How Can I Reassign and Manage Email Accounts During Employee Transitions in Atlas?
When employees leave a company or transition within the organisation, reassigning their email accounts and resolving related conflicts are common tasks. This guide provides clear steps for effective account and email management within Atlas.
General Overview
Atlas enables efficient management of employee email accounts, including:
Reassigning email addresses for staff transitions
Managing conflicts when emails are linked to external companies
Follow the detailed steps below for the two primary scenarios: reassignment of an email address and resolving account conflicts for employee's with active emails.
1. Reassigning a Former Employee’s Email Address
To reassign the email address of a former employee to a new user within Atlas, follow these steps:
Archive the User: Archive the profile of the departing employee. This process will free up their email address for reassignment.
Assign the Email to a New User: - Open the profile of the staff member who will take over the email address. - Update the email address field to the newly available email address.
Secure Access for the New User: - If needed, perform a password reset for the reassigned account. - Share the updated login details securely with the new user to ensure secure access.
2. Resolving Email Account Conflicts
If the desired email address is linked to another company, use the following steps to resolve the conflict:
Request Release from the Active Company: - Contact the current company that has the employee’s account to request they release the user.
Alternate Solution for Registration: - If the email cannot be released, register the employee using a different email address.
Link to Existing User Accounts (Optional): - Once the email is released or a new one is created, you can choose the “Existing User” option under the Admin tab to link their account.
Troubleshooting Tips
Always ensure that the departing employee’s user profile is archived promptly to avoid accessibility issues.
For unresolved conflicts, consult with the Atlas Support Team for additional assistance.
Related Topics
How to Archive Employee Profiles
Password Management and Security in Atlas
Linking Existing User Accounts Effectively