Importing Reservations

You use the import to move the reservations you already have into Veridien. It reads a spreadsheet, checks every row against your rooms, sources, and availability, and saves reservations only after you confirm the preview.

Open Reservations under Stay in the sidebar and select Import at the top of the page. The Import Reservations page opens. Its History button leads to Import History. Both need the Import Reservations permission, so the button is hidden from staff without it.

Under Download a template, choose CSV, Excel, or JSON. Fill in the template instead of making your own columns. The template is made for your property: the Excel version offers your room types and sources as dropdown values.

The template has these columns:

Dates are read day first (DD-MM-YYYY), whether written with dashes, slashes, or dots. Year-first dates, dates with month names, and real Excel date cells are read too.

Common header names from other systems are recognised, so First Name, Email, Check-in, Arrival, Room Number, Rate, Source, and Deposit Paid all map to the right column without renaming.

Drop the file anywhere on the page, or select Choose File. Veridien reads it and shows every row in a preview table, with a summary bar counting rows, valid rows, errors, and warnings. Select Errors only to see just the problems.

Nothing is saved at this point.

Errors block the import. A row has an error when a required field is missing or malformed, when the room type or source does not exist, or when the currency is not set up for your property. The message lists what is available, so a mistyped room type tells you the valid names.

Warnings do not block the import. Besides the ones in the table above, two checks produce them:

• Possible duplicate: a reservation with the same reference, or for the same guest email, room type, and dates, already exists.
• No availability: every room of that type is already reserved for those dates.

When the preview has no errors, select Confirm Import. Veridien saves the whole batch in one transaction, so either every row lands or none does:

• A guest is created for each new email. An email already in your guest list reuses that guest.
• Each row becomes a reservation with a folio carrying one room charge per night at the rate from the file. The import does not use rate plans, so the rate you give is exactly what lands on the folio.
• A row whose check-out is in the past is imported as Checked-Out. Every other row is imported as Pending and takes availability from its room type.
• An upcoming stay gets the room named in the file when it is free; otherwise a free room of its type is assigned automatically where one exists.
• The source from the file is recorded.
• An Amount Paid comes in as a payment on the folio.

A message confirms how many reservations were imported, and the uploaded file is deleted once the import finishes.

Import History lists every import with its Date, Filename, who imported it (Imported By), Total Rows, how many succeeded (Success), and its Status, such as Pending, Processing, Complete, Failed, or Undone. Select an import to see the reservations it created. Use it when a reservation looks wrong months later and nobody remembers whether it was entered by hand or imported.

• Creating Reservations: the wizard, for reservations taken one at a time.
• Rate Plans: pricing for reservations created in the app.
• Users and Roles: granting the import permission.