Bulk Import Bookings

This feature is suitable if you have a large number of future bookings to make, such as:

• Adding future bookings from another booking system

• A roster of future patient home visits

1. Download the Booking Import Template:

2. Populate with your data.

3. In Excel, select File > ‘Save As' > Save as '.csv’.

4. In PoolCar, go to Sysadmin > Main Menu > Uploaders > Bulk Import Bookings.

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5. Choose the .csv file you created in Step 3.

6. Click Upload and once your file is processed, the results will be displayed on screen.

1. Ensure you are adding the Rego Numbers in exactly as stored in PoolCar so the bookings can be assigned to the correct vehicles.

1. The Bulk Booking Upload tool does not support adding historical bookings. Please ensure all Reservation Start Dates are not from an earlier date. This is to prevent retrospective bookings entering the system and possibly corrupting utilisation figures.

1. These fields are mandatory, because the Bulk Booking Upload tool supports adding bookings for drivers without a PoolCar account.

1. If you have a minimum character count for this field, the entered data must meet the minimum requirement defined in the Booking Form settings. Otherwise, the import will fail.

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2. If you don’t wish to use this field (because you have separated them into 2 Custom Fields) add ‘N/A’ to every value in this column and the system will ignore this field.

1. If Cost Centre is set to ‘Hide' on the Booking Form:

   1. Leave the column values blank.

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   2. If it is set to ‘Show’, for any vehicles or users with no Cost Centre, please add a generic code like FLEET.
      
      

2. If your Booking Form settings are set to Source all Cost Centres from the Cost Centres Master List, the Cost Centres you add into the template must have an exact match in the Cost Centres Master List. Otherwise, your import will fail.

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1. If Project/Fund Code is set to ‘Hide' on the Booking Form:

   1. Leave the column values blank.

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1. You must add the Custom Fields into PoolCar (Main Menu > Booking Form Custom Fields) before they can be imported against a booking - see below under Custom Fields.
   
   

2. In the template, there are three custom fields columns, but if you have more than this, create new columns and number from 4+. If you require less, remove the columns as needed.
   
   

3. The sequence is important. Where you have Custom Fields defined, they have a sequence number - 1, 2, 3, etc.
   Custom Field 1 = Sequence 1, Custom Field 2 = Sequence 2, etc.

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Send Receipt (Y/N)

1. Add ‘Yes’ / 'Y' if you want a receipt sent out for all uploaded bookings to the assigned email address.

2. Add ‘No’ / 'N' if notification of booking receipt isn’t required.

If you are experiencing issues after following this article, please log a support request via the Smartrak Service Desk.