Uploading Contacts (Standard)

Introduction

You can upload or import contacts into Booking Rooster using a CSV file.

While there is a DIY option available for experienced users, we strongly recommend preparing your file and sending it to [e-mail] for checking and upload.

The check & upload service for standard uploads is included in all service plans. Fixing errors caused by incorrect DIY uploads is not included.

---

Before You Begin

Before preparing your file, please note:

• Standard contact uploads include checking and uploading at no extra cost.
• Correcting formatting errors or repairing failed DIY uploads is chargeable.
• Complex or customised uploads are chargeable at custom programming rates.
• If you need additional fields not listed in this article, you will require the Custom Upload service.

---

Compulsory and Optional Fields

Compulsory Fields (Must contain data)

• First Name
• Last Name
• Email Address

Required Columns (Content may be blank)

You must include these columns in your file, even if some cells are empty:

• Organisation
• Address
• Town
• Postcode
• Phone
• Mobile
• Groups
• (Additional fields apply for Custom Uploads)

---

Standard Upload Process

Before preparing your file, download the sample file and review the format rules carefully.

1. Go to MENUS
2. Click the Contacts tab
3. Select Import
4. Scroll to the Information section
5. Click Download Sample File

Use the headings in the sample file exactly as shown to structure your data.

If the sample file does not contain all the fields you need, you will require the Custom Upload service.

---

Preparing Your File

• Follow the field formatting rules below exactly.
• Include one column for every required field.
• Columns must appear in the exact order specified.
• Include all required columns, even if some fields are blank.
• Fields marked with * are compulsory.
• Remove duplicate email addresses before uploading.

When complete:

• Save your file in XLS format
• Password protect the file (it contains sensitive data)
• Email the file to [e-mail]
• Text the password to the phone number provided in your automated response email

---

Important: DIY Upload Option

Booking Rooster does not provide general instructions for DIY uploads.

The DIY option is intended for advanced users who are experienced with database systems.

If you prefer to upload contacts yourself:

1. Go to MENUS
2. Click the Contacts tab
3. Select Import

Please remember:

• The check & upload service is free.
• Fixing errors caused by DIY uploads is not free.
• Unpicking upload errors can be time-consuming and chargeable.

Expert users may request DIY instructions from [e-mail].

---

Field Explanations

You must include one column per field.
Columns must appear in the exact order specified in the sample file.

---

First Name*

Text field.

Last Name*

Text field.

Email*

• Each email address must appear only once in your file.
• Remove duplicates before upload.
• Email addresses must be valid (contain “@” and a correct suffix such as .com or .co.nz).
• We strongly recommend checking email validity before uploading.
• Only upload contacts you actively communicate with.

---

Organisation

Text field.

Address

Text field.

Town

Text field.

Postcode

Alphanumeric field.

---

Phone

Numeric field.

Format must include spaces between:

• International code (if used)
• Area code
• Number

Correct formats:

• 64 27 475 6879
• 27 475 6879 (if all contacts are in your default country)

Incorrect formats:

• 27475 6879
• 6427 4756879
• 64274756879

---

Mobile

Same formatting rules as the Phone field.

---

Groups

These are communication groups.

If adding one contact to multiple groups:

• Separate group names with a comma
• Do not use spaces between commas
• Spaces within group names are allowed

Example:
Key Client,Forklift,South Island

If groups already exist in your system:

• Names must match exactly
• Otherwise, new groups will be created

---

Tips

• If the field you need is not listed, you require the Custom Upload service.
• If you are unsure about email validation or phone formatting, send your file in the best format possible and request a quote for formatting via the Booking Rooster Virtual Assistant service.
• Checking and uploading is included in your plan. Formatting for you is not.

---

Troubleshooting

If your DIY upload did not work, check the following:

• Is your file saved as CSV? (XLS files will not upload in DIY mode.)
• Are all required field headers present?
• Are headers correctly spelled and in the correct order?
• Are all email addresses valid?
• Are there duplicate email addresses in the file?

If you are unsure, send the file to [e-mail] for review.