Import your data

When you move to Stayantra you do not have to type everything again. Drop in an export from your old hotel software, a spreadsheet, a PDF tariff card or a phone photo of your register. Stayantra reads it, shows you what goes where, and saves nothing until you say so.

Where to find it: Settings → Billing & Admin → Data Migration → Open Migration Dashboard. You can also type "Data import" in the search bar. The page is called Import your data. Who can use it: owners and managers. Every owner is told when an import is saved or undone, and by whom.

What you can import

Things the import does not bring over: booking source or channel, passport and ID numbers, VIP tags, meal-plan codes, and cancellation rules on rates. Rooms are always created as available. Set these up in Stayantra after the import.

Files you can use

• One file at a time, up to 25 MB. Photos up to 10 MB.
• A spreadsheet can have up to 50 sheets, 50,000 rows per sheet and 200 columns.
• Old Word files (.doc) and iPhone HEIC photos are not accepted. Save them as .docx or JPG first.
• A scanned PDF with no text in it is refused: take photos of its pages and upload those instead.
• Very long documents are only partly read, and the import tells you so.

[!TIP] Money columns can include रु, Rs, NPR, $ and similar symbols, and "lakh" amounts. Dates can be in AD (day/month, month/day or year first) or in BS (Nepali calendar), and Stayantra works out which. Nepali phone numbers are turned into +977 format. Amounts are taken in your hotel's currency; nothing is converted.

Import a file

If you upload a file you have imported before, Stayantra says You imported this file on … and offers View that import or Import again.

Review the mapping: "What goes where"

Each sheet (or table, or photo) in your file gets its own card. Stayantra fills it in first, using, in this order: a template you saved earlier for files like this, AI, or matching column names. Each column shows where the suggestion came from — AI, Your template, Matched by name, Edited or Custom reader — and how sure it is (90% sure, for example).

On each card you can change:

• It holds: what the sheet is — Room types, Rooms, Rates, Guests, Bookings, Event bookings, Staff, or Nothing (ignore).
• Goes to, for each column: the Stayantra field it fills, or Ignore. Required fields are marked with *.
• Read as: how to read the value, for example Money (रु, lakhs), AD · day/month, BS (Nepali date), Phone (Nepal) or Auto.

The table columns are In your file, Goes to, Read as, Sure and After. After previews the value as Stayantra will save it, so you can check a date or amount before saving.

When you change a mapping, click Apply changes and the rows are checked again. Tick Save as a template for files like this and give it a Name (for example "eZee bookings export") to reuse the mapping next time.

[!IMPORTANT] A sheet shows Confirm this mapping when Stayantra was less than 70% sure, or matched columns by name only. Save to Stayantra stays greyed out until you confirm it.

If a required field has no column, the card says No column is set for … — every row from this sheet will need you.

Match these names

If your file spells room types or halls differently from Stayantra (for example "Dlx" instead of "Deluxe"), Match these names lists them. Pick the right one from the suggestions, or choose Something else…, or click Map all to accept every suggestion.

Review the rows

Below the mapping, Every row lists the rows with their Details, Issues and Actions. Filter it by All, Needs you, Ready and Rejected, by record type, or by issue.

For each row you can Edit, Accept (a warning), Reject or Restore. Editing opens the row with What the file said beside it; Save changes checks it again. For many rows at once use Accept all warnings on this filter or Reject all with this issue. You can restore rejected rows later.

What the checks mean

Problems that stop a row until you fix or reject it:

Warnings, which you must accept before the row is saved:

The save bar shows how many rows are ready and how many need you. Only ready rows are saved. Rows that need you wait on the page until you fix or accept them, and you can press Save to Stayantra again later to save them.

What happens when you save

• Rows are saved type by type. If one row cannot be saved, the others still are; the failed row goes back to review with the reason.
• Room types and rooms that already exist (same name or number) are updated, not duplicated.
• Booking totals are treated as the full price: VAT and service charge are split out using your tax settings on Settings → Hotel Profile → Taxes.
• Cancelled, no-show and checked-out bookings are kept as history only, with their charges voided.
• Imported staff sign in with Forgot password on the sign-in page. Someone who already has a Stayantra account gets an invitation instead.
• Rooms beyond the number your plan allows are refused, with a prompt to upgrade.

After saving, Connecting makes sure every imported booking has its bill (folio).

Undo an import

When an import has finished saving, you can undo it.

Rolling back removes what the import created and puts back what it changed:

• Bookings are cancelled and their charges voided, not deleted.
• Imported staff are deactivated.
• Records the import updated get their old values back.

Some records are kept, and the dialog says why: anything changed since the import, anything with payments or charges, guests who have other bookings, room types still used by rooms or rates, and staff with shifts or other records.

[!WARNING]

• Only an import that has finished saving can be undone. There is no time limit.
• An import with more than 1,000 bookings or 5,000 records is too large to undo in one step.
• After undoing, the same import cannot be saved again. Upload the file again instead.

When some records were kept, the import shows Partly undone — some records were kept.

Import history

Your imports lists every import, newest first. The newest one opens when you arrive on the page. Each entry shows the file name, the date and time, and a badge:

Imports started during the setup wizard show · from setup. When there are none, the list says No imports yet. Your first file will show up here.

Importing during setup

You can import while setting up your hotel, in two places:

• Setup wizard, step 3 (Define Room Types): open Have a room list or tariff? Import it and drop your room list, tariff card, old system export or register photo. Add your hotel's name first; the panel stays locked until you do. Check Check what goes where, then click Confirm & save.
• Chat with Exubee: attach the file with the paperclip. Exubee reads it with the same import pipeline.

Both appear under Your imports later, marked · from setup. See Set up your hotel with the wizard and Import your existing data.

If something goes wrong