Itinerary Section Import Guidelines

Overview

Flights and accommodation/hotels entries can be added to the itinerary by importing a file created from the provided templates.

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.

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.

Flights validation dialogue