Help / Leads, clients and travellers

Import a roster from a CSV file

Upload a spreadsheet of travellers to a trip, preview what will happen, and import the clean rows.

Before you start

A CSV file with a header row. Use "Download the template" in the import panel to start.

Open the trip and stay on the Members tab. Choose "Import CSV".
Optionally choose "Download the template" (roster-template.csv).
Prepare your file with these column names: first_name, last_name, dob, email, phone. Order does not matter, and "First Name" also works. At least one of first_name and last_name is needed. dob can be YYYY-MM-DD or MM/DD/YYYY.
Choose the file under "CSV file". A preview appears at once and nothing is saved yet.
Read the summary line, such as "3 new, 1 existing, 0 skipped, 1 with errors." Rows marked Error will not be imported; fix them in the file and choose it again.
Choose "Import N traveller(s)".

The preview lists Line, Name, DOB (masked), Email, Phone, Result and Note for each row. Results are New person, Existing contact, Skipped or Error.
After importing: "Added X (Y linked to existing contacts); Z skipped, E not imported."
A person whose email matches an existing lead or client is linked to the trip, and only blank phone or date of birth fields are filled in. Name and email are never overwritten.
Someone already on the roster is skipped. Everyone else becomes a new client record in Contacts.

Add the header row with those names.

Split the file. The limit is 200 rows, and about 1,000,000 characters.

Without an email there is no match with existing contacts, so a new client is created. Add emails, or check Contacts afterwards.

Only commas are supported.

If the Members tab says the roster comes from the trip's Travellers text, choose "Save roster" first. Add traveller and Import CSV appear after that.

This article describes CloudCape as it works today. If your screen differs, get in touch.

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