When onboarding users in Atlas, you may encounter errors related to existing email accounts or associations. Managing such conflicts often involves addressing duplicate or already existing user email addresses, particularly within Atlas
This applies specifically to Atlas, a platform designed for efficient user management.
Error Messages: Common errors include “User already exists,” issues with adding an email due to prior associations, and errors when reactivating inactive employees. Specific scenarios include reusing emails for archived users, reactivating returning employees, and handling emails already used in other Atlas accounts. Additional issues include "Unrecognized Emails" (when updating a username to an email address tied to another active account), "Existing User Accounts" (email already registered and can be linked rather than duplicated), and "Email Addition Issues" (system not allowing email addition post-profile creation).
Another common issue is duplicate email accounts, where a single email address cannot be used for two separate accounts. This requires the user to provide a different email address that isn’t already in use. Atlas accounts are tied to a single company, so the email cannot be reused until it is removed from the other company.
Common Scenarios Leading to Email Address Conflicts
Reusing Emails for Archived Users or Marking Employees as Leavers
Email addresses of archived users may be reused if specific conditions are met, or you can request the previous employer to mark the employee as a leaver to release their existing account.
Set the user to "Inactive" before archiving.
Ensure the email is not linked to an active account in another company.
Reactivating Returning Employees
To reactivate a returning employee, you can use the "New User" option and then select "Grant Access" to reassign access using the existing email tied to the prior record. Alternatively, if the email is already registered, open the employee’s record in the Admin area, navigate to page 3 of the employee record, select "Grant access to Atlas," and choose "Existing user" when prompted. This links the user to the company’s access without creating a duplicate account.
Navigating to Company → Users.
Searching the user’s name.
Selecting View/Edit User Details.
Archiving the user if applicable.
Using Grant Access after the profile update.
Emails Already Used in Another Atlas Account
If a new hire’s email is already in use, you can either request their previous employer to mark them as a leaver or register the employee with an alternative email address.
Emails shared across accounts are not permitted; assign a unique email for seamless onboarding.
Resolution Steps: Follow the solutions appropriate to the encountered error.
For archived users with reusable emails:
Check if the user was set to "Inactive" before archiving.
Confirm the email is not tied to an active account in another company.
Alternatively, request the previous employer to mark the employee as a leaver.
To reactivate returning employees:
Use the "New User" option and select "Grant Access" to reassign access using the existing email tied to the prior record.
If the email is already used in another account, assign a unique email address or request the previous employer to release the account.- To add a user without an email:
Go to Users > Add new user.
Turn off the "Has email" switch.
Enter a unique username and a temporary password.
Save the user and share the username and temporary password with them for login and training.
To add an email to a user profile after creation:
Open the user’s employee profile in the Admin area.
Select "Grant access to Atlas."
Choose "New user" to enable email addition and grant platform access.
Tips to Avoid Email Conflict Issues
Confirm emails are not associated with active accounts before assigning them.
Use unique or company-specific email addresses to avoid conflicts.
Regularly audit and update user records to ensure inactive accounts are deactivated.
Communicate with previous employers when transitioning employees to avoid conflicts- Use Existing User Options: Avoid creating duplicate accounts by linking existing users to employee records.
Alternative Login Methods: Use usernames instead of emails when necessary.
Admin Access Restrictions: Ensure only authorized individuals, such as contract signatories, are granted full admin or service owner access..