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: HomeAway, Booking.com, Airbnb. |
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 | Only full country name in English. For example, United States |
TotalPayments | Numeric with decimals | Format ####.## |
TotalRefunds | Numeric with decimals | Format ####.## |
RentalAmount | Numeric with decimals | Format ####.## |
TaxAmount | Numeric with decimals | Format ####.##. Should not include Cleaning Fee Tax because the system will add that automatically using Cleaning Fee Tax RAte in the property Main Settings |
Security Deposits | Numeric with decimals | Format ####.## |
CleaningFees | Numeric with decimals | Format ####.## |
NonCategorizedFees | Numeric with decimals | Format ####.## |
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 the property's main settings page. 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.
Lack Currency
Renter_Country is not a valid full country name in English. Accepted values are in the sheet Renter_Country in the import file template.