Import and export data (CSV)

Importing

• Every row is checked before anything is saved. The check covers required fields, numbers, yes/no values, dates, record IDs, allowed values (for example a status), text length, records that already exist (for example a contact with the same email or phone number), rows that repeat each other within the file, and the database's own rules. If any row has a problem, nothing is saved. Fix the file and upload it again; no duplicates are created.
• Rows are then saved in groups of 100. If something changes between the check and the save (for example someone adds a contact with the same email), the rows affected are listed and the other rows are saved. If a whole group is refused, the import stops there and the groups before it stay saved. Either way, use Undo this import to remove what was saved, or fix just the listed rows. Don't import the same file again, or the saved rows will be added twice.
• Undo moves the records the import created to the Recycle Bin (Settings → System → Recycle Bin), where they can be restored for 30 days. A record stays where it is, and is listed with the reason, if it was edited after the import, if another record now uses it (for example a booking for an imported contact), or, for expenses, if it is on an approved owner statement or a locked booking. Undoing an imported expense updates the booking's commission the same way deleting it by hand does.
• Imported records show in their list (for example Contacts or Properties), and in a search, the next time you open or refresh it. Records an undo removed are gone from it the same way.
• Properties, bookings and guest reviews imports can't be undone: properties are archived, never deleted; bookings are cancelled, never deleted; reviews are hidden in the Quality Center.
• Only the person who ran an import, or an admin, can undo it. They also need the import permission for that module (see below). An import can be undone once.
• Contacts and vendors are saved the same way as a contact added by hand: email addresses in lower case, phone numbers in international format, and the display name made from the first and last name. A vendor gets the status active if the file doesn't give one.
• The mapping step stops you if a required field isn't mapped, if two columns point at the same field, or if two columns set the same thing.
• A column name that isn't a field is refused, with the field it probably meant.
• Blank cells are saved as empty.
• bookings and reviews need Rentibly record IDs, not names. Export contacts and properties first to get them.
• vendors are saved as contacts marked as vendors. A contact person's first and last name are required with the company name.
• Owner portal access can be imported on contacts and vendors only by someone with Set up the owner portal. Without it, a row that turns portal access on, or sets a portal configuration, is listed by row number and nothing in the file is imported. Clear those cells, choose — Skip this column —, or ask someone with that permission to import the file. Rows with portal access no or blank import as usual.
• expenses: you can give the property, owner, booking and category by name, email, code or reference, so you don't need IDs. Owner billable? (yes/no) decides whether the owner pays. Negative amounts record a refund. Receipts can't come from a file; add them to the expense afterwards. Leave currency blank to use your account currency. Imported expenses get the same commission updates as expenses typed in by hand.
• Imported rows are written directly. They don't run the automations or notifications that creating a record by hand can.
• The results table shows the first 50 errors. The errors CSV has them all.

Exporting

• One file holds up to 10,000 records, newest first. If there are more, a message tells you the file holds the newest 10,000 only. The Export tab has no filter: for a smaller file, ask Rentibly AI (below); for everything, ask support for a full extract.
• Deleted records are not exported.
• Vendors exports every contact marked as a vendor, including someone who is also a guest or an owner.
• Column names are Rentibly's field names, for example first_name.
• Exports are limited per account, by default 20 an hour. When the limit or the server is busy, the page tells you how long to wait.

Who can do this

• You need the Settings permission set to Access to open this page.
• Importing also needs the permission to add that kind of record by hand: Edit level on Contacts (for contacts and vendors), Properties, Bookings, Inquiries, Tasks or Operations; Quality Center at Edit for reviews; Owners at Edit for expenses. Without it you get "Permission denied" naming the missing permission, for example contacts.create. An Admin role or Full access can import anything.
• Exporting Contacts, Vendors or Bookings needs Export data to spreadsheets (or an Admin role). The other modules need an Admin role or Full access; anyone else gets "Only an admin or someone with Full access can export …".