Changing an email address

Scenario	Actions
Profile created, invitation not yet sent If an employee profile has been created but no invitation has been sent:	A manager or owner user can edit the email address directly. No password is required, as the employee does not yet have login access.
Invitation sent but not accepted If an employee profile has been created and an invitation has been sent, but:  The invitation has not been accepted The invitation has timed out The email address was entered incorrectly	A manager or owner user can: Edit the email address on the employee profile Resend the invitation to the updated email address No password is required, as the employee does not yet have login access.
Invitation accepted (active profile) If the employee has already accepted the invitation and their profile is active.	The employee can change their own email address from within MyHR, or A manager can initiate the change on the employee’s behalf In this scenario, the employee’s password is required to confirm the email address change. This is a security measure, as the email address is used for login access.

Step-by-step instructions

How to change an email address via self service as an employee user

1. Log into MyHR.
2. Select the organisation name in the top left corner (first button on the left navigation menu).
3. On the pop up menu, select your name & email address.
4. The Edit screen will open. Select Change email (menu on the right side of the screen).
5. The Edit email screen will open. Enter the new email address.
6. Enter your password for MyHR. For security purposes, your password must be entered to confirm a change to email address.
7. Select Save.
8. Go to your email inbox and open the confirmation of change email. You will need to click the link in the email to confirm/verify the change.

Note: The verification stage must be completed for the email address to change.

How to change an email address via self service as a manager user

1. Log into MyHR, selecting the Management option.
2. Select the organisation name in the top left corner (first button on the left navigation menu).
3. On the pop up menu, select your name & email address.
4. The My details screen will open. Select Change email.
5. Enter the new email address.
6. Enter your password for MyHR. For security purposes, your password must be entered to confirm a change to email address.
7. Select Save.
8. Go to your email inbox and open the confirmation of change email. You will need to click the link in the email to confirm/verify the change.

Note: The verification stage must be completed for the email address to change.

 

How to change an email address on behalf of an employee as a manager

If an employee has already logged into MyHR, as a manager, you can initiate a change of email address on behalf of an employee. Information on checking the login status can be found here.

1. Go to People and select or search for the employee's name on list
2. On the three dots '...' next to their name + edit details, or select Edit details on the overview tab. 
3. Click on Edit email (button on the right side of the screen)
4. Change the email address and select Save.
5. The employee will receive an email to the new email address. They will need to click the link in the email to confirm/verify the change.
6. The final step is to log into MyHR with their password to confirm the change. 

 

How to change an email address before an invitation is accepted

If an employee profile has been created and an invitation has been sent, but the invitation has not been accepted, has timed out or if the email address was entered correctly, as a manager you can edit the email address the employee will use to log in and receive notifications to.

1. Go to People and select or search for the employee's name on list
2. On the three dots '...' next to their name + edit details, or select Edit details on the overview tab. 
3. Click on Edit email (button on the right side of the screen)
4. Change the email address and select Save.
5. The employee will receive an email to the new email address. They will need to select the Accept invite link to log into MyHR. 

 

How to change an email address before an invitation is sent

If an employee profile has been created but no invitation has been sent, as a manager you can edit the email address the employee will use to log in and receive notifications to.

1. Go to People and select or search for the employee's name on list
2. On the three dots '...' next to their name + edit details, or select Edit details on the overview tab. 
3. Under the Personal details section, change the email address and select Save.

Note: changing the email address before an invitation is sent does not initiate an email to the employee. An email invitation is sent by either sending an employment agreement/contract electronically via the platform or by manually enabling self service. 

 

FAQs and troubleshooting

How do I check the invitation status of an employee

Before changing an email address, it’s helpful to confirm the employee’s invitation status.

A manager can check this by viewing the Details section of the employee’s Overview tab. This section provides clear indicators showing whether:

• An invitation has not been sent

• An invitation is pending

• An invitation has expired

• The invitation has been accepted and the profile is active

If the profile looks like this	Then the employee	Actions to take
	Has been invited to MyHR and has accepted the invitation	Either the employee can change their own email address, or a manager can initiate the change and the employee confirms it.
	Has been invited to MyHR and has not yet accepted the invitation	The manager can change the email address and (re)send an invitation
	Has not yet been invited to MyHR There is a pending agreement/contract	The manager can change the email address before the agreement/contract is sent.