By importing your accommodation bookings to Bókun you keep your availability for the coming season up to date, as well as having a complete overview of your buissness in reports.

This feature relies on you forming your booking data in a spreadsheet (.xlsx file to be specific). A template can be found here.

Using the template

The template is hosted with Google Drive. Open the template and click File > Download as > Microsoft Excel (.xlsx).

Once downloaded, edit the template according to the data you have. Once populated and proper, import the data file.

Importing the template

Importing the template requires you to log  on to your Bókun account.

Navigate to PRODUCTS > ACCOMMODATION and click the accommodation product you want to import the bookings to.

Click the ACTIONS TAB > IMPORT: BOOKINGS FROM A SPREADSHEET. (screenshot below)

You are now presented with a form to upload your spreadsheet. And one option. This option tells Bókun to look for existing "External booking ref. numbers" and Bókun will then attempt to update the bookings that match any of your "External Booking ref. numbers in the spreadsheet".

Validation for the form should be informative and helpful. If you run into trouble. Please contact support.

Creating your booking import spreadsheet

Forming your data correctly is essential for the booking import to work. Please follow the instructions carefully to make sure you get the importing right. If you run in to any trouble, please contact our Support team as soon as possible.

Each column in the spreadsheet has a title. Each row that has a check-in & check-out dates in the spreadsheet will represent one booking.

Data structure

The importer recognizes 3 different types of rows. (all shown in the template)

  1. Cart Booking Rows.
    These rows creata a cart. A single booking in a single line is considered a Cart Booking row. However the rows beneath each Cart booking row can present another booking in the same cart. They are assigned to the cart by using the "Same cart" column (more details below)
  2. Secondary booking Rows.
    As mentioned above, adding a row below the cart booking that has the TRUE flag in the column Same Booking will result in a cart booking including both rows.
  3. Guest information Rows
    For each guest staying in a room, you can add lines with details on each guest. 

Definition of each column in the import sheet 

Check in (Required for Cart Booking Rows)
This specifies the check in date of the accommodation booking. If specified, then the row is a new cart booking, unless the "Same booking" column says TRUE. If this is empty for the row, then the information in the row would represent a guest belonging to the last room booking, or a new room booking.

Format dd.mm.yyyy

Check out (required for Cart Booking Rows)
This specifies the check out date of the accommodation booking. Similar conditions apply here as for the check in date.

Format dd.mm.yyyy

Same booking (optional)
If the row has check in and check out dates, and this column has the value TRUE, this row is viewed as a new accommodation booking belonging to the same cart booking as the booking presented in the line above it.

Room Type (required for Cart Booking Rows)
Specifies the type of room being booked. This is required, unless the row is only specifying guest details for the last room booking. 

Can be specified as:

  • The exact name of the room type
  • The room type code
  • The room type ID.

Please note that the Room type has to be present in Bókun before you start the import, otherwise it will not work.

Room Rate (required for Cart Booking Rows)
Specifies the room rate to use. This is required, unless the row is only specifying guest details for the last room booking. 

Can be specified as:

  • The exact name of the room rate.
  • Room rate ID

Please note that the Room type has to be present in Bókun before you start the import, otherwise the import will fail.

Room name (optional)
The name of the room to which to assign the booking.
If left empty the importer will try to assign any free room to the booking.

Adults (required)
The number of adults staying in the room.
The import will not work if this field has a blank value for the cart rows.

Children (required)
The number of children staying in the room.
The import will not work if this field has a blank value for the cart rows.

Infants (required)
The number of infants staying in the room.
The import will not work if this field has a blank value for the cart rows.

Payment status (optional)
Specifies whether the booking is paid or not.

Possible values:

  • Paid
  • Blank (No value means not paid)

First name (required)
The first name of a guest staying in the room.
If this is a new cart booking row, then this will also be the customer.

Last name (required)
The last name of a guest staying in the room.
If this is a new cart booking row, then this will also be the customer.

Email address (optional)
The email address of a guest staying in the room.

Phone number (optional)
The phone number of a guest staying in the room.

Nationality (optional)
The nationality of a guest staying in the room.

Date of birth (optional)
The date of birth of a guest staying in the room.

Passport nr (optional)
The passport number of the guest staying in the room.

Address (optional)
The address of the guest staying in the room.

Place (optional)
The place or city of the guest staying in the room.

Post code (optional)
The post code of the guest staying in the room.

Country (optional)
The country of the guest staying in the room.

Agent (optional)
Here you can optionally specify a booking agent that owns the booking. Can be specified as the exact name of the agent, or the agent ID. Only valid for a cart booking row.

Please note that the Agent has to be present in Bókun before you start the import, otherwise the import will fail - if you populate the field.

Special requests (optional)
This goes into the "special requests" field for the booking.

Ext. booking ref. (optional)
Will be stored in the "external booking reference" for the cart booking. 

If the import is run with the the "Add to existing bookings if external booking reference match is found" in the UI, then the importer will try to look up an existing booking and add the new data to it.

Travel type (optional)
The travel type for the accommodation booking.
Possible values:

  • Business
  • Leisure
  • Blank (no value)

Seller (optional)
If the cart booking was sold by someone on the marketplace, then the seller can be specified here. Can be specified as the exact name of the seller vendor, or the vendor ID. Only valid for a cart booking row.

Creation date (optional)
Date when the booking was created. Will default to today if left empty.

Created by
The username (email address) of the extranet user that created the booking.

Notes (optional)
This will go into the notes for the booking.

Currency (optional)
The currency to use when creating the customer invoice.
Defaults to the default currency if left empty.

Need help?

Please don't hesitate to talk to our support team regarding the importing process.

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