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How to Import Reservations to Hostify from an Excel File

Step-by-step guide on how to upload reservations from an Excel file into Hostify

Written by Rachel Tommasino
Updated over 2 weeks ago

Step 1: Prepare the file

Mandatory fields:

  • Listing nickname - should be exactly as in Hostify

  • Confirmation code - if it is missing it must be added
    ​
    How to generate codes: In the first empty cell, enter a number. Then click and drag the small square in the bottom-right corner of the cell downward to automatically create a sequence of increasing numbers, as shown below.
    ​

  • Guest email and phone

All guests must have an email address. Adding phone numbers is also recommended. If some guests do not have an email, you can create them automatically using information from another column (for example, the guest’s name).

Create a Simple Email from Another Column

  1. Click the first empty cell in the Email column.

  2. Type the following formula:

    =B10 & "@gmail.com"

  3. Press Enter.

This will create an email using the value from cell B10.
Example: If B10 = john, the result will be [email protected]

If the Cell Contains More Than One Word

If the column contains multiple words (for example John Smith) and you want to use only the first word, use one of these formulas instead.
​

For Excel (semicolon separator):

=LEFT(B10; FIND(" "; B10 & " ") - 1) & "@mail.com"

For Google Sheets:

=LEFT(B10, FIND(" ", B10 & " ") - 1) & "@mail.com"


This formula takes only the first word and creates the email from it.

Example: John Smith → [email protected]

Apply the Formula to All Guests

  1. Select the cell where you entered the formula.

  2. Move your cursor to the small square in the bottom-right corner of the cell.

  3. Click and drag it down to copy the formula to the rest of the rows.

The emails will be generated automatically for all guests.

  • Dates

All dates must be entered in the DD.MM.YYYY format (for example: 25.12.2026).
​

The option to change the cell format may appear in different places depending on whether you are using Excel or Google Sheets.

  • Prices

To ensure prices are imported correctly, please follow these rules:
​

1. Use a dot as the decimal separator
Prices must use a dot (.) to separate decimals.

Example:
100.50 ✅
​

2. Do not use commas for decimals
Commas are interpreted as thousands separators.
If you upload 100,50, it may be imported as 100000.5, which is incorrect.
​

3. Enter prices as numbers only
Do not include currency symbols.
​

Examples:

  • 100.50 → Correct ✅

  • $100.50 or €100.50 → Incorrect ❌

4. Total price is required
At minimum, the total price must be included for each reservation.

  • Status

It is only possible upload Accepted and Cancel reservations - all other statuses will be treated as accepted.

  • Source

  1. Reservations from Booking.com and other OTAs
    Look for reservations from Booking.com (B.com) or other OTAs that have a checkout date in the future.
    These reservations are likely already in the system, so they should be removed from the file before importing.

  2. Airbnb Reservations
    If the Airbnb listings are connected, all reservations are automatically synced.
    Because of this, remove all Airbnb reservations from the file before uploading.

⚠️ Important when using filters:
If you use filters to find and delete rows:

  1. Apply the filter and remove the rows you do not need.

  2. Remove the filter afterward.

  3. Check the sheet for empty rows or cells that may remain.

  4. Delete any empty rows before uploading the file.
    ​

All other fields are optional. However, if any of them contain prices or dates, make sure the numbers and date formats are correctly converted before uploading.

  • Save as a CSV UTF-8 Comma Separated File

For Excel:

Press F12

For Google Sheets:

Step 2: Upload the File

  1. Open the Import Tool
    Go to Apps → Excel Reservation Import.
    ​

  2. Upload Your File
    Upload the file you prepared.

    • If you see a blank page after uploading, it usually means the file format is incorrect.
      ​

  3. Map the Fields
    Match each column in your file to the correct system field.

    • Tip: Keep your file open in another window so you can easily see which column contains each value.

    • If a field is not recognized automatically, select and map it manually.
      ​

  4. Submit the Import
    Once all fields are mapped correctly, click Submit to start the import.

Step 3: Verification

Once you receive the confirmation email, check a few random reservations to make sure the import worked correctly.
​

Things to check:

  1. Overbookings (future reservations)
    Make sure there are no duplicate reservations in the future.
    If you forgot to remove some and there are only a few, you can mark the imported reservations as “No Show".

  2. Amounts
    Verify that the reservation amounts match the original data.

  3. Dates
    Confirm that the reservation dates are correct.

⚠️ Note:
Incorrect amounts or dates usually happen when the CSV file was not formatted correctly before importing.
​

If the entire file was imported incorrectly, contact support. They can remove all imported bookings, and the file can be uploaded again.

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