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Import Customers, Owners, or Reviews from a CSV File

Add and manage customers, owners, or reviews yourself, with progress tracking, automatic validation, and clear messages at each step.

Written by Customer Experience Avantio

Start the import from the relevant section

To open the importer, you can follow one of these paths:

  • Sidebar menu → Bookings → Reviews → Actions → Import.

  • Sidebar menu → Customers → Customer list → Import.

  • Sidebar menu → Owners → Owner list → Actions → Import.

This tool lets you upload a preformatted file, review results, and see the process status in real time.

If you don't see the "import" button, let our Avantio team know so they can enable it for you.

File requirements before uploading

  • Required fields. "Name" and "Language" must be filled in. The other fields are optional and, if left blank, will be imported as empty.

  • Fixed structure. Do not change the format of the downloaded file: it's already set up for import.

  • Accepted format. Save the document as a .csv; this is the only accepted format.

  • Publication control. You can specify in the file which reviews you want to publish.

  • Limits and duplicates. Each import allows up to 50,000 rows; if you have more, split them into several files. Duplicate reviews, customers, or owners (same person: same name and email) will not be re-imported or updated.

Helpful tip

Use Google Sheets to fill out the file: it's the format that works best with the system.

Download and prepare the file, example Customers (same applies to owners and reviews)

  1. Download the template file. After starting the import, you'll see a panel with the requirements. Turn on the confirmation switch to continue and download the preformatted file.

  2. Fill in the template. Complete the required fields. Always save as .csv.

Pay attention to details

If you don't see the button to continue, check that you've activated the switch confirming you meet the requirements.

Uploading the file and validations

  1. Go to "Customers".

  2. Select "Customer list".

  3. Choose "Import".

  4. Upload your .csv file.

Possible result after upload:

  • Successful upload: the file is valid and you can move to the next step.

  • Upload error: there are issues you need to fix (for example, incorrect format or too many rows).

Common errors

  • File is not in .csv format.

  • More than 50,000 rows in a single import.
    Solution: save as .csv and split your data into several files if it exceeds the limit.

Running the import

Once the file is validated:

  1. Start the import process.

  2. Watch the status returned by the system.

Initial statuses:

  • Import started: the import has started successfully.

  • Import could not be started: review and try again.

Real-time tracking and notifications

You can track progress from VRMS → Processes, where you'll see the status of each import. You can also choose to receive notifications when the import finishes.

Possible statuses in "Processes":

  • In progress: the import is still running.

  • Successful: everything went well; you can go to the customer list in VRMS.

  • Error: something went wrong; try again.

Download and prepare the file

Best practices

  • Test with a small file before uploading a large batch.

  • Avoid duplicates by checking name and email in your data source.

  • Save copies of your final CSVs in case you need to re-import. (The platform does not re-import or update duplicate records.)

Finish the process with a quick check

When you see the status Successful, check that the reviews, customers, or owners appear as expected and that the publication of each matches what you indicated in the file. If something doesn't match, fix the CSV and run another import with the changes.

Now that you've imported your customers, owners, or reviews, enable process notifications to be informed when each one finishes and plan regular uploads in batches of up to 50 000 rows to keep your lists up to date.

Frequently Asked Questions

Where is the review importer and what path should I follow?

In the PMS, go to Sidebar menu → Bookings → Reviews → Actions → Import. From there you can download the template, upload your file, and follow the process.

What file format does the system accept and which fields are required?

Only .csv is accepted. The required fields are "Name" and "Language"; the rest are optional and, if left blank, will be imported as empty.

What are the import limits and how are duplicates handled?

Each import allows up to 50,000 rows. Duplicate customers or owners for the same person (same name and email) will not be re-imported or updated. If you exceed the limit, split the content into several files and upload them separately.

How do I know if my import worked and where can I see the progress?

After uploading the CSV, you'll see if the upload was Successful or if there was an Upload error. While it's running, check VRMS → Processes for statuses like In progress, Successful, and Error; you can also enable notifications when it's finished.

What should I do if the system says the import could not be started?

This means the import couldn't be started. Check your file (.csv format, less than 50,000 rows, unchanged structure) and try again.

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