roomMaster Export SQL Reports

This repository contains custom SQL reports for exporting practical migration data from roomMaster. They were created to help properties collect the data usually needed when moving from roomMaster to Mews or another property management system.

The reports are not a complete migration plan. They are a starting point for extracting, reviewing, cleaning, and mapping roomMaster data before it is prepared for import into a new PMS.

Available Reports

File	Purpose
rate-export.sql	Exports rate information by rate type, room type, and date period.
company-sql	Exports company profile information used for billing, negotiated rates, and reservation matching.
travel-agent-sql	Exports travel agency profile information.
reservations-sql	Exports future reservation data, including details that may not be present in the standard roomMaster export.

How to Use These Reports

1. Review each SQL file before running it.
2. Create the report inside roomMaster as a custom SQL report.
3. Run the report using the appropriate filters for your property and migration timeline.
4. Save the original export without editing it.
5. Create a separate working copy for cleanup, mapping, formatting, and review.
6. Record the export date, filters used, report name, and row count.
7. Reconcile the output against roomMaster before using it for import preparation.

For a walkthrough of creating custom SQL reports in roomMaster, see this video:

How to create custom SQL reports in roomMaster

Migration Notes

When preparing for a PMS transition, treat the roomMaster exports as source records, not as final import files. Most PMS onboarding teams will provide their own import templates, naming rules, and required column formats.

In practice, you will usually need to:

• preserve untouched source exports;
• create old-to-new mapping tables for room types, rate plans, companies, groups, and accounting codes;
• clean duplicate guest and profile records;
• confirm group identifiers and shortcodes;
• reconcile reservation counts, room nights, deposits, balances, and out-of-order rooms; and
• keep historical accounting records that will not be imported.

For more detail on using these reports during a transition, read:

Moving from roomMaster to Mews: What Hotel Data You Need to Extract

Data Safety

These reports may export personal, financial, or operational information. Handle exported files carefully.

• Limit access to the migration team.
• Do not email files containing guest or payment data unless the transfer method is approved by the property and PMS vendor.
• Do not include complete credit card numbers or security codes.
• Do not upload identifiable guest data to unapproved AI tools or third-party services.
• Keep original exports in a secure archive and work only from copies.

Important Limitations

These SQL reports were built from a practical roomMaster migration project and may need adjustment for your property, roomMaster setup, database version, or PMS import requirements.

Before relying on the output:

• test the report on a small sample;
• confirm field meanings with someone who understands your roomMaster configuration;
• compare totals against roomMaster reports;
• review edge cases such as shared emails, duplicate names, multi-room bookings, assigned rooms, and group reservations; and
• confirm the final import format with your new PMS onboarding team.

Use these reports at your own risk. Always keep a backup of the original data.

Contributions

If you improve one of the reports or adapt it for another migration scenario, pull requests are welcome. Please explain what changed, which roomMaster data area it affects, and how you validated the output.

Support

If these reports save you time, you can support the work here:

Support Four Sides