Importing bookings into Cademy is a straightforward process that allows you to seamlessly transition bookings from another system. Follow these steps to import bookings using a CSV file:
Step 1: Access the Import Bookings Feature
Go to your course dashboard.
Click on the “Add People” button.
Step 2: Upload Your CSV File
Upload your CSV file containing the bookings you want to import.
After uploading, proceed to the next step where you will map the data.
Step 3: Map Contacts and Booking Data
1. Map Contacts:
Map the columns from your CSV file to the appropriate contact fields in Cademy. This includes fields like Email, First Name, and Last Name.
Note: If your CSV includes contacts that don’t yet exist in Cademy, new contacts will be created automatically during the import. Additionally, you will be asked to Confirm if you want to “Update existing Contact” by enabling or disabling the toggle. This ensures that existing contacts in your list are updated with the new information if necessary.
2. Map Booking Details:
Occurrence Mapping: You can map a date column from your CSV to match existing occurrences in Cademy, or create a new occurrence if it doesn’t exist.
Cost Mapping: If your CSV includes a cost column, map it to the booking cost field. Otherwise, you can set a fixed cost for all bookings.
Spaces Mapping: Map the spaces column from your CSV to reflect how many spaces each booking takes. If not mapped, set a default value.
Payment Status: Map this column to indicate whether the booking is Paid or Awaiting Payment.
Send Confirmation Email: Decide whether to send a confirmation email by mapping this to a column in your CSV or setting a fixed value.
Note: If any values in your CSV don’t match Cademy’s required formats (e.g., invalid payment status or non-numeric spaces), those rows will fail to import, and you’ll receive a summary email detailing the errors.
Step 4: Complete the Import
1. Review your mappings to ensure everything is correct.
2. Confirm the import. Once the import is complete, you’ll receive an email confirmation. If any rows failed to import, the email will include a summary of the issues.
Example of a Perfect CSV File for Importing Bookings
Here’s an example of a properly formatted CSV file that includes all the necessary fields for importing bookings into Cademy:
Email,First Name,Last Name,Date,Cost,Spaces,Payment Status,Send Confirmation
johndoe@example.com,John,Doe,2024-09-15,100,2,paid,Yes
janesmith@example.com,Jane,Smith,2024-09-15,50,1,awaiting_payment,No
markjohnson@example.com,Mark,Johnson,2024-09-16,75,1,paid,Yes
emilybrown@example.com,Emily,Brown,2024-09-17,120,3,paid,Yes
alexwhite@example.com,Alex,White,2024-09-18,85,1,awaiting_payment,No
Explanation of Fields:
Email: The email address of the contact.
First Name: The first name of the contact.
Last Name: The last name of the contact.
Date: The date of the booking (in YYYY-MM-DD format in our demo case). This can be mapped to an occurrence date in Cademy.
Cost: The cost of the booking.
Spaces: The number of spaces taken up by this booking.
Payment Status: The payment status, either paid or awaiting_payment.
Send Confirmation: Whether a confirmation email should be sent, using Yes or No.
Additional Notes:
Mapping Overview: Mapping is crucial to ensure that data from your CSV is accurately imported into Cademy. When mapping, you’ll align each column from your CSV with the corresponding Cademy fields. For example, map your “Email” column to Cademy’s “Email” field, and your “Date” column to an occurrence date.
Fixed Values: If you choose to apply a fixed value for any booking property (e.g., cost, payment status), all imported bookings will use that value unless otherwise specified in the CSV.
Frequently Asked Questions (FAQs)
What is Mapping?
What is Mapping?
Mapping is the process of linking data from your CSV file to the appropriate fields in Cademy. For example, when you import a CSV file, you need to tell Cademy which columns correspond to fields like “Email,” “First Name,” “Booking Date,” etc. This ensures that the information from your CSV is correctly applied to your contacts and bookings within the Cademy system.
What should I do if some rows in my CSV fail to import?
What should I do if some rows in my CSV fail to import?
If any rows fail to import, you will receive an email notification detailing the errors. This summary will help you identify and correct issues, such as invalid data formats or missing required fields, before attempting the import again.
Can I set a fixed value for booking properties like cost or payment status?
Can I set a fixed value for booking properties like cost or payment status?
Yes, you can choose to apply a fixed value for booking properties such as cost, spaces, or payment status during the import process. If you set a fixed value, all imported bookings will use that value unless otherwise specified in your CSV file.