Instructions
Kent/Surrey Branch Secretary Portal
To update the BeeCraft subscription records for your branch, please follow the instructions below.
How to update my records
1. Visit https://www.bee-craft.com/upload-scheme-c/
2. Enter your email address and discount code to log into the portal.
3. You will see the Control Panel with four options:
- Upload CSV to upload your file with the data you want to update
- Instructions, which takes you to the current page
- Download Template, which allows you to download a CSV with the contacts you currently have in your group. This can be useful because you can modify it with updates and re-upload it
- Logout to sign out
4. If you go to Upload CSV, you can attach your CSV and the system will validate it. The system will intuitively indicate if you have made a formatting error, if any data is missing, etc. Once the file is validated, you can click NEXT and the file will be uploaded.
5. If you have few contacts, the file will upload quickly and you will see a message indicating that the process is complete. If you have many contacts, the process may take a few minutes. Please do not close the window while the progress bar has not reached 100% and the system has not indicated in green that everything has been processed.
How to write the CSV file
To add a new subscriber:
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Fill in columns A–O.
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The Subscription type column can only contain P for “Print & digital” or D for “Digital only”.
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The To be deleted? column can only contain Y if you want to cancel the subscription or N if you want to keep it.
To update an existing subscriber (eg change of address or subscription type):
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Fill in all columns A–O. However, do not modify the subscriber’s email so that the contact can be identified.
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Put an N in the last column.
To cancel a subscriber:
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Fill in all columns A–O. However, do not modify the subscriber’s email so that the contact can be identified.
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Put an Y in the last column.
Notes:
You can only submit one CSV per day.
Each subscriber’s identifier is their email address. If you wish to change your email address, please contact us at [email protected]. If someone wishes to subscribe twice in order to receive two copies, they must do so using two separate email accounts.
If you already have several subscribers in your group and wish to add some new ones, there’s no need to upload those who are already registered again. It doesn’t matter if you do, but it isn’t necessary. You only need to upload the new subscribers or the ones you want to update.
You can generate the CSV from your your spreadsheet application, for example Excel, Google Sheets, or a similar program. Once you have updated all the necessary data, save/export the file as a CSV. Files in XLS or XLSX format are not valid.
The file has 15 columns. You must respect both the names and the order of all of them: Start subscription month,Start subscription year,End subscription month,End subscription year,Title,Name,Surname,Address line 1,Address line 2,Town/City,County,Postcode,Email address,Subscription type,To be deleted?
If you have any questions regarding this process, please contact [email protected].