You can create manual reservations with past, present, or future check-in dates. Alternatively, you can upload a file containing missing reservations to Guesty, for example, if you just started using the platform and want to import your reservations in bulk.
Guesty is not responsible for rectifying any inaccurate information in the file, nor will Guesty be held liable for any issues that may arise due to 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.
Before you begin
Note the following prerequisites and limitations:
- When adding an existing reservation source to a reservation, any associated automations configured for that source will be triggered. For example, if you set up message automations or apply additional fees for a “manual” source, any imported reservation with “manual” source will trigger the sending of automated message and include your configured additional fees. To avoid this, 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.
- If the basic/additional fees fields are left empty for your uploaded reservations, the fees set in your account settings will automatically be used.
Prepare the upload-reservations file
Follow the instructions below to generate a file for your missing reservations. Then, proceed to fill in the file according to this table.
Tip:
You can access the upload reservations setup via the main dashboard (explained in the steps below), or by selecting Operations mode > Reservations > 
>Import reservations.
Step by step:
- Sign in to your Guesty account.
- Click + in the top right of the navigation bar.
- Select Import reservations from the dropdown menu.
-
At the bottom left, click Open file.
The reservations file will be opened as a Google Sheet file in a new tab. To save a copy, click File, then select Make a copy.
- Navigate to the UploadTemplate tab, and fill in the required information according to the instructions in the next section.
- When finished, click File and select Download. Download the file as a .xlsx or .csv file.
- Click + in the top right of the navigation bar.
- Select Import reservations from the dropdown menu.
- At the bottom left, click Upload file.
- Select the reservations file or drag and drop it to the pop-up window.
- Type in a name for the file, then click Upload file.
The reservations file is now being uploaded. You can 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.
Fill in the upload-reservations file
Refer to the table below to prepare the upload reservations file, then submit it to us.
| 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). |