Move to Offision from another system
Migrate your existing workplace to Offision in the required order—buildings and floors, rooms and desks, users, bookings, and visits—using spreadsheets exported from your previous system.
You can import resources, users, bookings, and visits into Offision from spreadsheets. To migrate from another system, export your lists from the old system, copy the columns into Offision’s import templates in Excel, and import them in the sequence below. Follow this exact order because each import references records created in the preceding step.
Each step references records created by the step before it—rooms by Access ID and users by email—so follow this sequence.
1. Export data from your previous system
Export your room lists, staff directory, upcoming bookings, and expected visitors from your previous system. At each step below, download Offision’s import template first and copy your exported columns into the matching template columns in Excel.
2. Create buildings and floors
All resources and visits belong to a building and floor, so create your locations first. Because most workplaces have only a few buildings and floors, create them directly in the console. See Add a building and its floors.
3. Import rooms and desks
On the resources list, click Import (next to Add) to create rooms, desks, or equipment in bulk from a spreadsheet template, including multilingual names and room capacities. See Add a room.
Afterward, assign each room a stable Access ID (for example, HQ-3-BOARD) on the resource form. The booking import spreadsheet identifies rooms by their Access ID, and the import dialog includes a reference list showing which rooms still need one.
4. Import or sync users
On the user list, click Import to create and update your staff directory from a single spreadsheet. See Add people to Offision. Because the booking and visit imports identify organizers and hosts by email address, you must add users before importing bookings or visits.
If your organization uses Microsoft 365 or Google Workspace, connect your directory integration instead of importing a spreadsheet so accounts sync automatically.
5. Import upcoming bookings
Copy your upcoming bookings into Offision’s booking import template—referencing rooms by Access ID and organizers by email address—and import the file on the management calendar. Offision validates all active booking rules during import, so bookings that violate your policies are flagged rather than imported silently. See Import bookings from a spreadsheet.
6. Import upcoming visits
Copy your expected visitors into the visiting import template—one row per visitor, referencing locations by import ID and hosts by email address—and import the file on the Invitation calendar. Imported visits trigger invitations, approvals, and badges just like manually created visits. See Import visits from a spreadsheet.
7. Verify your setup
Before retiring your previous system, test a full day’s workflow end to end: create a booking as a standard employee, check in on a room panel, and check in a test visitor from an imported visit at reception.
What this guide does not cover
- Expanding an existing Offision account to a new office — If you already run Offision and are opening another site, duplicate your existing setup instead of importing from scratch. See Open a second office by duplicating the first.
- Historical logs and booking policies — Past check-in logs and historical reports are not migrated. In addition, spreadsheet imports only bring in records, not rules: configure your booking windows, approvals, quotas, and visiting purposes in each module’s settings.