Update one user field across many people in a single run, using a spreadsheet. Form LMS shows you a before and after preview for every person before anything is saved.
✅ Before you start: You need the Site Admin or Admin role. Your workspace needs at least one user field. See User fields.
⚠️ Important: A blank cell means no change. Leaving a cell empty never clears an existing value. To clear a value, enter __CLEAR__ in the cell.
Update a user field
- Go to People → Users.
- Click the Bulk actions dropdown at the top right and select Update user fields.
- Choose the field you want to update, then click Next. You update one field per run, and its type is shown next to the field name.
- Choose who to update. Use Select from list to filter and tick users, or Upload a CSV to bring your own list of email addresses.
- Click Download & continue. This downloads your spreadsheet and moves you on in one click.
- Enter the new value for each person and save the file. Leave a cell blank for anyone you don't want to change, or enter
__CLEAR__to empty a value. - Upload your completed file. Form accepts CSV and Excel files.
- Review the Validation step, then click Start update.
- Confirm updates shows how many users will be updated. Click Start update to begin, or Stay and review to go back.
The task is queued and processed in the background, with a progress screen while it runs. You'll see a summary when it finishes, showing how many users were updated and how many were skipped. The run is saved to Bulk actions → Bulk actions log, so you can reopen it later.
💡 Tip: If you pick users from the list first, your spreadsheet arrives pre-filled with those people and their current values. Search and the role, organisation unit, group and status filters all carry through.
Check your changes before saving
The Validation step shows a before and after value for every person in your file, so you can see exactly what will change. The two columns are named after the field you picked, such as Manager's name (before) and Manager's name (after). Counters at the top show Total, Ready and Skipped, and the All, Ready and Skipped tabs filter the list.
Form checks two things on every row:
- The email address must match a user in your workspace.
- The value must match the field's type. A Date field only accepts a valid date, for example, and an Email field only accepts a valid email address.
The Status column shows Update for rows that will change, and a blank current value shows as (empty). Rows that fail are skipped with a reason in the Notes column. They don't block the rest of your file, so the valid rows still process.
Which fields you can update
This action covers the user fields set up for your workspace, such as job title or payroll number. It doesn't change email addresses, names, or roles.
Organisation units and groups have their own bulk actions:
Something not working?
No fields to choose from? Your workspace has no user fields yet. The picker links you straight to workspace settings, or go to Setup → Workspaces → User fields to add one.
A user was skipped? Check the Notes column for the reason. The usual causes are an email address that doesn't match an account in your workspace, or a value that doesn't fit the field's type.
Someone's value didn't change? Check whether their cell was left blank. Blank means no change, so nothing is written for that person. To empty a value, enter __CLEAR__ instead.
Need to update a second field? Run the action again and choose the other field. Each run covers one field.