Good news, a lot of your reservations will import automatically. Depending on the channels you are on, some reservations may need to be entered manually and there are a couple ways to do this. You should have all your manual reservations entered before syncing your property with Airbnb and Booking.com.


1. Imported Automatically - Airbnb and Booking.com

2. Require Manual Import - Vrbo, Direct and Other Sources

3. How to Import Vrbo, Direct and Other Source Reservations

a. Spreadsheet Instructions


1. Imported Automatically - Airbnb and Booking.com

All future existing reservations for Airbnb and Booking.com will automatically import when connecting your Hostfully property to your existing Airbnb and Booking.com listings. There is no need to manually add them. The reservations will be connected via API and any changes to them will sync between systems.

We also import past reservations. 1 year back for Airbnb and 6 months back for Booking.com. Guest data (name, contact) may not be provided to us by the partner for these reservations per their policy and show as unknown.



2. Require Manual Import - Vrbo, Direct and Other Sources

Reservations for these channels will not import automatically. If you have existing future reservations for any of these channels, you will need to add them manually.

⚠️ Make sure you add them before activating Airbnb and Booking.com. Otherwise you may receive double bookings.

⚠️When you add them manually, they are not connected via API and if changes are made to them (cancellations, date changes, etc.) you will need to modify the reservation in Hostfully manually.


3. How to Import Vrbo, Direct and Other Source Reservations

  • Less than 20 - Manually add them by following this help article

  • More than 20 - you can manually add them or complete a spreadsheet and have us upload it

a. Spreadsheet Instructions

The spreadsheet is commonly used when you have 20+ non Airbnb or Booking.com reservations to add to your Hostfully account. If you have less, please add the leads manually within the system.

1. Download the reservation upload form (.csv) here

2. Input your reservation data by following the formatting guidelines

If not followed exactly the upload will fail. Our upload tool is a little picky 😬

  • The headers names cannot be changed on a template provided. If the header names or cases are changed, the import process will fail.

  • CSV is the only supported file format

  • Strictly follow the table below with data guidelines

  • The Cleaning Fee Tax, if filled out in the property Main Settings tab, will be added to these reservations. For example, if you have CleaningFee in the file as $50, and your Cleaning Fee Tax is 10% in Hostfully, the reservation will have $5 added as Cleaning Fee Tax. If you don't want this to happen, remove the Cleaning Fee Tax from the property Main Settings

  • If an owner is added to the property's Owner tab already, the owner will receive an email notification for the reservations imported. If you don't want it to happen, remove the owner temporarily until we finish importing reservations.

Field

Format

Notes

External_BookingID

Alphanumeric

This is the booking id in the external platform (AirBNB, Vrbo, booking.com, etc)

BookedOn

Date - format M/dd/yy

Example: 5/22/20. A date with a different format will produce the process to fail for the record with the wrong format

Status

String

One of these values: Pending, Confirmed, Cancelled, Checked-out. (Can be one not listed, but will be ignored). Confirmed is the most common value here.

CheckIn

Date - format M/dd/yy

Example: 5/22/20. A date with a different format will produce the process to fail for the record with the wrong format

CheckOut

Date - format M/dd/yy

Example: 5/22/20. A date with a different format will produce the process to fail for the record with the wrong format

NumAdults

Numeric - Integer

NumChildren

Numeric - Integer

LeadSource

String

Any of these values: Vrbo, Booking.com, Airbnb. (Can be one not listed, but will default to ORBIRENTAL_FORM)

Renter_FirstName

String

Renter_LastName

String

Renter_PrimaryEmail

String

Renter_HomePhone

String

Renter_Address1

String

Renter_City

String

Renter_State

String

Renter_PostalCode

String

Renter_Country

String

TotalPayments

Numeric with decimals

TotalRefunds

Numeric with decimals

RentalAmount

Numeric with decimals

TaxAmount

Numeric with decimals

Security Deposits

Numeric with decimals

CleaningFees

Numeric with decimals

NonCategorizedFees

Numeric with decimals

Currency

3 characters currency code

These are the most commonly used: USD, EUR, GBP - if this is empty or has an invalid code, then the process will fail for this record

PublicNotes

String

PrivateNotes

String

PropertyName

Alphanumeric

This has to be the exact name used in Hostfully. It’s the main path to link the reservation with a property. The reservation tool does not support emojis.

uid

Alphanumeric

This is the property UID inside the PMP (under Property > Main Settings tab). If no property is found, then the reservation can’t be associated and will be ignored.

This field is required.

Finding Property UID:

  • You can find your property uid # on the main settings tab on the property level

Formatting tips/common errors:

  • Make sure there are no unnecessary spaces in your columns

  • Your date MUST be in the correct format (m/dd/yy). If your country uses another format, please edit the dates.

  • The property name does not support emojis, you can leave this blank and just use the UID if you have emojis in your property name.

3. Send your completed .csv file to onboarding@hostfully.com

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