Guide

Import bookings from a spreadsheet

Any system that exports a CSV can be imported. You map the columns once, check the preview, and can save the mapping for next time.

5 min read

This guide answers

  • How do I import bookings from a spreadsheet?
  • Can I import from a system that is not VEVS?
  • How do I reuse an import mapping?

Import bookings, reached from the bookings list under Import / Export, or from Settings → Import & migrate.

Any system that can export a CSV can be imported. If you are coming from VEVS or RCM there are guides for those specifically; this covers the general case.

Before you import

Your locations and fleet have to exist first, named the way they are named in your file. The importer matches them by name, and it cannot match against something that is not there.

Mapping the columns

Tell Glovebox which of your columns is the pickup date, which is the customer email, and so on. It suggests matches where it recognises a layout.

What you can map: customer first and last name, email and phone; pickup and return dates; vehicle; pickup and return locations; total; booking status; notes; extras; and your original booking reference.

Save the mapping when you are done and a second run needs no remapping — useful because most migrations take more than one attempt.

Check the preview

The preview shows what will be created before anything is written. Check the row count and spot-check a few against your old system, particularly the dates.

What does not come across

No payment records are created. An imported booking shows its full total as owing, even where a deposit was paid. Nothing is lost from your accounts, but Glovebox does not know the money arrived.

Deal with that before switching on automated balance requests, or customers will be emailed for money they have already paid.

Also not imported: dates of birth, licence details, addresses, second drivers, and any uploaded documents or photos.

Rules worth knowing

  • A row with no customer email will not import. The importer reports it rather than guessing.
  • Re-running is safe. Bookings are deduplicated on your original reference, so the same file twice does not create duplicates.
  • Imported bookings are excluded from the Xero sync, so migrating history does not raise duplicate invoices.

If it did not work

  • Rows are rejected. Missing email is the usual cause. Dates in an unexpected format are next.
  • Vehicles or locations did not match. They must exist first, named as your file names them.
  • Everything shows as unpaid. Expected — see above.
  • Switching to Glovebox from RCM A practical cutover for RCM operators. There is no RCM-specific importer, so this runs through Glovebox's general CSV booking importer, which is flexible about column names and shows you a preview before anything is written.
  • Switching to Glovebox from VEVS A practical cutover for VEVS operators. Glovebox recognises a VEVS export automatically and maps the columns for you, so your reservations come across with their references and customers intact. Money already taken does not come across, and that is the part to plan around.

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