Import Accommodation Blocks

Import Accommodation Blocks

Start this import process by selecting Blocks as the type of data to import on Accommodation > Import. This enables you to import accommodation blocks into your event from a CSV file.

Prerequisites for importing accommodation blocks

The following must be set up before you can import accommodation blocks.

• The Hotels to which the rooms in the block belong. See Accommodation > Hotels.
• The Room Types applicable to the rooms in the block. See Accommodation > Room Types.

A. Prepare an Import File

Start by preparing a CSV file containing the data to be imported.

• Ensure that the columns in the file include all the required fields. See the list of columns to import below.
• Best practice: Keep the columns in the same order.
• Best practice: Use the same or similar names as used in the mapping step.
• Best practice: This practice makes the mapping step quicker and easier.
• Best practice: This practice helps because those fields are more likely to be mapped by default.

> Note re Required fields: A file cannot be imported if any of the "Required" fields are not included. > The import of a record will fail if any of the "Required" fields have no value.

• Save the file as a CSV file, where the first row contains the column headings.
• The usual way is to save an Excel file as "CSV (Comma delimited)".

B. Import Your Data

Once you have a CSV file of Blocks to import, step through the Accommodation Import Wizard to import it.

1. Select Blocks as the type of accommodation to import.

2. Browse to select a file to upload, and Upload it.

3. In the pop-up window, map the columns in the import file to the data fields listed below.

See the Blocks help topic for full details of these fields.

• Hotel Code – Required. Must be for an existing hotel already set up on Accommodation > Hotels.
• Hotel Code – You can see the hotel’s Unique Code by clicking the pencil icon to edit the Supplier record.
• Room Type Code – Required. Must be for an existing Room Type already set up on Accommodation > Room Types.
• Start Date – Required. Format mm/dd/yyyy.
• End Date – Required. Format mm/dd/yyyy.
• Rate – Optional. If included, must be a positive number with up to two decimal places.
• Inventory – Required. Must be a positive integer.
• Contracted Inventory – Optional. If included, must be a positive integer.

4. Click Import. 5. Your import is queued. 6. You receive an email as soon as it is processed. 7. The blocks are then available for use. 8. The blocks can be seen and edited on Accommodation > Blocks.

After the Import is Complete

When you are setting a block up on Accommodation > Blocks you can restrict the attendee types with access to it.

You can restrict attendee types with access after importing the block, but not during import.

You can do that manually on Accommodation > Blocks at any time after the import is complete.

• Attendee Types that Can Select this Block – Initially, all the attendee types are listed in the Allowed column.
• Attendee Types that Can Select this Block – By default, all attendee types would be able to see and select the block on the registration form.