Importing bookings from another system
Andy Larking 12-02-2019 02:20:12 0 0

Our data services team can help with the transition from another system by importing your bookings.   

We will need the following essential data for each booking
- Date
- Start Time
- End Time
- Item Ref
- Booker username
- Booking Note

Date Start Time End Time Item Ref Booker Username Booking Note Logged When (optional)
01/03/2019 10:15 14:20 CONF jsmith Meeting with parents 12/02/2019 15:14
15/03/2019 11:45 13:15 DRAMA jjones Preparation for school play 03/01/2019 11:22
23/03/2019 15:00 17:00 MEET1 pparker After school planning meeting 15/12/2018 09:44
etc etc


Please see attached.

Formatting

Date   In dd/mm/yyyy or yyyy-mm-dd format                                                                

Times    Must be in 24 hour clock format (e.g. 13:00 not 1pm)                                                                     

Note      Optional but recommended.                                                                     

Logged When    Entire column can be skipped if your data does not have this info                                                                              

                                                                                               

Item Ref                                                                                              

For rooms, the Item Ref is the shortname used by your MIS - e.g. the Main Hall may have a REF of 'HAL' and the Conference Room 'CONF'.                                                                                           

Before the Booking Import can be run, the rooms/resources need to already be recorded in Item Manager.                                                                                          

If the items are not already recorded...                                                                                 

i) If you're going to be using MIS Integration, run that first (as it'll add the rooms to the system automatically)                                                                                      

ii) Alternatively, provide another excel sheet listing each item's FullName and Item Ref.                                                                                  

iii) If an additional room list is provided, then the main Booking Import sheet can optionally show the item's full name instead.                                                                                               

                                                                                               

Booker Username                                                                                          

Before the Booking Import can be run, the bookers need to already be recorded in User Manager.                                                                                            

If the users are not already recorded...                                                                                  

i) The username entered on the import sheet should be an exact match to the booker's network username.                                                                                         

ii) A new excel sheet will need to be provided listing the bookers with separate columns for... Forename, Surname, Username, Email                                                                                             

iii) If an additional user list is provided, then the main Booking Import sheet can optionally show the booker's full name instead.                                                                                   

                                                                                               


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