Importing bookings and guests

Bring bookings and past guests over from a spreadsheet or your old system, check every row, and undo if needed.

Updated

Bring your bookings across from another system, a spreadsheet or a paper diary, so your calendar is right from day one. You can also import past guests, so PootlrHost knows your regulars. Nothing goes in until you’ve checked it.

Get your file ready

Go to Import bookings and choose Bookings or Just guests at the top. Tap Download the template, or use an export from your old system as it is.

  • One booking (or guest) on each row, with headings on the first row.
  • Save it as a CSV from Excel, Numbers or Google Sheets. Up to 5 MB and 5,000 rows.
  • Dates like 25/12/2027, 2027-12-25 or 25 Dec 2027. Prices with or without £.
  • Status as confirmed, provisional or cancelled.

Each booking needs an arrival date, a departure date (or last night, or number of nights) and the guest’s name. If you have more than one pitch type, it needs the pitch type or pitch too.

Add your pitches in Pitches & pricing before importing bookings, so we know where each one goes.

Import it

  1. Under Which system are you coming from?, pick your old system, or Something else. For Beds24 we match its columns for you; for others we go by the headings.
  2. Tap Choose a CSV file, then Upload and match columns.
  3. Check which column holds what, and change any we’ve got wrong. Set a column to Don’t import to leave it out. Tap Check my bookings.
  4. You’ll see what’s Ready to import, what Need attention, and what’s Already in PootlrHost. Match any pitch types or pitches we didn’t recognise to yours, then tap Save and check again. You can skip any row.
  5. Tap the Import button, which says how many will go in. Bigger files run in the background, and we email you when they’re done.

What guests see

Nothing, unless you choose. Right before you import, you can tick Email these guests a confirmation with their stay page link. It only goes to confirmed stays still to come, with an email address, and only once your site is live and your confirmation email is switched on in Messages. After that, guests get your usual reminder emails before each stay, as set in Messages.

Good to know

  • Imported bookings count as added by you, so there’s no PootlrHost booking fee and no card is charged.
  • What a guest had already paid shows in Reports › Payments on the day their stay began, or the day you imported it if their stay is still to come.
  • We spot bookings already in PootlrHost and skip them, so uploading the same file twice won’t double them.
  • A future booking that clashes with another on the same pitch needs your attention before it can go in. A stay that’s already ended still goes in, as history.
  • Changed your mind? You can undo an import for 7 days. Bookings that have been changed or paid in PootlrHost since are kept. For guests, anyone who’s booked or been changed since is kept.
  • Rather we did it? Email us a photo, spreadsheet or export, using the address under Rather we did it?, and our team will load it for you.