This page sets out exactly what your Member Association (MA) needs to provide in order for your hostels to go live on the new HI Hostels website. Please read it carefully before preparing your submissions.
A baseline dataset has already been migrated from the existing hihostels.com site and pre-loaded into your MA folder in Sharepoint. This gives you a starting point — but it is limited, and most MAs will need to review, correct, and extend it before it meets the standard required for go-live.
There are two tiers of content to be aware of.
Tier 1 — Core hostel records. These are required for go-live. Every hostel must have its core record complete before it can be published on the site.
Tier 2 — Content and offering collections. These are optional enrichment layers — facilities, experiences, services, deals, and so on. You can provide these at any time, before or after go-live, and they will be imported as they become available.
The CSV templates in your Sharepoint MA folder are not blank. They have been pre-populated with content migrated from the existing hihostels.com site. For most MAs, this means your hostel names, addresses, basic descriptions, and contact details are already present.
However, this migrated content has limitations. Descriptions are often short, out of date, or not written to the standard the new site requires. Many fields are empty. Images are not included. You should treat the pre-populated data as a first draft to be reviewed and improved — not as content that is ready to publish.
Every MA will take one of three approaches to preparing their content. Choose the approach that suits your team's capacity and technical setup.
We will assume that you wish to take up this option unless you notify the HI Digital team otherwise.
HI will use AI to generate improved content on your behalf, drawing on your own MA website as source material. If you have any other content sources (e.g. PDFs, secondary websites) that would be useful, please share these with us ASAP.
HI will generate draft descriptions and other text fields, load them into the Content Hub and flag them to you for review, editing, and sign-off before anything is published.
This approach is especially well suited to MAs with large hostel networks or limited capacity to write content from scratch.
Open the pre-populated CSV files in your Sharepoint folder. Review each field, correct any errors, improve descriptions, fill in missing fields, and add image references. Return the completed files to your MA folder when ready.
This is the most straightforward approach and is suitable for any MA regardless of technical capability. It may also be suitable for large MAs who have this content already defined in their own systems and can simply run an extract in the correct format.
If you wish to take up this option, simply notify the HI Digital team and we will leave you to it. Please review the timelines for go-live as part of this decision.
If your MA is part of the proposed integration pilot, you can supply your content directly from your own systems rather than completing CSV templates manually. Prepare your data as CSV, JSON, or XML files, structured according to the field definitions in the content upsert files shared in the Sharepoint.
Your integration files should be placed in your dedicated MA folder. The HI Digital team will validate the structure and import the data. Please contact the HI Digital team in advance if you are taking this route, so that any format questions can be resolved before submission.
For each image field in your CSV, you can either:
Provide a direct URL to an existing image — this must be a static permalink that can be displayed by third-party websites (i.e. not blocked by hotlink protection). The raw image URL from your own hostel website is often suitable, but check that the image loads when you paste the URL directly into a browser. Do not use gallery viewer URLs, CMS preview links, or social media links — only use the direct image file URL, ending in .jpg, .png, or similar.
Upload the image file into your dedicated MA assets folder in Sharepoint — and reference the exact filename in the relevant column of your CSV. Filenames must be unique, so we recommend prefixing them with your MA code and hostel name: for example, yha-edinburgh-central-hero.jpg.
Please do not submit low-resolution images (below 1200px wide) or images with watermarks.
Every hostel in your network needs a complete core record submitted via the Hostels CSV template (or equivalent integration file). The fields below are split into required (marked *) and recommended. Required fields must be complete for a hostel to go live. Recommended fields are not blocking but should be provided wherever possible.
* Hostel name — The full display name of the hostel as it should appear on the site.
* Hostel code (slug) — A unique identifier for the hostel, using lowercase letters, numbers, and hyphens only. No spaces or special characters. We recommend using the hostel name with hyphens: for example, hi-edinburgh-central. This code must be unique across the entire HI network.
* PMS Property ID — The local Property Management System ID used for booking and availability sync.
* Member association — Your MA code, as provided by the HI Digital team.
* Short description — A concise summary of the hostel, between 40 and 100 characters. This is used in search results, listing cards, and previews. It should capture the hostel's character in a single sentence. Example: Clifftop hostel with spectacular sea views and nightly social events.
A migrated short description may already exist in your CSV. Review it carefully — many migrated descriptions are too long, too generic, or out of date.
* Full description — A full editorial description of the hostel: its character, what makes it special, its location, and what guests can expect. 150–300 words is the recommended length. Write naturally — this is the primary piece of editorial copy on the hostel page.
* Street address
* City
* Country
* Latitude and longitude — Required for map placement. Decimal format to at least 4 decimal places: for example, 55.9533 and -3.1883.
Postal code — Recommended.
State or province — Recommended where applicable.
Address line 2 — Optional.
Phone — General enquiries number in international format: for example, +44 131 524 2090.
Email — General contact email address.
Website — Your hostel's own website URL or MA listing page, if one exists.
Check-in time — Earliest check-in time, for example 15:00.
Check-out time — Latest check-out time, for example 10:00.
* Meta title — The page title shown in search engine results. Maximum 60 characters. Should include the hostel name and a brief descriptor: for example, HI Edinburgh Central — Hostel in the heart of the Old Town.
* Meta description — The summary shown in search engine results. Maximum 150 characters. Should describe the hostel clearly and compellingly.
Book URL — The direct link to the hostel's booking page or local reservation system. Highly recommended — this drives conversions directly from the hostel page.
Sustainability, safety and accessibility features should be captured hostel. This will be important to help demonstrate the quality of our global offer.
Images are one of the most important parts of a hostel record. Please provide the best quality imagery you have. Unlike the text fields, images are not pre-migrated — you will need to provide these yourself.
* Hero image — The primary image for the hostel page and listing cards. Should be a strong, high-quality photograph — typically a signature interior or exterior shot that captures the hostel's character.
Common area image — A photograph of shared social spaces: lounges, kitchens, common rooms.
Exterior image — A photograph of the building facade, entrance, or surroundings.
Room image — A photograph of the sleeping accommodation.
Common area gallery — Up to 10 additional images of social and shared spaces.
Exterior gallery — Up to 10 additional images of the building and surroundings.
Room gallery — Up to 10 additional images of sleeping accommodation.
Every hostel in your network needs a complete core record submitted via the Hostels CSV template (or equivalent integration file). The fields below are split into required (marked *) and recommended. Required fields must be complete for a hostel to go live. Recommended fields are not blocking but should be provided wherever possible.
* Hostel name — The full display name of the hostel as it should appear on the site.
* Hostel code (slug) — A unique identifier for the hostel, using lowercase letters, numbers, and hyphens only. No spaces or special characters. We recommend using the hostel name with hyphens: for example, hi-edinburgh-central. This code must be unique across the entire HI network.
* PMS Property ID — The local Property Management System ID used for booking and availability sync.
* Member association — Your MA code, as provided by the HI Digital team.
* Short description — A concise summary of the hostel, between 40 and 100 characters. This is used in search results, listing cards, and previews. It should capture the hostel's character in a single sentence. Example: Clifftop hostel with spectacular sea views and nightly social events.
A migrated short description may already exist in your CSV. Review it carefully — many migrated descriptions are too long, too generic, or out of date.
* Full description — A full editorial description of the hostel: its character, what makes it special, its location, and what guests can expect. 150–300 words is the recommended length. Write naturally — this is the primary piece of editorial copy on the hostel page.
* Street address
* City
* Country
* Latitude and longitude — Required for map placement. Decimal format to at least 4 decimal places: for example, 55.9533 and -3.1883.
Postal code — Recommended.
State or province — Recommended where applicable.
Address line 2 — Optional.
Phone — General enquiries number in international format: for example, +44 131 524 2090.
Email — General contact email address.
Website — Your hostel's own website URL or MA listing page, if one exists.
Check-in time — Earliest check-in time, for example 15:00.
Check-out time — Latest check-out time, for example 10:00.
* Meta title — The page title shown in search engine results. Maximum 60 characters. Should include the hostel name and a brief descriptor: for example, HI Edinburgh Central — Hostel in the heart of the Old Town.
* Meta description — The summary shown in search engine results. Maximum 150 characters. Should describe the hostel clearly and compellingly.
Book URL — The direct link to the hostel's booking page or local reservation system. Highly recommended — this drives conversions directly from the hostel page.
Sustainability, safety and accessibility features should be captured hostel. This will be important to help demonstrate the quality of our global offer.
Images are one of the most important parts of a hostel record. Please provide the best quality imagery you have. Unlike the text fields, images are not pre-migrated — you will need to provide these yourself.
* Hero image — The primary image for the hostel page and listing cards. Should be a strong, high-quality photograph — typically a signature interior or exterior shot that captures the hostel's character.
Common area image — A photograph of shared social spaces: lounges, kitchens, common rooms.
Exterior image — A photograph of the building facade, entrance, or surroundings.
Room image — A photograph of the sleeping accommodation.
Common area gallery — Up to 10 additional images of social and shared spaces.
Exterior gallery — Up to 10 additional images of the building and surroundings.
Room gallery — Up to 10 additional images of sleeping accommodation.
If a hostel accepts organised group bookings — school trips, youth groups, and similar — set the Group hostel field to Yes in the CSV. If you do this, the following additional fields are also required.
Group description — A tailored description for group audiences: what makes this hostel suitable for groups, what group facilities are available, and any relevant operational notes. 100–250 words recommended.
Group minimum size — The smallest bookable group size, as a number.
Group maximum size — The largest bookable group size, as a number.
Group contact phone — The phone number for group booking enquiries.
Group contact email — The email address for group booking requests.
Group enquiry URL — A link to your group booking or enquiry page, if one exists.
Group room types — Indicate which room types from the standard HI group room type list are available for group bookings.
Group accommodation overview — A brief editorial summary of accommodation specifically for groups.
Group services overview — A brief editorial summary of group-specific services: packed lunches, meeting rooms, transfers, and similar. Maximum 250 characters.
Group experiences overview — A brief editorial summary of activities or experiences available to groups. Maximum 250 characters.
Group food and beverage overview — A brief summary of food and beverage provision for groups. Maximum 250 characters.
Group accessibility notes — Any additional accessibility guidance specific to group visits or large parties.
Once your core hostel records are submitted, you can enrich them with additional content across any of the collections below. Each has its own CSV template (or content upsert file for integration pilot MAs). You can submit these at any point — before or after go-live — and they will be imported when received.
None of these are required for go-live. However, the more content you provide, the richer and more useful your hostel pages will be for guests.
The same three submission approaches apply: manual completion of CSV templates, AI-assisted content generation by HI, or structured integration files for pilot MAs.
Named individual facilities associated with your hostels — for example, a hillside walking trail, a rooftop terrace, a climbing wall, or a fitness room. Each record includes a name, description, image, category, and theme.
Named activities and experiences available at or through your hostels — guided tours, cycling routes, cultural events, night walks, and so on. Each record includes a name, description, image, availability dates, booking URL, and theme.
Named services available at your hostels — bike hire, luggage storage, packed lunches, seminar rooms, airport transfers, and similar. Each record includes a name, description, image, service type, and an indication of whether it costs extra.
Named promotional deals — member discounts, seasonal offers, early bird rates, and so on. Each record includes a name, description, image, deal type, availability dates, and a booking link.
Individual named room records for hostels with distinct room types worth showcasing — for example, a private en-suite with a balcony or a heritage dormitory. Each record includes a name, description, image, and room type.
The same as Rooms, but scoped to group travel contexts. Useful for hostels with dedicated group sleeping arrangements.
Editorial travel guides relevant to your hostels — destination introductions, local itineraries, travel tips, or how-to content. Each guide includes a title, intro, full description, author, and publication date. Guides can be linked to specific hostels or scoped to a destination.
If you have questions about any field or are unsure which submission approach is right for your MA, contact the HI Digital team before you begin. It is much easier to resolve questions at the start than to correct errors during import.
Required for every hostel:Hostel name, code, and PMS ID · Short description · Full description · Hero image · Full address · Latitude and longitude · Meta title and meta description
Required additionally if Group hostel = Yes:Group description · Group min and max size · Group contact details · Group room types · Group content overviews
Optional enrichment (any time, any order):Facilities · Experiences · Services · Deals · Rooms · Group rooms · Guides · Tags
Submission routes:Manual CSV review and completion · AI-assisted generation by HI (on request) · Integration pilot structured files (CSV, JSON, or XML)