The French version of this article has been updated since it was translated. Read the French version
Import your properties
Add your properties through your booking software, with an Excel spreadsheet with iCal links, or by hand, then check that they have arrived.
Your properties reach The Big One in three ways: through your booking software, with an Excel spreadsheet with iCal links, or by hand. Once the properties are created, bookings arrive by themselves and the schedule fills up. Allow about 5 minutes for a connection, 10 minutes for an Excel spreadsheet.
First prepare the property structure sheet: the Excel spreadsheet uses its cells. Then create your checklists, then the workflow that creates the cleanings.
Choose the method
| Method | When to choose it | Where |
|---|---|---|
| Booking software | Your listings are in a property management system: properties and bookings arrive by themselves | Settings › Workflows & integrations › Integrations |
| Excel spreadsheet with iCal links | Your listings are on a booking platform, without a property management system, or you already have your list of properties in a spreadsheet | Properties, “Import / export” button |
| By hand | You have few properties, or just one to add | Properties, “Add a property” button |
Link your booking software
Step by step
- 1
Open the Settings › Workflows & integrations › Integrations menu.
- 2
Click the “Property management system” filter, or type the name of your software in “Search for an integration…”. Its card is displayed.
- 3
On the card, click Add an account. A window opens, to fill in with the access details given by your software.
- “Connect …” window: enter the information requested, then click Connect. If your software asks for an authorisation on its own site, the button is called “Authorise …”: you then come back to the page by yourself.
- “Add a … account” window: fill in the “Account label” (for example “Paris account”), paste the key provided by your software, then click “Save”.
- 4
On the connection card, click Import properties. The “Link apartments” window shows the listings of your software, next to your properties that are already known.
- “Suggestions” tab: a listing that resembles a property carries the “Same name” or “Similar name” badge. Check each row, then click “Accept suggestion”, or accept them all at once.
- “To link” tab: for a listing without a property, open “Choose a property…” and choose yours, or click “Create the property”.
- The “Create a property for the … listings not yet linked” box creates everything that is left, except the listings “Disabled in …”, those marked “Ignored by the automatic import” and the suggestions you have not accepted.
- At the bottom of the window, the line “Created properties arrive inactive: you will be asked whether to activate them.” reminds you of the state of the new properties.
- 5
Click Save. The button counts the links, for example “Save 3 links”. The message “Properties linked: …, created: ….” is displayed, with the “Open Properties” button. If properties were created, the question “Activate these … properties now?” is displayed straight away: Activate puts them on the schedule at once; “Later” leaves them inactive, to activate in Properties whenever you want.
On a connection through Calry, the Refresh button reads the listings of your software again without creating anything: the message “Listings re-read: … · new: ….” is displayed. If there is something new, the message offers “Import properties”, and the “Import properties” button on the card carries the “… new” marker: it opens the “Link apartments” window to choose and create the properties. “Import bookings” brings in the bookings.
- 6
Open the Properties menu. Your properties are in the list.
Prepare the Excel spreadsheet
Step by step
- 1
Open the Properties menu.
- 2
Click Import / export. The “Import / export properties” window opens.
- 3
Click Import a file. The “Import properties” window shows three steps.
- 4
Under “Choose the property sheet”, choose the structure of your properties. The spreadsheet uses its cells, and the imported properties are attached to it.
- 5
Click Download the template. The message “Template downloaded.” is displayed.
- 6
Open the file in Excel and fill in one row per property, from row 3. Replace the example row, or leave it: it is not imported. The column titles stay in French.
| Spreadsheet column | What to put in it |
|---|---|
| Nom | Required. The property name, only once in the file: a second row with the same name is refused |
| Adresse | Required. Number, street, postcode and town. Three columns “Rue”, “CP” and “Ville” (street, postcode, town) are also accepted |
| Actif | Optional. OUI (yes) or NON (no), to choose from the menu of the cell. A created property always arrives inactive: at the end of the import, the “Activate?” question covers the rows marked OUI (or every created property if the column is empty). For a property already known, OUI or NON changes its state |
| Temps de ménage | Optional. The cleaning time, in HH:MM format, for example 02:30. Empty: the company setting |
| Heure d'arrivée, Heure de départ | Optional. The check-in and check-out times, in HH:MM format, for example 16:00 and 11:00. Empty: the company setting |
| iCal | The calendar link given by the booking platform, as “https://” or “webcal://”. Several calendars: separate the links with “;”, a comma or a line break. Empty: the calendars already saved are kept |
| Photos (liens) | The links of the listing photos, separated by “;”. Empty: nothing changes |
| Client | Optional in the import, but required in the property sheet. The client name as written in Finance › Clients: the property is linked to it for invoicing. An unknown name is offered for creation at the end of the import. Empty: nothing changes |
| Following columns | The cells of your structure sheet: access, linen, consumables… |
Import the completed spreadsheet
Step by step
- 1
In the “Import properties” window, under “Drop the completed file”, click Choose a file. You can also drag one or several files into the frame. If everything is recognised, the import starts straight away.
- 2
Is the “… names already in use: what should be done?” frame displayed? It only shows the doubtful cases: a known name with a different address, or several properties with that name. For each row, choose “Update “…”” or “Create a new property…”.
- “Update all” and “Create all as new” make the choice for all the rows.
- The line “… known properties will be updated (same name and same address).” counts the properties recognised without a question; “Choose row by row” shows them anyway.
- 3
Is the “… unrecognised addresses: correct them, keep them as typed or exclude the rows.” frame displayed? Correct each address, click “Keep as typed”, or tick “Exclude from import”.
- When the software offers “Suggestion: use “…””, click it to use the suggested address.
- If the address service does not answer, the message “Addresses not checked for now: the import continues, you can check them later.” is displayed and the import runs without this frame.
- 4
Click Start the import. The “Import finished — …” report is displayed as cards: properties created, updated, rows ignored with their number, rows refused, rows to check, and files refused. The line “… properties linked to … clients · … without a client” counts the properties attached to their client.
- “Download the report (Excel)” keeps the result row by row; “Download the … errors (Excel)” and “Download the … warnings (Excel)” list what is to be corrected, with the row, the property and the reason.
- 5
Answer the final questions, in this order, when they come up.
- Some client names are not known? The “… unknown client names — what should we do?” window lists each name with its properties. For each one: Create the client in Finance › Clients (at the company’s tax rate), Link to a client you already have (similar names are suggested first, and the choice is remembered for the next imports), or leave it without a client by unticking the box. “Later” closes the window without changing anything: the properties remain to be linked from Finance › Clients.
- Were properties created? They always arrive inactive. The question “Activate these … properties now?” appears for the rows marked OUI (or for every created property if the “Actif” column is empty): Activate puts them in the schedule; “Later” leaves them in the “Inactive” tab of Properties.
- Is a booking software connected? The question “Are these … properties also in your booking software? Link them to receive their bookings.” is displayed: Yes, link opens the Integrations page and the “Link apartments” window with these properties; “No, see my properties” opens the Properties page. Without connected software, the message “Your properties are ready.” is displayed, with the “See my properties” button.
Leave the window and resume
An import does not keep you in front of the window: close it or change screen, it carries on. At the top of the Properties page, a banner says where it stands.
| Banner | What it means | Button |
|---|---|---|
| “Import in progress: “…”, … / …” | The properties are being written, the counter moves on | “View” reopens the window |
| “The import of “…” is waiting for your choices” | The names or addresses frame is waiting for your answers | “Resume” reopens the frame, with what you had already typed or ticked |
| “Import finished: … created, … updated” | Everything is written | “View the summary”, or “Close” to clear the banner |
| “The import of “…” failed” | The file was refused | “View” shows the reason and the button to download the errors |
Add a property by hand
Step by step
- 1
In the Properties menu, click Add a property. The “New property” page opens, laid out like the property sheet.
- 2
Fill in the property name. It is displayed straight away in the header.
- 3
Type the address, then click a suggested address. The postcode and the town fill in by themselves.
- No suggestion fits? Click “Keep “…” as typed”.
- 4
Fill in the other tabs: one tab per section of the structure. The number on a tab says how many required cells, marked with a *, are still to be filled in.
- 5
If needed, click the “Structure: …” chip in the header to choose another sheet structure.
- 6
Click Create property. The message “Property created with its sheet.” is displayed and the property sheet opens.
Frequently asked questions
Why are my imported properties not on the schedule?
They arrived inactive and the question “Activate these … properties now?” was answered “Later”. Activate the ones you manage in the Properties menu, “Inactive” tab: only active properties fill the schedule.
Can a CSV file be imported?
No. Only the Excel .xlsx format is accepted, because a CSV file loses the cell colours. Save your spreadsheet in .xlsx format.
What happens if a property in the spreadsheet already exists?
If it has the same name and the same address (or if the row has no address), it is updated without a question. If the address is different, or if several properties have that name, the software asks you to choose between “Update “…”” and “Create a new property…”. A property in the bin does not count: a new one is created.
How do I link each property to its client from the import?
Fill in the “Client” column of the spreadsheet (“Client / propriétaire” in an older file) with the client name as it is in Finance › Clients. An unknown name is offered for creation at the end of the import. Two clients have the same name? The software does not guess: the property stays “without a client”, to link from Finance › Clients.
Why is a row “to check”?
Its address was not recognised, one of its iCal links could not be saved, or its client could not be linked. The property is still imported: open its sheet to check the address or the calendar. The Excel report gives the reason row by row.
Does importing an export again recreate the iCal calendars?
No. The calendars already saved are kept as they are; only new links are added. Stays already read are not counted twice.
How do I get the list of my properties in a spreadsheet?
In Properties, click “Import / export”, then “Export all properties”. If the page is filtered, only the properties displayed are exported.
Why does the guide step stay unticked?
It is ticked as soon as a property exists in Properties. A connection alone is not enough: import the properties, then check that they are in the list.