The Bulk Import tool lets Facilities Managers create multiple buildings and spaces at once by uploading a CSV file, rather than adding each one individually. This is especially useful for initial platform setup or large-scale updates.
Before You Begin
- Administrative access to Rooms is required to use Bulk Import.
- A user with role Facilities Manager or Platform Admin
- Required columns are the same for every platform. Capability columns change per platform.
Step 1: Download Your Platform's CSV Template
- Log in to Rooms Admin.
- Navigate to Buildings > Bulk Import Buildings & Spaces.
- Click Download Template.
The template is generated specifically for your platform and includes all required columns, plus one column for each Space Capability your platform has configured.
Step 2: Fill in the CSV
Each row is one space. Repeat the building name on every space in that building.
Do not leave the template’s second row in the file. That row is a format hint (Yes / No, semicolon-separated), not a real building/space.
Required columns
These four columns must be present, and every data row must have a value:
| Column | What to enter |
|---|---|
Building Name | Name of the building |
Space Name | Name of the space |
Space Type | Category for the space (for example Classroom or Conference Room). If this type does not already exist on the platform, import will create it. |
Maximum Capacity | A whole number greater than 0 (for example 30) |
If any of these is missing as a column, or blank on a row, validation fails.
Optional columns
Everything else can be left blank: Address, latitude/longitude, hours, approvers, description, minimum capacity, default cost, and charge method.
If an optional field is filled, it must be valid:
- Building Latitude and Building Longitude must both be filled, or both left blank. Same rule for Space Latitude and Space Longitude.
- Space Default Cost and Space Charge Method must both be filled, or both left blank. Charge method must be
By hourorFlat fee. - Hours must be 24-hour time (
9:00or13:30). - Approvers must be comma-separated email addresses for existing users.
Space Capability columns
Each enabled Space Capability on the platform appears as its own column. These are not required columns unless that capability is marked required in Space Capabilities admin.
On the Bulk Import page, required capabilities are labeled (required).
| If the capability is… | Leave the cell blank? | If filled, accepted values |
|---|---|---|
Optional | Yes | Must still match the type below |
Required | No — validation fails | Must match the type below |
| Capability type | Accepted values | Example |
|---|---|---|
Checkbox | Exactly Yes or No | Yes |
Single Choice | One option from the list | Projector |
Multiple Choice | One or more options, separated by semicolons | Projector;Whiteboard;Microphone |
Checkbox cells cannot contain extra text. Yes (Extra) fails; use Yes and put extra detail in Space Description.
Step 3: Upload CSV & Validate Your File
- On the Bulk Import page, select your completed CSV file.
- Click Validate.
- Review the results. Rows with errors will be identified with details on what needs to be corrected.
Common validation errors include:
- Missing Building Name, Space Name, Space Type, or Maximum Capacity
- Blank required Space Capability
- Invalid capability value (
Yes (Extra), commas instead of semicolons, a choice that is not in the list)
Correct any errors in your file and validate again before uploading.
Step 4: Upload
Once validation passes:
- Click Upload.
- The system will process your file and create all buildings and spaces, including their Space Capability values.
Tips
- Download a fresh template before each bulk import. Space Capabilities may change as your platform is configured.
- Blank optional capability columns are fine. Filling them with anything other than an accepted value is not.
- If you receive unexpected validation errors, confirm you are using your own platform's template and not a shared or generic file.