Migrating to your PMS: how the import works
The legacy import service is a fixed-scope, one-time engagement that moves your history into your PMS through its published import endpoints. This page explains exactly what moves, what does not, and how the two-week window around your go-live is structured.
What we import
| Data set | Source systems | Notes |
|---|---|---|
| Reservation history | Opera, Protel, Cloudbeds, Mews, structured CSV | Usually 24–36 months back; older archives delivered as a queryable export instead |
| Guest profiles | All of the above | Deduplicated on match keys; merge report supplied for your review |
| Rate plans and room types | All of the above | Mapped to your new your PMS setup in the prep calls |
| Open balances and deposits | All of the above | Reconciled to the penny; discrepancies listed, never silently adjusted |
The timeline
Week minus two: preparation calls. We agree the field mappings, you confirm which profiles are duplicates, and the rate-plan structure is sketched against your PMS configuration. Week minus one: a full test import into a sandbox environment. You receive the verified batches and the conformance report — a line-by-line account of what imported cleanly, what was transformed and what needs a decision. Go-live week: the production import runs against the live PMS environment, timed so the cutover night contains the smallest possible booking window. Go-live plus days: an engineer-led acceptance call walks your team through spot checks, and two remediation cycles are included if anything fails the quality bar.
What we deliberately do not move
Transactional financial history older than your statutory needs travels as an archive export, not as live records — forcing a decade of ledger entries into a new system creates more problems than it solves. Housekeeping task history, old staff accounts and expired contracts stay behind. And we never import data we cannot verify: if a source extract is corrupt, the batch is quarantined and you decide whether to fix the source or accept the gap.
Pricing and guarantees
The engagement is a fixed fee of £245 with milestone billing: 30% at kick-off, 40% on the verified import run, 30% at acceptance. If a milestone misses its agreed quality bar, the next tranche is not invoiced; if defects remain after two remediation cycles, the final payment is cancelled. Data handling follows the processor terms in our privacy policy — source extracts are deleted on the documented schedule after acceptance.
Book the migration at least four weeks before your PMS vendor cutover so the prep calls land properly. Contact the desk with your source system and target date.