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Update the branch list from the Rep Master sheet

Audience: operators · Scope: the Branches screen and its import · Last reviewed: 2026-07-20

What this does — Branches are the rep offices and agencies that sales agents belong to. Every customer record carries a branch, quotes are attributed to it, and it links through to the matching organisation in the CRM. The list is not typed in by hand — it's imported from the Rep Master Google Sheet, and this article is how you run that import and read the result.

Before you start​

  • Be signed in — see Log in to the admin area.
  • Click Branches in the menu. Notice there's no Add button and no editable rows — this screen is a read-out of the sheet plus an Import button. To change a branch, change the sheet.
  • Make your edits in the Rep Master sheet first. Ask your Beta-Calco contact if you don't have access.

What the screen shows​

  • Regular imported branches — the live list: ID, Name, Code, Discount Groups, and Organisation ID.
  • Branches that are marked as deleted, but still in use — a warning table that only appears when there's something to fix. See clearing it below.

The Branches screen — the Import button, and the warning table for branches that still have people on them

Run the import​

  1. Edit the Rep Master Google Sheet — add a rep office, correct a name, or flag one to be dropped.
  2. In the admin, click Branches.
  3. Click Import (top right).
  4. Wait for the confirmation: "Branches updated."

What happens next​

The import matches rows to existing branches on the branch code, then:

  • A row whose code is new creates a branch.
  • A row whose code already exists updates that branch's name, organisation ID, discount groups, RSM details and win rate.
  • A branch that is no longer in the sheet (or is flagged not to sync) is marked for removal — and is then permanently deleted if no customer is assigned to it.
  • A branch marked for removal that still has customers on it is kept, and appears in the warning table.

Clear "deleted but still in use"​

This warning means the sheet says a branch is gone, but people are still attached to it — so the system kept it rather than orphaning them.

  1. Open Branch Cleanup (in the menu right under Branches). It lists exactly these people, grouped per deleted branch.
  2. Reassign them to their new branch there — or disable the accounts that shouldn't have access anymore.
  3. Come back to Branches and click Import again. The empty branches are now removed and the warning clears.

Good to know​

  • The sheet is the source of truth. Anything you'd want to change about a branch — its name, code, organisation ID, discount groups, RSM — is changed in the sheet and imported, not typed in the admin.
  • The branch code is the identity. Changing a code in the sheet doesn't rename a branch; it creates a new one and retires the old. Only change codes deliberately.
  • The import validates before it writes. If the sheet's header row doesn't match the column names configured under Custom Settings → Branches Synchronization, the import stops and tells you which headers it couldn't find — nothing is changed. The same goes for bad data in the rows.
  • Nobody is left without a branch. That's the whole point of the warning table — reassign first, import second.
  • Branches feed the CRM link. The Organisation ID ties the branch to its organisation in Pipedrive, so a wrong ID sends quotes to the wrong organisation. See Pipedrive.

Troubleshooting​

  • "Spreadsheet data did not pass validation." Either the header row or the data is off. The message lists the specific problems — fix them in the sheet and import again.
  • "Fetching spreadsheet failed." The sheet moved, was renamed, or its sharing changed. Ask your Beta-Calco contact to check the Rep Master Sheet setting.
  • A branch you deleted in the sheet is still listed. It still has customers on it — see above.

Screens and labels can differ slightly between environments — if a label doesn't match what you see, check with your Beta-Calco contact.