If you would like us to load your bookings into Access Collins, reach out to us.
You will need to complete and submit a future booking upload form.
The team will be able to provide you with a blank copy of this form and a guide to help you complete the form.
Once you have completed the future booking upload form, please send it to us so that your bookings can be loaded for you.
Booking upload guide
When completing the Booking uploads template excel sheet, all fields must be filled out exactly how they appear in the Access Collins Settings otherwise the fields will not correctly transfer across.
Field colour legend
Orange: Data to be entered by you. This is a required field in order to progress with importing your data.
Green: Add details only if known to you.
Purple: Incorrect format used and needs to be resolved by you. Normally this is incorrect date/date format or using incorrect data type like letters instead of numbers as an example.
Red: To be filled out with relevant data by the Access Collins support team.
Column guide
You can find the explenation of each column below:
Column A: Site - Written exactly as it appears in your Access Collins venue. If unsure, log in to your Collins system, go to Settings > Venues and copy what is written there.
Column C: Status - Either Confirmed, In progress, New or Cancelled.
Column E: First Name - Please add.
Column F: Last Name – If known, please add.
Column G: Company - If known, please add.
Column H: Date - It needs to be YYYY-MM-DD format - so, for example, 2020-12-24.
Column I: Booking Type - Booking types should mirror the booking types created in your settings. This section cannot be left blank otherwise the booking cannot be uploaded, so please add a booking type in this section. If your booking types on your old system were named differently, these need to be amended on the upload to reflect the ones you have created in Access Collins.
📌Note: For example, if in your previous system, you had Evening bookings but in Access Collins, you have Dinner bookings, the booking type in the spreadsheet needs to Dinner bookings.
Column K: Number of people – If known, add the number of guests here.
Column L: Time - This is the start time of the booking. Make sure it's in 24h and is a set time, e.g 18:15 not between times like 18:00 - 18:30.
Column M: Duration - This needs to be written in minutes. If the duration is 2h 30 mins then you would write simply 150.
Optional columns
Column N: Email - If known please add. This is really important as when the bookings are uploaded into your Access Collins system, any customer with an email address will have a customer profile created in your Access Collins admin.
Column O: Phone - If known, please add. Do note only one phone number can be uploaded in this column. If there are multiple phone numbers, please add these to the Runsheet or Internal Notes columns.
Column P: Client Reference - If working with third parties or agencies, they will sometimes send you bookings with a reference number. Enter this reference number here and it will be added in the client reference box within the additional details sections. This reference number will also be searchable on the enquiries page.
Column Q: Assigned Name - If you would like enquiries and bookings assigned to specific members of the team, you can input the name of the staff member or team here that you want this particular booking to be allocated to. Do make sure that you input the name exactly or as close to what you have set up the Access Collins user account as when you have added the users. Remember to make sure that the users have been added before completing the bookings upload spreadsheet in order for this to work.
Column R: Assigned ID- If known, please add.
Column S: Partner Source - If known, please add. Remember to make sure this source like third parties or agencies has been added to your organisation settings beforehand.
Column T: Internal Notes - If any, please add them here. These should be notes relevant leading up to the booking, but perhaps not relevant within the printouts on the night. Those would go in the Runsheet Notes column.
Column U: Runsheet notes - If any, please add them here. These are any notes needed for the night of the booking. These will pull automatically to the Runsheet and Function Sheet within your Access Collins.
Column V: Booking Labels - If any, please add them here. These are any labels that you have added within your Labels & Colours settings, these must be copied exactly as they are written within Access Collins. Please only enter the main booking label in this column, as any additional labels can be added at the end of the spreadsheet.
Column W: Pre-order value - If known, please add here. This will be added as a custom item within the pre-order tab of a booking/enquiry. If you require more information on pre-orders to transfer over, please ensure you have already added in all of your Pre-Order Items into Collins and then you can ask your CSTer for a pre-orders upload spreadsheet.
Column X: Minimum Spend - If known, please add here. This needs to be in numerical value only with no £ signs. If you know the minimum spend is £1500, simply write 1500 here. This will appear in the payments section within a booking/enquiry and appear on customer emails that include the booking details.
Columns Z and AA: Main Area and Additional Areas- Again your tables/areas should be written exactly how it appears in your Tables and Areas Settings in Access Collins.
📌Note: If for example you have written just 1,2,3 etc. this would be incorrect as the correct name would be Table 1, Table 2, Table 3 etc. If you have written T1 with no space in the spreadsheet but in Access Collins you have written T 1 with a space again, this will not be uploaded correctly.
Add the principle table in the Main Area cell. If the booking is over multiple tables, add these in the Additional Areas -Column AA with each table separated by a comma on the document.
When you have completed all of this, please do double check everything before sending across.
⚠️Important: If there are errors or discrepancies in the upload spreadsheet, we will need to send the file back with instructions on amendments which will ultimately add to the time of when this task is completed, so best to follow the instructions carefully to ensure this can be uploaded straight away.