How Do I Select and Change Several People at Once?

Bulk actions save time when you need to make the same change to several people.

Instead of opening each profile individually, you can select multiple people and make changes all at once.

You can select people from the People page on a computer or phone.

On a computer:

On a phone:

You can also open the Groups panel and select Select people under Sort.

Once selection mode is active, tap a person's photo to select or deselect them.

Tapping elsewhere on the row opens their profile.

The header shows how many people you have selected. Select Cancel to leave selection mode.

If you want to select everyone in the current list, click Select all in the header or bulk action bar.

Select all works with:

You can select up to 5,000 people at once. If there are more than 5,000 people in the list, Notebird will show Select first 5,000.

Once you select people, the available actions appear in the bulk action bar.

Adding an Update or Task in Bulk: You can create an update for multiple people or create a separate task for each person.

You can select up to 20 people for these actions.

The Add update and Add task options are hidden when everyone selected is archived.

Learn more in How Do I Create Updates and Tasks for Multiple People?.

Bulk Add or Remove to Groups: Admins and Care Managers can add or remove selected people from groups.

Bulk Archiving: Archive selected people when they are no longer active, but you want to keep their information in Notebird.

The same permissions that apply when archiving one person also apply when archiving multiple people.

Bulk Unarchiving: Unarchive selected people to make their profiles active again.

Note: This option appears when everyone you selected is archived. Turn on Show archived to find archived people.

Bulk Permanently Delete: Permanently delete selected people when their information is no longer needed.

Only Admins, or teammates who added the person and belong to all of that person's groups, can permanently delete them.

Everyone selected must be archived before you can permanently delete more than 20 people at once.

You must type delete to confirm permanent deletion.

Note: Permanently deleting a person cannot be undone.

Actions involving more than 20 people run in the background.

For 20 people or fewer, the action completes immediately. For larger selections, Notebird starts the action in the background so you can continue working.

You can leave the page or reload it while the action runs. Notebird displays progress and sends a message to your Inbox when the action is complete.

Permanently deleting more than 20 people is only available when everyone selected is archived.

Not every selected person can always be changed.

For example, you may not have permission to archive or permanently delete a particular person's profile.

Notebird skips people who cannot be changed and tells you how many people were skipped and why.

The same permissions that apply to individual profiles also apply to bulk actions.

After using Groups or Archive, you have 8 seconds to undo the action.

If the action runs in the background, Undo reverses only the changes that were successfully made.

Note: Permanently deleting people cannot be undone.

Notebird confirms when the action is finished and identifies the people who were changed.

For larger actions, you can also check your Inbox for the completion message.

How many people can I select at once?

You can select up to 5,000 people for bulk actions. Adding updates or tasks is limited to 20 people at a time.

Can I select people from a search or filtered list?

Yes. Select all applies to your current list, including search results and filtered lists.

Why can't I permanently delete someone?

The person must be archived, and you must have permission to permanently delete their profile. When permanently deleting more than 20 people, everyone selected must be archived.

Can I undo permanent deletion?

No. Permanently deleting a person cannot be undone. If you may need the person's information later, archive the profile instead.

Can I create one update for several people?

Yes. You can create one update that appears on multiple people's profiles. You can also create a separate task for each person.

Learn more in How Do I Create Updates and Tasks for Multiple People?