Batch Edit Members

Use Batch Edit when many member records need the same controlled update. This is useful for changing status, changing Membership Plan, renewing memberships, adjusting library access, updating profile images, or updating a specific data field such as class, section, session, batch, department, or category.

Screenshot To Add

Add screenshots of selected rows, selection toolbar, Batch Edit popup, operation dropdown, Batch Image Update ZIP validation, preview report, and completed result.

When Batch Edit Appears

Batch tools appear only after selecting one or more members in the Members table.

1. Open Member Manager > Members.
2. Use search and filters to narrow the list.
3. Use Smart List first if the batch group is a common follow-up group, such as expired memberships, expiring soon, missing photo, missing phone, or recently added members.
4. Select rows using the checkboxes.
5. The selection toolbar appears with:
   • Selected count.
   • Batch Edit.
   • Delete where allowed.
   • Clear.
   • Select all filtered results when more filtered records exist.

The action is permission-aware. Staff without batch update permission will not see the Batch Edit action.

Before selecting all filtered results, use Member 360 from the row action menu or desktop right-click context menu to inspect a sample member when you are not fully sure the filter is correct. This is especially helpful before image updates, renewals, promotions, or large field changes.

Batch Edit Operations

The current batch workflow supports these operations where the role has permission:

Operation	Use It For
Change status	Activate, deactivate, or block selected members.
Renew memberships	Extend selected members using each member's current plan duration.
Change membership plan	Move selected members to another Membership Plan.
Change member type	Move selected members to another Member Type when the records truly belong there.
Replace library access	Set selected members to exactly the chosen libraries.
Add library access	Add libraries without removing current access.
Remove library access	Remove selected libraries from current access.
Update data field	Update one configured member field, such as Class/Grade, Section, Department, Session, or Batch.
Batch Image Update	Replace profile images from a ZIP after matching image filenames with Member IDs.
Promote academic group	Available for educational organizations. See Promote Members.

Promotion appears at the top of the operation list only for educational organizations where the required academic fields exist. Public, corporate, and private libraries normally do not need promotion, so the UI avoids showing that option unless it is useful.

Preview Before Applying

Batch Edit uses a preview step.

After preview, large batch edits continue with visible progress in Cloud setup. Libcodesk shows processed, success, failed, skipped, and remaining counts while the operation runs. This same progress behavior is used in Libcodesk WebApp and Standalone app Cloud setup.

1. Select the operation.
2. Enter the new value.
3. Click Preview.
4. Review the affected rows.
5. Click Apply Changes only after confirming the preview.

The preview locks in the selected members for that operation. This helps prevent accidental updates after filters or visible table rows change.

Batch Image Update

Choose Batch Image Update when existing members need new profile images.

This workflow is useful after importing members without photos, replacing old ID-card photos, correcting wrongly assigned images, or updating a selected class, batch, department, or member group. It works from the same member selection toolbar as other batch edits, so staff can filter first and update only the intended members.

Prepare The Image ZIP

Before opening Batch Edit, prepare one ZIP file with the images you want to replace.

• Use JPG, JPEG, PNG, or WEBP images.
• Name each image after the member's Member ID. For example, 10025.jpg or 10025.webp matches the member whose Member ID is 10025.
• Keep filenames unique inside the ZIP.
• Avoid unsupported files, duplicate copies, nested ZIP files, and damaged images.
• For very large photo sets, use smaller ZIP batches. Keeping each ZIP under about 2 GB where possible reduces the chance of browser, device, or network interruption and makes retry easier.

You do not need to include every member in one ZIP. It is safer to update images in focused batches, such as one class, one department, one membership type, or one filtered group at a time.

Update Images From Batch Edit

1. Filter and select the members you want to update.
2. Click Batch Edit.
3. Select Batch Image Update.
4. Choose a ZIP file containing member images.
5. Review the validation summary and detailed image list.
6. Continue only when the ready count matches what you expect.
7. Apply the update and watch the progress until the result report appears.

Review The Validation Summary

After choosing the ZIP, Libcodesk checks the images before replacing any member photo. Review these counts carefully:

Count	Meaning
Images	Total image files found in the ZIP.
Ready	Images that are valid and matched with selected members.
Matched	Images where the filename matches a selected member's Member ID.
Unmatched	Images that do not match the selected members.
Invalid	Images that cannot be processed.
Duplicates	Repeated filenames that need correction before applying.
Selected members	Members included in the current batch selection.

The detailed list shows each filename, the matched member where available, and the current status. Use this list to catch spelling mistakes, wrong Member IDs, duplicate filenames, or photos that belong to members outside the current selection.

Common Validation Issues

• unsupported image formats
• duplicate filenames
• invalid or damaged images
• images that do not match any selected member
• files that are too large
• unsafe filenames

Only ready matched images are processed. Unmatched, duplicate, invalid, or unsafe files are skipped so valid members can still be updated.

Apply And Review The Result

When the ready count looks correct, click the apply/update button. Keep the screen open until the progress finishes. The final result shows how many images were replaced, failed, or skipped.

If some images fail:

1. Download or review the result report.
2. Fix only the failed or unmatched image files.
3. Create a smaller corrected ZIP.
4. Select the same members or the affected filtered group.
5. Run Batch Image Update again.

The existing member record remains available even if an image is skipped or fails, so staff can safely correct image problems in another batch.

Safe Field Updates

Blank values do not silently clear data unless the workflow explicitly supports clearing a selected field. This avoids losing data because a staff user forgot to type a value.

For fields controlled by Member Type rules, Libcodesk validates required fields, allowed option values, unique fields, and data type before saving.

Batch Renewal

Choose Renew memberships when selected members should be renewed using their current plans. Each member is calculated individually, so different plans can produce different expiry dates.

For batch renewal, preview is especially important because the selected members may have different plans, current expiry dates, and renewal results.

Audit And Result Report

After applying a batch operation, Libcodesk records:

• Operation type.
• Selected member snapshot.
• Old values.
• New values.
• Success, failed, or skipped result per member.
• Actor and timestamp where available.

The page shows a completion summary such as saved, failed, and skipped counts.

Do And Don'ts

Do

• Filter before selecting members.
• Use Smart List when it matches the group you intend to update.
• Open Member 360 for a quick spot-check before applying a large batch edit.
• Use preview every time.
• Start with a small selected group when using a new operation.
• For Batch Image Update, name images exactly by Member ID and review the ready count before applying.
• Use smaller ZIP batches for very large photo collections.
• Review failed or skipped results after the operation.

Don't

• Don't select all filtered results unless the filter is correct.
• Don't change Member Type unless the target type has compatible required fields.
• Don't use batch edit to erase data unless the workflow clearly says it will clear a field.
• Don't apply Batch Image Update when many images are unmatched or duplicated; fix the ZIP and validate again.
• Don't include unrelated members' photos in the ZIP if you are updating only a filtered group.

FAQ

Can I batch edit all filtered members?

Yes, but it is a separate deliberate action. Libcodesk does not automatically select every filtered result just because the filter is active.

What happens if one member fails during a batch edit?

The job reports success, failed, and skipped rows. Other valid rows can still be processed.

Can I batch renew members with different plans?

Yes. Renewal uses each member's current Membership Plan, so expiry is calculated per member.

Can I update member images in bulk?

Yes. Select members, open Batch Edit, choose Batch Image Update, upload a ZIP, review the validation results, and apply only the ready matched images. Name each image by Member ID so Libcodesk can match photos correctly.

Can I upload images for only some selected members?

Yes. The ZIP can contain images for only part of the selected group. Libcodesk processes the ready matched images and reports any missing, unmatched, skipped, or failed files.

What should I do if the image ZIP is very large?

Use smaller ZIP batches where possible. For large photo collections, keeping each ZIP under about 2 GB helps reduce interruption risk and makes retry easier if a file problem is found.

Is batch edit available in Local setup?

Yes. The Standalone app supports the same member batch workflow in Local setup and Cloud setup where permissions allow it.