The first thing to know is that email address and employee ID are the two pieces of info that Peakon considers a 'unique identifier'.
When changing one, the other must remain the same so that, when you import the data, the system can still anchor the new email to an existing employee ID due to finding a match that already exists in the platform.
As a prerequisite, export your current employee list and identify any users who may not have an employee number in place.
Fill in the missing employee number fields and re-import the file.
For example, if all employees are missing an employee ID, you can add the number 1 to the first person, then drag this down to all employees, so their ID's become 1, 2, 3 and so on.
Alternatively, if it's just a few people missing an ID, you can put something random (letters/numbers) as a temporary measure, for the sake of the email update task.
Only proceed with the following steps once you have ensured all employees have the employee number field filled out.
How to change email domains:
- Go to Administration > Employees
- Click Export
- In your Excel file, use the Replace function (Control + H on your keyboard)
- Set it to replace all instances of old email domain to the new email domain, then press Replace all:
- Go back into Administration > Employees > Import.
- Tick these TWO boxes (do not proceed without completing this step):
- Skip creation of new employees.
- Enable overwriting of employee number or email.
- Import the file.
The Skip creation of new employees box ensures that if the sheet contains any mistakes that would result in duplicated employees being created, this will avoid it and inform you in the log.
The Enable overwriting of employee number or email box allows a unique identifier to be overridden in the first place, as the system normally blocks this action for security reasons, unless specified through ticking this option.
Once emails are changed, dashboard users can login with their new email address using the old password. In other words, the process remains the same, substituted by the new email address.
We advise administrators to remove themselves from the file to avoid the system logging them out while the upload is still running, in order to re-login with the new email address. Do this separately at the end.