There will be times when you need to upload multiple airline contacts from an Excel list. In this article, you’ll find out how to use WebCargo Rate & Quote's contacts import feature. Before starting, make sure that you have Microsoft Excel installed or that you have your contacts in a G sheet and downloaded as a .xsv file.
Download the WebCargo template
To upload your contacts, you will need to first of all find the WebCargo standardised template so you can fill in your contact details. To find this, head to the Tools tab and then click on Templates. From here, find the template named ‘Customised contacts’ then click on the Excel icon under the Downloads column.
Once the Excel file has loaded, click on the file and open it.
2. Enter your contact details
Once inside the file, you will see a colour-coded key which tells you what every column means.
Once you’ve familiarised yourself with the columns, you can start to upload your contacts.
Once you’ve entered all of the information for each contact, you can then save the file and prepare it for upload. The more information you enter will be better for your contact details.
Important: in order to successfully upload, you will need to remove the colour coded key at the top of the Excel file. Make sure that the top column starts with the Airline Code column.
Once you have checked everything and deleted the key, save the file, but remember where you save your file.
3. Uploading your file
When you’ve finished entering your contact details, saved and checked there are no columns that shouldn’t be there, you’re ready to upload your file. To do this, head to Settings and then Contacts.
Then click on the arrow symbol next to the plus symbol underneath the search button.
Click on Choose file and find the previously saved Excel location. If you want to overwrite all previous contacts, you can select the box. Beware that this will remove all previously uploaded contacts and they will be replaced with the new list.
Once you’ve found the file, select it and, once added to the upload box, click Import. If there are any issues with your file upload, you will receive a notification telling you which columns aren’t quite right. If this is the case, open the Excel file and make the suggested changes.
Once your file has been uploaded successfully, you should receive the following notification:
4. Finding your new contacts
When the file upload has finished, you can use the filters to find the newly uploaded contacts. Select the GSA, Airline and, if necessary, the city too. Click ‘Search’ and they should show up in the search results.
If you have any other questions about how to add airline contacts using the upload tool, you can chat to us by clicking on the green speech bubble icon located at the bottom right-hand side of your Rate & Quote account.