Bulk User Operations

Learn how to efficiently manage multiple users simultaneously in the Shifts platform, including importing, updating, and exporting user data, assigning roles and permissions, and managing user attributes in bulk.

Overview

The Bulk User Operations feature in Shifts allows administrators to create, update, and manage multiple users simultaneously, saving significant time and ensuring consistency. Whether you’re onboarding a new department, updating roles across teams, or performing system-wide user adjustments, these tools provide efficient ways to handle user management at scale. This article explains how to use the various bulk user operations in the platform.

Accessing Bulk User Operations

To access bulk user management features:

1. Log in with administrator credentials
2. Navigate to Admin > User Management > Bulk Operations
3. The bulk operations dashboard will display
4. Select the operation type you wish to perform

Importing Users

Creating Multiple Users via Import

Add multiple users at once:

1. From the Bulk Operations page, click Import Users
2. Choose one of the following options:
   • Download Template: Get a starter CSV template
   • Upload File: Submit your prepared user data file
3. If downloading the template:
   • Modify the CSV with your user data
   • Save the file maintaining CSV format
4. If uploading:
   • Click Choose File and select your CSV
   • The system validates the file format
   • Review any warnings or errors
5. Configure import options:
   • Duplicate Handling: How to handle existing email addresses
6. Click Start Import
7. After the import completes, new users are created with an Uninvited status — no emails are sent during import. When you are ready, use Manage Users → Bulk Edit → Send Invites to email them login credentials.

Required and Optional Fields

The CSV import must include specific columns:

• Required Fields:
  • email: User’s email address (must be unique)
  • first_name: User’s first name
  • last_name: User’s last name
  • role: User’s organizational role
• Common Optional Fields:
  • employee_id: Employee identification number
  • phone: Contact phone number
  • department: Department assignment
  • location: Primary work location
  • start_date: Employment start date
  • temporary_password: Initial password (if not auto-generating)

Note: Imported users are created with an Uninvited status and are not emailed during import. Use Manage Users → Bulk Edit → Send Invites to email credentials when you’re ready.

Validating Import Data

Before processing the import:

1. After file upload, the system performs validation checks
2. Review the validation results page:
   • Valid records (ready to import)
   • Records with warnings (can proceed with caution)
   • Records with errors (must be fixed before import)
3. Use the Download Error Report to get details on issues
4. Fix problems in the original file and re-upload, or
5. Continue with valid records by clicking Proceed with Valid Records

Reviewing Import Results

After import completion:

1. The system displays an import summary:
   • Total records processed
   • Successfully imported users
   • Failed records
   • Duplicate records (skipped or updated)
2. Download the comprehensive import report
3. Access the newly created users directly from the results page

Bulk Updating Users

Mass Update Operations

Modify multiple user accounts at once:

1. From the Bulk Operations page, click Update Users
2. Select users to update using one of these methods:
   • Filter-Based Selection: Use filters to select users
   • Upload ID List: Provide a list of user IDs
   • Manual Selection: Choose users from the directory
3. Configure what to update:
   • Select fields to modify
   • Specify the new values
4. Click Preview Changes to review
5. Confirm with Apply Updates

Available Update Fields

Modify these attributes in bulk:

• Role Assignment: Change organizational roles
• Department: Update department assignment
• Location: Change primary work location
• Manager: Reassign reporting manager
• Status: Activate, deactivate, or suspend accounts
• Skills: Add or remove skill tags
• Custom Fields: Update custom profile fields
• System Permissions: Modify access rights

Scheduled Updates

Plan updates for future execution:

1. Follow steps to create a bulk update
2. Before confirming, select Schedule for Later
3. Choose when to apply the changes:
   • Specific date and time
   • During off-peak hours
   • After another scheduled event
4. Add an optional description for the scheduled task
5. Click Schedule Update

View and manage scheduled updates from the Scheduled Tasks tab.

Role and Permission Management

Bulk Role Assignment

Change roles for multiple users:

1. From Bulk Operations, select Role Management
2. Choose users using filters or direct selection
3. Select the new role to assign
4. Configure role settings:
   • Replace Existing: Replace current role
   • Add Secondary: Add as an additional role
   • Location Scope: Where this role applies
5. Preview the role changes
6. Click Assign Roles to apply

Permission Group Updates

Modify permissions for multiple users:

1. Navigate to Permission Management
2. Select users to modify
3. Choose to:
   • Add Permission Groups: Grant additional permissions
   • Remove Permission Groups: Revoke specific permissions
   • Replace All Permissions: Completely reset permissions
4. Select the relevant permission groups
5. Preview the permission changes
6. Click Update Permissions to apply

Location and Department Operations

Bulk Location Assignment

Assign users to locations:

1. Select Location Management
2. Choose users to update
3. Select locations to assign
4. Configure location relationship:
   • Primary Location: Set as main work location
   • Secondary Locations: Add as additional work sites
   • Replace Existing: Whether to clear previous locations
5. Click Assign Locations to apply

Department Transfers

Move multiple users between departments:

1. Go to Department Management
2. Select users to transfer
3. Choose the destination department
4. Configure transfer options:
   • Transfer Date: When the change becomes effective
   • Role Handling: Keep or change roles during transfer
   • Manager Assignment: Assign new manager with transfer
5. Click Process Transfers to execute

Employment Status Changes

Bulk Activation/Deactivation

Change status for multiple accounts:

1. Select Status Management
2. Choose users to update
3. Select the new status:
   • Active: Regular active account
   • Inactive: Temporarily disabled
   • Suspended: Restricted access
   • Terminated: Employment ended
4. Set effective date and reason
5. Configure system actions:
   • Archive data
   • Transfer assignments
   • Handle email access
6. Click Update Status to apply

Leave/Return Processing

Manage leave of absence or returns:

1. Go to Leave Management
2. Select users going on leave or returning
3. Configure leave settings:
   • Start and end dates
   • Leave type (sabbatical, parental, medical, etc.)
   • Coverage arrangements
   • System access during leave
4. Click Process Leave Status to apply

Credential Management

Inviting Users

After importing users, they are marked as Uninvited — no login credentials have been emailed. To invite users:

1. Go to Admin → Manage Users
2. Use the Invitation Status filter to select Uninvited
3. Select the users you want to invite (or use Select All Filtered)
4. Click Bulk Edit Selected Users
5. Choose Send Invites from the action dropdown
6. Confirm the action — each user will receive an email with a temporary password

You can also invite individual users via the Send Invite option in their per-row actions dropdown (⋮ menu).

Invitation Statuses:

• Uninvited: User exists but has not been emailed credentials
• Invited: User has been sent an invite email with a temporary password
• Accepted: User has logged in at least once

Note: Only active users with an email address can be invited. Inactive users must be activated first.

Password Operations

Reset passwords for multiple users:

1. Select Password Management
2. Choose users for password reset
3. Select reset method:
   • Auto-generate: System creates secure passwords
   • Manual: Set the same temporary password for all
   • Pattern-based: Use information-based generation
4. Configure notification settings
5. Set password policies (expiration, change requirements)
6. Click Reset Passwords to process

Two-Factor Authentication

Manage 2FA settings in bulk:

1. Go to Security Management
2. Select users to update
3. Choose 2FA action:
   • Require Setup: Force 2FA enrollment
   • Reset: Clear existing 2FA configuration
   • Exempt: Remove 2FA requirement
4. Set deadline for compliance
5. Configure notification message
6. Click Update 2FA Status to apply

Data Export Operations

User Data Exports

Export user information:

1. From Bulk Operations, select Export Users
2. Filter which users to include
3. Select data fields to export:
   • Basic profile information
   • Role and permission details
   • Employment information
   • Activity metrics
   • Custom field data
4. Choose export format (CSV, Excel, JSON)
5. Configure file options (encoding, formatting)
6. Click Generate Export

Advanced Export Options

Create specialized exports:

1. Go to Advanced Export
2. Configure complex export parameters:
   • Join related data (schedules, time off, etc.)
   • Apply data transformations
   • Include calculated fields
   • Aggregate or summarize information
3. Choose delivery method:
   • Immediate download
   • Email delivery
   • Scheduled recurring export
4. Click Create Export Job

Batch Processing and Monitoring

Operation Tracking

Monitor progress of bulk operations:

1. Go to the Operation History tab
2. View all recent and ongoing operations
3. For each operation, see:
   • Status (pending, in progress, completed, failed)
   • Affected user count
   • Success/failure statistics
   • Start and completion time
   • Initiated by (admin username)
4. Click any operation to view detailed results

Handling Errors

Address issues in bulk operations:

1. For operations with errors, click View Errors
2. The system shows:
   • Which records failed
   • Error reason for each failure
   • Suggested resolution steps
3. Choose to:
   • Retry Failed - Attempt only failed records again
   • Download Error Report - Get detailed error information
   • Fix and Resume - Correct issues and continue processing

Operation Rollback

Reverse bulk changes if needed:

1. From Operation History, find the operation to undo
2. Click Rollback
3. Review what will be reverted
4. Select rollback options:
   • Complete Rollback: Undo all changes
   • Partial Rollback: Select specific changes to revert
   • Notification Settings: Whether to notify affected users
5. Click Confirm Rollback to proceed

Automation and Templates

Saved Operations

Save frequent operations for reuse:

1. Configure any bulk operation with all settings
2. Before executing, click Save as Template
3. Enter a descriptive name and optional notes
4. Choose visibility (private or shared with other admins)
5. Click Save Template

Access saved operations from the Templates tab.

Scheduled Recurring Operations

Set up automated recurring user updates:

1. Configure any bulk operation
2. Click Schedule Recurring
3. Set the frequency:
   • Daily, weekly, or monthly
   • Specific days of week/month
   • Time of day to execute
4. Configure execution parameters:
   • Automatic retry on failure
   • Notification of completion
   • Error handling preferences
5. Click Save Schedule

Manage recurring operations from the Scheduled Tasks tab.

Best Practices

For successful bulk user operations:

1. Start Small: Test operations with a small user group first
2. Backup Data: Export user data before major operations
3. Use Templates: Create operation templates for consistent results
4. Schedule Wisely: Run large operations during off-peak hours
5. Inform Users: Notify users before significant changes
6. Validate Imports: Double-check CSV files before importing
7. Monitor Results: Always review operation summaries
8. Document Changes: Keep records of major bulk operations

Related Resources

• User Management
• Bulk Operations
• Data Import
• Organizational Roles

This article should be updated when:

1. New bulk operation types are added
2. The user import/export format changes
3. Additional fields become available for bulk updates
4. Changes to the bulk operation interface
5. New automation or scheduling capabilities are introduced