Beacon

Bulk creating related records

Updated 6 months ago

Sometimes you'll want to create a number of records for a given list of other records in Beacon. What a confusing sentence.

Here's a couple of tangible examples:

  • For a list of 100 people, create 100 event attendees (add 100 people to an event so you can send them invites)
  • For a list of 20 payments, create 20 tasks (e.g. to acknowledge manually via a phone call)

Beacon is pretty flexible, so this works with any kind of record - even custom record types.

You can create related records for any record type, but in this example, let's create event attendees for a list of people. Specifically, we want to invite these people to a certain event - so we need to create event attendees to add them to the event.

1) Go to a list of records that you'd like to create related records for. E.g. "people"

2) Select the people rows that you'd like to add to the event

Screenshot 2019-02-25 at 18.32.28

3) Click the three dots in the top left, and then click Create related records

Screenshot 2019-02-25 at 18.32.03

Screenshot 2019-02-25 at 18.31.17

4) As we're creating Event attendees, select that from the dropdown. We can also set additional data that should be set for each new record created:

Screenshot 2019-02-25 at 18.34.31

5) Click create. Within a few seconds, all of your event attendees will be created!

Screenshot 2019-02-25 at 18.36.06

Frequently asked questions

Records in Beacon "link" to each other. This is one of the fundamental Beacon concepts about the way data is stored. See the link to another record docs.

For example:

  • Payments link to people via the "donor" and "fundraiser" fields
  • Event attendees link to people via the "person" field
  • People link to organisations via the "organisation" field

When creating related records in bulk, the linking field will be set for each row you've selected. This is how you can bulk associate people with an event, for example.

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