Import your guest list from another system

When you move to 10Seat, your existing guest list can be brought across so your regulars, their notes and allergies are there from day one. Guest imports are run by the 10Seat team — there is no import button in the backoffice.

Where to find it

There is no self-service screen. Contact 10Seat support or your onboarding contact and send them your guest export, or share access through the migration link (see "Move your data from Zenchef, Formitable or another reservation system").

What it does

10Seat currently imports guest list files exported from Zenchef and from Formitable (CSV or Excel). Guests are also created from reservations imported from your previous system. An import can hold up to 50,000 guests.

For a Zenchef guest list, these columns are read: First Name, Last Name, Civility, Email, Phone, Country, Guest Status, Birthdate, Address, City, Zip, Lang, Has no show, Is blacklisted, Allergies notes, Allergies tags, Guest notes, Guest tags, Email optin market, Registration date optin mail, Company, Professional email, Professional phone, Created at, Updated at, and the "Bookings number …" column.

What ends up on the guest profile:

• Name, title, email, phone — on the profile.
• Guest tags — added to the profile's tags.
• Allergies tags — added to the guest's Allergies.
• Guest Status "Excellent customer" (or "very good customer") — the guest is marked VIP.
• Bookings number — used as Total visits only if the guest has no visits in 10Seat yet.
• Guest status, birthdate, no-show and blacklist flags, booking count, address, language, allergy notes and guest notes — written into Guest profile notes (staff only), starting with "Imported from Zenchef guest list".
• Email optin market — kept on file but not turned into marketing consent.

For a Formitable guest export, name, email, phone and tags go on the profile. Company, language, birthdate, address, visit count, future bookings, cancellations, no-shows, first and last visit, custom fields and notes are written into Guest profile notes, starting with "Imported from Formitable guest export". The newsletter columns (Subscribed to newsletter, Confirmed newsletter subscription, Unsubscribed from newsletter) are applied as marketing consent, recorded via Imported list. If the export contains several Formitable locations, rows for another location are rejected.

How it works

1. Export your guest list from your old system (in Zenchef: the guest list export; in Formitable: the guest export).
2. Send it to 10Seat support, saying which location it belongs to.
3. 10Seat checks the preview and runs the import for that location.

Good to know

• In a Zenchef guest list, each row needs a first or last name and an email or phone number. Rows without these are skipped.
• Imports never create a second profile for someone already in 10Seat: rows are matched by email first, then by phone, at that location. Existing profiles are updated, not replaced.
• A Zenchef import only fills empty details (title, birthdate, language, address, company…) and does not overwrite what your team already entered. Notes, tags and allergies are added to what is already there. First and last name are updated to the spelling in the file.
• Re-running an import with the same file updates the same profiles.
• Imported guests belong to the location chosen for the import.

Troubleshooting

Some guests from my old system are missing Rows without a name, or without both email and phone, can't be imported. Ask 10Seat support for the list of skipped rows.

Imported guests show "Not subscribed" Zenchef opt-ins are deliberately not applied as consent. See "Collect and manage guest marketing consent".

I now have duplicates Guests with different email and phone in the two systems can't be matched. Use Merge with other guests on the profile. See "Merge duplicate guest profiles".

Visit counts look wrong The old system's booking count is only used when 10Seat had no visits for that guest yet. Profiles that already had bookings keep their 10Seat count.