How customers can set the login email for their team members

When you invite a team member to Remote, you can save two email addresses on their profile:

• A personal email (for example, Gmail or Outlook)
• A work email (for example, name@company.com)

You can then choose which of these email addresses they'll use to sign in to Remote. This is called their login email.

ℹ️  Adding a personal email address helps ensure team members can continue accessing important documents, such as payslips and tax forms, after their employment ends and their work email is deactivated.

Before you start

When inviting a team member, you must enter a personal email address as this is the email used to notify the individual to create their Remote profile.

After the invitation:

• Team members can update their own personal email address from their account.
• Company admins can update the work email if it changes.
• Company admins can change which email address is used as the login email at any time.

ℹ️ Changing the login email doesn't change either email address saved on the profile. It only changes which one the team member uses to sign in.

Choose the login email when inviting a new team member

When inviting a new team member, you can enter both their personal and work email addresses and choose which one they'll use to sign in.

Invite through the platform

1. Select Add new
2. Choose whether you're inviting an employee or contractor
3. Enter their personal email address
4. (Optional) Enter their work email address
5. Under Login email, choose whether they'll sign in using their personal or work email
6. Send the invitation

Invite multiple team members using a CSV file

If you're inviting multiple team members at once, include these columns in your CSV file or complete them on the Remote’s csv template:

See also: How to bulk invite multiple employees hired by your company

Change a team member's login email

You can change a team member's login email at any time:

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:
   • Personal email
   • Work email (available only if a work email is saved)
6. Select Save

What happens after you change the login email?

After you save the change:

• Remote sends a confirmation email to the team member's current login email.
• The team member must confirm the change before it takes effect.
• Until they confirm, they continue signing in with their existing login email.

What happens if the selected login email is already in use?

A team member can have multiple Remote profiles within the same company. For example, they may have:

• multiple employment records because they relocated or left and later rejoined the company
• different roles, such as being both a company admin and an employee

If you choose a login email that's already used by another profile belonging to the same team member within your company, Remote doesn't replace the existing login. Instead, the login email becomes the shared sign-in for all of that team member's profiles.

The team member receives an email asking them to confirm the change. Once they confirm, they can use a single login email to access all of their eligible profiles.

Team members with multiple profiles

If a team member has multiple employment or contractor profiles with your company, you'll see a Work history section on their profile. This provides a timeline of their employment history, for example if they:

• relocated to another country
• changed from contractor to employee
• left the company and later returned

ℹ️ The Work history section is only available for multiple employment or contractor profiles hired by the same company. It doesn't appear when a team member has different roles, such as both a company admin and an employee, even though they can still access all of those profiles using the same login email.

When a team member leaves your company

If a team member uses their work email to sign in to Remote, we help them keep access to their account after they leave.

During offboarding:

• We use the verified personal email on file to send important offboarding communications, including instructions to switch their login from their work email to their personal email.
• Once they confirm the change, they can continue accessing their Remote account, payslips, tax documents, and other records using their personal email.

Important: This process only works if the team member has a verified personal email saved in Remote before they leave. 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.