rate plan Leave this field empty if you are using cancellation policies (instead of rate plans), or if you want the applicable rate plan to be activated by default. If multiple rate plans are applicable for the reservation, you’ll encounter an error message. You’ll need to choose the desired rate plan, and type in its name in this cell. If you didn’t set a rate plan or cancellation policy for the listing, a fully refundable policy will automatically be applied to the reservation. This policy does not include a penalty fee or a minimum notice period before check-in. In such cases, inform your guest about the cancellation fee. In case the guest cancels the reservation, manually add your cancellation fee to the guest folio (invoice). |
Promotion (optional, Pro users) |
To apply a promotion you set to the reservation, add its name. Otherwise, select No or leave the field empty. |
Coupon (optional) |
To apply a coupon you set to the reservation, type in its code. Otherwise, leave the field empty. |
First name of the primary guest (mandatory) |
|
Last name of the primary guest (mandatory) |
|
Email address of the primary guest (mandatory) |
|
Phone number of the primary guest (optional) |
Use E.164 format: [+] [country code] [subscriber number including area code] For example:+972234567454 |
Reservation’s creation date (optional) |
Use the format: YYYY-MM-DD. Leave the field empty if you want to use the upload date as the reservation creation date. |
The reservation confirmation code (optional) |
Enter the confirmation code or leave this field empty if you want Guesty to generate a confirmation code for the reservation. The confirmation code must be between 8-20 characters and must not already exist in Guesty. |
The guest’s stay status (optional) |
Configure the guest’s stay status. Choose from the following:
|
The reservation’s internal notes (optional) |
Internal notes are not visible to the guests. |
Key Code (optional) |
Internal notes are not visible to the guests. |
Cleaning notes (optional) |
Internal notes are not visible to the guests. |
Special requests (optional) |
Internal notes are not visible to the guests. |
Total amount paid (optional) |
Specify the amount that has already been paid. Leave the field empty if the reservation has not been paid yet. |
Payment method (mandatory) | Select the guest’s payment method from the dropdown menu (e.g., credit card, bank transfer, cash). |
Payments date (optional) |
Set the date when the payment was collected. To use the reservation creation date as the payment date, leave the field empty. |
Accommodation fare (mandatory) |
Enter the accommodation fare. Include in it the following:
|
Cleaning fare (optional) | Add the cleaning fee |
Additional fee type (optional) |
Select the relevant additional fee category from the dropdown menu. The fee will be added to the reservation regardless of your account settings fees. |
Additional fee name (optional) |
Add a customized name for the additional fee, as it will appear in the guest folio (invoice). Leave this field blank to use the additional fee type as the displayed name. |
Additional fee amount (optional) |
The additional fee amount (e.g. 100) The fee will be displayed in the same currency you set for the property. The additional fee amount will not change if you update the reservation later (i.e. if you change the reservation dates or number of guests). |
Non-pilot users
Step by step:
- Download this CSV file.
- Fill in the file’s fields using the explanations and examples below. Then, send it to us.
Mandatory fields
- AccountId - Leave this field blank, it will be filled in by Guesty
- ListingId - Enter the Listing ID (ex: 59340fbed0140d1000c49f2f)
- FirstName - Fill in the guest's first name (for example, “Lucy”)
- LastName - Fill in the guest's last name (for example, “Perricone”)
- NumberOfGuests - Enter the number of guests (for example, “7”)
- CheckIn - Check-in date. Use the date format of YYYY-MM-DD (ex: 2019-07-22). Errors in the date format may result in blocking the listing calendar dates indefinitely.
- CheckOut - Check-out date. Use the date format of YYYY-MM-DD (ex: 2019-07-22). Errors in the date format may result in blocking the listing calendar dates indefinitely.
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Status - Enter one of the following statuses:
- Confirmed
- Reserved
- Inquiry
- Currency - Enter the reservation payment currency (ex: USD)
- Source - Enter the reservation source (for example: “ External”). For Vrbo, use "uploaded_VRBO".
- ConfirmationCode (this field is mandatory for Vrbo only)
Optional fields
- AccommodationFare - Fill in the accommodation fare (for example: “13828.2”). If blank, the accommodation fare will be calculated according to the listing’s base price.
- CleaningFee - Fill in the cleaning fee. If blank, the default settings will apply.
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Additional Fees - If filling one of the fields below, it is mandatory to fill in all others. You can set up to three additional fees per reservation. To add more, add the following three columns for every additional fee you want to add in addition to the available columns in the template:
-
Additional fee type- You can use only the following fees. Use the exact spelling as written below.
- ADDITIONAL_BED
- AIR_CONDITIONING
- EARLY_CHECK_IN
- LATE_CHECK_IN
- BABY_BED
- CLEANING
- CLUB_CARD
- CONCIERGE
- EARLY_CHECKOUT
- LATE_CHECKOUT
- DEPOSIT
- ELECTRICITY
- FOOD
- HEATING
- INTERNET
- LAUNDRY
- LINENS
- TOWELS
- MANAGEMENT
- OIL
- PARKING
- PET
- POOL
- POOL_HEATING
- RESORT
- SERVICE
- TOILETRIES
- TOUR
- TRANSPORTATION
- CAR_RENTAL
- WATER
- WOOD
- TRANSFER
- HOUSEKEEPING
- INSURANCE
- COMMUNITY
- CREDIT_CARD_PROCESSING_FE
- EXPEDIA_AFE
- DAMAGE_WAIVER
- Additional fee name (for example: “Additional bed”)
- Additional fee amount (for example: “50”)
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Additional fee type- You can use only the following fees. Use the exact spelling as written below.
- Fully paid - If you fill in this field, you must fill in "Payment method" as well. Use “true” or “false” (boolean value).
- Money.totalPaid - Fill this field only if the reservation was partly paid. If you fill in this field, you must fill in "Payment method" as well. Use a number (for example: “500”).
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Payment method - Type in one of the following
- Cash
- Credit card
- Debit card
- E-check
- Phone - Enter the guest’s phone number (for example: “16266883744”)
- Email - Enter the guest’s email address
- ConfirmedAt - Add a date. Use the date format of YYYY-MM-DD (ex: 2019-07-22). Errors in the date format may result in blocking the listing calendar dates indefinitely.