Good news is 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 and open the reservation import form

Open this link (https://docs.google.com/spreadsheets/d/10PF9lUbmIX6wOBrw6mVFWQpQl8drnEzMKxd4W_bIgDE/edit?usp=sharing). Go to File > Download > Microsoft Excel (.xlsx) to download the file. Open the file downloaded on your computer.

2. Input your reservation data by following the formatting guidelines indicated in the form and in this help article.

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

  • All reservations that need importing should be consolidated into the one sheet named Template in the file

  • Sheet Renter_Country includes the acceptable values for the column Renter_Country.

  • Sheet Example of Valid File helps serve as a reference.

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

  • 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. Or, notify the owner beforehand so that there will be a reservation import to your new property management platform and that they should not worry.

  • Make sure there are no extra spaces/rows/columns in the file

  • Strictly follow the guideline table below. The columns with * in the header are required. Other columns are optional.

Field
* required

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: 5/05/21

* Status

String

One of these values:

  • Pending

  • Confirmed

  • Cancelled

  • Checked-out

* CheckIn

Date - format M/dd/yy

Example: 5/05/21

* CheckOut

Date - format M/dd/yy

Example: 5/05/21

* NumAdults

Numeric - Integer

Larger than 0

NumChildren

Numeric - Integer

* LeadSource

String

One of these values:

  • HomeAway

  • Booking.com

  • Airbnb

  • HVMI

  • Direct

    (HomeAway is for Vrbo; any other value will default to Direct)

*Renter_FirstName

String

Renter_LastName

String

*Renter_PrimaryEmail

String

Renter_HomePhone

String

Renter_Address1

String

Renter_City

String

Renter_State

String

If Renter_Country is United States, Renter_State should be the state's full name. Example: Virginia.

If Renter_Country is not United States, Renter_State is free text.

Renter_PostalCode

String

Renter_Country

String

Only full country name in English. For example, United States, Canada...

TotalPayments

Numeric with decimals

Format ####.##

(example: 1234.56)

TotalRefunds

Numeric with decimals

Format ####.##

(example: 1234.56)

* RentalAmount

Numeric with decimals

Format ####.##

(example: 1234.56)

TaxAmount

Numeric with decimals

Format ####.##.

(example: 1234.56)

Security Deposits

Numeric with decimals

Format ####.##

(example: 1234.56)

CleaningFees

Numeric with decimals

Format ####.##

(example: 1234.56)

NonCategorizedFees

Numeric with decimals

Format ####.##

(example: 1234.56)

* Currency

3-character currency code

Examples: USD, EUR, GBP

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

The property UID (under Property edit page > Main Settings > Unique ID). More instructions are below this table under Notes about uid.

Attribute to Vrbo

String (only accepts TRUE or FALSE). Required if LeadSource is HomeAway

If you're importing Vrbo reservations, identify if you're Basic Integration or Software Switch in order to input TRUE or FALSE.
Instructions are below this table under Notes about Vrbo (HomeAway) reservations.

Notes about uid:

It is the Unique ID on the Main settings tab of the property edit page like in the screencap below.

Notes about Vrbo (HomeAway) reservations:

Are you doing Vrbo Basic Integration or Software Switch?

  • Basic Integration: Hostfully is the first system that you're integrating Vrbo. Before Hostfully, you were managing reservations directly on Vrbo → input FALSE for Attribute to Vrbo

  • Software Switch: you've integrated the Vrbo listings with another property management system and were managing the reservations in that system before switching to Hostfully → input TRUE for Attribute to Vrbo

After the reservation import:

  • For Basic Integration: The imported reservations in Hostfully won't sync in real-time with the Vrbo reservations, meaning that changes made to the Vrbo reservations won't update to Hostfully and vice versa. You'll need to manually update the changes in both Vrbo and Hostfully.

  • For Software Switch: The imported reservations in Hostfully sync in real-time with the Vrbo reservations, meaning that changes made to the reservations in Hostfully will update to Vrbo. You won't need to manually update the changes on Vrbo.

3. Send your completed .csv file to this form.

Our team will contact you if any clarification is needed. You can also contact support@hostfully.com if you would like to:

- cancel the reservation import request that has been submitted

- cancel the request that has been submitted in order to edit the import file and submit it again

- clarify any questions

4. Once the import is completed, you will receive an email notification.

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