For large reservations such as corporate groups, weddings, or events, entering guest details room by room can be time-consuming. The Guest Detail Import Sheet allows you to add guest details to a reservation in one single upload, using a structured spreadsheet.

This feature helps you save time, reduce manual errors, and collaborate more easily with bookers.

What Is the Guest Detail Import Sheet?

The Guest Detail Import Sheet lets you:

• Download a spreadsheet that matches your reservation setup

• Share it with your booker (for example, a corporate contact or event organiser)

• Upload the completed file to automatically populate all guest details in the reservation

Once imported, the guest information is instantly assigned to the correct rooms and guests.

When Can I Use This Feature?

This feature is available on request and must be enabled for your account.

If you don’t see the buttons described below, contact our Support Team via the in-app chat to ask about activation.

Where to Find the Feature

Once enabled, you’ll see two new buttons inside a reservation:

• Download Example Sheet

• Import Guest Details

These buttons appear directly within the reservation view.

How It Works

Important: Before getting started, make sure you have rate plans added to each room (type). 

Step 1: Download the Example Sheet

1. Open the reservation.

2. Click Download Example Sheet.

RoomRaccoon generates a spreadsheet based on:

• The rooms included in the reservation

• The number of guests per room

This ensures the file structure exactly matches your reservation.

Step 2: Fill in Guest Details

• Share the spreadsheet with your booker.

• The booker fills in the guest details for each room and guest.

• Do not change the structure of the sheet.

  • Do not remove columns

  • Do not reorder columns

Step 3: Import the Guest Details

1. Return to the reservation.

2. Click Import Guest Details.

3. Upload the completed spreadsheet.

All guest details are automatically added to the reservation. No manual entry is required.

What Information Is Imported?

• Only the fields that are filled in will be imported.

• Empty fields will remain blank in the reservation.

• Each guest is matched to the correct room and position based on the sheet structure.

Ideal Use Cases

This feature is especially useful for:

• Corporate group bookings

• Weddings

• Events or retreats

• Any reservation with multiple rooms and guests

Frequently Asked Questions

Can I change the spreadsheet structure?

No. Changing the structure may cause the import to fail.

What if not all guest details are available yet?

That’s fine. Only completed fields will be imported.

Is this available to all customers?

No. The feature must be enabled for your account. Contact Support if you’d like access.

Summary

The Guest Detail Import Sheet makes it easy to handle large and complex reservations by allowing you to import guest details in bulk. With a simple download–fill–upload flow, you can manage group bookings faster and with fewer errors.

If you’d like this feature enabled or have questions about using it, reach out to our Support Team via the in-app chat.