Data Conversion

Many new customers to Book-It contact / membership booking software will already be running other computer software systems. Instinctive Systems will convert compatible data from your existing system into your new Book-It system. This will ensure that you are up and running in the shortest possible time with a quick and smooth transition from your old system.


  • convert data from other systems
  • reduce conversion effort
  • more time to learn the new system

Instinctive Systems Conversion

We currently have 2 possible methods of converting your data. The first method involves sending us a complete copy of your existing data files in a format that we agree is acceptable to us. This might be Dbase files, comma delimited files, Excel files or one of many other supported formats. Once we have your files we will be able to analyse them in detail and write automated programs that will be able to extract all the necessary information from them and place it in the relevant fields within a fresh Book-It database. Obviously each customer's system and therefore files will be different and we cannot anticipate how each set of data is to be converted. This therefore becomes a very time consuming process for us and our time will need to be paid for. The advantages to our customers of this approach, however, is that they can continue to run their old systems whilst we write data conversion programs in the weeks leading up to installation and on the day of installation they can quickly extract a set of fresh files from their live system which we can run through our automated conversion programs to quickly produce a new totally up to date Book-It system so that they can switch off the old system and within minutes move over to their new system with minimal downtime.


Typical costs involved for this conversion are dependant on customer's specific systems and can be quoted once we have had copies of files generated from the old system, however, we would typically charge between £800 UK Sterling + VAT and £3000 UK Sterling + VAT for a membership file data conversion with average costs in the region of £1300+ VAT. Additional charges would then be made for enquiry file data conversion, payment history file conversion, event file conversion and booking file conversion if these conversions are also required. Each of these files would typically be charged around £500 + VAT.

Do-It-Yourself Conversion

Our second method of data conversion requires a lot less effort by Instinctive Systems Ltd and therefore is considerably cheaper. It does, however, mean that customers have to do a lot more work and may involve a much larger amount of time between stopping using their old system and starting to use their new Book-It system whilst they complete their data conversion.


We have created a number of Excel spreadsheet files that list Book-It data fields in a specific order. An accompanying Word instruction manual details how data should be extracted from an old system and copied into the relevant areas of the Excel spreadsheet. Once copied in these spreadsheets can be sent to us by post or email to be run through a semi automated data conversion program that we have written that expects data in a specific format. More often than not we will spot some errors in the first pass and send the files back to the customer with a list of corrections they should make until finally we receive a file that can be processed correctly to create a new Book-It database. Because this system still requires some manual input from us we must charge for the service, however, we are able to limit it to a fixed cost of £313 UK sterling + VAT for a member file conversion and £159 UK sterling + VAT for an enquiry file conversion. Click here to download a copy of the files used in this data conversion process.