Import (Travel)

(Event) > Plan > Travel > Import

The Import page is the fourth page-link on the Travel page, displayed if the Travel Packages sub-module of the Travel Module is enabled for your event (in Plan > Configure > Options).

It enables you to import various types of travel data from CSV files, as described below. (These details are also provided in the Travel Packages Guide.)

 Video: Importing Flights (45 sec.)

A: Decide the type of data to import

Before preparing a CSV file containing the data to be imported, you need to decide which one of the four possible types of data you will be importing:

• Flights, as you would set up on Plan > Travel > Flights.

• Flight Inventory, as you would set up for a flight (see Flight Inventory);

• Attendee Pre-booked Flight Reservations, as an attendee could select on a form, or you could add for them on Registrations > Travel; or

• Attendee Individual Flight Reservations, as an attendee could select on a form, or you could add for them on Registrations > Travel.

B: Prepare an Import File

Start by preparing a .CSV file containing the data to be imported.

• Ensure that the columns in the file match those required for an import of the relevant type of data, especially including any required fields. See the lists of columns to import below.

• Best practice: Keep the columns in the same order, and using the same or similar names, as used in the mapping step, which is described below. This will make the mapping step quicker and easier, since those fields are more likely to be mapped by default. See the four sample CSV files below

• Required fields: A file cannot be imported if any of the "Required" fields are not included. And the import of  a record will fail if any of the "Required" fields are null (i.e. have no value).

• Non-Standard characters: See these important .CSV file notes if your import includes accented characters, foreign character sets, or special characters.

• Save the file as a CSV file, where the first row contains the column headings (the field names). `The usual way is to save an Excel file as "CSV (Comma delimited)".

You can download these four sample CSV files to get you started in setting your own up. (Right-click the link, and select Save Target As, or equivalent, depending on your browser.) Each one has only the relevant column headings, as described below, and just one row of sample data to make the formats of columns such as dates and times obvious.

Caution: The values in some columns (such as the Flight Code in a Flight Inventory import, for example) must match current data in your event, as described below. Be sure to delete the example data from the sample CSV files

• Flights import sample CSV file

• Flight Inventory import sample CSV file

• Attendee Pre-booked Flight Reservations import sample CSV file

• Attendee Individual Flight Reservations import sample CSV file

C: Import Your Data

Once you have a CSV file of Travel data to import, step through the Travel Import Wizard to import it.

Import Travel Data

1. Select the type of Travel data to import. You can select one from the drop-down list:

• Flights

• Flight Inventory

• Attendee Pre-booked Flight Reservations

• Attendee Individual Flight Reservations

2. Browse to select a file to upload, and Upload it.

3. In the pop-up window, map the columns in the import file to the data fields, which are as listed below for each of the four types of import. Then click Import.

4. Your import is queued, and you will receive an email as soon as it is processed. The records are then available for use.

Columns to Import for Each Type of Travel Data

When you start the import (see Import Travel Data above) you choose which of four types of travel data you want to import. The fields you can import for each one are described below.

1. Flights

2. Flight Inventory

3. Attendee Pre-booked Flight Reservations

4. Attendee Individual Flight Reservations

Flights

See the Flight Information section in the Plan > Travel > Flights help topic for details of each field.

• Is inbound? – (Optional)
  -- For outbound flights this can be "no", "n", "False", "f", "0", null, or not mapped; i.e. the flight is not inbound, so it is outbound.
  -- For inbound flights this can any other non-null value. For example "yes", "y" or "in" would mean the flight is inbound.

• Flight Code – (Required)

• Description – (Optional)

• Duration – (Optional)

• Distance – (Optional)

• Aircraft Type Code – (Optional) Note: code only, as shown under Flight Information on Plan > Travel > Flights. For example, "B741" for "B741 - Boeing 747-100".

• Airline Code – (Required) Note: code only, not the description. For example, "UA" for United Airlines.

• Departure Airport Code – (Required). Note: code only, not the description. For example, "SFO"  for San Francisco International.

• Departure Terminal – (Optional)

• Departure Gate – (Optional)

• Departure Date – (Required) In mm/dd/yyyy format.

• Departure Time – (Required) In hh:mm AM or hh:mm PM format.

• Arrival Airport Code – (Required) Note: code only, not the description. For example, "JFK" for John F Kennedy International.

• Arrival Terminal – (Optional)

• Arrival Gate – (Optional)

• Arrival Date – (Required) In mm/dd/yyyy format.

• Arrival Time – (Required) In hh:mm AM or hh:mm PM format.

Flight Inventory

See the Flight Inventory section in the Plan > Travel > Flights help topic for details of each field.

• Flight Code – (Required) Must be an existing flight in the event.

• Departure Date – (Required) In mm/dd/yyyy format.

• Departure Time – (Required) In hh:mm AM or hh:mm PM format.

• Reference Number – (Required) Must be unique to the flight.

• Seat Block ID – (Required) Must be unique to the flight.

• Initial Inventory – (Required) Must be an integer, greater than zero.

• Total Amount – Must be a valid decimal number, if included.

• Travel Tax – Must be a valid decimal number, if included.

• Note

• Booking Status – If included, must be a Booking Status already set up for the event in Plan > Travel > Configure.

• Travel Type – If included, must be a Travel Type already set up for the event in Plan > Travel > Configure.

• Travel Action Code – If included, must be a Travel Action Code already set up for the event in Plan > Travel > Configure.

• Flight Class – If included, must be "Business", "Economy", "First", "Economy Plus" or "Other"

Attendee Pre-booked Flight Reservations

See the Assign Flights section in the Registrations > Travel help topic for details of each field.

• Registration Code – (Required) Must be an existing attendee.

• Flight Code – (Required) Must be an existing flight in the event.

• Departure Airport Code – Note: code only, not the description. For example, "SFO" for San Francisco International.

• Departure Date –  (Required) In mm/dd/yyyy format.

• Departure Time –  (Required) In hh:mm AM or hh:mm PM format.

• Arrival Airport Code–  (Required) Note: code only, not the description. For example, "JFK" for John F Kennedy International.

• Reference Number – (Required) Must be an existing reference number (inventory record) on that flight.

• Passenger First Name

• Passenger Last Name

• Ticket Number

• Passport Number

• Passport Expiration Date – In mm/dd/yyyy format, If included.

• Booking Status – If included, must be a Booking Status already set up for the event in Plan > Travel > Configure.

• Date Booked – In mm/dd/yyyy format, if included.

• Frequent Flier Number

• Meal Type Code – Must be from the list of valid codes below, if included.

• Seat Number

• Travel Type – If included, must be a Travel Type already set up for the event in Plan > Travel > Configure.

• Payment Code – If included, must be a Payment Code already set up for the event in Plan > Travel > Configure.

• Adjustment – Must be a valid decimal number, if included.

• Travel Tax – Must be a valid decimal number, if included.

• Total Charge – Must be a valid decimal number, if included.

• Transfer Required –
  -- NO: Use "no", "n", "False", "f" or "0" for No.
  -- YES: Use any other non-null value for Yes. For example "yes", "y" or "Transfer".

• Travel Action Code – If included, must be a Travel Action Code already set up for the event in Plan > Travel > Configure.

• Note

• History – Not part of the flight record, but for addition as a Comment in the Communication and Change History for the attendee's Travel Information in Registrations > Travel. (See note below.)

• History Timestamp – A date to be added to the beginning of the History field to form the Comment.
  If not included, but History is included, then the date of the import (Pacific Time) is used.

Note that if History is included, then the three columns in the attendee's Communication and Change History are updated as follows:

Date & Time: Date and time of the import (Pacific Time)

Author: The user who made the import

Comment: History Timestamp and History columns in import (e.g. "08/26/2019 - Imported text")

Attendee Individual Flight Reservations

See the Flights section in the Registrations > Travel > Flights help topic for details of each field.

• Registration Code – (Required) Must be an existing attendee.

• Is inbound? –
  -- For outbound flights this can be"no", "n", "False", "f" or "0" ; i.e. the flight is not inbound, so it is outbound.
  -- For inbound flights this can any other non-null value. For example "yes", "y" or "in" would mean the flight is inbound.

• Flight Code – (Required)

• Description – (Optional)

• Duration – (Optional)

• Distance – (Optional)

• Aircraft Type Code – (Optional) Note: code only, as shown under Flight Information on Travel > Flights. For example, "B741" for "B741 - Boeing 747-100".

• Airline Code – (Required) Note: code only, not the description. For example, "UA" for United Airlines.

• Departure Airport Code – (Required). Note: code only, not the description. For example, "SFO"  for San Francisco International.

• Departure Terminal – (Optional)

• Departure Gate – (Optional)

• Departure Date – (Required) In mm/dd/yyyy format.

• Departure Time – (Required) In hh:mm AM or hh:mm PM format.

• Arrival Airport Code – (Required) Note: code only, not the description. For example, "JFK" for John F Kennedy International.

• Arrival Terminal – (Optional)

• Arrival Gate – (Optional)

• Arrival Date – (Required) In mm/dd/yyyy format.

• Arrival Time – (Required) In hh:mm AM or hh:mm PM format.

• Passenger First Name

• Passenger Last Name

• Ticket Number

• Passport Number

• Passport Expiration Date – In mm/dd/yyyy format, If included.

• Booking Status – If included, must be a Booking Status already set up for the event in Plan > Travel > Configure.

• Date Booked – In mm/dd/yyyy format, if included.

• Frequent Flyer Program

• Frequent Flyer Number

• Meal Type Code – Must be from the list of valid codes below, if included.

• Seat Number

• Travel Type – If included, must be a Travel Type already set up for the event in Plan > Travel > Configure.

• Payment Code – If included, must be a Payment Code already set up for the event in Plan > Travel > Configure.

• Adjustment – Must be a valid decimal number, if included.

• Travel Tax – Must be a valid decimal number, if included.

• Total Charge – Must be a valid decimal number, if included.

• Transfer Required –
  -- NO: Use "no", "n", "False", "f" or "0" for No.
  -- YES: Use any other non-null value for Yes. For example "yes", "y" or "Transfer".

• Travel Action Code – If included, must be a Travel Action Code already set up for the event in Plan > Travel > Configure.

• Note

• History – Not part of the attendee's flight registration record, but for addition as a Comment in the Communication and Change History for the attendee's Travel Information in Registrations > Travel. (See note below.)

• History Timestamp – A date to be added to the beginning of the History field to form the Comment.
  If not included, but History is included, then the date of the import (Pacific Time) is used.

Note that if History is included, then the three columns in the attendee's Communication and Change History are updated as follows:

Date & Time: Date and time of the import (Pacific Time)

Author: The user who made the import

Comment: History Timestamp and History columns in import (e.g. "08/26/2013 - Imported text")

 

Meal Type Codes

These are the valid Meal Type Codes for use in the Attendee Pre-Booked Flight Reservations and Attendee Individual Flight reservations imports described above.

AVML - Asian Vegetarian Meal Requested
BBML - Baby/Infant Meal Requested
BLML - Bland Meal Requested
CHML - Child Meal Requested
DBML - Diabetic Meal Requested
FFML - Frequent Flyer Meal Requested
FPML - Fruit Plate Requested
GFML - Gluten Free Meal Requested
HFML - High Fiber Meal Requested
HNML - Hindu Meal Requested
JNML - Jain Meal Requested
KSML - Kosher Meal Requested
LCML - Low Calorie Meal Requested
LFML - Low Cholesterol / Low Fat Meal Requested
LPML - Low Protein Meal Requested
LSML - Low Sodium / Low Salt Meal Requested
MOML - Muslim Meal Requested
NLML - Non-Lactose Meal Requested
ORML - Asian Meal Requested
PNUT - A Customer allergic to peanut dust
PRML - Low Purin Meal Requested
RVML - Raw Vegetarian Meal Requested
SFML - Sea Food Meal
SPML - Special Meal Requested
VGML - Vegetarian Non-Dairy/Egg (Vegan) Meal Requested
VLML - Ovo-Lacto Vegetarian Meal Requested