Admin FAQ: Changing Employee Email Addresses

Changing an employee’s email address in HReasily involves specific permissions and a secure verification process. This FAQ answers the most common questions from admins and employees regarding access, troubleshooting, and email update rules.

Table of Contents

1. Why can’t I see the option to change an employee’s email?

2. I clicked the email change link, but it says the link has expired. What should I do?

3. Can I change my own email address as an employee?

4. What happens if the employee doesn't click the confirmation link?

5. Can I change an employee’s email through the import file?

6. What happens to admin access if an employee resigns?

7. I have access to most of an employee’s accounts, but not all. Can I still update their email?

8. Can two admins update each other’s emails?

Why can’t I see the option to change an employee’s email?

You’ll only see the option if:

• You have the correct admin permissions, and

• You have higher admin access than the employee, and

• You have access to all the accounts that the employee has access to.

If any of these conditions aren't met, the option to change the email will be hidden.

I clicked the email change link, but it says the link has expired. What should I do?

The link is valid for 24 hours only and can be used once. If it’s expired or already used, ask your Admin to initiate the process again so you receive a fresh email.

Can I change my own email address as an employee?

No, only an Admin with the appropriate permission and access level can initiate a change. Once they start the process, you’ll receive a confirmation email to complete the change yourself.

What happens if the employee doesn't click the confirmation link?

The email change will not take place. Their email will remain unchanged until they click the secure link within the 24-hour window.

Can I change an employee’s email through the import file?

No. If you try to change an email through Import Employee Data, and you do not have the right permissions, it will fail and an error will appear in the import log:

“You don’t have permission to edit this employee email address.”

What happens to admin access if an employee resigns?

Once an employee is marked as Resigned or Dismissed, and the resignation date has passed:

• Their admin permission will be removed.

• They can still log in as a regular employee to access payslips and records.

I have access to most of an employee’s accounts, but not all. Can I still update their email?

No. You must have access to all the same accounts as the employee. Even missing access to one account will block the update.

Can two admins update each other’s emails?

Only if both:

• Have the required permissions, and

• Have equal or higher admin role levels and

• Share full access to all the same accounts.

If either one lacks access or has a lower admin level, the system will block the update.