Forward booking data migration service

This page explains our forward booking data migration service and outlines the basic process and cost for forward booking data migration.

Contents

1. Introduction

2. Our service

3. Pricing

4. Next steps

Introduction

When switching to Matrix Booking or adding a new building or site to your existing system, you can export your forward bookings and import them into Matrix Booking for free if you do this yourself (see option 1). If you’d like us to do this for you, we can migrate all your future bookings in your old system to our system. We have 2 additional options to facilitate this migration for you.

Note: we can’t migrate past bookings and all bookings must abide by your business rules (for example, forward bookings are limited to 3 months in advance and not beyond this). Any bookings outside the forward booking limit will fail during the migration.

Our service

With most forward booking data migrations, the process is usually time-sensitive. Depending on both booking volumes and urgency of upload, any of the options below may be suitable for your company. When implementing Matrix Booking, there are 3 ways to bring in bookings from an external or existing system:

• Option 1 (Microsoft 365):

  • If you’re using our Microsoft 365 integration, we synchronise your forward bookings.

  • You need to provide us with the rooms you want synchronised, up to what date you want your forward bookings imported, and on what date you want the importation to take place.

• Option 1 (non-Microsoft 365):

  • We give you early access to Matrix Booking to manually migrate your bookings across before it’s available for all your users.

• Option 2 (non-Microsoft 365):

  • You extract the data from your current system and place the data into our template, which we’ll upload.

  • The data formats must be exact and all the key fields must be populated. These are as follows:

    • ROOM NAME and BUILDING if the room names aren’t unique (for example, if you have 2 rooms called “Meeting Room 1,” we need to know which one is which

    • MEETING START DATE and TIME in ISO 8601 format (for example, 2019-03-21T16:05:44Z, where Z denotes UTC time zone)

    • MEETING END DATE & TIME in ISO 8601 format.

    • OWNER / HOST (this must be a valid user’s email address on the system – they wil be created if they don’t exist in the system or in any other organisation’s instance of Matrix Booking).

• Option 3 (non-Microsoft 365):

  • You extract and provide us with a small data sample from your current system to test and confirm that all required fields are completed.

  • We’ll process, map, convert, and import it into the system, in accordance with your business rules, ready for you to use.

  • Let us know your chosen time and date of when you want this migration to happen, which includes out-of-office hours to reduce the impact to your users.

  • We’ll reprocess any rejected bookings until the data is fully uploaded

Note: other fields are available in the template, but these are optional. Once the template has been submitted to us, we’ll agree a suitable migration time and date.

Pricing

The pricing for the above service is fixed as follows:

Terms and conditions

For option 1 (non-Microsoft 365), you can contact your implementation manager during your onboarding or raise a support ticket once you’re live to seek advice on the issue that you have encountered, but we’ll be unable to complete any tasks associated with the issue. To access our support, choose options 2 or 3.

For option 2 (non-Microsoft 365), we allow for 1 resubmission after the first importation failed.

• We handle and correct any obvious formatting errors (for example, misspelled room names) that may appear in your template.

• For any errors that we’re unable to process, we give you the opportunity to correct them and we can try the import again with the amendments.

• Any subsequent imports will be treated as a new migration and will be charged accordingly.

For option 3, we require a sample of data that you feel is representative. This is usually a maximum of 50 data entries.

Next steps

If you have the Microsoft 365 integration, we’ll synchronise your forward bookings for you. If the sync fails, we’ll report back to you. It’s your responsibility to correct any errors.

If you choose option 2 or 3, contact your Account Manager.