1. Find the records you actually rely on.
List the spreadsheets and other places your team uses for clients, vehicles, bookings, prices and payments. Identify which file is authoritative when two copies disagree.
Keep a read-only original export and note its date. Decide which future bookings and reference records need to move first. Historical files may have different structures and should not be mixed into the first trial import by accident.
- Name the owner of each source file.
- Keep an untouched export before editing.
- Separate future work from archived records.
2. Clean meaning, not just formatting.
Give each booking a stable reference. Split pickup date, local time, pickup place and destination into clearly named fields. Keep passengers, bags, service and vehicle requirements explicit.
Check duplicates, missing dates and ambiguous status labels. A row marked done might mean the trip ran, the invoice was sent, or the customer paid. Resolve that meaning before mapping it to a new system.
- Use consistent date and time formats.
- Separate booking status from payment status.
- Review duplicate clients and repeated booking references.
3. Map a small sample first.
Choose a few records that represent your work: a transfer, a return, a multi-stop journey and a partner job. Use the importer’s supported fields and review its preview before confirming.
Keep unmapped fields in the worksheet for follow-up. Do not silently put structured information into notes just to make the import appear complete. Some setup, documents or historical relationships may need a separate process.
- Match each source column to a supported destination.
- Check required fields and rejected rows.
- Keep an explicit list of information that did not transfer.
4. Reconcile the result in the new workspace.
Count the accepted and rejected records, then open the imported bookings. Compare date, time, route, passenger, currency and value against the original sample.
Test the next operational step, not just the list view. Check whether the record can be quoted, assigned and found by the right person. Re-enter or review rates and access settings through their proper setup screens.
- Open several individual imported records.
- Confirm money and dates rather than trusting a total alone.
- Check driver, client and partner relationships where supported.
5. Choose one place for the next change.
Agree a transition date and a person responsible for the final export. Decide where new enquiries and changes will be recorded during the move. Running two editable booking lists without ownership creates avoidable ambiguity.
Start with a manageable group of users, verify the first working day and retain the original archive according to your data policy. Keep unresolved issues visible until the team has checked them.
- Name the system of record after the transition.
- Brief the office and drivers on the new workflow.
- Keep a checked archive and a list of outstanding corrections.