01
Preserve the source
Save an untouched, dated copy and restrict access before cleaning begins.
Practical migration guide · 2026
Move campsite bookings from a spreadsheet.
Turn rows into reliable future bookings without losing pitch assignments, deposits or the details your team needs on arrival day.
future-bookings.xlsx
MappingSpreadsheet
Ref
Arrive
Pitch
Paid
Booking system
booking_id
arrival_date
unit_id
amount_paid
25 test rows validatedReady to review
The short answer: do not begin by copying cells.
Get the destination template, preserve the raw file, clean a working copy, map each field, test a representative sample and reconcile both bookings and money before go-live.
The migration sequence
Six steps from raw file to source of truth.
Keep the stages separate. Cleaning before scope, importing before mapping or switching before reconciliation creates avoidable uncertainty.
02
Define the scope
Agree future-booking cut-offs, archives, owners and a measurable sign-off.
03
Clean a working copy
Standardise dates, statuses, pitch names and money without overwriting evidence.
04
Map every field
Translate each source column into the supplier’s import template and rules.
05
Test a small import
Include simple, difficult and edge-case bookings, then inspect the result.
06
Cut over and reconcile
Load the final file, compare counts and values, then prove live operations.
Before you clean
Keep the raw file. Work on a copy.
A tidy spreadsheet is useful only if you can still trace it back to the original. Never make destructive edits to the only export.
Raw source · locked
ArrivalPitchPaid?Notes
6/7/26EHU 4Ylate arr...
07-06-26Elec#4£50BLUE
Mixed date formats, names, payment meanings and colour-coded context are evidence to interpret—not instructions to overwrite.
Working copy · cleaned
arrivalunit_idpaidarrival_note
2026-07-06pitch-0450.00Late arrival
2026-06-07pitch-0450.00Review
Record every transformation, flag ambiguity for a human decision and keep stable references so the import can be reconciled later.
Field inventory
Know what every column is for.
The supplier’s template is the final authority. Use these groups to find missing decisions before the file reaches an import screen.
See how bookings appear on the calendar01
Booking identity
Reference, status, source
Every live booking has one unique, non-blank reference.
02
Stay
Arrival, departure, pitch type and pitch
Dates are valid; accommodation maps to configured inventory.
03
Guest and party
Lead guest, contact details, adults, children
Party totals are plausible and only necessary personal data moves.
04
Money
Total, paid, refunded, balance
Numeric values reconcile using the agreed calculation.
05
Operations
Vehicle, requirements, concise notes
The information is needed to serve a future stay and is safe to transfer.
A practical field map
Translate meaning, not just headings.
Two columns with similar labels can follow different rules. Write the destination concept and validation check beside every source field.
| Spreadsheet column | Target concept | Rule to prove |
|---|---|---|
| Booking ref | Stable booking identifier | Unique and non-blank |
| Arrival / departure | Stay dates | One format; departure after arrival |
| Pitch type / pitch no. | Grade and unit | Match configured inventory exactly |
| Total / paid / balance | Booking value and payments | Total − paid + refunds = balance |
| Status | Reservation status | Map to a controlled, agreed set |
| Notes | Operational notes | Keep only context needed for the stay |
The non-negotiable
Reconcile three views before go-live.
The upload completing is not proof that the migration worked. Counts, money and the working day all need to agree.
01
Booking counts
Compare future bookings across the next 7, 30, 90 and 365 days, then sample awkward stays.
02
Booking values
Compare totals, payments, refunds and outstanding balances against the spreadsheet.
03
Live operations
Prove arrivals, amendments, payments, messages, reports and exception handling.
Final cutover
Decide exactly when the spreadsheet stops being live.
One clear source of truth prevents a late phone booking or edited balance disappearing between files.
- 01
Control
Pause or tightly record new bookings and edits while the final file is prepared.
- 02
Capture
Save a dated backup and record the last booking or transaction included.
- 03
Import
Load the approved file using the tested mapping and repeat validation.
- 04
Reconcile
Compare booking counts, money and selected records against the source.
- 05
Switch
Update the Book Now route and verify a live mobile booking from start to finish.
- 06
Sign off
Make the new system primary only when the named operational owner approves it.
Do not import blindly
A spreadsheet can hide meaning in the wrong places.
Resolve these patterns into explicit, documented fields before the test import.
Formulas
Import the agreed result, not a formula that depends on another workbook.
Colour coding
Turn colours, bold text and comments into a defined status or note.
Combined cells
Give each field one purpose and each booking a stable row or relationship.
Unneeded personal data
Move only the details required for the agreed operational purpose.
Zeros and blanks
Decide whether each means none, unknown, not applicable or missing.
Local date formats
Use an unambiguous format accepted by the destination system.
Questions operators ask
Spreadsheet migration FAQs
What columns are needed to import campsite bookings?
The exact template depends on the destination system. Common fields include a unique booking reference, status, arrival and departure dates, accommodation or pitch, lead guest, party size, total value, amount paid, balance and essential operational notes. Ask the supplier for its import template before cleaning or remapping the file.
Should historical campsite bookings be imported?
Not automatically. Future bookings are usually the operational priority. Completed stays may be retained in a secure, accessible archive when that meets the business’s reporting, accounting, service and retention needs. Agree the purpose of each dataset before moving it.
How should dates, deposits and balances appear in the spreadsheet?
Use one unambiguous date format throughout and store money as numeric values in agreed columns. Check that departure follows arrival and that total value minus payments and refunds agrees with the outstanding balance. Confirm the destination system’s required date and decimal formats.
How do you prevent double bookings during the cutover?
Define one source of truth, record the last booking included in the final export and control new bookings while the file is imported. Reconcile future occupancy before reopening direct-booking routes. Avoid having two editable calendars unless there is a written process for synchronising them.
Should guest notes and special requirements be moved?
Move only the operational context needed to deliver future stays, and review free-text notes before import. Restrict access to working files and agree when temporary copies will be deleted. Confirm the data-protection and retention controls appropriate to your business.
Can Keydesk import a campsite booking spreadsheet?
For suitable early-access operators, Keydesk reviews the spreadsheet and current process before agreeing a migration route. Import support is assessed case by case because file quality, fields and operating setups differ. Online travel agency connections are not yet available.
How long does a spreadsheet migration take?
There is no reliable fixed duration. The work depends on data quality, booking volume, inventory and pricing complexity, the destination template and the time available for testing. Use testable gates—clean file, approved mapping, reconciled import and signed-off cutover—instead of guessing a date.
Take the full plan with you
62 checks for a controlled booking-system move.
Hands-on early access
Bring the spreadsheet. We’ll start with the real operation.
We review suitable early-access migrations case by case, then agree what can move, what needs cleaning and how the result will be checked. OTA connections are not yet available.
Be first to hear when beta opens. No spam. Just occasional updates as we build.