Bulk Upload Guide

📋 Table of Contents

Overview

The bulk booking feature allows you to upload CSV files to schedule multiple deliveries at once. This is perfect for companies with many deliveries during the F1 Las Vegas Grand Prix event.

For Paddock / GPP deliveries you can also book lifting services (telehandler and truck unloading/loading) in the same file by filling in a few optional columns. See Lifting Services below.

Prerequisites

  • ✅ Registered account and logged in
  • ✅ Minimum 5 bookings (required for bulk upload)
  • ✅ CSV file with properly formatted data
  • ✅ Understanding of F1 event locations and schedules

When to Use Bulk Upload

✅

Ideal Scenarios

  • 5+ deliveries to schedule
  • Time efficiency needed
  • Batch processing
  • Planning ahead
❌

Not Recommended

  • Less than 5 deliveries
  • Last-minute changes
  • Complex arrangements
  • Urgent bookings

Step-by-Step Process

1

Access Bulk Booking

Click "📋 Bulk Booking" from dashboard

2

Download Template

Get official CSV template file

3

Prepare CSV

Format your data correctly

4

Upload & Validate

Upload file and check for errors

5

Process Bookings

Submit for booking creation

6

Review Results

Get confirmation numbers

Step 1: Access Bulk Booking

  1. From Dashboard: After logging in, locate the bulk booking section
  2. Click "Bulk Booking": Select the "📋 Bulk Booking" card
  3. Description: "Upload CSV/Excel file to schedule multiple deliveries at once, with optional lifting services for Paddock deliveries (minimum 5 bookings)"
  4. Click "Upload File": Access the bulk booking interface

Step 2: Download Template

  1. Click "Download CSV Template": Get the official template file, either from the bulk booking screen in the portal or with the button below
  2. Save Template: Save it to your computer, for example as bulk_booking_template.csv
  3. Review Sample Data: Template includes example entries showing correct format. The first row is a Paddock / GPP delivery with lifting services filled in; the other rows are deliveries without lifting.

📥 Download Official Template

Download CSV Template

Template includes sample data showing correct format

DHL, RPM and DO&CO: use the template for your dedicated Paddock location

Paddock / DHL Template Paddock / RPM Template Paddock / Do&Co Template

Step 3: Prepare Your CSV File

Required Column Headers (must match exactly)

Column Description Required Example
contact_name Name of the person creating the booking ✅ Required John Smith
contact_email Email address for booking confirmations ✅ Required john.smith@example.com
contact_phone Booking contact phone number ✅ Required 555-100-0001
date Delivery date ✅ Required 2026-11-06
time Delivery time window, matching an available slot ✅ Required 08:00-10:00
location Delivery location (exact name from the list below) ✅ Required Paddock / GPP
shipping_company_name Your company name ✅ Required ABC Logistics Inc
shipping_contact Shipping contact person ✅ Required John Doe
shipping_contact_number Shipping contact phone number ✅ Required 555-123-4567
trucking_company Trucking company Optional XYZ Transport
truck_type Vehicle type ✅ Required below-30
receiving_company Receiving company ✅ Required F1 Team Mercedes
receiving_contact Receiving contact ✅ Required Sarah Johnson
receiving_contact_number Receiving phone ✅ Required 555-987-6543

Data Format Requirements

Date Format

  • Preferred: YYYY-MM-DD. MM/DD/YYYY and MM-DD-YYYY are also accepted and converted automatically
  • Valid Range: October 19 - November 27, 2026 (no deliveries on October 25)
  • Examples: 2026-11-06, 2026-11-07, 11/09/2026

Time Format

  • Required: the full time window in 24-hour HH:MM-HH:MM format
  • Available Slots: Must match a time slot that exists for that location and date. Slot times differ by location and day, so use "Schedule Delivery" to see the available windows first
  • Examples: 06:30-08:30, 08:00-10:00, 12:30-14:30, 16:00-18:00

East Harmon Triangle Time Windows

The windows at East Harmon Triangle change during the event. Copy the window for your delivery date exactly as shown into the time column:

Delivery dates Time windows (use in the time column)
October 19 – November 15
(no deliveries October 25)		 06:30-08:30 08:30-10:30 10:30-12:30 12:30-14:30 14:30-16:30 16:30-18:30 18:30-20:00
November 16 – November 24 06:00-08:00 08:00-10:00 10:00-12:00 12:00-14:00 14:00-16:00 16:00-18:00
November 25 07:00-09:00 09:00-11:00 11:00-13:00 13:00-15:00 15:00-16:00
November 26 06:30-08:30 08:30-10:30 10:30-12:30 12:30-14:30 14:30-15:00
November 27 06:30-08:30 08:30-10:30 10:30-12:30 12:30-14:30 14:30-16:30 16:30-17:00

Example row value: a delivery on November 11 between 6:30 and 8:30 AM is 06:30-08:30; on November 24 between 6:00 and 8:00 AM it is 06:00-08:00.

Valid Locations

Location names must match exactly (case-sensitive):

Paddock / GPP
Pit Lane
Turn Club / Pot Belly
West Harmon
Flamingo / North Koval
Sphere / Manhattan
East Harmon BOH
East Harmon Triangle
LVGP Ops Compound
Do&Co Kitchen 1 / Ochoa
South Koval (Suites)
ETC & IBC Compound
Start/Finish (Crane)

Truck Types

  • below-30 - For trucks under 30 feet
  • above-30 - For trucks 30 feet and above

Phone Numbers

  • Format: 555-123-4567 (US format)
  • International: +44-20-1234-5678 (include country code)
  • No Special Characters: Avoid extra spaces, parentheses, or dashes beyond format

Optional: Lifting Services (Paddock / GPP)

Book Lifting With Your Deliveries

Add these columns to book telehandler and/or truck unloading/loading service with a Paddock / GPP delivery. Leave them blank on rows that don't need lifting. Files without these columns still work.

Column Description Required Example
lifting_services telehandler, unloading, or both ✅ For lifting both
suite_number Paddock Club suite: PC201-PC211 or PC301-PC315 ✅ For telehandler PC308
estimated_duration Estimated hours needed Optional 2
cargo_description What is being lifted Optional Suite furniture on 4 pallets
total_pieces Number of pieces Optional 4
total_weight Weight of the heaviest piece (lbs) Optional 1200
special_instructions Notes for the lifting team Optional West landing

How Lifting Is Scheduled

  • Paddock / GPP only: lifting can only be added to Paddock / GPP deliveries
  • Dates: telehandler service is available October 26 - November 16 and November 22 - 26, 2026 (last window on November 26 is 12:00 - 2:00 PM); unloading/loading October 26 - November 27, 2026
  • Timing: lifting starts when the delivery window ends. A delivery at 08:00-10:00 gets the telehandler from 10:00 to 12:00 and unloading at 10:00
  • Telehandler hours: 6:00 AM - 8:00 PM, so a delivery must end by 18:00 to include telehandler service
  • Access point: set automatically from the suite number (2nd/3rd Floor, East/West)
  • Roof suites (PC401-PC403): crane access only; contact LVGP to arrange these

Telehandler Capacity

  • Through November 1: one telehandler team, so one booking per time window
  • From November 2: two teams, so two bookings per window, and they must use different access points
  • Unloading/loading: up to 4 trucks at the same time
  • Rows in the same file count too: two rows in your file can't both take the last space in a window
  • If a row's lifting can't be booked, that row's delivery is not booked either. The results show the reason; change the time and upload that row again

Confirmation

You'll receive one confirmation email listing your deliveries and their lifting confirmation numbers (format: LIFT1106ABCD1234). Lifting Services and the Marshalling Yard receive a copy. Lifting services are billed directly by LVGP. Questions: f1lvgp_liftingservices@twigroup.com

Step 4: CSV File Validation

File Requirements

  • Format: Must be .csv file (not Excel .xlsx)
  • Encoding: UTF-8 recommended
  • Size: Practical limit around 1000 bookings
  • Minimum: 5 bookings required
  • Headers: First row must contain exact column names

Common Validation Errors

  1. Missing Required Fields: Empty cells in required columns
  2. Invalid Date Format: Wrong date format or dates outside event period
  3. Invalid Time Format: Incorrect time format or unavailable time slots
  4. Invalid Location: Location name doesn't match valid options (case-sensitive)
  5. Invalid Truck Type: Must be exactly below-30 or above-30
  6. Invalid Phone Format: Incorrect phone number format
  7. Lifting Columns: lifting on a non-Paddock row, a missing or unknown suite number, a delivery that ends after 18:00 with telehandler, or lifting details filled in with lifting_services left blank

Step 5: Upload and Review

Upload Process

  1. Select File: Click "Choose File" and select your CSV
  2. Automatic Validation: System validates your data immediately
  3. Preview Display: See first 5 rows of your data
  4. Validation Results: Review any errors or warnings

📁 Choose File

✅ Validation Passed ❌ 3 Errors Found ⚠️ 1 Warning

What You'll See

  • Data Preview: First 5 rows of your CSV displayed
  • Validation Status: ✅ Success or ❌ Error indicators
  • Error Details: Specific error messages for each problem
  • Row Numbers: Exact location of any errors in your file

Step 6: Process Bookings

If Validation Passes

  1. Click "Proceed To Bookings":
  2. Processing Status: System shows real-time progress
  3. Individual Processing: Each booking processed separately

Results Summary

You'll receive:

  • Success Count: Number of successfully created bookings
  • Failure Count: Number of failed bookings
  • Confirmation Numbers: Unique IDs for successful bookings (format: LVGP1106ABCD1234), with the lifting confirmation number next to any row that included lifting
  • Lifting Count: Number of lifting service requests booked
  • Error Details: Specific reasons for any failures

Partial Success Handling

  • Mixed Results: Some bookings may succeed while others fail
  • Individual Errors: Each failure has specific error message
  • Retry Options: Fix errors and reprocess only failed bookings
  • Keep Records: Save confirmation numbers for successful bookings

Troubleshooting

File Upload Issues

"File Format Not Supported"

Causes:
  • File is not .csv format
  • File corrupted or damaged
  • File too large
Solutions:
  • Save as CSV from Excel: File → Save As → CSV (Comma delimited)
  • Check file size (should be under 10MB)
  • Try uploading a smaller test file first

"Invalid CSV Format"

Causes:
  • Missing column headers
  • Headers don't match required names exactly
  • Extra commas or formatting issues
Solutions:
  • Use the provided template as starting point
  • Check column headers match exactly (case-sensitive)
  • Remove extra commas or special characters

Data Validation Issues

"Slot Not Available"

Causes:
  • Time slot already fully booked
  • Location at capacity for that time
  • Date/time combination doesn't exist
Solutions:
  • Try different time slots
  • Consider alternative locations
  • Spread bookings across multiple days
  • Contact support for capacity information

"Invalid Location" Error

Causes:
  • Location name doesn't match valid options
  • Typos or extra spaces in location name
  • Case sensitivity issues
Solutions:
  • Copy location names exactly from the valid list
  • Check for extra spaces before/after location name
  • Ensure exact case matching (e.g., "Paddock / GPP" not "paddock")

Best Practices

File Preparation

  1. Start with Template: Always use the official CSV template
  2. Validate Data: Check your data before uploading
  3. Test Small: Try 5-10 bookings first to verify format
  4. Keep Backups: Save copies of your original CSV files
  5. Clean Data: Remove extra spaces, special characters

Upload Strategy

  1. Off-Peak Hours: Upload during low-traffic times
  2. Batch Processing: Break large uploads into smaller chunks
  3. Alternative Times: Have backup time slots ready
  4. Location Variety: Spread bookings across different locations

Error Management

  1. Fix and Retry: Correct errors and reprocess only failed bookings
  2. Document Issues: Keep track of common errors for future uploads
  3. Communication: Inform your team of successful booking confirmations
  4. Follow Up: Verify important bookings individually

Security and Data Privacy

File Security

  • Local Processing: CSV files are processed locally in your browser
  • No Storage: Files are not permanently stored on servers
  • Secure Upload: All data transmitted using encryption
  • User Authentication: Only authenticated users can upload

Sample CSV Structure

The first two rows book lifting with Paddock / GPP deliveries; the others are deliveries only. The template also has total_pieces, total_weight and special_instructions columns, not shown here.

contact_name contact_email contact_phone date time location shipping_company_name shipping_contact shipping_contact_number trucking_company truck_type receiving_company receiving_contact receiving_contact_number lifting_services suite_number estimated_duration cargo_description
John Smith john.smith@example.com 555-100-0001 2026-11-06 08:00-10:00 Paddock / GPP ABC Logistics Inc John Smith 555-123-4567 XYZ Transport above-30 F1 Team Mercedes Sarah Johnson 555-987-6543 both PC308 2 Suite furniture on 4 pallets
John Smith john.smith@example.com 555-100-0001 2026-11-06 10:00-12:00 Paddock / GPP ABC Logistics Inc John Smith 555-123-4567 XYZ Transport below-30 F1 Team Mercedes Sarah Johnson 555-987-6543 unloading 1 Catering equipment
John Smith john.smith@example.com 555-100-0001 2026-11-07 06:00-08:00 Turn Club / Pot Belly ABC Logistics Inc John Smith 555-123-4567 below-30 Example Events LLC Mike Wilson 555-456-7890
John Smith john.smith@example.com 555-100-0001 2026-11-07 12:00-14:00 West Harmon ABC Logistics Inc John Smith 555-123-4567 FastTrack Shipping above-30 McLaren F1 Team Lisa Brown 555-321-0987
John Smith john.smith@example.com 555-100-0001 2026-11-09 14:00-16:00 Pit Lane ABC Logistics Inc John Smith 555-123-4567 QuickMove Freight below-30 Sample Hospitality Co Emma Garcia 555-789-0123
🏁 Ready for Bulk Upload?
Download the template, prepare your data, and streamline your F1 delivery scheduling!