Email address is already in Use

What happens if you're trying to add a new employee, or edit an existing employee and the email address is already in use?

Sometimes you might want to add a new employee and when you try to save their profile, you get the following error 'The email address provided is already in use'

In HRLocker the email address is the unique identifier for every user in the system. Every user needs to provide a unique email address in order to generate their profile, and to access the system.

This can happen for a couple of reasons

• Someone has already added your user to HRLocker
  • Check the directory for an existing user with that email address by entering it in the search box. If not found, change the 'Active' filter to 'All Statuses' to view all employees, including terminated ones.
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  • You can either edit the existing user's profile or delete it to free up the email address for the new employee. To retain the user record while releasing the email, navigate to the user in the directory and modify their email by adding ".old" at the end. This preserves the historical record while allowing for the addition of the new employee.
• If you do not find a user with this email address in your directory, it may be linked to a previous employment at another company using HRLocker. To resolve this, ask the new employee for an alternative email address not used in HRLocker, or have them contact their former employer to request removal of the email from their old profile. HRLocker cannot modify another company's email records due to privacy regulations. Additionally, using a work email from a different company's domain is not advisable, as it may violate that employer's terms of use.

• If you are attempting to create a new trial account or have recently set one up using the same email address, it may be necessary to reach out to HRLocker support. They can assist you in deleting the old trial account to facilitate the creation of the new one. By taking these steps, you can ensure a smooth onboarding process for your new employee without running into email conflicts.