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Export bookings and events

1. Export bookings to iCal and Sync on a calendar app

As an administrator, you will be able to see the booked events, their amount of bookings, and their booking list directly from your calendar app (e.g.: Google Calendar, MS Outlook).

  • Go to Booking Activities > Booking
  • Configure your filters to display the bookings you want to export
  • Click the “Export bookings” button just below the button to filter the list

A dialog appears, you can customize the events title and description:

  • First, select the “iCal” tab
  • Display the “Available tags” list (click on “show”)
  • You can copy the desired tag and past it in the “Event title” or “Event description” field in order to display the corresponding data

Then you can customize the bookings list displayed with the {booking_list} and {booking_list_raw} tags

  • Display the “Booking list tags settings” (click on “show”)
  • Choose the columns you want to display
    • Warning: the order you add the columns is the order they will be displayed
  • Choose whether to display raw or formatted data
  • Choose whether to display the columns title

Finally, generate your export:

  • Choose whether to set a limit to the number of bookings to export
    • Warning: If you don’t set any limit, it may take more time to export
  • Click on the “OK” button to generate the export link
  • Click on the “Export” button in the dialog to get your file
  • Alternatively, you can copy the provided URL and use it to synchronize this booking list to a spreadsheet

 

How to use your iCal file / URL?

Here is the difference between exporting or synchronizing:

  • Export: The events you can see now are exported
    • You will get a .ics file, you cannot read it as is, you must import it in your calendar app
  • Sync: The events you can see now are exported. But if in the future, events appear (or disappear) on this calendar field, they will also appear (or disappear) on the synced calendar
    • You will get a URL, it is not to be visited, this would be as good as making an export, you must use it in your calendar app

Note that the given URL always provide real-time data. But your calendar app never synchronize in real-time. It may synchronize every 24h or more, so it is normal if your events are not updated in real time on your calendar apps.

The process to import the given file, or to sync the given URL on your calendar app only depends on it. Please check your calendar app documentation. For example:

Import Sync
Google Calendar import events (Step 2: Import events into Google Calendar) add someone else’s calendar (click “Add using a link”)
Outlook.com import a calendar (below “Upload a calendar from a file”) subscribe to a calendar (below “Subscribe to a calendar”)
Microsoft Outlook import a .ics file (below “Import .ics or .vcs file”) add an internet calendar (below “Add internet calendars”)

 

2. Allow your customers to see their bookings on their calendar app

Your customers also have their own link to export and synchronize their bookings on their calendar app. The events will soberly display the title of the booked event, and won’t have any description.

You can give them via the notification system.

  • Go to Booking Activities > Settings > “Notifications” tab
  • Select any notification sent to the customer (when a booking turns “booked” or “pending” are relevant)
  • In the message, add the {user_ical_url} tag
    • Tip: add URL parameters to set the export period, for example {user_ical_url}&start=today&end=+12month to export events from the next 12 months from today
    • Tip: You can use the following code <a href="{user_ical_url}">Download your bookings</a> to make a link to the .ics file

This tag will display their personnal URL to export all their bookings. If the customer has made a booking without account, this url will export only the current booking.

 

3. Export form events to iCal and Sync on a calendar app

You can export your events in iCal format (.ics) in order to add them to your favorite calendar app (e.g.: Google Calendar).

  • Create a booking form
  • Configure the “Calendar” field to display the events you want to export
  • Click on the “Calendar” field “export” icon ()
  • Click on the “Export” button in the dialog to get your file
  • Alternatively, you can copy the provided URL and use it to synchronize this calendar field events to your calendar app

Refer to this section to know how to import / synchronize your events in your calendar application.

 

4. Export bookings to CSV and Sync on a speadsheet app

You can export your booking list as a CSV file, along with a lot of bookings data. This is useful to exploit your booking data on spreadsheets (e.g.: Google Sheets, MS Excel).

  • Go to Booking Activities > Bookings
  • Configure your filters to display the bookings you want to export
  • Click the “Export bookings” button just below the button to filter the list

A dialog appears, you need to configure what booking data you want to export:

  • Choose the data (the columns) you want to export
    • Warning: the order you add the columns is the order they will be displayed
  • Choose whether to display raw or formatted data
  • Choose if you want to export one row per booking groups, or if you want to export one row for each booking of each groups
  • Finally, choose whether to set a limit to the number of bookings to export
    • Warning: If you don’t set any limit, it may take more time to export
  • Click on the “OK” button to generate the export link
  • Click on the “Export” button in the dialog to get your file
  • Alternatively, you can copy the provided URL and use it to synchronize this booking list to a spreadsheet

 

How to use your CSV file / URL?

Here is the difference between exporting and synchronizing:

  • Export: The bookings you can see now are exported
    • You will get a .csv file, you cannot read it as is, you must import it in your spreadsheet
  • Sync: The bookings you can see now are exported. But if in the future, bookings appear (or disappear) on this list (with the current filters applied), they will also appear (or disappear) on the synced spreadsheet
    • You will get a URL, it is not to be visited, this would be as good as making an export, you must use it in your spreadsheet

Note that the given URL always provide real-time data. But your spreadsheet app never synchronize in real-time. It may synchronize every 24h or more, so it is normal if your bookings are not updated in real time on your spreadsheets.

The process to import the given file, or to sync the given URL on your spreadsheet only depends on it. Please check your spreadsheet documentation. For example:

Import Sync
Microsoft Excel import a text file (select your Excel version, instructions are below “Import a text file by connecting to it”) connect to a web page (select your Excel version, and click “Connect to a web page”)
After the importation / synchronization, select all rows (CTRL+A), and click “Wrap text” in the “Home” tab to make the data more readable.
Google Sheets import data sets IMPORTDATA
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