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Refreshing Your Users

How to remove users who no longer need access and reset your user count at the end of a license period or semester swap. Available to admins only; timing depends on your license agreement.

Table of contents

When to refresh your users

You refresh your users either at the end of your license period or at a semester swap, depending on your license agreement.

If you're not sure when your refresh is due, contact your Customer Success contact or email success@bodyswaps.co.

Before you start: export your user data

⚠️ Deleted user data is removed immediately and can't be recovered. This includes each user's activity and progress. Export any data you want to keep before you delete users.

For instructions, see Exporting User Data.

How the refresh process works

Refreshing your users takes two steps:

  1. Delete users who should no longer have access.
  2. Notify your Customer Success Manager (CSM), who will reset the user count on your account.

Step 1: Delete users who no longer need access

You can delete users one at a time or in bulk using a CSV upload.

Option A: Delete users manually

This works best for a small number of users.

  1. In Bodyswaps Go, go to the Users tab.
  2. Find the user you want to remove.
  3. Select the bin icon next to their name.

Screenshot 2026-09-23 at 3.29.44 PM

Option B: Delete users in bulk with a CSV upload

This works best for larger groups, such as a full cohort changing over between semesters. You tag everyone who should keep access, then use that tag to find and remove everyone else.

For full details on file formatting and upload options, see Using the CSV Uploader.

  1. Create a CSV of users who need access. Use the columns name, email, role and tag. Include everyone who needs access for the new year or semester, including yourself and other admins. Give them all a tag specific to that period, for example 2026-autumn.
  2. Upload the CSV. On the Users page, select Upload CSV, then choose Create and update users. This replaces each existing user's tag with the new tag and adds anyone who isn't already on the account.
  3. Export your full user list. Open the export in Excel.
  4. Filter for users without the current tag. Filter the tag column to show every user whose tag isn't the current period's tag, including users with no tag. These are the users who should no longer have access.
    ❗️Careful not to include Administrators and Coaches who need to remain on the account.
  5. Review the list. Check every user in the filtered list and confirm they should be deleted.
  6. Save the filtered list as a CSV. Keep the name, email, role and tag columns.
  7. Upload the deletion file. On the Users page, select Upload CSV, then choose Delete users.

⚠️ Review before you delete. Everyone in your deletion file is removed immediately, along with their data. Before you upload, check the list carefully for admins, facilitators and returning learners who may have been missed.

Step 2: Notify your Customer Success Manager

After your account contains only the users who should have access, let your CSM know. They will reset your user count, and the refreshed number will appear on the Insights page.

Upload limits

  • Create and update users: up to 1,000 users per file
  • Delete users: up to 300 users per file

These limits apply per file. If you have more users than this, split them across several files and upload each one separately. If you need help, contact us!