If you already have accommodation bookings organized within files or databases, you can use EventPro Planner’s import function to avoid manual data entry and save time.
You can import these bookings into the Attendees |Accommodations tab in the Event Maintenance screen.
1.
In the Event Maintenance screen, find the event into which you want to import accommodation arrangement records.
2.
Click on the Attendees tab and select the Accommodation tab.
3.
Click the Import button to the right of the selection grid.
4.
The Accommodation Import Wizard will appear.
5.
Import From: You can import accommodation booking records from a variety of sources: CSV (Comma Separated Values) file, Microsoft Excel file (.xls. or .xlsx) or Microsoft Access Database (Use Table Name or SQL Statement).
a.
Select the radio button next to the import method you want to use.
b.
Click the Open icon to the left of the Import File field. Locate the file and click Open.
c.
If you are using a Microsoft Access Database, type in a Table Name or SQL Statement.
d.
Click Next.
6.
Review Imported Data: The next screen will allow you to review the imported data and associate it with fields in the program.
a.
The list of Import Table Fields on the right displays all fields in the program into which you can import data. The pane on the left, Import Table Fields,represents a table view of the data you are importing.
b.
The accommodation records you are importing must refer to Attendees already added to the event, and the attendee names in the import file must exactly match the names in the event. Also, if you include other companies in the import, such as Hotels, the company names in the import file must match the company names in the program.
c.
If you have any saved templates, you can select one from the Template drop-down list.
d.
If you are not using an existing template, you must indicate the fields into which you want the data placed. Select a field on the right and drag it onto the corresponding column in the left pane. The data from the column will be imported into that field. Continue dragging and dropping fields onto the corresponding columns until you have created a complete template for the import.
e.
If you want to save your newly created template for future use, click Save Template, enter a Description for the template and click OK.
f.
Click Next. If you attempt to introduce some new information through the import, such as a Hotel, the Confirm dialog will warn you that the record does not exist in EventPro Planner. You can click OK to continue with the import, but the record related to the new attendee or hotel will not be converted or imported.
7.
Review Converted Data: The next screen of the wizard will be populated with data for your review. Scroll to the right to review all of the converted data. You can click on a heading (Hotel Name, Last Name, Check In Date, etc.) to sort the list by that heading.
8.
From the Review Converted Data screen, you can make data changes that will apply to all or selected accommodation records. For example, you will not be able to post the data unless all records have been assigned a Room Type, so you may need to add a room type to all accommodation records.
a.
If you do not want to apply the changes to all accommodation records, select multiple records by holding down the Ctrl key and clicking on the desired records.
b.
After you have selected records, if necessary, click the Multi-Edit button. The Attendee Accommodation Multi-Edit window will appear. Make any changes you like, but remember that the new values will overwrite the original values for all selected records.
c.
Click Save. Choose whether you want to add the new information to Selected Records or All(Filtered) Records and click OK.
9.
If you do not want to import certain accommodation records in the selection grid, you can delete the records from the list.
a.
Click to highlight the record or select multiple records.
b.
Click the Multi-Delete button.
c.
The Confirm dialog will ask if you want to delete the selected records. Click Yes to continue deleting.
10.
When you are satisfied with the list of accommodation records in the selection grid, click Finish. In the Post Data dialog, click Yes to continue importing.
11.
The Event Recalculate dialog will appear. Choose whether you want the event recalculation to Include Attendees or Exclude Attendees and click OK.
12.
The new imported accommodation bookings will be added to the event attendees indicated in the import file.
