Add (Import) reservations with the Quick Import Tool

Overview

Our Quick Import tool is the perfect way to streamline your Cloudbeds PMS setup experience to transfer reservations from a previous system quickly. Follow the steps below to add (import) your property reservations with the Quick Import Tool directly from your Cloudbeds account.

This article explains the process of importing reservations using the Quick Import Tool in Cloudbeds PMS.

Step 1 - Access Reservation Import Options

  1. From the Main menu Main menu icon.png, go to Reservations Reservations.png 
  2. Click on Reservation Import Options Reservation import.png The Manual Quick Import tool will appear in the description. Continue with Step 2

  Property Owner has an access to Reservations page by default. The rest of the users can be given the permission to access this option on the Roles page. Learn more: Roles and Permissions.

Step 2 - Add or upload Group Rooming List

Add Reservations

Import reservations into Cloudbeds by filling out the information of the reservation in the fields:

  1. Select Group Profile and Allotment Block (applicable if the Groups feature is enabled).
  2. Check or uncheck the Use system rates box.

  “Use system rates” option 

Check or uncheck the  box, which is mainly for uploading rooming lists but can also be used for regular reservations.

  • If you import reservations to a Group Profile and DON’T select an Allotment Block but tick the “Use system rates” option, the system will use the Base Rate.
  • If you import reservations to a Group Profile, select an Allotment Block, and tick the “Use system rates” option, the system will use the Allotment Block Rate (which you set up when creating the block).

The Use system rates feature for Group Profiles is available for all properties with the Group Management module enabled.

  1. Fill out all mandatory fields (marked with a red asterisk) and other fields as needed.
  2. Select other columns to display. All mandatory fields are selected by default.

 Selecting the Payment Type and Amount Paid columns and filling out the fields will save time instead of going back to each reservation and manually recording the deposit amount in the guest folio.

  • Payment Type: Select this column if a deposit was made for the reservation or if it has been paid in full.
  • Amount Paid: This column will be available to be selected if you previously selected Payment Type.

  Fields considerations:

  • Make sure to fill out all the mandatory fields. Scroll to the right to see all the columns.
  • When any third-party source (e.g., OTA) is selected under the column Source, the column Source Reservation ID becomes mandatory. This ensures the Cloudbeds channel manager updates the reservation correctly if a modification/cancellation is made. If you do not need the source reservation ID to receive future modifications from the channel, you may type any numbers.
  • For more information, check: Making changes to OTA reservations imported to Cloudbeds PMS manually.
  • For PCI compliance and financial security reasons, you cannot add credit card (CC) details through this form. Any CC details will need to be added to the reservation summary page. Check: Add reservation credit card details.
  1. If the room rate for each night differs, click the pencil icon (edit) on the Total Room Rate field to modify the rate for each date. Save the changes.
  2. Click the plus (+) button to add more rooms or the (x) button to remove the room.

 Shared dorm rooms: When importing a reservation with multiple dorm beds, click the (+) button to add more beds. Each dorm bed is reserved as a separate line, and the number of adults for each bed is "1" (by default).

  1. Click Add Reservation to add more reservations.
  2. Once done, double-check all the information and click Save to complete the manual import.

  1. You will see a pop-up in the left corner of the screen indicating that the reservation has been successfully imported:

 Importing errors

  • If you receive the message in the image below, check and fix all fields marked in red. Remember to scroll from left to right to see all the columns.

  • If the issue is related to the allotment block, you will see a question mark icon that you can click to get more details about the error.

Upload Group Rooming List

The Upload Group Rooming List feature for Group Profiles is available for all properties with the Group Management module enabled.

  1. Select Group Profile and Allotment Block (applicable if the Groups feature is enabled).
  2. Click the Upload Group Rooming List button.
  3. Click the hyperlinked text to download the CSV template. Once ready, click the Select CSV button and click Upload.

 The file downloads according to your user preferences for the format in Excel. To avoid import errors, ensure you enter the arrival and departure dates in the YYYY-MM-DD format (e.g., 2025-12-31 for Year, Month, and Date).

  1. If the room rate for each night differs, click the pencil icon (edit) on the Total Room Rate field to modify the rate for each date. Save the changes.

  “Use system rates” option

Check or uncheck the  box, which is mainly for uploading rooming lists but can also be used for regular reservations.

  • If you import reservations to a Group Profile and DON’T select an Allotment Block but tick the “Use system rates” option, the system will use the Base Rate.
  • If you import reservations to a Group Profile, select an Allotment Block, and tick the “Use system rates” option, the system will use the Allotment Block Rate (which you set up when creating the block).

The Use system rates feature for Group Profiles is available for all properties with the Group Management module enabled.

  1. Once done, double-check all the information and click Save to complete the import.


  1. You will see a pop-up in the left corner of the screen indicating that the reservation has been successfully imported:

  If you receive the message in the image below, check and fix all fields marked in red. Remember to scroll from left to right to see all the columns. To avoid these errors, fill in the fields in the CSV file without spelling mistakes before uploading it to Cloudbeds PMS.

FAQ

Why didn't some of my reservation details (like phone number) import even though they're in my CSV file?

The Quick Import Tool only imports data from the columns that are visible on the import page. If you include data in your CSV file—such as guest phone numbers—but don’t select the corresponding column under Select Columns (labeled Columns to Display), that information will not be uploaded into the system.

To ensure all your desired fields are imported, follow these steps before uploading your CSV:

  1. Prepare your CSV file using the standard rooming list template, which can be downloaded via the 'Upload Group Rooming List' button mentioned earlier in this article.
  2. Fill in all mandatory fields marked with an asterisk, and any additional guest information you wish to upload—such as Phone or Payment Type.
  3. On the Quick Import Tool page, go to the Select Columns dropdown on the right side of the table.
  4. Check the boxes for additional fields that match the columns in your CSV (e.g., Phone, Street Address, Payment Type, etc.).

Once selected, these columns will appear in the table, ensuring that your file’s data is mapped correctly and uploaded into the corresponding fields in Cloudbeds PMS.

  1. Finally, click Select CSV, choose your file, and complete the upload by clicking Upload and then Save.

 Even if a field is filled out in the CSV file, it will be ignored during the import process unless the matching column is selected beforehand.

"Missing Headers or Columns" Errors

If you encounter an error message about "missing headers or columns" when uploading your Excel file, it's likely because you're not using the official Cloudbeds system template.

To ensure a smooth import, always use the Cloudbeds CSV template. This template contains all the necessary headers and columns for a successful upload.

How to Get the Official Cloudbeds Template:

  1. Navigate to the Reservations Import screen in Cloudbeds.
  2. Click on "Upload Group Room List."
  3. A pop-up will appear, allowing you to download the correct CSV template.
  4. Using this official template will help you avoid errors and efficiently import your reservations.
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Comments

6 comments
  • There is a problem with the Import Tool.

    If you upload a CSV file. The following fields are not being recognized:

    • Country
    • Total Room Rate
    • Payment Type
    • Amount Paid
    0
  • Hello, Victor Venado!

    Thank you so much for your feedback. We have already sent your request to our Support team for a closer review and assistance. 

    Best regards, 

    0
  • Can you create a custom rooming list template or uncheck some of the mandatory fields such as email or country?

    0
  • Hello, Michael Howard, 

    Thank you for your suggestion!

    Please feel free to share your idea (and additional details, if possible) in the Cloudbeds Community so other users can see it, upvote it, and add comments.

    Regards,

    0
  • This option does not work as it still pulls in the Base Rate NOT the Allotment Block Rate. 

    "If you import reservations to a Group Profile, select an Allotment Block, and tick the 'Use system rates” option, the system will use the Allotment Block Rate (which you set up when creating the block)." When

    0
  • Hello, Linda Chanthaboury!

    We have already created a new ticket on your behalf so our dedicated Support Team can review your request and offer assistance as soon as possible.

    Regards,

    0

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