Reservation Import Service - Everything you need to know

Make sure of the following:

1. Your property set up must be completed - right after the importing, channels will be activated and your system pushed live.
2. Sources must be created (especially if you work with taxes) - In this case, they must be configured and linked to their Sources. Refer to your Onboarding coach if you have questions.

3. Room Types should be set similarly from the importing source (the other PMS/OTA) and preferably with the same or similar name. If any changes are made to the room set up when switching to Cloudbeds, please provide us with a room matching list, example:
   • Female Dorm will cease to exist, import all-female dorm reservations to Mixed Dorm
   • The standard room will now be called the Double Room
4. On import date, availability should be closed on all channels and the booking engine, this way we guarantee system is updated right after the process. If you wish to keep your channels open, then you will need to manually check activity during import

During the import you should stop all activity related to reservations and payment processing in the previous system and your channels, we will start to import reservations and advise once the import is complete, this can take approximately 24 hours. In case you can't stop your reservation activities, you will need to take note of modifications and manually check after the import is complete.

If you receive a direct reservation (e-mail, phone, etc.) during the import process, you can manually add them to your account. In this case, please cross-check your availability with your previous system/OTA.

After the import is completed you will be ready to activate your channels, and the new booking engine will be prepared to be installed on your website.

It's important to know:

• The property is responsible for room assignment
  • Reservations will be entered with the correct room type, but not assigned to a specific allocation.
  • The auto-assign option will assign the rooms to the first available accommodation of the room type.
• Only the total payment and total amount paid can be imported
  • By default, the payment type will be registered as Voucher on imported reservations if there is no information about payment type available.
• Reservations will be imported with the total price split equally between days, so in case you will edit reservations with different daily prices, balance due needs to be adjusted accordingly.
• Cloudbeds PMS may generate reports differently from your previous PMS.
  • Example: if you have a different amount of rooms or room-types, Occupancy Report will show different data. Because of that, the Occupancy Report may not be accurate and should be considered as a reference rather than official data.

In case you choose to import past reservations, it is important to be aware of the following information:

• Reservations already checked out will have all charges posted in the system, this includes taxes and fees. This means if there where any balance due for these reservations, this needs to be manually adjusted.
• Past reservations will not show up in the calendar as they will be imported as Checked Out and will not have a room assigned to it.
• The full amount will be calculated by the system and posted on the date of arrival for Checked Out reservations.
• Payments will be added as a Voucher if payment method data is not available.
• As a rule, we import past reservations with full payment which is equal to the imported room revenue and taxes applied on top of it.  
• Canceled and no-show reservations will not be imported.