Generic Email used by Former and New Employee

It's not unusual for firms to have a generic email that is used by an administrative/lower level employee such as admin@billmnowassociates.com  But since subscriptions to TPS Cloud Axis are tied to an email - some firms run into the problem of how to unsubscribe an employee who has left the firm, and then subscribe the new employee with the same email.  Here are the steps to complete this:

Step 1:  Log into Admin Center with your subscription manager login and 

• Click on the recycle bin icon next to the user's name that is no longer with the company. This action will remove the email address and login credentials for that user - 'Remove User.' 
• Click on the 'Active' arrow next to the employee's name and select 'Cancel License.' This action will deactivate the license, making it available to be reused by a different employee.

Step 2: Log into your TPS App and go to the Employee Section.

• Open up the employee properties for the employee who has left the firm and go to the Address Tab - Remove the email address from their properties and click SAVE.  
• Open the employee properties for the new employee (or add them in as a new employee record), and on the Address Tab - add the email address to this employee and click SAVE.

Step 3: Go back to Admin Center 

• Click the Synchronize Employees
• Once the new staff member is displayed in the list, locate the 'Has License' column and switch the status from 'Inactive' to 'Active' by selecting 'Activate License'.
•  In the 'Linked User' column, click on 'Invite Employee' and select the email address for the user; this sends an invitation emailed to that account with login credentials to access TPS Cloud Axis App.   Note: you may still see the former employees name next to the email address on the new employee - that's ok - this can be fixed in Step 4.

Step 4: Have the new employee log into the program with the generic email (e.g. admin@billmnowassociates.com) - they can create a new password by clicking Forgot Password.

• Once the employee is logged into the TPS Cloud Axis App have them click the Teal circle in the upper right corner and select My Profile.
• Click the Change Name for this User Profile and they can update it with their correct First and Last Name.  Note: the User Profile is stored separately from the Employee Properties and is tied purely to the email address which is why the former employee's name was displaying.  
• The new employee's name should now display and the Teal circle in the upper right should show there correct initials.
  
  
  

  Related Topic:

  • Managing User Access: Deactivate and Activate a Subscription

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