Creating Block Reservations Using Rooming List Import

Using Excel or equivalent software you can produce a .csv , .xls or .xlsx data file containing profile and reservation details for import as a Block rooming list.

Ensure the block has available rooms and that the block is in a status that allows for pickup, click View Room/Rate Grid to view the available rooms in the block.

Consider the following when setting up the group rooming list import file:

• Files must be in .csv or Microsoft Excel .xls or .xlsx formats.

• Begin each column with headings at cell A1. Upon import, the spreadsheet's column headings map to corresponding rooming list field names.

• Only columns with data import.

• Only mapped columns import.

• The following columns are mandatory: 

  • Last name

  • First name (Initial)

  • Room Type

  • Email Type if an email address is supplied.

  • ID Type if an ID Number is supplied.

  • Rate Code if the Rate Code Mandatory Block Header OPERA Control is active.

• Create columns for Line and Sharer and reference the line number of the row for the first (primary) reservation in the Sharer column of the secondary reservation(s).

Figure 3-1 Rooming List Spreadsheet

Figure 3-2 Field Mapping

Importing A Rooming List File

When importing a rooming list, OPERA Cloud attempts to map the spreadsheet columns to their corresponding rooming list fields.

If a column does not map, you can manually map the column.

When mapping rooming list columns:

• The Map Columns section shows the Rooming List fields.

• The drop-down lists next to the fields show the column headers from the spreadsheet.

• The Preview pane shows the columns ready to import.

1. From the OPERA Cloud menu, select Bookings, select Blocks, and then select Manage Block.

2. Enter search criteria and click Search.

3. Select the block in the search result, click I Want To... and then click Rooming List.

4. Click Import Rooming List.

5. Click Choose File and browse folders and select the .csv or Microsoft Excel .xls or .xlsx file, and click Open.

6. Click Import File.

   Note:

   If you need to re-import a corrected data file, clickClear and repeat the Choose File and Import File steps.
7. The Map Columns panel expand:

   1. If there are data errors to be corrected in the data file an X  displays in the column with the error in the preview panel.

   2. Click  next to a field in the Mapping panel to view a list of values for a specific field - ensure values in data file match the configuration.

   3. Click the list button below a field you need to map to data file column.

   4. Select the column name that corresponds to field.

   5. In the Preview panel click Refresh. The spreadsheet data populates the column in the import preview pane.

8. Review the mapped columns and make any adjustments. 

9. Click Add Reservations.

10. The reservation are imported to the Rooming List page.

11. Update reservations with any additional details. For more details see Creating Blocks Reservations Using Rooming List Entry.

12. Click Save.

13. Reservations will be created and assigned a confirmation number.