The Toolkit has different types of email addresses used for different purposes within the system. The areas below highlight each purpose and where it can be found.
System Email Address
The 'System email address' is used to deliver email messages and notifications to users who have been allowed system access. Employees will also be asked for the system email address when they try to recover a forgotten password.
All users on the system are required to have a valid system email address. Whether this email address belongs to an internal domain or any other domain is an internal decision. The Toolkit accepts all valid addresses.
How to change a System email address
Only controllers can change system email addresses. This is done via
Setup & Admin > System emails.
Managers and employees are unable to do so.
Shared Email Addresses
A 'System email address' can be marked as a Shared email address so that the Toolkit no longer sends sensitive emails (e.g. personal detail changes) to the user. Instead a generic notification will be sent to the 'Nominated system email address' asking the user to login and view their notification from within the system.
An example of a Shared email address is 'firstname.lastname@example.org'. This kind of email address could be accessed by more than one person in an organisation.
Employees using Shared email addresses will be unable to recover their own passwords using the forgot password link. Instead, you would need to speak with a Controller for assistance.
Nominated Email Address
For employees who don't have their own email address or use a shared address like 'email@example.com', you need to set the email address that will be used to send their notifications or password reminders to.
It is recommended that you enter an email address of a senior manager.
Employees who use shared computers to access their emails should be marked as so in the system via
Setup & Admin > Shared Computer along with their Private email address. This way, if the user is issued a new document, it will be sent as an attachment to their private email address.
Personal Email Address
Personal email addresses (also referred to as Home email) is a self-service field. Employees can change their address through their Myhome area. Managers with access to Employee Files can also update an employee's personal email address.
Controllers can change Personal email addresses in
Setup & Admin > Email addresses. Personal email addresses added via Setup & Admin will update Personal email addresses in Myhome, and vice-versa.
Work Email Address
The work email address is another self-service field changeable from Myhome by all employees who have system access. Controllers and managers can also make the change from Employee Files. Controllers can change the work email address from
Setup & Admin > Email addresses.