How do I update users in bulk

Changing many records at once, and the three ways to do it. Test on ten first, every time, because there is no bulk undo to fall back on.

Changing many records at once, and the three ways to do it. Test on ten first, every time, because there is no bulk undo to fall back on.

The options

• Select and act in the user list, for straightforward changes to a visible set.
• Import a file with the updated values, matched on email address.
• The API, where the change is complex or recurring.

Always test on ten

A column mapped wrongly across ten records is a minute to fix. Across ten thousand it is a cleanup project, and the records are already live.

There is no bulk undo, which is what makes this rule worth following without exception.

Matching is on email address

A file with a typo in an address either creates a new user or fails that row. Check the addresses before importing, not afterwards.

The common jobs

• Assigning existing users to organisations after setting up domain mapping.
• Filling a new custom field for everybody.
• Correcting names imported in the wrong format.
• Tagging a segment of customers.

Watch what it triggers

Updating users can fire triggers and send notifications. Check that before touching several thousand people who were not expecting to hear from you.

Do it outside busy hours

Large updates take time and add load. Nothing breaks, and it is one less thing happening while the queue is full.

Export first

The current values, before you change them. That file is your only way back if the update does something you did not intend.

See also

• Bulk importing users with the data importer
• Automatically adding users to an organisation by domain
• Custom fields on users and organisations