Change email address

Table of Contents

• Roles and access

• How to change an email address

• The employee has not confirmed the new email address

• Migrating to a new email domain

• Adding a new employee before their work email is ready

Roles and access

💡 Employees can only edit their own "Personal email address" field — not their login email address. Personal email address cannot be used to log in to Huma.

How to change an email address

1. Go to the People module and open the employee's profile

2. Navigate to "Intro" and click "Edit"

3. Fill in the new email address and click "Save" and "Confirm change"

Once the change is submitted:

• A notification email is sent to the old address

• A confirmation email with a link is sent to the new address

• Huma will continue to use the old address until the employee confirms the new one by following the link

💡 Make sure the new email address has already been created before submitting the change. If the address does not exist yet, your email provider may bounce or blacklist the confirmation email, which will block future attempts to send emails to that address.

💡 If the employee has never logged in to Huma, the email address will be updated immediately without requiring confirmation, no action is needed from the employee.

The employee has not confirmed the new email address

If the employee did not receive or confirm the confirmation email, you can resend it at any time.

1. Go to the People module and open the employee's profile

2. Navigate to "Intro" — you will see a yellow notification indicating that a change is pending

3. Click "Resend confirmation email"

4. A new confirmation email will be sent to the new address. The email address will only change on the profile once the employee confirms it.

💡 Ask the employee to check their spam folder if they cannot find the confirmation email.

Migrating to a new email domain

If your organisation is migrating to a new email domain, make sure to follow the correct sequence of steps to avoid addresses being blacklisted.

1. Create the new email addresses in your email system first, before making any changes in Huma

2. Change the email addresses in Huma once the new addresses are active and able to receive emails

3. Ask employees to confirm their new email address by following the link in the confirmation email

⚠️ If you change an email address in Huma before the new address exists in your email system, the confirmation email may bounce and the address may be blacklisted, blocking all future emails from Huma to that address.

💡 Note that email address changes in Huma are not automatically synced to all integrations. For example, Tripletex requires email address changes to be made manually in their system for security reasons.

Adding a new employee before their work email is ready

If a new employee needs to be set up in Huma before their work email address has been created, you can register them with a temporary email address, such as a private email, and update it later.

Here is how to handle it safely:

1. Add the employee in Huma using their private or temporary email address
2. Do not send an invitation yet, as long as the employee has not been invited or logged in, they will not receive any notifications from Huma, including task assignments and onboarding notifications
3. Set up roles, onboarding, and tasks as normal
4. Once the work email address is ready, go to the employee's profile and update the email address under "Intro"
5. Since the employee has never logged in, the email address will update immediately, no confirmation is required
6. Send the invitation once the work email is in place

💡 As long as the employee has not been invited or logged in, no notifications will be sent to the temporary email address. It is safe to set up onboarding, assign tasks, and configure access in the meantime.