Overview

This guide provides a detailed explanation of how to import a reservations file (arrivals list) from your Property Management System (PMS) into the PassportScan Windows Client.

The import process allows for a one-way, asynchronous bulk import of reservation data using a predefined file structure.

Supported file formats include .csv, .txt, and .xlsx (Excel). The import wizard can be configured with a custom mapping template, allowing future imports of the same format to run seamlessly.

Step 1: Start the Import Process

1. From the main PassportScan screen, click the Settings (⚙️) icon to open the menu.

2. Select Import Arrivals.

   

3. In the new window, click the yellow Import button to open the Import Wizard.

   

Step 2: Select the Source File

1. In the Import Data Wizard, select the file format under Import from (usually MS Excel 2007 or CSV).

2. Click the folder icon next to Source file name to browse and select the file exported from your PMS.

3. Check the following options for convenience:

   • Go to the last page after loading template

   • Save template automatically when wizard closes

4. Click Next to continue.

   
   

Step 3: Map Data Fields

This step defines how each column in your file corresponds to PassportScan fields.

1. Skip Headers: Use the Skip row(s) field to ignore header rows (e.g., enter 2 if data starts on row 3).

2. Map Fields:

   • Click on a field name in the list (left side).

   • Then click on the corresponding column header in the preview (right side).

3. Commonly used fields:

   • arrival

   • departure

   • last_name

   • first_name

   • room

   • id_booking (Booking Number)

4. When finished, click Next.

   [Screenshot Placeholder: Field mapping interface – image_55608b.png]

Step 4: Adjust Data Formats

On this screen, you can define the format of each data type.

Make sure the date format (e.g., dd/MM/yyyy) matches the format used in your PMS export file.

Then, click Next.

Step 5: Execute the Import

This screen allows you to test or execute the import.

1. Under Record count, choose one of the following:

   • Import all records

   • Import only first… (enter a number, e.g. 20, for testing purposes)

2. Click Execute to process the file and generate a preview.

   
   

After execution, a preview of the imported data will appear.

Step 6: Complete the Import

Review all imported records carefully.

If the data is correct, click Complete to finalize the import.

⚠️ Important:

• Clicking Complete will immediately create one PassportScan profile per reservation.

• Each imported profile consumes one credit, even if the guest later becomes a no-show.

• Verify all data before confirming the import.

Summary

The PMS Reservation Import Wizard enables a quick and repeatable method to import large volumes of reservation data from your PMS into PassportScan. Once a template is configured, future imports can be completed in just a few clicks with consistent accuracy.