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Overview

Import multiple bookings at once when migrating from another system or adding historical data. You can import up to 100 bookings per file.

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How to Import Bookings

1

Download the CSV Template

Go to Bookings and click Import from CSV. Download the template. It has the 9 required columns plus two example rows. Add optional columns yourself if you need them.
2

Fill Out Your Data

Add your bookings to the template. Each row is one booking. Keep the header row unchanged.
3

Upload and Map Columns

Upload your CSV. The system will show a preview. Map any columns that don’t match automatically.
4

Review Validation Errors

Fix any errors shown in red before importing. Common issues are date/time formats and missing required fields.
5

Start Import

Click Import. The process runs in the background, processing 5 bookings at a time.

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What Happens After Import

  • You’ll see a results page with success/failure counts
  • Successfully imported bookings appear in your bookings list
  • Timeline entries are created automatically
  • Event brief tasks trigger if configured
  • No email notifications or webhooks are sent (to prevent duplicates)

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Required Fields

All bookings must include these 9 columns:
  • Full Name
  • Email
  • Total Price (Dollars)
  • Event Date (YYYY-MM-DD format)
  • Start Time (h:mm a format, e.g., 10:00 AM)
  • End Time (h:mm a format)
  • Number of Days (integer)
  • Guest Count
  • Event Address

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Optional Fields

Include these if you have the data. Leave one blank and Flashquotes uses the default shown:
  • Entity to Invoice (defaults to Full Name)
  • Payment Method (defaults to “Other”)
  • Staff Number (defaults to 1)
  • Resource Number (defaults to 1)
  • Location ID (defaults to your first location)
  • Phone
  • Special Notes

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Format Requirements

  • Dates: YYYY-MM-DD (e.g., 2026-09-03) or month-first slash dates, M/D/YYYY and M/D/YY (e.g., 9/3/2026, 9/3/26)
  • Slash dates are month-first: 3/9/26 means March 9, not September 3
  • Dashes other than YYYY-MM-DD (e.g., 9-3-26) and impossible dates (e.g., 2/30/26) are rejected
  • The upload preview shows the date it’ll use, with your original entry in parentheses
  • Times: h:mm a with space (e.g., 10:00 AM, 2:00 PM)
  • Must use uppercase AM/PM with space before
  • Number of Days: Whole number (e.g., 1, 2, 3)
  • Guest Count: Whole number
  • Staff Number and Resource Number: Whole numbers 1-99. Blank defaults to 1; 0 is rejected
  • Total Price: Plain number, decimals OK (e.g., 1250.55 becomes $1,250.55). No dollar signs or commas
  • Total Price can be 0. Blank cells import as $0 too, and show as a Draft invoice (for bookings you invoice outside Flashquotes)
  • Negative Total Price values are rejected
  • Location ID is optional. Leave it blank to use your first location (alphabetical by name)
  • If you run one location, you can leave Location ID out of your file entirely
  • Multi-location accounts: find IDs in Settings → Locations, which has a copy button
  • A provided Location ID must belong to your account
  • Event Address can be different from the location address

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Common Validation Errors

Use YYYY-MM-DD (2026-09-03) or M/D/YYYY and M/D/YY (9/3/2026, 9/3/26). Dashes other than YYYY-MM-DD, like 9-3-26, don’t work. Neither do impossible dates like 2/30/26.
Times need space before AM/PM. Use “10:00 AM” not “10:00AM”. Must be lowercase h:mm a format.
Number of Days, Guest Count, Staff Number, and Resource Number must be whole numbers. No decimals.
Location ID is optional. A blank cell is fine. But if you do provide one, it must match a location in your account. Check IDs in Settings → Locations.
Total Price must be 0 or a positive number. Don’t include dollar signs or commas. Negative values are rejected.

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Import Limits

Maximum 100 bookings per import. For larger datasets, split into multiple files and import in batches.