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Update employee personal details and change account email

Updated

It is important for managers, admins, and employees to keep their personal details and account email up to date. This article explains how to manage personal details and account emails in Employment Hero, including the new step-up verification process that adds an extra layer of security when changing your email address. Once updated, changes are automatically reflected across the entire Employment Hero platform.

  Interactive learning

Click here for an interactive demo for managers and admins

This interactive demo is for managers and admins. For employees - see the accordion below.

Click here for an interactive demo for employees

This interactive demo is for employees. For managers and admins - see the accordion above.

Manage account emails and details (for admins and managers)

Change an employee's account email

For users with a Pending status, Admins can update the account email, and the verification email will be sent to the new address only.

Note: Only full Admin users can change an employee's account email.

  1. Click the People menu.
  2. Click the People list submenu.
  3. Select the employee whose account email needs to be reset.
  4. Click the Personal details tab under the Employment Record tile.
  5. Click the Edit pencil button for the Account email field.
    Employee file
  6. Enter the new account email into the New Account Email field.
  7. Click the Save button.
  8. Complete the step-up verification. Select your preferred verification method and follow the on-screen prompts. If prompted, enter your password in the Password field.
  9. An email will be sent to the employee. A dialogue will appear, click the Got it button.
    The platform will now send the employee an email containing the steps to change their account email.

screenshot of the verification email, highlighting the verify email button

The following steps have to be completed by the employee only:

Note: As the account email change was made by a different user, the employee has to complete two verification checks. They need to do the following steps.

  1. Go to the inbox of your current email.
  2. Open the email verification message.
    The email will come from 'no-reply@employmenthero.com' (just as all verification messages do) and have the subject 'Important! Verify the update to your Employment Hero Login'.
  3. Click the Verify email button.
    screenshot of the verification email, highlighting the verify email button
  4. Go to the inbox of your new email.
  5. Open the email verification message.

    You will now receive an email similar to the one you opened in Step 2.
  6. Click the Verify email button.
    screenshot of the verification email, highlighting the verify email button
  7. If prompted, enter your password in the Password field.
  8. Enter your password in the Confirm Password field.
  9. Click the Set Password button.
    screenshot of the password reset screen, highlighting the two password fields and set password button
Resend an employee's account email change message

The manager or admin will do the first nine steps.

  1. Click the People menu.
  2. Click the People list submenu.
  3. Select the name of the employee whose account email needs to be reset.
  4. Click the Personal details tab under the Employment records tile.
  5. Click the Resend button in the Pending update notice.
    Resend email for employee email change (1).jpg
  6. Enter the new account email into the New Account Email field.
  7. Click the Resend Now button.
  8. Complete the step-up verification. Select your preferred verification method and follow the on-screen prompts. If prompted, enter your password in the Password field.
  9. Click the Got it button.

    The platform will now resend to the employee the email containing the steps to change their account email.


The following steps have to be completed by the employee only:

As the account email change was made by a different user, the employee has to complete two verification checks. To do this, they need to do the following steps.

  1. Go to the inbox of your current email.
  2. Open the email verification message.

    The email will come from 'no-reply@employmenthero.com' (just as all verification messages do) and have the subject 'Important! Verify the update to your Employment Hero Login'.
  3. Click the Verify email button.
    screenshot of the verification email, highlighting the verify email button
  4. Go to the inbox that your new email will have been sent to.
  5. Open the email verification message.

    You will receive an email similar to the one you opened in Step 2.
  6. Click the Verify email button.
    screenshot of the verification email, highlighting the verify email button
  7. If prompted, enter your password in the Password field.
  8. Enter your password in the Confirm Password field.
  9. Click the Set Password button.
    screenshot of the password reset screen, highlighting the two password fields and set password button
Edit employee personal details
  1. Click the People menu.
  2. Click the People list submenu.
  3. Select the name of the employee whose details you need to update.
  4. Click the Personal Details tab under the Employment records tile.
  5. Click the Edit button.
    Change personal details.jpg
  6. Complete the following fields:
    • Title
    • Full name
    • First name
    • Middle name
    • Last name
    • Preferred name
      Note: This name will be displayed in features such as Goals, Shout-outs, Nominations, and Announcements.
    • Pronouns
    • Gender
    • Address country
    • Address line 1
    • Address line 2
    • Suburb
    • Nationality
    • Date of birth
    • Marital status
    • Personal email
    • Personal mobile
      • Display Mobile in Staff Directory and Organisation Chart.
    • Select Yes or No to the Opt Out of Referral Program option.
    • Home phone
    • Timezone
  7. Click the Save button.

Edit your personal details and email (for employees)

Edit your personal details
  1. Click your name in the top-right corner of your screen.
  2. Click My Profile.
  3. Click the Personal Details tab under the Employment records tile.
  4. Click the Edit button.
    Change personal details.jpg
  5. Complete the following fields:
    • Title
    • Full name
    • First name
    • Middle name
    • Last name
    • Preferred name
      Note: This name will be displayed in features such as Goals, Shout-outs, Nominations, and Announcements.
    • Pronouns
    • Gender
    • Address country
    • Address line 1
    • Address line 2
    • Suburb
    • Nationality
    • Date of birth
    • Marital status
    • Personal email
    • Personal mobile
      • Display Mobile in Staff Directory and Organisation Chart.
    • Select Yes or No to the Opt Out of Referral Program option.
    • Home phone
    • Timezone
  6. Click the Save button.
Edit your account email

Helpful Hint

As an employee, if you know your password to your account, you can log in using your current account email address and update the email by yourself. In this flow, the verification email will be sent to the new email address you enter, not the old one.

  1. Click your name in the top-right corner of your screen.
  2. Click My Profile.
  3. Go to Employment records, then the Personal details tab.
  4. Click the edit or pencil icon for Account email.
    screenshot of the account email section, highlighting the edit button
  5. Type your updated email in the New Account Email field.
  6. Click the Save button.
    screenshot of the account email change popup, highlighting the new email field and save button
  7. Complete the step-up verification. Select your preferred verification method and follow the on-screen prompts to confirm your identity. If prompted, enter your password in the Password field.
  8. Go to the inbox of your new email to verify that you want to change your account email address.

Step-up verification when changing your email

To protect your account, Employment Hero requires you to verify your identity before an account email address change is saved. This applies whether you are updating your own email address or an admin or manager is updating another user's email address.

Who this applies to

  • Employees updating their own account email address.
  • Managers and admins updating another user's account email address.

How step-up verification works

When you save a new email address, a verification prompt appears. The options shown depend on the two-factor authentication (2FA) methods you have configured on your account:

  • Passkey — Select Use your passkey and follow your device's passkey prompt.
  • EH Authenticator — Select Approve in Employment Hero Work app and approve the push notification in the Employment Hero Work app.
  • TOTP (authenticator app) — Select Enter a code from your authenticator app, open your authenticator app, and enter the current code.
  • SMS OTP — Select Send a code to your mobile number, wait for the SMS, and enter the code you receive.

If you have not configured any of the above 2FA methods, Employment Hero will instead ask you to enter your account password and will send a one-time passcode (OTP) to your current account email address. Enter both to proceed.

Complete step-up verification

  1. Follow the steps to update an account email address (see the relevant section above for your role).
  2. When the step-up verification prompt appears, select the verification method you want to use.
  3. Complete the verification using the selected method:
    • If using a passkey, follow your device's on-screen prompt.
    • If using the Employment Hero Work app, open the app and tap Approve.
    • If using a TOTP authenticator app, open the app and enter the current code in the field provided.
    • If using SMS OTP, enter the code sent to your mobile number in the field provided.
    • If using the password + email OTP fallback, enter your password in the Password field, then enter the OTP sent to your current account email address in the field provided.
  4. Click Confirm (or the equivalent button shown) to submit your verification.

Once verified, the email change flow continues as normal — the new email address will receive a confirmation message to complete the change.

Note: If you are resending an account email change notification, step-up verification is required again at the point of resend.

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