1. Guesty Help Center
  2. Reservation Management
  3. Reservations
  4. Importing & creating reservations

Uploading reservations to Guesty

Creating 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 have just started using the platform and want to import existing reservations in bulk.

Refer to our troubleshooting article for common issues if you encounter a problem.

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.

Prerequisites and limitations

  • Importing reservations with an existing reservation source triggers 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 apply automatically to your imported reservations. Alternatively, temporarily modify the tax and commission settings, then revert the change once the import is completed.
  • If the basic or additional fees fields are left empty for your uploaded reservations, the fees set in your account settings are automatically used.

Follow the instructions below or watch our video to upload reservations to Guesty.

Upload reservations

Follow the instructions below to generate a file for your missing reservations.

Step by step

  1. Sign in to your Guesty account.
  2. In the top navigation bar, click the mode selector and select Operations mode.
  3. Click Reservations.
  4. At the top-right corner, click the Import reservations icon.
  5. At the top-right corner of the Import reservation page, click Open file.

    The reservations file opens as a Google Sheet file in a new tab. To save a copy, click File, then select Make a copy.

  6. Navigate to the UploadTemplate tab, and fill in the required information according to the instructions in the next section.
  7. When finished, click File and select Download. Download the file as a .xlsx or .csv file.
  8. At the top right of the reservation report page, click Upload file. 
  9. Select the reservations file or drag and drop it into the pop-up window.
  10. Type in a name for the file, then click Upload file.

The reservations file is now being uploaded. Monitor its progress under “Track uploading status.” Uploading a file with 1,000 reservations typically takes about 10 minutes.

Once the upload is complete, you’ll receive an email detailing the number of successfully uploaded/failed reservations. Also, a notification will appear, and a custom reservations report will be created with the uploaded reservations.

If any reservations fail to upload, the number of failed entries will be displayed under "Failed." Click Fix errors to generate a new file, containing only the failed reservations. Correct the errors and resubmit the file. 

Alternatively, you can send the reservations file to Guesty. To do so, download this file, fill in the file’s fields according to the table below, and send it to us. 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.

Required information to fill in

Refer to the table below to prepare the upload reservations file.

Note:

To add more than 3 tax types or additional fees, duplicate the columns and add a sequential number (e.g., taxtype4, taxtype5).

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 the reservation. You cannot revert the status to "Inquiry" or "Reserved".

Select Canceled for terminated confirmed reservations, this status is permanent and can't be changed later.

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)

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's folio (invoice).

Promotion (optional)

 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 (optional)

  

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:

  • “not_set”
  • “checked_in”
  • “checked_out”,
  •  “no_show”.

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 for yet.
Payment method (mandatory) Select the guest’s payment method from the dropdown menu (e.g., credit card, bank transfer, cash).

Payment 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:

  • Extra guest fee (if relevant)
  • Weekly or monthly discount (if relevant)
  • Markups or markdowns
  • Deducted fees or taxes
Do not include in it basic fees, additional fees, or taxes.
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).

Tax Type (Optional)

Guesty currently supports 13 different tax types. Select the tax type(s) associated with this reservation.

Tax Name (Optional)

The internal tax name displayed on the Guest invoice in Guesty when added to a reservation.

Tax Amount (Optional)

The amount of the Tax (e.g. 100).

 

Related to:

Was this article helpful?
1 out of 2 found this helpful