Editing an employee's information is easy to do. You can edit things like their name, email address, department, country, username, avatar, and much more!
Best for: Admins,Permissions required: Global admin
Before you start
If your account uses an HRIS integration, most user fields (name, email, department, location) sync automatically from your HR system and cannot be edited in Bonusly. Make those changes in your HRIS and they will flow into Bonusly on the next sync.
Fields you can always edit in Bonusly, even with an HRIS integration:
User mode
Admin permissions
Allowance boosts
Editing a single user
Where to find it: Admin tools > Users > User Accounts
Navigate to the User Accounts page.
Find the user you want to edit. Use the Filter users button to search by name, email, department, or role.
Click Edit on the right side of the user's row. A modal opens with two tabs: General and Permissions.
On the General tab, update any of the following: first name, last name, email, department, location, role, or avatar.
On the Permissions tab, update user mode, admin permissions, or allowance boosts.
Click Save. The changes take effect immediately.
Editing multiple users with a CSV file
For bulk changes, download your current user list, make edits in a spreadsheet, and re-upload the file.
Where to find it: Admin tools > Users > User Accounts
Step 1: Download your current user list
On the User Accounts page, click Export to CSV. A CSV file downloads with all current user data.
Open the file in Excel, Google Sheets, or any spreadsheet editor.
Step 2: Make your changes
You can make three types of changes in a single file:
Adding new users:
Add a new row for each user with at minimum their first name, last name, and email address.
Editing existing users:
Find the user's row by email address (this is the unique identifier).
Update the columns you need to change (name, department, location, role, etc.).
Archiving (deactivating) users:
To deactivate a user, leave them out of the file and select "Archive users not in the list?" during upload, or change their status column to indicate deactivation.
Resetting a column entry:
To clear a field (like department or location), delete the cell value so it's blank. Bonusly will remove the stored value for that field on upload.
Note! Please ensure there are no empty columns or rows in your spreadsheet. This will cause an error when you try to bulk-upload your users.
Step 3: Upload your changes
On the User Accounts page, click Bulk upload users, then select Bulk Import from CSV/XLSX File.
Click Choose file and select your edited spreadsheet.
"Archive users not in the list?" option: If you check this box, any user currently active in Bonusly who is not included in your file will be deactivated. Leave this unchecked if you only want to update the users in the file.
Click Upload. A verification page displays your imported list so you can double-check the data before finalizing.
Review the list. If any columns can't be uploaded, a yellow prompt appears at the top. You can safely ignore prompts for
last_active_at,created_at, andallowance_balance-- these columns don't need to be uploaded.Click Update Users to apply your changes. A progress bar runs, and green confirmation text appears when the upload is complete.
Warning: The "Archive users not in the list?" option will deactivate any active user missing from your file. Double-check your file includes all users you want to remain active before enabling this option.
How to confirm it worked
Navigate to User Accounts and verify the changes for individual users.
Check the User Import Management page for the upload log and any error details.
FAQs
Why can't I edit all of a user's details? If your account has an HRIS integration, fields like name, email, department, title, and reporting manager are managed by your HRIS and can't be edited in Bonusly. Update them in your HRIS first. Bonusly syncs overnight, so changes should appear within 24 hours. To sync sooner, go to Admin tools > Settings > Integrations, find your user management integration, and trigger a manual sync. If changes still don't appear, verify the update in your HRIS and check your integration settings or contact [email protected].
What can I always edit in Bonusly, even with an HRIS integration? User mode, admin permissions, and allowance boosts. These fields are managed directly in Bonusly regardless of your integration setup.
What happens if I change a user's email in the CSV? Bonusly matches rows to existing users by the external_unique_id column. If users don't have an external_unique_id and you change their email, Bonusly can't match the row to the existing profile -- the old profile gets deactivated and a new one is created. Always make sure every user has an external_unique_id value before changing emails via CSV.
What does "Archive users not in the list?" do? When checked during a CSV upload, this option deactivates any currently active user who is not included in your file. Only check this box if your file contains every user you want to keep active. If you're only updating a subset of users, leave it unchecked.
Why did my CSV upload fail? The most common cause is empty columns or empty rows in your spreadsheet. Remove any blank rows and columns before uploading. Also, if you see yellow prompts about columns like last_active_at, created_at, or allowance_balance, you can safely ignore those they don't need to be uploaded.
Questions? Send us a note to [email protected]; we'd be happy to help!
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