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How do I edit users in bulk?

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Written by Daria Nasedkina

Overview

When you need to update a lot of people at once, you can download your existing users as a spreadsheet, make all your changes there, and import the file back into Atlas in one go.

Step-by-step instructions

Step 1: Download the User Data file (in Atlas)

  1. Go to your Atlas admin page.

  2. Go to Users in the left-hand menu.

  3. Click the three dots on the right, then select Download User Data.

  4. Read the instructions, then click Download User Data. The file saves to your downloads folder as an .xlsx spreadsheet.

Step 2: Update your users in the file (in your spreadsheet app)

  1. Open the file in a spreadsheet application such as Microsoft Excel, Apple Numbers, or Google Sheets.

  2. Make your changes, following the instructions inside the file.

  3. Save the file and close it.

Step 3: Import the file back into Atlas (in Atlas)

  1. Back in Atlas, go to Users in the left-hand menu.

  2. Click the three dots, then select Import User Data.

  3. Read the instructions, then click Select a file to import.

  4. Find the file you just updated, select it, and click Open.

  5. If Atlas finds any errors in your data, the affected fields will be flagged in red. Hover over each to see a hint explaining what's wrong, then correct it directly on screen. Before import all issues must be resolved.

  6. Click Import data to apply your changes.

Interactive Walkthrough

FAQ

What can/can't be edited?

All fields can be updated except:

  • User ID, as this is a unique identifier the system assigns to each user, and it's how Atlas matches your changes to the right person.

  • Sign-in method from username to email, this is something that our support team should be able to help you with

    Submit a support ticket

Can I add new users in the User Data file while I'm editing?

No. The file is only for editing existing users — Atlas won't recognise new entries and will ask you to remove them. To add new people, use the New User Template instead, see How do I add users in bulk?

I get a "We found errors" message after importing — what should I do?

This means some fields contain inaccurate information. The affected fields are highlighted in red — hover over one to see a hint explaining what's wrong. Then either:

  • Correct them on screen. Edit each highlighted field directly; it turns green once it's valid. When everything's green, click Import Data to finish.

  • Correct them in the file. If there are too many to fix on screen, go back to your User Data file, make the changes there, and re-upload it.

I get an "Email/username is already in use" error, but I can't find that user in our system. What should I do?

See "Email/username is already in use" error — what do I do?


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