Import your customer data and bookings
As a new customer to ResDiary, you may have built a database with a different system and have future bookings which you would like to transfer over.
We can allow you to bring all your customer profiles and important booking information with our data import tool.
This is only available for new customers and we require a CSV or equivalent file which is ready to upload.
Once we have uploaded the CSV file we can pair the fields from ResDiary to the fields of the headings that appear in your database.
Below is a break down of the fields that we can import into ResDiary and in which format you need to import these fields.
Please note:
- We require at least 48 hours notice - please email support@resdiary.com to book your import in advance
- Bookings can only be imported once so make sure you send us the most up-to-date information
- You have to complete this data import form before sending your booking file to support@resdiary.com
Please see an example of a CSV file below:
For Bookings:
| VisitDate | Format must be YYYY-MM-DD |
| VisitTime | Format in 24 hour time eg. 13:00 |
| BookingDateTime | Must be in YYYY-MM-DD HH:MM:SS |
| PartySize | Number only |
| Tables | Must match the number or names of the tables in ResDiary including table join combinations. Table joins must be separated by commas eg. 71,72 or Booth 1 If table numbers do not match or table join not found, then booking will be unallocated |
| Status | Must match the status names in ResDiary exactly otherwise status will default to confirmed. List of statuses includes:
|
| BookingComments | Text field limited to 1000 characters |
| BookingReasons | Booking reasons can be imported if they match the reason as listed in ResDiary. Default Reasons for booking in ResDiary:
|
| RoomNumber | Text field. Used for hotel type accounts |
| CustomerSpend | Must only be a number. Do not include any currency signs like $ or £ |
| Channel | The channel needs to match the channels setup in ResDiary. If the name doesn’t match, the channel will default to ‘Internal’ |
For Customers:
| Title | Text or number field |
| FirstName | Text or number field |
| Surname | Text or number field |
| Company | Text or number field |
| Department | Text or number field |
| Birthday | Must be in YYYY-MM-DD format |
| Anniversary | Must be in YYYY-MM-DD format |
| MobileNumber | Enter mobile number without the country code. Make sure to split the number and code before importing |
| MobilePhoneCode | Country code for the mobile number. If left blank, the country code will be set to the country default settings in ResDiary |
| PhoneNumber | Enter phone number without the country code. Make sure to split the number and code before importing |
| PhoneCode | Country code for the mobile number. If left blank, the country code will be set to the country default settings in ResDiary |
| Email format required | |
| House | Text or number field |
| Street | Text or number field |
| Town | Text or number field |
| Postcode | Text or number field |
| CountyRegion | Text or number field |
| Country | Text field - must match the country spelling in ResDiary |
| CustomerType | The customer type can be matched in ResDiary as long as the names are identical |
| Custom fields | In ResDiary you can set up to 5 custom fields in the provider setup. These are numbers in order of how they appear in ResDiary. These fields will need to be enabled in ResDiary to appear in the customer profile after import. In the import they will appear as follows:
|
| EmailOptIn | Must be Yes or No. Can also be TRUE or FALSE |
| MobileOptIn | Must be Yes or No. Can also be TRUE or FALSE |
| CustomerComments | Supports up to 2000 characters |
| Hdyh | Must match the same spelling as in ResDiary |
| MembershipId | Text or number field. Field needs to be enabled in ResDiary to appear in the customer profile after import. |
FAQs
How can I make sure that the profiles for customers are not duplicated when importing?
For the import to reuse an existing customer profile, the customer data entered in the import will need to have the same Surname and at least 2 of the following items matching:
- First name
- Phone number
- Mobile number
For example, if a record exists already with the following details:
Example 1.
First name: Chris
Last name: Jones
Email: chris@gmail.com
Phone: 1234556
Mobile: 349825
And then you import another records with the following:
First name: Chris
Last name: Jones
Email: chris@gmail.com
Then the import will match the existing profile.
However, if you uploaded the following:
First name: Chris
Last name: Jones
Email: chris@gmail.com
Phone: 0294827
Then it will not match. You will notice the phone number is different in the record above so it cannot be matched to our example 1 profile and this means a new profile will be created.
Will the import overwrite existing records?
The import tool will not be able to completely overwrite existing records. This means you cannot try to update multiple records in bulk for your diary. However, when importing data, if one booking has one set of customer notes and then a second booking has a completely new set of customer notes, the previous notes will be replaced with the new notes. This will be a similar effect for things like marketing opt-in, birthdays, addresses etc.