How customers can set the login email for their team members

Article author
Temitope Olamolu
  • Updated

You can choose which email a team member uses to log into Remote: their personal email (like Gmail) or their work email (like name@company.com). This gives your company more flexibility and helps team members maintain access after offboarding.

Once a team member is active on Remote, you can select which email they use to log in.

Note: When you invite an employee or contractor to the platform, the personal email is automatically set as the default login email. You can switch their login email to the work email from the employee profile once it's created by following the steps below.

How to select the login email

  1. Go to Team overview
  2. Open the team member’s profile
  3. Select the Employment tab
  4. Find the Email section
  5. Under Login email, choose one:
    • Personal email
    • Work email (only visible if already added)
  6. If needed, select Edit to update the work email

  7. Save your changes

    Edit login email.png

What happens after you change login email

  • The team member gets a confirmation email
  • The change takes effect only after they confirm
  • Until then, they can keep using their current login email

ℹ️ Note: Only the team member can change their personal email after onboarding.

Edit login email pending verification.png

What happens if the login email is already in use

If you try to set a team member's login email to an address that's already linked to another profile for that same person (for example, if they also have a company admin profile with Remote), the platform doesn't complete a simple email swap. Instead, it starts a profile merge, so the team member ends up with one login for all their linked profiles.
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Here's what to expect:
  • The team member receives an email prompting them to confirm the merge
  • They'll need to verify their identity for both the existing profile and the profile you're updating before the merge completes
  • Once confirmed, both profiles are combined under a single login email, which they'll use going forward
ℹ️ Note: This merge only applies to profiles belonging to the same team member within the same company. Profiles under a different company aren't affected and stay separate.​
 
Team members can also start this process on their own from their account settings. See: How to link a company admin profile with an employee profile for the self-service steps.​

What happens during offboarding

When a team member is offboarded and their login email is set to their work email, Remote automatically sends them a confirmation email to switch their login email to their personal email. This ensures they can still log in to:

  • View past payslips
  • Access tax documents
  • Update their bank details if needed

ℹ️ Important: If the personal email field contains a work address (like name@company.com), the team member may lose access once their work email is deactivated. Make sure the personal email is a true personal address..

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