Import Guest
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Import Guest loads many guest profiles into the guest database from an Excel (.xlsx) file. Use it when you move to SunPMS from another system or when you have a mailing list of past guests. Imported guests can then be found by name on a folio and in Guest Search.
Before you start
- Prepare the file from the template (see below). The column headings must keep their exact names.
- Document types and DNR reasons you use in the file must already exist in the property (Document Type, DNR Reason); otherwise the document or the DNR flag of that row is ignored.
- Check which guest fields your property treats as mandatory (Guest Mandatory Data).
Screen layout
| Element | What it means | Rules |
|---|---|---|
| Step 2 Choose the filled file (a dashed box Select an Excel file (.xlsx)) | Choose the file from your computer. | Only .xlsx (the file box offers.xlsx only). Any other type, such as.csv, is refused with a message and the file is cleared. Only the first sheet is read. |
| Import (in step 3 and at the top right) | Sends the file to the server. | Disabled until a valid file with data is chosen; disabled again after a successful import so the same file is not imported twice. |
| Step 1 Download Template | Downloads Import Guest Template.xlsx with the correct headings. | Headings of fields that are mandatory in Guest Mandatory Data are coloured red; the others are blue. |
| Preview (with the row count) | Shows the file before you import. Columns: Sr. No., Title, First Name, Middle Name, Last Name, Street, City, State, Zip, Country, Phone #, E-Mail, Gender, Birth Date, Remark, DNR Reason, Company Name, Nationality, Document Type, Document #, Issued By, Issue Place. | Columns not in this list are ignored. Rows that are completely blank are dropped. Empty table shows No record found! (Choose the filled Excel file in step 2 and its rows appear here.). |
| Rows: and arrows | Rows per page and previous / next page (for example 1 / 4). | Page size options follow your property settings. |
How to import guests
- In step 1 click Download Template, open it in Excel and fill one row per guest. Leave the heading row as it is.
- In step 2 click the file box and pick your file. The preview table fills.
- Check the preview. Dates in Birth Date must be real Excel dates.
- In step 3 click Import. Result: if every row was accepted you see Guest details imported successfully. If some rows failed, the window Failed Guest Imports opens.
The Failed Guest Imports window
- The title bar shows Total: n | Success: n | Failed: n.
- The table lists each rejected row with Sr No., Failure Reason (in red) and all the columns you supplied.
- Click Export > Excel to download the failed rows as Failed Guest Imports.xlsx, correct them and import that file again. Click Close to leave.
- Rows that were accepted stay imported; fix and re-import only the failed ones, otherwise you create duplicates.
Rules the server applies to each row
- E-Mail (if given) must look like an address (
name@example.com); otherwise the row fails with Invalid Email:at row . - Gender "Male" or "Female" (any capitals) is stored; anything else is stored as not specified.
- Document Type must match a document type name exactly, and Document # must be filled, for the document to be attached.
- DNR Reason must match a DNR reason text (capitals ignored); the guest is then marked Do Not Rent.
- The mandatory-field check that needs a signature is skipped for imports. Other mandatory fields can still reject a row; the reason is shown in the failed list.
What happens behind the scenes
- Each accepted row creates one guest profile in the property. There is no automatic merge with an existing guest, so importing the same list twice duplicates guests.
- A log of rejected rows is also written on the server for support staff.
Messages you may see
| Message (exact text) | Why it appears | What to do |
|---|---|---|
| Please upload an Excel file (.xlsx). Use Download Template for the correct format. | You chose a file that is not.xlsx (for example.csv or.xls). The file is cleared. The server gives a similar message ("Please upload an Excel file (.xlsx). CSV files are not supported.") if such a file reaches it. | Open the template with Download Template, fill it, save as.xlsx and choose it again. |
| Uploaded file is empty. | No data rows under the headings. | Fill in the template. |
| Please select Guest Details file. | Import clicked with no file. | Choose a file. |
| Guest details imported successfully. | All rows imported. | None. |
| Something went wrong. | The server refused the file. | Check the headings, try the template again, contact support. |
| Invalid Email: |
Failure reason in the failed list. | Correct the e-mail in that row. |
Tips and FAQ
- Q: The Import button is grey. A: No valid file is chosen, or the last import already succeeded. Choose the file again.
- Q: Can I import contacts or companies? A: No, only guests.
- Q: My dates look wrong in the preview. A: Format the Birth Date column as a date in Excel, not as text.
- Q: Is there a size limit? A: The screen shows no limit, but split very large files (several thousand rows) into parts.
Screenshots
