> For the complete documentation index, see [llms.txt](https://help.openloyalty.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.openloyalty.io/rewards-redemption/rewards/reward-fulfillment/mass-reward-status-change.md).

# Mass Reward Status Change

When managing a large volume of physical or digital reward redemptions, manually updating statuses one by one can be time-consuming. OpenLoyalty allows you to update the status of thousands of issued rewards at once by importing a single CSV file.

### Key Benefits

* **Bulk Processing:** Update large lists of reward redemptions simultaneously.
* **Safe Importing:** If a specific row has an error (e.g., an invalid reward ID), the system will process the valid rows and highlight the failed ones so you can fix them.
* **Audit History:** Add optional comments to each status change to track notes or tracking numbers in the reward's history.

***

### Allowed Reward Statuses

When preparing your update file, make sure to use exact **lowercase** status names:

<table><thead><tr><th width="189.66796875">Status</th><th>Description</th></tr></thead><tbody><tr><td><code>issued</code></td><td>Default state when a customer claims a reward.</td></tr><tr><td><code>pending</code></td><td>Fulfillment is waiting for verification or approval.</td></tr><tr><td><code>approved</code></td><td>Order is approved and ready for fulfillment.</td></tr><tr><td><code>rejected</code></td><td>Request rejected (e.g., out of stock or ineligible).</td></tr><tr><td><code>canceled</code></td><td>Order or reward redemption has been canceled.</td></tr><tr><td><code>packing</code></td><td>Order is currently being prepared and packed.</td></tr><tr><td><code>awaiting_shipping</code></td><td>Package is packed and awaiting courier pickup.</td></tr><tr><td><code>shipped</code></td><td>Order has been dispatched to the customer.</td></tr><tr><td><code>completed</code></td><td>Reward has been successfully fulfilled or delivered.</td></tr><tr><td><code>returned</code></td><td>Package was returned or delivery failed.</td></tr></tbody></table>

***

### How to Perform a Bulk Status Change

#### Step 1: Prepare Your CSV File

Create a CSV spreadsheet with the following headers:

1. `issuedRewardId` *(Required)*: The unique ID of the issued reward.
2. `status` *(Required)*: The new status (in lowercase).
3. `comment` *(Optional)*: An internal note, tracking number, or reason (up to 255 characters).

**Sample File**:

{% file src="/files/jhYG7iUKUL6AYyFCWa3C" %}

**Example:**

```csv
issuedRewardId,status,comment
bd1d343f-ae2f-4406-af37-34605aa21e63,issued,Order received
00fbafcd-b354-417c-b32b-d608657e091e,shipped,Courier tracking #123456789
9d440517-2ac6-44e0-99fe-99554bbcd498,rejected,Out of stock
```

***

#### Step 2: Upload the File

1. Log in to the **Admin Panel**.
2. Navigate to **Imports** section or **Rewards > Redeemed Rewards**
3. Select **Import** and **Issued Reward Status Change** as the import type.
4. Upload your CSV file and submit.

***

#### Step 3: Review the Import Results

Once uploaded, the import will process in the background. You can check the import list to review the final status:

* **Overall Status:** Shows whether the whole file has finished processing.
* **Row-by-Row Results:** Displays which individual rewards were updated successfully and details any rows that failed (for example, if a reward ID was not found or a comment was too long).

***

### Validation & Common Errors

A row in your file will fail to update if:

* **Reward ID Not Found:** The `issuedRewardId` does not match an existing reward in your store.
* **Invalid Status:** The status name is capitalized (e.g., `COMPLETED` instead of `completed`) or misspelled.
* **Comment Too Long:** The comment field exceeds the 255-character limit.


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