Your email address is your main identifier and access point to Factorial. Because of this, changing your email must follow a secure process. This article explains the two different ways to update an email address, depending on whether the email has already been verified.

Email Change Options

Changing the email address linked to a Factorial account depends on whether the employee has verified their current email. 

If the email has NOT been verified

An administrator or someone with the right permissions can update the email:

1. In the sidebar, go to Organization
2. Search for the employee in the list
3. Click the arrow on the right side of the employee's row to open their profile
4. Navigate to the Work Details tab
5. Locate the Email field and update it as needed
6. A pop-up will appear asking for your password
7. Confirm the password to finalize the change

If the email HAS Been verified

1. When the employee requests the email change - only if the necessary permission is enabled:

1. An admin must go to Permissions and enable the permission called “Edit profile email address”
2. The employee should go to their Profile in the sidebar
3. Click on the Work Details section
4. Edit the Email field (a new email address that is not already in use)
5. Click Accept
6. A pop-up will appear asking for the employee's password
7. Confirm the password
8. The platform sends a confirmation request to the new email
9. The employee must access their new inbox and confirm the change via the link provided

2. When someone else (with permissions) requests the change

If an admin or another user with the right permissions initiates a change of an employee’s verified email:

1. The person should go to Organisation → select the employee profile
2. Click on the Work Details section
3. Edit the Email field (a new email address that is not already in use)
4. Click Accept
5. A pop-up will appear asking for the person's password
6. Confirm the password
7. The platform sends a confirmation email to the new address
8. The owner of the new email address must accept the change by clicking the link in the confirmation email

Changing the login email through the Public API

The login email is the address an employee uses to sign in to Factorial. If your company uses an identity-management system or another integration, you can automate login email changes through the Public API instead of updating them manually, for example when moving employees from a personal login to a company-managed identity.

Through the Public API, you can:

• Request a login email change for an existing employee
• Cancel a pending login email change

What happens after a change is requested

The result depends on the employee's access status:

• Employee not invited yet: the login email is changed immediately. No confirmation is required.
• Employee invited, but the invitation has not been accepted: the existing invitation is cancelled and a new invitation is sent to the new address.
• Employee with confirmed access: a confirmation link is emailed to the new address. The current login email stays active until the employee confirms the change.

Before inviting a person to Factorial

While the person hasn’t been invited yet, you can freely edit their information.
For example, you can:

• Update their email address.
• Change their role or permissions (e.g. make them an administrator).
• Adjust any other details in their profile.

After sending the invitation

Once the person has been invited, their profile becomes that of an active employee in your account.
From that moment on, you will no longer be able to edit their basic information (such as email or initial permissions).

FAQ
 

1. What happens if an employee forgets their password after changing their email?
   They can use the "Forgot your password?" option on the login screen to reset it.