Sending medals to a list of people

How to upload a spreadsheet of up to 500 people, fix any problems, then check and release their medals.

When you're thanking a group, like every volunteer at your fun day, you can upload them as a list. Breaktape checks it and makes everyone's medal as a draft. Nothing is sent until you've checked a sample and released them.

Prepare your list

Use a CSV or Excel (.xlsx) file with one person per row and headings in the first row. You can start from the template: on the award's page, choose Give a medal, then A list of people, then Download a template.

Breaktape finds columns by their headings. Capitals and punctuation don't matter.

Column	Needed?	Headings it recognises	What goes in it
Name	Yes	Name, Full name, Recipient, Volunteer, Fundraiser, Supporter. Or First name and Last name (also Forename and Surname)	Their name as it should read on the medal
Email	Yes	Email, Email address, E-mail	Where their medal goes. For an under-13, a parent's or guardian's email
Line on the medal	No	Line on the medal, Line, Medal line, Medal text, Message, Reason	Their own line, up to 40 characters
Amount raised	No	Amount raised, Raised, Total raised, Fundraising, Donation	A number like 400 or £412.50. It becomes "Raised £400" on the medal
Under 13	No	Under 13, U13, Child	Yes or no. Leave it empty for no

If a row has both a line and an amount raised, the line is used. See The line on the medal.

Upload and check it

Go to Events, open your awards, and choose Give a medal on the award.
Choose the A list of people tab.
Under Your list, choose your file.
If anything needs fixing, you'll see your file's name and "needs a few fixes", with each problem listed by row. Nothing has been made yet. Fix the rows in your spreadsheet and upload it again.
When the list is clean, you'll see how many people are ready, which of your columns were read, and the first 15 people with their lines. Check them.
Choose Make N medals to check (N is the number of people).

The problems are written in plain English, for example:

"Row 14 has no email address."
"Row 22: the line on the medal is 46 characters. Keep it to 40, so it fits."
"Row 31: the amount raised isn't a number we can read. Use one like 400 or £412.50."
"Row 40: under 13 should be yes or no."
"Row 52 repeats row 18. Remove one, or they'll get two medals."

Check and release

Once the medals are made, you'll see "N medals made" and "They're drafts: nothing has been sent."

Choose Check and release.
Look at The sample: the longest name on the list and the longest line. If those fit, the rest will.
Under When should the emails go?, choose 7am tomorrow (recommended) or Straight away.
Tick Quiet mode only for a dry run. It makes every medal but sends nothing.
Tick "I've checked the sample, and the names, lines and design are right."
Choose Approve and release N medals, then Release medals to confirm.

One list at a time

Each award can have one list waiting at a time. While a list is waiting, the award shows List waiting and a Check and release button, and the A list of people tab asks you to release it before uploading another. You can still give single medals in the meantime.

Good to know

Up to 500 people per list. For more, split the list.
Only admins and editors can upload and release lists.
There's no way to cancel a waiting list yourself yet. If you made one by mistake, email support@breaktape.com.
After release, follow progress and any bounced emails on the Issuance page. See Following delivery.

Next in Thank-you awardsThe line on the medal

Still stuck?

Email support@breaktape.com and tell us which guide you were reading.