Import Stays from a Spreadsheet

Upload a CSV or Excel file of past and upcoming stays and Haven puts them on your calendar as reservations. A row that lands on the same property and dates as a stay your PMS or channel already synced does not become a second booking: Haven fills in the guest's name, email and party size on the stay that is already there.

Nothing is emailed to a guest when you import, nothing is charged, and nothing is sent to your PMS.

When to Use It

Your PMS sends stays without a guest email, so they show on the calendar as blocks with a name and nothing else. Hostex stays arrive this way. Import the export from that system and the blocks become stays Haven can reach.
You kept past bookings in a spreadsheet, or in a system you no longer use, and want them on your calendar so those guests count as past guests.
You have upcoming stays booked somewhere Haven is not connected to.

To record one stay by hand with payment and a confirmation email, use a manual booking instead. To import contacts without stays, use Marketing → Audience.

Prepare the File

One row per stay, with a header row. Haven reads the columns by name, so the order does not matter and extra columns are ignored.

Column	Required	Header names Haven recognises
Guest name	Yes	Name, Guest, Guest name, Full name — or a First name and Last name pair
Check-in	Yes	Check-in, Arrival, Arrival date, Start date, From
Check-out	Yes	Check-out, Departure, Departure date, End date, To
Property	No	Property, Listing, Unit, Accommodation, Rental
Email	No	Email, Guest email, Email address
Guests	No	Guests, Guest count, Adults (plus Children and Infants columns, which are added)
Phone	No	Phone, Mobile, Cell, Telephone
Booking ID	No	Booking ID, Confirmation code, Reservation ID, Reference

Dates can be written as 2026-03-01, 3/1/2026, 01/03/2026 or Mar 1, 2026. A numeric date is read month-first unless its first number is above 12, so write 25/12/2026 or 2026-12-25 for a day-first date. Excel date cells are read as dates.

A file can hold up to 500 stays. CSV, TSV, TXT and Excel (.xlsx) files are accepted; for a workbook, the first tab with the right columns is used.

A row with a missing name, a date Haven cannot read, or a check-out that is not after its check-in is shown with the reason and left out. Haven never fills in a name, a date or a property for you.

Import It

Go to Home → Overview and click Import stays, next to Shared calendars.
Drop the file in, or click Choose file.
Review the rows. If the file has no property column, or a property name Haven could not match to one of your listings, pick the listing in Property for every row or on each row. When the Overview is filtered to one property, that property is already chosen.
Each row shows what the import will do:
- New — the stay is added to your calendar as a Direct booking.
- Fills the Hostex stay on these dates (or the name of your PMS) — the row matches a synced stay and fills in what that stay is missing.
- Already on your calendar — the stay is there with the same details, so nothing changes.
- Overlaps another stay, A different guest is on these dates, A paid booking is on these dates — the row is not imported. Check the dates in the file or the stay on the calendar.
Remove any row you do not want with the bin icon, then click Import N stays.

Haven confirms how many stays were added, how many were merged with synced stays, and how many were skipped. The calendar updates straight away.

Importing the same file twice is safe: rows already on your calendar are skipped, and a row with more detail than before fills in the blanks.

How Matching Works

For each row, Haven looks at the property and the exact check-in and check-out dates.

Nothing on those dates — a new Direct booking is created.
A synced stay or block on exactly those dates — Haven fills in that stay's name, email, phone and guest count where they are blank, and keeps the stay as the PMS's own. Its dates, price and source never change, and your PMS is not told.
A stay on exactly those dates with a different guest's name, more than one stay on those dates, or a stay that overlaps the dates without matching them — the row is flagged and skipped.
A paid Haven booking on those dates — the row is skipped. Paid bookings are edited from the reservation itself.

A row that adds a stay on dates in the future, on a listing your PMS still syncs, is added to Haven only. Haven does not push it to the PMS, so the preview says so. Enter the stay in the PMS as well if it should block the channel calendars.

Add an Email or Guest Count Later

Open the stay from the calendar. Under Guest contact, click Add guest details (or Edit guest details when there is already an email or phone), fill in the first name, last name, email, phone or number of guests, and save.

This works on any synced stay and on any imported stay. The next sync from your PMS keeps what you entered unless the PMS sends its own value for that field. A paid Haven booking has a guest account instead, and is edited from the reservation.

What Is Never Sent or Changed

No confirmation email goes to the guest, on import or when you add an email later.
Nothing is charged and no payment link is created.
Your PMS is not updated: no reservation is created there and no synced stay is changed there.
Later stay messages (check-in instructions, the stay guide, follow-ups) are scheduled only for a stay that has an email and has not checked out, and they follow your switches under Communication → Message automations. Past stays get no messages.