If you are attempting to create a New User for Employee A and find a warning message appear noting that this email address is already in use, this means that the email address is saved on Employee A's Employee record. The only time when the same email address is used for both the Employee and User records is when they are linked by checking the 'Employee App Access' checkbox on the Employee record.
To fix this error, make one of the following changes:
- Recreate this User record by linking it to the Employee record
- Update the email address on the User record
- Create a new User record for a Manager
1) Recreate this User record by linking it to the Employee record
When a New User record is created separately from an Employee record, a warning message will appear notifying you that the email address is duplicated. To create a new User from their Employee record, exit this new User record and open the User's Employee record.
When the Employee record opens, check the 'Employee App Access' checkbox. This will automatically create a User record with the same information and only the Employee App Access User role. To add more User roles, navigate to the 'User Roles' tab on the User record and enter in the desired User role(s).
2) Update the Email Address on the User Record
If the current email already exists for a different User, use a different email address on this User record. This will enable you to save the other new User record which you are attempting to create since we have removed the duplicate email from use.
3) Create a new User record for a Manager
Every Employee record is automatically created after the POS integration has been completed and that Employee has worked his/her first shift. As stated above, checking the 'App Access' checkbox will automatically create a User record for that User and provide them access to view his/her schedule and submit requests.
However, if a User needs to have a management-based User Role but has a User record with the Employee App Access User Role assigned to it, he/she will need an additional User record in R365. The reason for this is because Employee App Access will restrict certain managerial functions if a managerial role is added to the same User record. Having two User records enables that Manager to view his/her schedule (Employee App Access login) and complete managerial tasks (Management-Based Role login).
These two User records will need to have different email addresses since the same email can only apply to a User record and Employee record if they are linked. Due to this, an alternate email will need to be assigned to either the Employee record or the management-based User record. If they do not have another corporate email, a personal email can be used for this.