You can import future reservations into Mews Operations to continue managing upcoming stays after go-live. You do this when you want to transfer your customers, companies, and reservations to Mews from a different property management system. You perform this action during system migration, before go-live, using the import template in Mews Operations.

Note: Mews connects reservations to customers. While you can import a customer without reservation details, you cannot import a reservation without customer details.

• How to import future reservations to Mews Operations
  • Step 1: Download the template
  • Step 2: Fill in the template
    • Explanation of template columns
      • Companies tab
      • Customers tab
  • Step 3: Upload the file to Mews Operations
  • Import errors
    • Errors in Mews Operations
    • Errors in the template
      • Incorrect formatting of dates in the template
    • Pending status not updating

Step 1: Download the template

1. In Mews Operations, go to the main menu  > Settings > Property.
2. Click  Import customers in the top right corner.
3. Click  Download empty template, in the top right corner. Note: Always download the empty template before importing your reservations to avoid using an outdated version and encountering import errors.

Step 2: Fill in the template

1. Open the Excel spreadsheet.
2. The template has two tabs, Companies and Customers. Fill in the template with the details from your future reservations, i.e., reservations that arrive on or after your go-live date.

Use the template as the main source of guidance:

• check the column headers and descriptions for instructions and examples
• use dropdown values where available
• resolve highlighted validation issues before upload

If a field is unclear, check:

• the description in the column header or cell
• available dropdown values
• validation messages or highlighted cells
• the corresponding field in Mews Operations, as most fields match reservation, customer, and company profiles

Basic use

• Use the template as downloaded
• Do not rename column headers
• Do not change the file structure
• Fix highlighted errors before upload

Advanced use

• Unprotect the sheet if needed
• Keep column headers the same
• Validate the file carefully before uploading

Explanation of template columns

Fields marked with an * are mandatory.

Note: Check the file for instructions as the template updates regularly.

Companies tab

• Company Name*: Enter the name of the company.
• Telephone: Enter the company's telephone number, including the country code for international numbers.
• Contact Person: Enter the name of your contact person at the company.
• Contact Notes: Enter any notes you want to appear in the Contact field in the company profile.
• Website: Enter the company website URL. Note: The URL must start with “https://”.
• Notes: Enter any comments you want to appear in the Notes field in the company profile.
• Department: Enter the department name.
• Address Line 1: Enter the company's first address line.
• Address Line 2: Enter the company's second address line.
• City: Enter the city of the company's address.
• Postal Code: Enter the postal code of the company's address.
• Country Code: Enter the company's address country code using the two-letter identifier, for example, GB, FR, DE, CZ.
• Mother Company ID: Enter the Mother Company ID found in the Customer Profile under Additional Info.
• Reference ID: Enter the internal ID code you use to group and track the company in reports and integrations. .
• Fiscal Identifier: Enter the business ID of the company.
• Tax ID Number: Enter the tax ID of the company.
• Additional Tax Identifier: Enter the company’s additional tax identified or VAT number.
• Accounting Code: Enter the company's accounting code.
• Billing Code: Enter the code that appears on the company bills.
• External Identifier: Enter the unique company ID used as the company key in integrations such as channel managers.
• Invoice Due Interval: Enter the number of days when an invoice is due starting from its creation date.
• Invoicing Email: Enter the email address for invoicing.
• Invoiceable: Select True or False if you can issue invoices for this company.
• Add Fees to Invoices: Select True or False if the company must be charged an extra fee when issuing invoices.
• Add Tax Deducted Payments to Invoices: Select True or False if the company pays sales taxes directly to the government and needs a tax-free invoice.
• IATA: Enter the company’s IATA code.
• DUNS Number: Enter the company’s D-U-N-S number.

Customers tab

• Email: Enter the customer's email address. This is their unique identifier. Note: If you have multiple customers with the same email, the system merges them.
• Last Name*: Enter the customer's last name. Note: This is a mandatory field. If the last name is missing, the import fails and returns an error. Additionally, the import indicates completion if it detects 10 consecutive empty lines.
• First Name: Enter the customer's first name and middle name, if applicable.
• Title: Enter the customer's title. Supported values are Mister, Misses, Miss.
• Sex: Enter the customer's sex. Supported values are Female and Male.
• Nationality Code: Enter the two-letter identifier of the customer's country of origin, for example, GB, FR, DE, CZ.
• Preferred language code: Enter the customer’s preferred language code with their country code, for example, en-US or fr-FR.
• Birth Date: Enter the customer's date of birth in the following format: DD.MM.YYYY.
• Birth Place: Enter the customer's place of birth.
• Telephone: Enter the customer's telephone number, including the country code for international numbers.
• Passport number: Enter the customer's passport number.
• Passport Expiry Date: Enter the last date of passport validity.
• Visa Number: Enter the customer's travel visa number if they're from a country that requires a visa.
• Occupation: Enter the customer’s occupation or job title. 
• Car Registration Number: Enter the customer's car registration number.
• Address Line 1: Enter the customer's first address line.
• Address Line 2: Enter the customer's second address line.
• City: Enter the customer's city.
• Postal Code: Enter the customer's postal code.
• Country Code: Enter the customer's address country code using the two-letter identifier. For example, GB, FR, DE, CZ.
• Country Subdivision Code: Enter the country subdivision code for the customer’s address, for example, US-CA, IT-PE or GE-BE. Note: This must be a valid province or subdivision of the specified country. 
• Customer Classification: Enter applicable classifications and separate each with a comma.
• Internal Guest Notes: Enter comments that appear in the Guest profile notes filed in the Internals tab of the customer's profile.
• Preferred Space Features: Enter the customer’s preferred space features, such as, SeaView, Balcony or HighFloor.
• Dietary requirements: Enter any special dietary requirements or allergies the customer may have.
• Loyalty Code: Enter the customer's loyalty code from their internal profile, if applicable.
• Company ID: Enter the customer’s company ID found in the Customer Profile under Additional Info. 
• Tax Identification Number: Enter the customer’s tax identification number. 
• Accounting Code: Enter the accounting code used to link Mews to your external accounting software. 
• Billing Code: Enter the code that appears on customer bills. 
• Invoiceable: Select True or False if you issue invoices for this customer. 
• Process ID Image: Select True or False if the customer consents to the property processing their ID photos.
• Process Verification Photo: Select True or False if the customer consents to the property processing their photos. 
• Send Marketing Emails: Enter the guest's preference for receiving marketing emails using the "Yes" or "No" format.
• Send Marketing Postal Mail: Select True or False if the customer agrees to receive marketing mail via post. 
• Send Partner Marketing Emails: Select True or False if the customer agrees to receive partner marketing emails.  
• Send Partner Marketing Postal Mail: Select True or False if the customer agrees to receive partner marketing mail via post.  
• Arrival Date*: Enter the customer's arrival date in one of the supported formats, DD/MM/YYYY, D/M/YYYY, or YYYY/MM/DD. Note: To import correctly, make sure to format this column as text.
• Arrival Time: Enter the customer’s arrival time in 24 hour format, for example, 14:00, 9:30.
• Departure Date*: Enter the customer's departure date in one of the supported formats, DD/MM/YYYY, D/M/YYYY, or YYYY/MM/DD. Note: To import correctly, make sure to format this column as text.
• Departure Time: Enter the customer’s departure time in 24 hour format, for example, 14:00, 9:30.
• Person Count*: Enter the number of guests staying in the space in the following format “Adults: 4, Children: 2”. The person count cannot exceed the maximum occupancy of the selected room category. Note: If there are no children simply write “Adults: 4”.
• Adult Count*: Enter the number of adults staying in the room. 
• Child Count*:  Enter the number of children staying in the room. 
• Booker ID: Enter the reservation booker’s Mews ID. You can find this at the end of their profile URL. 
• Companions: Enter the reservation companion’s Mews ID. You can find this at the end of their profile URL. 
• Reservation Notes: Enter any reservations notes, such as, special attention needed or required amenities. 
• Confirmation Code: Enter the reservation code from your old property management system. Note: The system imports the confirmation code, but you cannot use it to search for reservations in Mews Operations.
• Group Code: Enter the group reservation code in the required format with no spaces. All reservations that are part of a group should contain the same group code. Note: You can use the group code to search for reservations in Mews Operations. This means that you can also use this field for confirmation numbers for single reservations if you wish to search by confirmation number.
• Voucher Code: Enter the voucher code for this reservation. 
• Availability Block ID: Enter the External identifier of the availability block to which you want to assign the reservation. Once imported, the system automatically picks up the reservations in the corresponding availability block.

• Currency Code: Enter the three-letter currency code of the total price, for example, GBP, CZK, EUR. Note: If your property accepts multiple currencies, you need to import the pricing in your default currency.
• Total Price: Enter the total amount, in number format, that your guest should pay upon departure.
  • For a Gross price environment: Enter the price, including all taxes.
  • For a Net price environment: Enter the price without any taxes.
• Per Night Prices: Enter the total price per night including extras and prepayments. 
• Prepaid Amount: Enter the amount the guest prepaid in number format. This column is only required if you want to import prepayments for the reservation. Note: ​​You can enter the currency in the Currency Code column.
• Prepayment Type: This column is only required if you want to import prepayments for the reservation. Before selecting the options here:

1. 1. 1. Adjust your accounting configuration by following steps 1, 2, and 3 of this help article. 
      2. After the import, follow:
         1. Step 6 to check all the transferred balances.
         2. Step 7 to close the bill in your old PMS.
      3. Now you can select:
         • Deposit: if you already declared VAT for your future stays.
         • External payment: if you are yet to declare VAT for your future stays.

• Skip Automatic Payment: Select:
  • Yes: to skip automatic payment for the reservation.
  • No: if you want the rate group to define the payment for the reservation. Note: If you leave the cell empty, the system skips automatic payment for the reservation.

• Allocated Room Category*: Enter the space category name assigned to the reservation in the supported format. Note: It needs to be an exact match to the Name or Short Name fields in Mews Operations.
• Allocated Room Number: Enter the room number that corresponds with the number created in Mews Operations. You need to create a line for each room or bed, in the case of a dorm, in the reservation. For example, if a customer has a reservation for 3 rooms, or 3 beds in a dorm, there need to be 3 separate lines in the template. Note: If you are importing a stayover reservation, this column is required.
• Allocated Rate: Enter the room rate assigned to the reservation in the supported format. It needs to be an exact match to the Name or Short Name fields in Mews Operations. Note: To avoid double charges for your prepaid bookings, create a separate import rate and ensure that it is set to manual payment.
• Included Products: Enter the products included in the reservation in the supported format. They need to be an exact match to the Name or Short Name fields in Mews Operations, and make sure to separate each with a comma. Note: Upon import, Mews deducts the price of the product from the total price. For example, if the night rate is 100 euro and breakfast is 10 euro, Mews imports the reservation as follows: 90 euro for accommodation and 10 euro for breakfast.
• Partner Company: Enter the name of the company you want to assign a reservation to. It needs to be an exact match to the company name in Mews Operations. Note: If you are assigning a reservation to a company, make sure it already exists in Mews Operations, or is part of the import template in the Companies tab.
• Travel Agency: Enter the name of the travel agency you want to assign the reservation to. It needs to be an exact match to the name of the company in Mews Operations. Note: If you are assigning a reservation to a travel agency, make sure it already exists in Mews Operations.
• Business Segment: Enter the segment you want to assign the reservation to. It needs to be an exact match to the segment name in Mews Operations. Note: If you are assigning a segment, make sure it already exists in Mews Operations.
• Reservation Purpose: Enter the reservation purpose. 
• Release Date: Enter the date of release for optional bookings in one of the supported formats, DD/MM/YYYY, D/M/YYYY, or YYYY/MM/DD. Note: To import correctly, make sure to format this column as text.
• Channel manager number: Enter the number of the reservation from the channel manager. Note: The channel number and channel manager integration ID need to be filled in to connect to your channel manager.  
• Channel number: Enter the number of the reservation from the OTA. 
• Channel manager integration ID: Enter the ID for the channel manager integration. 

Step 3: Upload the file to Mews Operations

1. In Mews Operations, go to the main menu  > Settings > Property.
2. Click    Import customers in the top right corner.
3. Under File, click in the grey area to upload the file on your computer.
4. Click Import customers. You receive an email on completion of the import.
5. View the status of the import in the Installations Queue.

• If the import failed, click on it to see a detailed list of the errors.
• The system marks successful imports in green with Success in the status column.