Importing data from Digital Rez software

We can extract the information from the ROS or Tripsetter data file into a format you can import, and send that back to you. Note that you need to do the basic database setup in Campground Master before importing reservation data (add the Sites, for instance). So wait until that's done and you're ready to make the change-over before sending us the ROS data.

You can import all of the customers, and you can also import the reservations starting form a desired date (you probably don't want to keep reservations more than a couple years old). No financial information can be imported (deposits, payments, charges, etc).

Once you're ready to transfer the customer data, we need to have you send us the data file. Here's the information you need to find the appropriate data files:

The database file we need to extract the customer data will be a .MDF file (that's the file extension, or "file types", which may normally be hidden).

The ROS database file is usually ROS2000.MDF (or RVTripsetter.MDF if you're using Tripsetter). There may also be a ROS2000_LOG.LDF file (or RVTripsetter_LOG.LDF), which should also be sent if you find it.

Note that if Windows Explorer is "Hiding extensions", then you won't see the .MDF or .LDF part of the filename. But seeing those 2 files in one location (e.g. ROS2000 and ROS2000_LOG) is a pretty good clue that it's the right ones.

If you're not sure where to find it, you can try using the Windows "Search For Files and Folders" to look for it. Be sure to enable searching in Hidden files and folders and also System files and folders (in the Advanced options). If this doesn't find it, then the folder it's in is probably protected. Make sure you're logged into Windows as an administrator, then you need to use Windows Explorer (or My Computer) to look for it manually, under something like C:\Program Files (x86)\Microsoft SQL Server\MSSQL.1\MSSQL\Data ... that's only an approximate location, it can vary by computer.

To send the file(s) to us, you can use our Dropsend account (instructions will be sent when you're ready).


Here are some details about importing -- we normally would send this to you after the files are sent back to you ready to be imported, but the information is included here in case you're curious about the process.



To import the data, use File / Import / Import Customer/Reservation/Transaction data.

You should probably read through the documentation on that function first, and make a backup. Here are some basic notes:

The site abbreviations in Campground Master need to exactly match either the "Unit Labels" or "Unit Long Names" in ROS (Tripsetter), so it can put the reservations on the correct site. If the labels on the Rack match what's shown in ROS, you should be fine. The order of the sites does not matter.

If you have reservations entered in Campground Master already that are duplicated in the ROS data, then they will still be imported but will show as conflicting reservations. Ideally you would want to delete those out of the grid before importing (see below), but finding them might be tedious (newest ones should be at the bottom, though). Otherwise you'll need to clean them up afterwards through Maintenance / Database Maintenance / Report Conflicting Reservations (be sure to delete the imported ones, not the ones made directly in Campground Master, since the imported ones will probably have less information).



Proceeding with the Import function...

Use Browse in the Import function to select the "Reservations.csv" file. (If your Windows is configured to hide file extensions, you may see it as just "Reservations".

Choose the "comma separated" file format.

Load the import file, and it will be shown in the grid at the bottom. (It's not imported yet, this is just a temporary work area.)

Leave the checkbox options in steps 5 and 6 as they are.

If you see any records that you don't want to import (e.g. conflicting ones as mentioned above), you can select those rows and click "Delete Selected Records". Note: If you make a mistake, just go back and click Load Import File to read the entire file again.

Now you need to right-click on each column heading to select the field it will be imported to. The first line of the import file shows the field that should be chosen -- e.g. "Cust / Last name" means right-click and select Customer field / Last Name.



Field Notes:

There is a Cust/Label field, which is from the "Label" field of the Client table in ROS. This may be the Member number or group name or some other item not known to Campground Master. There is no specific field in Campground Master for this. If you want this field imported, you will need to either create a new field in Campground Master for it, or choose a customer field that you're not using for anything else (e.g. Pet description or Emergency info). For details on adding a new field, see here: https://campgroundmaster.com/news/addingnewfieldstothecusto.html

The "Cust / Import ID" field can be ignored, unless you want the old ROS record ID for some reason. In this case, you need to also enable the customer "Import ID" field through Data Field Definitions / Customer Fields.

Likewise, the "Resv / Import ID" field can be ignored unless you need the old record number, and would need to enable the Reservation field for Import ID.

There are 2 columns available for Res / Site Name. The "(label)" one is from the ROS unit label field, and the "(long)" one is from the unit long names. These may be different depending on how ROS is set up -- you should only select one of the two columns to import for the "Site Name" field, and it should be the one that matches how you set up your site abbreviations in Campground Master.

Once you've selected fields for all of the columns, click "Import Data". It will import everything it can -- if there are some it can't import, e.g. due to a bad date or a site name it can't find, you'll get import errors and those will be left in the grid. Move the mouse on top of any left in the grid to see why it wasn't imported. If necessary, you can correct the data right in the grid and do the Import Data again.

Note: The header line will likely be left as an error because its text won't be valid data -- you can Delete that record so it doesn't cause an error.

Once all data is imported (or at least everything you can get to import), Close the dialog.

Note: It may take a long time to save these changes to the log file, so don't panic if it appears locked up for awhile when you close the dialog (you may see "Saving changes to log" in the status line at the bottom). Likewise, if you have computers networked, it will take time to send the data changes to those.

After importing the Reservation data from "Reservations.csv", you can go back to the same function and import the extra Customer data from "Customers.csv" if you like. Be sure to NOT select any of the "Res" fields, since those will be blank in this file.

Click here for complete information about importing in our online documentation