How can I automatically import profile data via a CSV file?

Modified on Wed, 15 Apr at 10:21 PM

Please note that profile data import may be subject to additional charges.

TABLE OF CONTENTS

Benefits of this process
How the import works
Important prerequisite
Required CSV file structure
Control logic for the import
Important minimum fields for an import
Overview of standard fields
Repeating fields
Important notes
Summary

With this process, you can transfer your travellers’ profile data into our system automatically via a CSV file. The file is transmitted through an sFTP server provided by us.

Benefits of this process

Automated transfer without manual maintenance of individual profiles
Clean, repeatable data delivery from HR or master data systems
Fast processing of larger data volumes
Suitable for regular updates, new joiners, and leavers

How the import works

We create your company in the system.
You receive the sFTP credentials from us.
You receive your company’s company.uuid from us.
You create the CSV file according to the agreed structure.
You upload the CSV file to the sFTP server.
The file is processed automatically.

Important prerequisite

Your company profile must already have been created by us before the first import. Please use the company.uuid provided by us to assign travellers correctly.

Required CSV file structure

The CSV file must always be structured as follows:

Row 1: Technical header row
Row 2: Field names
From row 3 onward: Profile data

The first two rows must always be present so that the file can be processed correctly.

Control logic for the import

Create new profiles

metadata.action = SAVE
uuid remains empty
company.uuid must be filled with the company ID provided by us

Update existing profiles

metadata.action = SAVE
uuid of the existing traveller must be present
company.uuid must be set

Delete profiles

metadata.action = DELETE
uuid of the traveller to be deleted must be present

Important minimum fields for an import

Column	Meaning	Values / Notes
`metadata.action`	Action	`SAVE` or `DELETE`
`uuid`	Unique traveller profile ID	Leave empty for new profiles, provide for updates/deletions; alternatively, matching is performed using the company.uuid
`username`	Traveller username	Individual for each traveller
`email`	Email address	Valid email address
`gender`	Salutation / Greeting	`MR`, `MRS`, `U`
`name`	Last name	As shown in passport / travel document
`firstname`	First name	As shown in passport / travel document
`company.uuid`	Company ID	Provided by us in advance and used for assignment
`company.name`	Company name	Optional or included additionally depending on the agreed setup

Overview of standard fields

The following table helps you look up individual columns. Not all fields are required for every import. The fields you actually use depend on the profile scope you want to maintain.

Column	Meaning	Values / Format / Notes
`metadata.action`	Action	`SAVE`, `DELETE`
`uuid`	Traveller profile ID	Leave empty for new profiles
`username`	Username	Individual for each traveller
`email`	Email address	Valid email address
`language`	Language	`de_DE`, `en_GB`, `en_US`, `fr_FR` etc.
`gender`	Salutation	`MR`, `MRS`, `U`
`title`	Title	`DR`, `PROF`
`name`	Last name	As shown in passport
`middlename`	Additional first name / middle name	Optional
`firstname`	First name	As shown in passport
`birthdate`	Date of birth	Format: `dd.mm.yyyy`
`nationality`	Nationality	2-letter country code, e.g. `DE`, `CH`
`additionalFormOfPayment`	Additional form of payment	`CASH`, `INV`
`hotelGuarantee`	Hotel guarantee	`T/00` to `T/02` or `C/00` to `C/02`
`carGuarantee`	Car guarantee	`T/00` to `T/02` or `C/00` to `C/02`
`webPayment`	Webcard	`T/00` to `T/02` or `C/00` to `C/02`
`phoneBusiness`	Business phone	Free text / number
`phonePrivate`	Private phone	Free text / number
`phoneMobile`	Mobile number	Free text / number
`receivedocs`	Send travel documents / e-ticket	`true`, `false`
`preferredSeat`	Seat preference	`A` = aisle, `W` = window
`preferredFood`	Meal preference	e.g. `VGML`
`smoker`	Smoker	`true`, `false`
`traveller`	Traveller	`true`, `false`
`arranger`	Arranger / assistant	`true`, `false`
`approver`	Approver	`true`, `false`
`comment`	General comment	Free text
`company.recordlocator`	Company / profile number	Optional
`company.uuid`	Company ID	Provided by us
`company.name`	Company name	Optional or included depending on the agreed setup
`railExtension.delivery`	Rail: delivery	`BAHNTIX`, `ONLINE`, `PAPERTICKET`
`railExtension.wagonType`	Rail: coach type	`COMPARTMENT`, `PREFER_WIDEBODY`, `REQUIRE_WIDEBODY`, `SINGLE`, `TABLE`
`railExtension.wagonExtraType`	Rail: extra area	`PHONEAREA`, `QUIETAREA`
`railExtension.seatpref`	Rail: seat preference	`AISLE`, `WINDOW`
`railExtension.railclass`	Rail: class	`FIRST`, `SECOND`
`railExtension.idInfo`	Rail: card / bank data info	Optional
`sortedRailCards0.cardtype`	Railcard type	Values defined by the rail system used
`sortedRailCards0.cardnumber`	Railcard number	Free text
`sortedRailCards0.cardExpiration`	Railcard expiry date	Format: `dd.mm.yyyy`
`residentExtension.area`	Resident discount area	`CANARY`, `BALEARIC`, `CEUTA`, `MELILLA`
`residentExtension.areaCode`	Area / postal code	Numeric
`residentExtension.cardType`	ID type	`NATIONAL_ID`, `MINOR_RESIDENT`, `RESIDENT_CARD`, `TEMP_RESIDENT`
`residentExtension.cardNumber`	ID number	Free text
`residentExtension.firstSurname`	First surname	Optional
`residentExtension.secondSurname`	Second surname	Optional
`flightmemberships0.alliance`	Frequent flyer program: airline	2-letter airline code, e.g. `LH`
`flightmemberships0.membernumber`	Frequent flyer number	Free text
`flightmemberships0.additionalinfo`	Additional info / PIN	Optional
`hotelmemberships0.alliance`	Hotel program: chain	2-letter hotel code

Repeating fields

Some fields can occur multiple times, for example frequent flyer programs, hotel programs, or card information. These fields are numbered.

flightmemberships0.alliance = first entry
flightmemberships1.alliance = second entry
flightmemberships2.alliance = third entry

Numbering always starts at 0.

Important notes

Always use the company.uuid provided by us.
Do not change column names or the file structure on your own.
Use SAVE for creating and updating profiles, and DELETE for deletions.

Summary

For automated profile import, upload a correctly structured CSV file to the provided sFTP server. The two header rows, the correct control via metadata.action, the proper use of the traveller uuid, and the company.uuid provided by us in advance are all essential for correct processing.