Itinerary Section Import Guidelines: Difference between revisions

Latest revision as of 08:56, 13 August 2026

Overview

Flights and accommodation/hotels entries can be added to the itinerary by importing a file created from the provided templates.A successful import creates a new order and a new entry to the itinerary.

Accommodation Import

To successfully create hotel entries /add a hotel into the itinerary via file upload, ensure that the following information is provided:

Guest name: The guest must be part of the itinerary.
Guest Check-in date and time
Guest Check-out date and time

If the guest name or the guest check-out date is missing, a validation dialog will be displayed explaining why the file is invalid.

Accommodation Form Validation

Hotel Name :This field is optional.If left blank, it defaults to Imported Hotel.

Check-in / Check-out Dates and Times: These fields are optional.If not provided, they default to the current date and time.

Date and Time Format

The preferred format is DD/MM/YYYY HH:MM.
If a date or time is not in a valid format, it will default to the current date and time.

Hotel Time Zone : The hotel time zone defaults to the itinerary/event time zone.

Booking Reference : This field is optional.This ensure a guest booking is created for each guest.

Flight Import

To successfully create flight entries/add a flight into the itinerary via file upload, ensure that the following flight details are provided:

Flight number
Departure date and time
Arrival date and time
Departure and arrival airport codes (3-letter IATA codes)

If a time is not provided, it will default to 00:00 (midnight).

If any of the required information above is missing, the flight order will be created, but the corresponding flight entry will be skipped(not added to the itinerary).

Flight Form Validation

Passengers

A flight entry can be created with passengers assigned.
If a passenger is included, they must already be part of the itinerary.
Passenger columns support one passenger name per booking.

Date and Time Format

Dates and times must use the format: DD/MM/YYYY HH:MM

Flight Time Zones

Known flight numbers: the flight time zones are automatically applied during creation, and the check-in time is also set automatically.
Unknown flight numbers: the flight entry is still created, but the departure and arrival time zones must be set manually, as well as the check-in date and time if required.

If the uploaded file is invalid, a validation dialog will explain the reason.

@@ Line 1: / Line 1: @@
-==== Accommodation Import ====
+== Overview ==
-Imports hotel details, guest room assignments, check-in/check-out dates, room types, and booking references. Creates a new hotel in the itinerary and associates it with the imported order. Validates guest names against current itinerary members, date formats, and room date logic.
+Flights and accommodation/hotels entries can be added to the itinerary by importing a file created from the provided templates.A successful import creates a new order and a new entry to the itinerary.
-==== Flight Import ====
+=== Accommodation Import ===
-Imports flight details including airline, cabin class, flight number, departure/arrival airports and dates, and passenger list. Creates a new flight in the itinerary and associates it with the imported order. Validates passenger names against current itinerary members, airport codes, date formats, and cabin class values.If validation errors are found during import, they are displayed in a dialog showing a spreadsheet preview of the imported data with errors highlighted, allowing the user to identify and fix issues before re-importing.
+To successfully create hotel entries /add a hotel into the itinerary via file upload, ensure that the following information is provided:
+* Guest name: The guest must be part of the itinerary.
+* Guest Check-in date and time
+* Guest Check-out date and time
+If the guest name or the guest check-out date is missing, a validation dialog will be displayed explaining why the file is invalid.
+[[File:Screenshot 2026-08-06 at 12.26.41.png|thumb|592x592px|Hotel validation dialogue]]
+==== Accommodation Form Validation ====
+'''''Hotel Name''''' :This field is optional.If left blank, it defaults to Imported Hotel.
+'''''Check-in / Check-out Dates and Times'':''' These fields are optional.If not provided, they default to the current date and time.
+'''''Date and Time Format'''''
+* The preferred format is DD/MM/YYYY HH:MM.
+* If a date or time is not in a valid format, it will default to the current date and time.
+'''''Hotel Time Zone :''''' The hotel time zone defaults to the itinerary/event time zone.
+'''''Booking Reference :''''' This field is optional.This ensure a guest booking is created for each guest.
+=== Flight Import ===
+To successfully create flight entries/add a flight into the itinerary via file upload, ensure that the following flight details are provided:
+* Flight number
+* Departure date and time
+* Arrival date and time
+* Departure and arrival airport codes (3-letter IATA codes)
+If a time is not provided, it will default to 00:00 (midnight).
+If any of the required information above is missing, the flight order will be created, but the corresponding flight entry will be skipped(not added to the itinerary).
+==== Flight Form Validation ====
+'''Passengers'''
+* A flight entry can be created with passengers assigned.
+* If a passenger is included, they must already be part of the itinerary.
+* Passenger columns support one passenger name per booking.
+'''Date and Time Format'''
+* Dates and times must use the format: DD/MM/YYYY HH:MM
+'''Flight Time Zones'''
+* Known flight numbers: the flight time zones are automatically applied during creation, and the check-in time is also set automatically.
+* Unknown flight numbers: the flight entry is still created, but the departure and arrival time zones must be set manually, as well as the check-in date and time if required.
+If the uploaded file is invalid, a validation dialog will explain the reason.
+[[File:Screenshot 2026-08-11 at 14.57.57.png|center|thumb|864x864px|Flights validation dialogue]]