Pick your moment
Move between busy periods, not the week before a holiday. Give yourself a few quiet weeks, when a mistake costs an apology rather than a stranded guest.
Decide what comes over
You don't need to move everything. Bring over what your team will act on:
- every active property and its owner;
- all future reservations and owner stays;
- open maintenance issues and anything waiting on an owner's decision;
- current access instructions, Wi-Fi details and house rules.
Leave years of chat history where it is. Archive it; there is no need to import it.
Clean up your property list first
Your spreadsheet probably has one row per unit already. Before you import it:
- give every unit one consistent name and a unique code;
- record each unit's time zone, check-in and checkout times, and building;
- note the access method, Wi-Fi and house rules, and confirm they're still correct;
- list each unit's channels and find each listing's iCal export link.
Import, then connect calendars
- Import your properties from the cleaned spreadsheet as a CSV file.
- Add each listing's iCal link and review what it will import before you confirm.
- Add your new export link to each channel so blocks flow back.
- Compare the coming weeks against each channel's calendar, unit by unit.
Connect each listing once. If a channel and your current system both publish the same bookings, importing both feeds creates duplicate stays, so pick one source for each listing.
Move access details somewhere safer
Door and alarm codes that lived in a spreadsheet have probably been shared more widely than anyone intended. As you move them, confirm each one is still correct, and consider changing any code that many people have seen.
Don't run two systems for long
A short overlap is safe; a long one is not. Once calendars match, make the spreadsheet read-only so nobody updates two places, and announce the date the old sheet stops being the source of truth.
Move one workflow at a time
- Reservations and calendars.
- Turnovers and cleaning checklists.
- Maintenance tickets and repair approvals.
- Guest stay links and scheduled messages.
- The owner portal.
Each step builds on the one before it. Turnovers need reliable reservations, and owners should arrive only once what they will see is right.
Bring your team in by role
Give each person the role that matches their job and assign them to the properties they work on. Train people on their own tasks, not on the whole system: a cleaner needs their assignments and checklist, not the owner portal. For the first few turnovers, keep a manager available to answer questions.
Invite owners last
Owners judge the portal by the first thing they see. Invite them once their properties, bookings and care updates are accurate, and walk them through it once.
Retire the spreadsheet on purpose
Archive the old files with a date in the name, remove edit access, and tell the team where each kind of question now gets answered. Keep group chats for conversation, not for records.
How PuntaManaged supports the move
PuntaManaged imports properties from a CSV file with row-by-row validation, connects Airbnb, Booking.com and Vrbo calendars via iCal, flags overlapping stays as conflicts, and gives each person a role and a property assignment. See Reservations & Calendar, Cleaning Operations and Owner Portal.