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Update employee personal details and change account email

Updated

Available for the following plans: Lite, Plus, Unlimited HR, Essentials, Engage, Elite, Unlimited HR+Payroll
Available for the following HR plans: Free, Standard, Premium, Platinum
Available for the following user access levels: Manager, Admin

It is important for a manager or admin to easily be able to update their employees' personal details whenever that employee has a change to their information.

This article explains how to use the Personal Details feature, which allows you to make these updates easily. Once updated, the changes are automatically reflected across the entire Employment Hero platform, meaning you only need to update the information once.

  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

Helpful Hint

When reactivating a terminated employee’s profile, update their account email first. This ensures they only need to access the new email to confirm the change. If you change the email after reactivation, the employee will need both the old and new email addresses to verify the update.

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. 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. 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 eight 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. 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. 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. Go to the inbox of your new email to verify that you want to change your account email address.

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