Getting your existing data into a new CRM is an essential step to realising its potential. Beacon is flexible, allowing you get your data into your new account in two different ways: Importing your existing spreadsheets (which can be more thorough, but also more complex), or using our 'Standard Templates'. Beacon Standard Templates make getting data into your new account straightforward and easy - something we could all use a little more of in our day!

Using the templates is fairly simple - download the spreadsheet template linked below, add your data, then use the pre-built import template in Beacon to bring it all in!

For Excel, download the file to your computer by going to File > Download > Microsoft Excel (.xlsx) For Google Sheets, copy the file to your own Google Drive by going to File > Make a copy (Select 'Copy comments' to keep our helpful tips!)

We have included Beacon Standard Templates for a variety of data types. Click through to see advice and tips for filling out each spreadsheet:

People are the core of most Beacon databases, and are usually the first thing to be imported. Below are some tips for adding your data to the 'People' template.

Enter a supporter's full name (e.g. Mr Ben Cook). Beacon will split out names automatically when importing. Titles can be included here also - Miss, Captain, Reverend, etc.

Beacon will recognise and correctly import emails in any of the following formats:

All emails will be automatically converted to lowercase during the import.

Each person you're importing should have a unique email address. If two contacts have the same email, they will have their data merged when importing. This is also how we can link payments to the correct donor!

Beacon only imports valid phone numbers, from anywhere in the world.

Can be any of:

Any other options will need to be added to the field in Beacon, and mapped in the import template.

You can import multiple options here, separated by either commas , pipes | or semicolons ;

Split addresses out into their component parts. Try to ensure there is always a 'Line one'.

Add any contact consent that each person has given.

Can be any of:

You can import multiple options here, separated by either commas , pipes | or semicolons ;

Can be any of:

Any other options will need to be added to the field in Beacon, and mapped in the import template.

You can import multiple options here, separated by either commas , pipes | or semicolons ;

Can be any of:

Any other options will need to be added to the field in Beacon, and mapped in the import template.

UK or universal date format (ISO). For example:

15/06/2021
2021-06-15

Can be any of:

If blank, will be same as 'No'.

Simply the text of their job title!

The name of the organisation this person works for. We will use the name to link to the Organisation record of the same name.

You can import Facebook "handles" (e.g. @cjhoughton, zuck), or specify the full URL

You can import Twitter "handles" (e.g. @cjhoughton, zuck), or specify the full URL

Enter the full URL of the user or channel

Enter the full URL of the profile or page

Enter the full URL

Enter any text to include in each person's notes

People and Organisations in Beacon are stored separately. Below are some tips for adding your data to the 'Organisations' template to get them imported cleanly.

This should be unique to each row, as we'll merge any organisations with the same name. If they are not duplicates, you can add detail to make them unique. For example:

Instead of two 'Sainsburys' entries, make them 'Sainsburys - Mayfair' and 'Sainsburys - Gospel Oak'

Can be one of:

Any other options will need to be added to the field in Beacon, and mapped in the import template.

This is the general email for the organisation.

Beacon will recognise and correctly import emails in any of the following formats:

All emails will be automatically converted to lowercase during the import.

You can import multiple emails from the same cell separated by commas , pipes | or semicolons ; . The first email will be set as Primary, and the rest as Secondary emails.

This is the general phone numbers for the organisation.

Beacon only imports valid phone numbers, from anywhere in the world.

Split addresses out into their component parts. Try to ensure there is always a 'Line one'.

Enter the full URL

Enter any text to include in each organisation's notes

This should be the email of the Person in Beacon that will be set as the primary contact for this organisation.

Having a full donation and payment history of your contacts makes a fundraising CRM really sing! Though we'll import the payments from organisations and people separately, they can all be entered into the same spreadsheet - our standard templates will take care of the rest.

Follow the tips below to get your transactions entered into the template and into Beacon.

If you have IDs from the processor of the payment (e.g. Stripe, JustGiving, CAF) or from a previous system (Donorfy, Raiser's Edge, thankQ), enter it here. This should be unique - no two payments should share an ID.

If the payment is from an organisation, enter their full name of the organisation here. We'll set the Organisation record in Beacon that has this name as the 'Payer'

If the payment is from a person, enter their email here. We'll set the Person record that has this email address as the 'Payer'.

If you don't know who the payment was from (such as anonymous donations) leave this cell blank.

If someone was responsible for this payment coming to you (such as a challenge event fundraiser), enter their email here. We'll set the Person record that has this email address as the 'Fundraiser'.

UK or universal date format (ISO). For example:

15/06/2021
2021-06-15

Can be one of:

Any other options will need to be added to the field in Beacon, and mapped in the import template.

This is where the payment came from - sometimes a platform (like Facebook or Donr), sometimes a general channel (such as over the phone or from your website's donation form).

Can be one of:

Any other options will need to be added to the field in Beacon, and mapped in the import template.

Can be one of:

Any other options will need to be added to the field in Beacon, and mapped in the import template.

If you have recurring donations, we recommend to keep them as 'Donation' and then create a subscription that they link to. A little more info on our page about the payments record type.

This is optional to use! We will use your account's default currency if it's blank, or you can enter the currency code of this payment's amount (e.g. GBP, EUR, USD).

The total amount that was paid. You don't need a currency symbol (£, €, $) but you can include one if you want.

This is optional to use! We will use your account's default currency if it's blank, or you can enter the currency code of this payment's fees (e.g. GBP, USD).

The total of any fees that were taken from this payment. You don't need a currency symbol (£, €, $) but you can include one if you want.

If this money came to you as part of a particular campaign (such as your 'Spring Appeal' or 'Green Ribbon Day'), enter the name of the campaign here. If it already exists in Beacon we'll link to that Campaign record, otherwise we'll create a new Campaign record.

If this money is restricted to a particular purpose (such as 'Roof repairs' or 'Sub-Saharan medical supplies'), enter the name of the fund here. If it already exists in Beacon we'll link to that Fund record, otherwise we'll create a new Fund record.

If this money is related to an event - it could be a ticket, a donation from, or towards the event - enter the name of the event here. If it already exists in Beacon we'll link to that Event record, otherwise we'll create a new Event record.

If a payment is part of recurring giving, enter the ID of the subscription here. You may be importing these also, or it might already be in Beacon with the ID in the 'External ID' field.

Is this payment potentially claimable for Gift Aid? In general, any donations would have 'Yes' here, regardless of whether the donor has a Gift Aid declaration, or a valid address, already been claimed, etc - they won't be claimed unless they pass all other criteria!

More detail on our guide to Gift Aid in Beacon.

Can be any of:

If blank, will be same as 'No'.

If a payment has already been claimed on Gift Aid, enter 'Yes' here. We won't add any already-claimed payments to a new claim.

Can be any of:

If blank, will be same as 'No'.

This is for Gift Aid, and is used where this payment is a combination of smaller payments from various donors given to you by a fundraiser as one lump-sum. You can then get a single sponsorship Gift Aid declaration from the fundraiser to be able to claim Gift Aid on this payment.

Can be any of:

If blank, will be same as 'No'.

Are you claiming or have claimed this payment under HMRC's Gift Aid Small Donation Scheme (GASDS)? The payment should have been paid only by cash or contactless card, and be £30 or under.

Can be any of:

If blank, will be same as 'No'.

Enter any text to include in each payment's notes.

If you have an ID that is unique to this subscription, enter it here. If you're also importing payments from these subscriptions, this is the ID that they will link to.

If the subscription is from an organisation, enter their full name of the organisation here. We'll set the Organisation record in Beacon that has this name as the 'Payer'.

If the subscription is from a person, enter their email here. We'll set the Person record that has this email address as the 'Payer'.

This is optional to use! We will use your account's default currency if it's blank, or you can enter the currency code of this payment's amount (e.g. GBP, EUR, USD).

The total amount that was paid. You don't need a currency symbol (£, €, $) but you can include one if you want.

How often do you receive a payment from this subscription?

Can be one of:

Any other options will need to be added to the field in Beacon, and mapped in the import template.

Can be one of:

Any other options will need to be added to the field in Beacon, and mapped in the import template.

Can be one of:

Any other options will need to be added to the field in Beacon, and mapped in the import template. If any of these options have payments automatically added (standing order automation, Stripe, GoCardless), you will also need to have a matching option in the 'Type' field on Payments if it is not the types above.

Can be one of:

Any other options will need to be added to the field in Beacon, and mapped in the import template.

The date of the first payment for this subscription.

UK or universal date format (ISO). For example:

15/06/2021
2021-06-15

The date of the last payment received for this subscription.

UK or universal date format (ISO). For example:

15/06/2021
2021-06-15

The date that the next payment is expected to happen (should be in the future) for this subscription.

UK or universal date format (ISO). For example:

15/06/2021
2021-06-15

The date that this subscription was cancelled (if it has been).

UK or universal date format (ISO). For example:

15/06/2021
2021-06-15

Can be one of:

Any other options will need to be added to the field in Beacon, and mapped in the import template.

Is this subscription potentially claimable for Gift Aid? In general, any donations would have 'Yes' here, regardless of whether the donor has a Gift Aid declaration, or a valid address, already been claimed, etc - they won't be claimed unless they pass all other criteria!

More detail on our guide to Gift Aid in Beacon.

Can be any of:

If blank, will be same as 'No'.

If this money came to you as part of a particular campaign (such as your 'Spring Appeal' or 'Green Ribbon Day'), enter the name of the campaign here. If it already exists in Beacon we'll link to that Campaign record, otherwise we'll create a new Campaign record.

If this money is restricted to a particular purpose (such as 'Roof repairs' or 'Sub-Saharan medical supplies'), enter the name of the fund here. If it already exists in Beacon we'll link to that Fund record, otherwise we'll create a new Fund record.

If this is a standing order subscription, and you'd like Beacon to automatically create these payments as they're expected, enter 'Yes' here. More details in our guide to automating your standing orders.

If this subscription gets paid directly to your bank account with the same reference each time (such as standing orders), enter it here.

Enter any text to include in each subscriptions's notes.