Bring your customers and bookings with you

Prepare the export before you upload

A booking file needs four things on every row: the old system's booking ID, the tour or product name, the trip date and the customer's email. Everything else is optional but worth including: start time, customer name and phone, number of travellers, total, amount paid, amount refunded, tax, currency, status, booking date and notes. A customer list only needs an email, and can also carry country, tags, notes, birthday, marketing consent and the old customer ID. Blank templates with these columns are on the upload page.

Files can be up to 50 MB. If your history is bigger, export it by date range and import each part; because rows are keyed by their original IDs, overlapping ranges do no harm. Importing is a business setting, so by default only owners and admins can run it.

Dates, travellers, money and tax

Dates cause most problems. Tourtify guesses month-first for FareHarbor and Peek exports and day-first for the others, and the Columns step shows example values beside each field. Check a date such as 03/04/2026 carefully: read the wrong way round, every April trip becomes a March one.

Map the travellers column. If it isn't mapped, each booking comes over as one traveller, so a family of six would take one seat. Map the booking date too, otherwise the import date is used and your bookings-by-month reports bunch up on the day you switched. A currency must be a three-letter code; when the column isn't mapped, your main currency is used.

When the file has a tax column, that tax is treated as part of the total. When it doesn't, your own tax rates are applied as they are on website bookings, so check those rates before importing a year of history.

Reading the dry run

The dry run names the line and the problem in plain words: no booking ID, no customer email, a value that isn't an email address, a trip date or start time that can't be read, travellers that aren't a whole number, an amount that isn't an amount, or more paid than the booking's total. Rows for tours you chose to leave out, and bookings that were never confirmed, are listed as left out with the reason.

Download the problems, fix those rows in your spreadsheet and upload the same file again. Rows already imported are recognised, so only the corrected ones are added.

What happens after the import

An imported booking joins the existing departure at that date and time, and the departure grows to fit what was really sold. If there is no departure, Tourtify creates a closed one, so a date from your history never opens for online sale. Each booking gets a Tourtify reference, with the old booking number on its timeline. Upcoming imported bookings receive your normal trip reminders from then on.

For customers already in Tourtify, only blank details are filled in and tags are added. Marketing consent is never taken away by an import: a no in the file does not remove consent someone gave you here. Accounting sync only sends records from its own start date, so last year's payments don't flood your ledger, and the uploaded file is deleted once the import finishes.

A practical switching plan is to import your history a week or two early, check it, then import a fresh export on the day you move your website. The second run only adds what's new or changed since the first.