Import (Travel)

The Import page is the fourth page-link on the Travel page. The Travel Packages sub-module of the Travel Module must be enabled for the event (in Plan > Configure > Options). It enables importing various types of travel data from CSV files, as described below. These details are also provided in the Travel Packages Guide.

Video: Importing Flights (45 sec.)

A: Decide the type of data to import

Before preparing a CSV file containing the data to be imported, decide which one of the four possible types of data to import. The four possible types of travel data are the following:

Flights, as you would set up on Plan > Travel > Flights.
Flight Inventory, as you would set up for a flight (see Flight Inventory);
Attendee Pre-booked Flight Reservations, as an attendee could select on a form, or you could add for them on Registrations > Travel; or
Attendee Individual Flight Reservations, as an attendee could select on a form, or you could add for them on Registrations > Travel.

B: Prepare an Import File

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

Ensure that the columns in the file match those required for an import of the relevant type of data, especially including any required fields.

See the lists of columns to import below.

Best practice: Keep the columns in the same order.

Use the same or similar names as used in the mapping step.

The mapping step is described below.

This will make the mapping step quicker and easier.

The fields are more likely to be mapped by default.

See the four sample CSV files below.

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 are null (i.e. have no value).

Non-Standard characters: See these important .CSV file notes if your import includes accented characters, foreign character sets, or special characters.
Save the file as a CSV file.

The first row contains the column headings (the field names).

The usual way is to save an Excel file as "CSV (Comma delimited)".

You can download these four sample CSV files to get you started. Each sample CSV file has only the relevant column headings and just one row of sample data to make the formats of columns such as dates and times obvious. Use a right-click browser option such as Save Target As, or equivalent.

Caution: The values in some columns (such as the Flight Code in a Flight Inventory import, for example) must match current data in your event, as described below.

Be sure to delete the example data from the sample CSV files.

C: Import Your Data

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

Import Travel Data

1. Select the type of Travel data to import.

You can select one from the drop-down list:

Flights
Flight Inventory
Attendee Pre-booked Flight Reservations
Attendee Individual Flight Reservations

2. Browse to select a file to upload.

Upload it.

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

The data fields are listed below for each of the four types of import.

Then click Import.

4. Your import is queued.

You will receive an email as soon as it is processed.

The records are then available for use.

Columns to Import for Each Type of Travel Data

When you start the import, you choose which of four types of travel data you want to import. The fields you can import for each type are described below.

1. Flights 2. Flight Inventory 3. Attendee Pre-booked Flight Reservations 4. Attendee Individual Flight Reservations

Flights

See the Flight Information section in the Plan > Travel > Flights help topic for details of each field.

Is inbound? – (Optional)

-- For outbound flights this can be "no", "n", "False", "f", "0", null, or not mapped; i.e. the flight is not inbound, so it is outbound. -- For in bound flights this can any other non-null value.

For example "yes", "y" or "in" would mean the flight is inbound.

Flight Code – (Required)
Description – (Optional)
Duration – (Optional)
Distance – (Optional)
Aircraft Type Code – (Optional)

Note: code only, as shown under Flight Information on Plan > Travel > Flights.

For example, "B741" for "B741 - Boeing 747-100".

Airline Code – (Required)

Note: code only, not the description.

For example, "UA" for United Airlines.

Departure Airport Code – (Required)

Note: code only, not the description.

For example, "SFO" for San Francisco International.

Departure Terminal – (Optional)
Departure Gate – (Optional)
Departure Time – (Required)

In hh:mm AM or hh:mm PM format.

Arrival Airport Code – (Required)

Note: code only, not the description.

For example, "JFK" for John F Kennedy International.

Arrival Terminal – (Optional)
Arrival Gate – (Optional)
Arrival Date – (Required)

In mm/dd/yyyy format.

Arrival Time – (Required)

In hh:mm AM or hh:mm PM format.

Flight Inventory

See the Flight Inventory section in the Plan > Travel > Flights help topic for details of each field.

Flight Code – (Required)

Must be an existing flight in the event.

Departure Time – (Required)

In hh:mm AM or hh:mm PM format.

Reference Number – (Required)

Must be unique to the flight.

Seat Block ID – (Required)

Must be unique to the flight.

Initial Inventory – (Required)

Must be an integer, greater than zero.

Total Amount –

Must be a valid decimal number, if included.

Booking Status –

If included, must be a Booking Status already set up for the event in Plan > Travel > Configure.

Travel Type –

If included, must be a Travel Type already set up for the event in Plan > Travel > Configure.

Travel Action Code –

If included, must be a Travel Action Code already set up for the event in Plan > Travel > Configure.

Flight Class –

If included, must be "Business", "Economy", "First", "Economy Plus" or "Other"

Attendee Pre-booked Flight Reservations

See the Assign Flights section in the Registrations > Travel help topic for details of each field.

Registration Code – (Required)

Must be an existing attendee.

Flight Code – (Required)

Must be an existing flight in the event.

Departure Airport Code – Note: code only, not the description.

For example, "SFO" for San Francisco International.

Departure Date – (Required)

In mm/dd/yyyy format.

Departure Time – (Required)

In hh:mm AM or hh:mm PM format.

Arrival Airport Code– (Required)

Note: code only, not the description.

For example, "JFK" for John F Kennedy International.

Reference Number – (Required)

Must be an existing reference number (inventory record) on that flight.

Passenger First Name
Passenger Last Name
Ticket Number
Passport Number
Passport Expiration Date – In mm/dd/yyyy format, If included.
Booking Status –

If included, must be a Booking Status already set up for the event in Plan > Travel > Configure.

Date Booked – In mm/dd/yyyy format, if included.
Frequent Flier Number
Meal Type Code –

Must be from the list of valid codes below, if included.

Seat Number
Travel Type –

If included, must be a Travel Type already set up for the event in Plan > Travel > Configure.

Payment Code –

If included, must be a Payment Code already set up for the event in Plan > Travel > Configure.

Adjustment –

Must be a valid decimal number, if included.

Total Charge –

Must be a valid decimal number, if included.

Transfer Required –

-- NO: Use "no", "n", "False", "f" or "0" for No. -- YES: Use any other non-null value for Yes.

For example "yes", "y" or "Transfer".

Travel Action Code –

If included, must be a Travel Action Code already set up for the event in Plan > Travel > Configure.

History –

Not part of the flight record, but for addition as a Comment in the Communication and Change History for the attendee's Travel Information in Registrations > Travel.

(See note below.)

History Timestamp –

A date to be added to the beginning of the History field to form the Comment.

If not included, but History is included, then the date of the import (Pacific Time) is used.

Note that if History is included, then the three columns in the attendee's Communication and Change History are updated as follows:

Date & Time: Date and time of the import (Pacific Time)
Author: The user who made the import
Comment: History Timestamp and History columns in import (e.g. "08/26/2019 - Imported text")

Attendee Individual Flight Reservations

See the Flights section in the Registrations > Travel > Flights help topic for details of each field.

Registration Code – (Required)

Must be an existing attendee.

Is inbound? –

-- For outbound flights this can be"no", "n", "False", "f" or "0"; i.e. the flight is not inbound, so it is outbound. -- For in bound flights this can any other non-null value.

For example "yes", "y" or "in" would mean the flight is inbound.

Flight Code – (Required)
Description – (Optional)
Duration – (Optional)
Distance – (Optional)
Aircraft Type Code – (Optional)

Note: code only, as shown under Flight Information on Travel > Flights.

For example, "B741" for "B741 - Boeing 747-100".

Airline Code – (Required)

Note: code only, not the description.

For example, "UA" for United Airlines.

Departure Airport Code – (Required).

Note: code only, not the description.

For example, "SFO" for San Francisco International.

Departure Terminal – (Optional)
Departure Gate – (Optional)
Departure Time – (Required)

In hh:mm AM or hh:mm PM format.

Arrival Airport Code – (Required)

Note: code only, not the description.

For example, "JFK" for John F Kennedy International.

Arrival Terminal – (Optional)
Arrival Gate – (Optional)
Arrival Date – (Required)

In mm/dd/yyyy format.

Arrival Time – (Required)

In hh:mm AM or hh:mm PM format.

Passenger First Name
Passenger Last Name
Ticket Number
Passport Number
Passport Expiration Date – In mm/dd/yyyy format, If included.
Booking Status –

If included, must be a Booking Status already set up for the event in Plan > Travel > Configure.

Date Booked – In mm/dd/yyyy format, if included.
Frequent Flyer Program
Frequent Flyer Number
Meal Type Code –

Must be from the list of valid codes below, if included.

Seat Number
Travel Type –

If included, must be a Travel Type already set up for the event in Plan > Travel > Configure.

Payment Code –

If included, must be a Payment Code already set up for the event in Plan > Travel > Configure.

Adjustment –

Must be a valid decimal number, if included.

Total Charge –

Must be a valid decimal number, if included.

Transfer Required –

-- NO: Use "no", "n", "False", "f" or "0" for No. -- YES: Use any other non-null value for Yes.

For example "yes", "y" or "Transfer".

Travel Action Code –

If included, must be a Travel Action Code already set up for the event in Plan > Travel > Configure.

History –

Not part of the attendee's flight registration record, but for addition as a Comment in the Communication and Change History for the attendee's Travel Information in Registrations > Travel.

(See note below.)

History Timestamp –

A date to be added to the beginning of the History field to form the Comment.

If not included, but History is included, then the date of the import (Pacific Time) is used.

Note that if History is included, then the three columns in the attendee's Communication and Change History are updated as follows:

Date & Time: Date and time of the import (Pacific Time)
Author: The user who made the import
Comment: History Timestamp and History columns in import (e.g. "08/26/2013 - Imported text")

Meal Type Codes

These are the valid Meal Type Codes for use in the Attendee Pre-Booked Flight Reservations and Attendee Individual Flight reservations imports described above.

AVML - Asian Vegetarian Meal Requested BBML - Baby/Infant Meal Requested BLML - Bland Meal Requested CHML - Child Meal Requested DBML - Diabetic Meal Requested FFML - Frequent Flyer Meal Requested FPML - Fruit Plate Requested GFML - Gluten Free Meal Requested HFML - High Fiber Meal Requested HNML - Hindu Meal Requested JNML - Jain Meal Requested KSML - Kosher Meal Requested LCML - Low Calorie Meal Requested LFML - Low Cholesterol / Low Fat Meal Requested LPML - Low Protein Meal Requested LSML - Low Sodium / Low Salt Meal Requested MOML - Muslim Meal Requested NLML - Non-Lactose Meal Requested ORML - Asian Meal Requested PNUT - A Customer allergic to peanut dust PRML - Low Purin Meal Requested RVML - Raw Vegetarian Meal Requested SFML - Sea Food Meal SPML - Special Meal Requested VGML - Vegetarian Non-Dairy/Egg (Vegan) Meal Requested VLML - Ovo-Lacto Vegetarian Meal Requested