Member details can be updated within the platform individually using ‘Edit details’ or in bulk using ‘Bulk Edit Members’.
Edit member details
To edit the details of a single member, navigate to the members area and click on the
Edit member data
First Name & Last Name: Changes made to an member's name will be reflected immediately within the Portal (including Member Search).
Division: Changes made to an member division will be reflected immediately within the Portal, but can take up to 48 hours to be reflected in reporting.
Sub-Division: Changes made to an member sub-division will be reflected immediately within the Portal, but can take up to 48 hours to be reflected in reporting.
Email Address: The member email address is used as a unique identifier within the Sonder platform and cannot be edited via the Portal. If you require a change to be made to this field please contact your Customer Success Manager for further assistance.
Bulk edit member details
To edit multiple members through a file upload, select the ‘Bulk Edit Members’ option from the Manage Members dropdown menu in the Members area.
1. Preparing your member data
Start by considering where your member data is located and the volume of new members you want to edit as part of the process. There are two ways to prepare your data for upload:
- Using the template: Click on the ‘Download CSV template’ link on screen to view and edit the CSV template that has been provided.
- Using your own file: You may prefer to export your member data from another platform (i.e. HRIS System) into a file that you can use to upload into the Portal. In this instance, please ensure that the file to be uploaded is in CSV or XLSX format.
The following member fields/data can be edited within the Portal:
First Name & Last Name: Changes made to an members name will be reflected immediately within the Portal (including MemberSearch).
Division: Changes made to an member division will be reflected immediately within the Portal, but can take up to 48 hours to be reflected in reporting.
Sub-Division: Changes made to a member sub-division will be reflected immediately within the Portal, but can take up to 48 hours to be reflected in reporting.
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🙋 Member Email Addresses Including the member’s email address in the file you upload is essential as it is used as a unique identifier within the Sonder platform and helps determine which employee record will be updated. The email cannot be updated via the Portal, however if you require a change to be made to this please contact your Customer Success Manager for further assistance. |
2. Uploading your member data
Once you have your file ready to upload, you can simply drag and drop it into the designated area or click on ‘Select file’ to locate and select the file from your computer.
3. Mapping your columns to fields in the Portal
This step is crucial to the data upload process, as it confirms alignment between the columns in your uploaded file with the fields that exist within the Portal.
For each ‘Column in Your File’ shown on the left, a corresponding selection should be made in the ‘Sonder Columns’ on the right. If you observe an incorrect mapping or manual input is required, you can select the correct field mapping by accessing the dropdown menu shown beside the destination fields.
In order to proceed, all mandatory fields (highlighted with *) are required to have mapping selected. Mapping additional fields (e.g. Division, Sub-division) is recommended where practical as it will result in more granular reporting and insights for you later.
Once you are confident that the fields in your file are successfully mapped, you can click on the Continue button to proceed.
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🤔 Using the Data Preview Panel Hovering over a field will reveal the data preview pane on the right hand side which can be used to view sample data and confirm columns and fields are mapped correctly. |
4. Data validation and correction
This step of the process will allow you to review your data, make changes and correct errors (highlighted in red) prior to it being uploaded. Common errors to be resolved at this stage include:
Missing Mandatory Fields: All members require a First Name, Last Name and Email Address to be provided in order for their member profile to be edited.
Duplicate Email Addresses: All members require a unique email address to have a member profile edited. If we identify members in your file that have the same email address, these records will be highlighted in the data table.
Hovering over error messages (shown below) can be useful in determining the cause of a specific error. Changes to member records can be made directly in the data table which will automatically change colour when errors have been successfully resolved.
Once you have successfully resolved errors in your file you can click on the Submit button to proceed.
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🤔 Uploading New Member Data using Bulk Edit Members In the instance that the file upload includes new member data (i.e. the email address for an member does not match an existing member in the Portal) then this record will be discarded as part of the bulk edit member process. |
5. Submitting your member data
The pre-submission dialog (presented each time you submit a file) indicates the total records in your file, the number of member records that contain errors, and the total number of valid records that will be submitted.
In the instance that your file contains more member records than the total number of available seats, then this will also be indicated in the pre-submission dialog.
Cancel: Selecting this option will close the dialog and allow you to return to the data grid to resolve outstanding errors.
Confirm: Selecting this option will allow you to submit your file to Sonder and edit member profiles for valid member records you have provided. All member records that are discarded at this point will be retrievable at the end of the process.
The following screen will be presented when you click on the Confirm button to proceed:
The following screen will be presented when the submission process has been completed successfully:
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😩 What happens if I exceed my Available Seat Count? If the number of members in your file exceeds the available seat count, the file will continue to be processed as expected, however each additional member above the seat count will be flagged with an error and rejected. All member records that are discarded due to quota limitations can be reviewed and downloaded. |
6. Retrieving your discarded member records
Once your file has been successfully submitted for processing, if there were any member records that were discarded as part of the process, then you will see the following dialog displayed:
Clicking on ‘Download rejected records file’ will allow you to view and download a list of all discarded member records as a CSV file. The file will also contain further information about why each record was rejected, which can be used to rectify errors in the file and re-submit the member data again.
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🙋 Downloading Discarded Member Records Before navigating away or closing this dialog, we recommend always downloading the CSV extract of discarded member records. This is the only time that the list of discarded employees will be available. |
Common reasons on why member records are discarded include:
Invalid or Duplicate Records: Member records with errors that were left unresolved earlier in the process will be discarded.
Quota Exceeded: If the number of members in your file exceeds the available seat count, then only a portion of the members in your file will be successfully uploaded. Each additional member above the seat count will be flagged with an error and discarded.
Please contact your Customer Success Manager to discuss increasing your Total Seat Count.