Bulk-editing employees with Profile Manager
Profile Manager is a spreadsheet-style editor for updating the same fields across many employees at once, directly in the browser. It's the fastest way to make a bulk change when you don't have a file to import — pick the fields, pull up the employees, and edit them inline.
Profile Manager vs. bulk import: use Profile Manager to edit data that already exists on employees, right in KAMI. Use Bulk data import when you're bringing data in from a spreadsheet or adding many new records. This article is the former.
Before you start
- Reach it from My Team → Tools → Profile Manager.
- It needs the Profile Manager right to open.
- Which fields you can edit depends on further rights, group by group: Job details, Salary, Standard Schedule, Attendance Settings and App Access are each gated separately. If a group you expected is missing from the picker, that is the reason — not a fault.
- You can only edit employees within your access scope.
How to bulk-edit with Profile Manager
- Go to My Team → Tools → Profile Manager.
- Choose the fields you want to edit from the field picker. You can select up to 6 fields at a time — the grid is built for focused changes, not for viewing a whole profile.
- Click View Profiles. KAMI loads the matching employees in a grid with just those columns.
- Edit values inline, cell by cell, across as many employees as you need.
- Save. The changes apply to all edited employees at once.
You can target employees either by selecting specific people or by applying filters to pull a whole group (e.g. everyone in a department).
💡 Best practice: pull only the one or two fields you're actually changing. A tight column set makes the grid readable and avoids accidental edits to fields you didn't mean to touch.
Changing your own access
If your selection would change your own access rights, KAMI stops and warns you before applying it. Take the warning seriously: removing your own rights in a bulk edit can lock you out of the very screen you would need to undo it.
What happens next
- Edits are written to each employee's profile immediately on save — there's no approval step in Profile Manager itself (unlike some individual profile edits).
- If you bulk-set managers, the approver relationships update accordingly. See Approval chains and the approval matrix.
Rules and things to watch
- There's a limit on how many fields you can select at once. If the picker stops you adding more, that's expected — narrow your selection.
- Profile Manager edits go straight through. Because it's a bulk tool, changes aren't routed through the individual-profile approval flow. Double-check before saving.
- Bulk-setting managers is a separate permission. You can bulk-edit ordinary fields with the Profile Manager right, but reassigning managers in bulk needs the Team Org right as well.
- Overwriting is per-cell and deliberate here — unlike spreadsheet import, you only change the cells you actually edit. Blank cells you don't touch are left alone.
Troubleshooting / FAQ
Q: I can't add another field to the grid. There's a cap on how many fields Profile Manager loads at once. Remove a field or work in two passes.
Q: Should I use Profile Manager or the spreadsheet import? Profile Manager for editing existing employees inline; Bulk data import for loading data from a file or adding new records.
Q: I bulk-changed a field but the managers didn't update. Reassigning managers in bulk needs the Team Org right in addition to Profile Manager. Ask an admin.