Use the booking importer to upload a large number of bookings or events directly into the Coworks system from a .CSV file. This is useful for migrating from other calendars and uploading large numbers of events or bookings.
Download Bookings CSV Template
First, be sure to download our Bookings template here.
Make sure to add all of your bookings according to the format in the template. The column names and format much match exactly, DO NOT CHANGE THE COLUMN HEADERS.
About the Template
Here's a breakdown of those columns in the template
Required Columns:
Start Time: The date and time of the booking start (see format below).
End Time: The date and time of the booking end (see format below).
Note on start/end date format: The date format is m/d/yy H:M. The format must match exactly.
For example, March 2nd, 2022 at 4:00pm would be recorded in the spreadsheet as 3/2/22 16:00.
December 27th, 2022 at 5pm would be recorded in the spreadsheet as 12/27/22 17:00.
The time is in 24 hour time format to account for am/pm.
Important Columns:
Room: The name of the room to book.
Note: The room name must match the room in Coworks exactly. If the room name is not found, it will create that room in Coworks. Events do not require a room.
Email: The email address of the user associated with the booking.
Note: This email must exist in Coworks. If not, it will default to be booked under the Admin of the community.
Type: This can be set to "Booking," "Event," or "External." This will create the appropriate type in Coworks.
Note: This will ensure the Booking or Event is added to your Coworks Calendar correctly.
First Name, Last Name: These two separate columns are specific to and required for external bookings (non member bookings). This will allow the import to add the booking party to your CRM.
Optional Columns:
These are not currently on the CSV template, but you may add them. Again, make sure the column header matches exactly, or the upload will fail.
Title: Title to be displayed for events or bookings.
Description: Description to be displayed for events.
Photo: A URL of the photo to be uploaded as the event photo.
Join Deadline: Deadline to RSVP. The date format is m/d/yy H:M. The format must match exactly.
Info Link: A URL to an external website with additional information.
Registration Link: A URL to an external website like Evite or Tock where members can register.
Capacity: The maximum number of attendees allowed.
Public Signup: A value of "Yes" will make the event public and generate an external signup link.
Location: List a location if the event is not linked to a room or space within your community.
Timezones
By default, bookings are uploaded based on the timezone of the user who is importing the bookings. Please be sure that you're in the same time zone as your campus.
Importing External Bookings
Importing external bookings to your Coworks Calendar will require a few more pieces of information from the spreadsheet.
Importing the Bookings
Once your bookings CSV is in order, go to the Community tab and click the Migrations tab. Look for the section that says "Import Bookings."
Simply click on the box and upload your file to begin uploading your bookings.
These bookings should immediately appear in your calendar.
Note: Large numbers of bookings may take a few minutes to finish processing
Happy Coworking!