Importing Bookings
In this article
Note: Venue Account Owners and Venue Administrators can import bookings.
How to Import
Click Bookings in the navigation bar to go to the calendar.
Click the Import button in the sidebar.
Choose your spreadsheet file, then click the Import File button.
The file must be in .xlsx or .xls format
Use a single worksheet (tab) only
The first row must contain the column headers listed below
You can import up to 1,000 bookings at once
If you have more than 1,000 bookings, split them across multiple spreadsheets
You can download a template spreadsheet here. Use this to add your data. Remember to delete row 2, which has guidance instructions, before importing.
Column Headers
Column | Required? | Details |
|---|---|---|
Customer | Yes | The customer name. Must match an existing customer in MyHallWizard exactly. |
Name | Yes | The booking name, as it will appear on the calendar. |
Booking Date | Yes | The date of the booking. Cannot be before 1 January 2019. |
From | Yes | The start time of the booking. |
To | Yes | The end time of the booking. When the Booking Date and End Date are the same, the end time must be after the start time. |
End Date | Yes | The end date of the booking. Must not be before the Booking Date. For same-day bookings, set this to the same value as the Booking Date. |
Rooms | Yes | The room name(s). Must match your room names in MyHallWizard exactly. Separate multiple rooms with commas (e.g. "Main Hall, Side Room"). |
Status | No | "Confirmed" or "Provisional". Defaults to Confirmed if omitted. |
Extras | No | Extra name(s). Must match the name of your extras in MyHallWizard exactly. Separate multiple extras with commas. |
Privacy | No | "Private" or "Public". Defaults to Public if omitted. |
Attendees | No | A whole number. |
Details | No | Public booking description, visible on the public calendar. |
Admin Notes | No | Internal notes, not visible to customers. |
Price | No | A number (e.g. 13.50). A value of 0 marks the booking as "Do not invoice". If omitted, the price is calculated automatically from your price list. |
Example Spreadsheet
There is an example spreadsheet you can view here.
Important Notes
Customers must already exist in MyHallWizard before you can import bookings for them. Import your customers first if needed.
Repeat bookings cannot be imported. Each must be entered separately or created manually.
For bookings that span midnight, set the End Date to the following day. For example, a booking from 22:00 to 02:00 would have a Booking Date of 21/10/2021 and an End Date of 22/10/2021.
Room availability is checked during import — bookings that clash with existing bookings will be flagged as errors.
Any extra columns in your spreadsheet will be ignored.
MyHallWizard is eager to invoice all bookings. If you are loading bookings which you don't want MyHallWizard to invoice, set the price to 0. For example, this applies to old bookings which have already been invoiced by your old system.
Need Help?