Changing Emails in Vincere
This article explains the difference between Registered and Connected email addresses, how email appears to recipients, and how to change these email settings while keeping your records and reporting as accurate as possible.
⚠ Important: You must have permission to manage users and access User Management to deactivate and create user accounts.
Understand Registered and Connected Email Addresses
There are two types of email addresses associated with each user account: Registered Email and Connected Email.
Registered Email
The Registered Email is the email address you use to sign in. You choose it when the user account is created, and it cannot be edited later. The system also sends password reset messages and Bcc copies of sent emails to this address.
Connected Email
The Connected Email is the mailbox that sends emails from within the system. Email sends use this address, and it supports one-way syncing for email and two-way syncing for calendar events. The Connected Email does not have to match the Registered Email.
How emails appear to recipients
In some parts of the interface, you may see the Registered Email displayed as the sender address. However, all outbound emails are sent through the Connected Email, so recipients see your Connected Email as the “From” address.
📌 Note: If you are unsure which email is currently connected, review your User Settings and check the email connection status before making any changes.
Change the Registered Email Address
Once a user login is created, you cannot directly edit the Registered Email.
What you do next depends on the customer’s goal:
Scenario A: Change to a different Registered Email
If the user wants a new/different login email, you can:
Deactivate the old user
Create a new user with the new Registered Email
Transfer record ownership as needed
Scenario B: Reuse the same Registered Email from an old user (most important)
If the user wants to create a new user using the exact same Registered Email as an old user account, deactivating the old user is not enough.
⚠️ Important: A deactivated user account still retains its Registered Email address.
To reuse the same Registered Email, the old user must be permanently deleted.
Before you start
Changing a Registered Email by creating a new user (or deleting an old user so the email can be reused) affects ownership, reporting, and historical records.
The following items do not automatically transfer to the new user:
Record ownership (candidates, contacts, jobs, companies)
Tasks linked to those records
User activity, profit splits, and user-specific reporting metrics
📌 Note: You can bulk transfer record ownership from the old user to the new user to reduce manual updates. You can also transfer distribution lists and talent pools between user profiles.
⚠️ Important: Tasks and calendar events remain linked to the original email address and cannot be reassigned in bulk to the new user account.
Before permanent deletion (required if reusing the same Registered Email)
If the customer needs to reuse the same Registered Email, do the following before deleting the old user:
Transfer record ownership to the new user (where needed)
Review reporting impact (user activity, profit splits, user-based reports)
Store a searchable list of records owned by the old user (recommended), for example:
Filter by Ownership.
Add records to a Talent Pool.
Add records to a Distribution List.
Export or save a reference list (if your process requires it)
📌 Note: You can bulk transfer record ownership from the old user to the new user to reduce manual updates. You can also transfer distribution lists and talent pools between user profiles.
⚠ Important: Tasks and calendar events remain linked to the original email address and cannot be reassigned in bulk to the new user account.
If you rely on month-end reporting, plan the change near the end of a reporting period and complete it before the first day of the new month to keep your reports consistent.
Reuse the same Registered Email (Permanent Delete Required)
Use this process when a customer needs to create a new user with the same Registered Email as an old/deactivated user.
⚠️ Important: Deactivating the old user does not free up the Registered Email.
The old user must be permanently deleted.
Step 1: Prepare the data before deletion
Before deleting the old user, make sure you:
Transfer record ownership to the replacement/new user (if required)
Review any user-specific reporting or profit split impact
Save/searchably store records owned by the old user (recommended)
Example: Filter by Ownership, then add to Talent Pool or Distribution List
Step 2: Permanently delete the old user
Go to Settings, then click User Management
Locate the old user, then open the user record (or select the user)
Open Actions, then click Delete
Confirm permanent deletion
⚠️ Warning: Permanent deletion is irreversible and may affect analytics, reporting continuity, API connections, lists, and recoverability.
Step 3: Create the new user with the same Registered Email
After the old user is permanently deleted, create the new user and use the now-available Registered Email address.
Deactivate the old user (only for a different Registered Email)
Use this step only if the new user will use a different Registered Email address.
Go to Settings, then click User Management
Locate the user whose email you need to change, then open their user profile
Click Deactivate, then confirm the deactivation
📌 Note: You can repeat this process for any additional users who need a different Registered Email.
Change the Connected Email Address
You can change the Connected Email from your own user profile. This does not affect your login email but updates the mailbox used to send and sync emails and calendar events.
Step 1: Open your user settings
Click your profile picture or avatar in the top-right corner, then select User Settings.
Scroll to the Email Settings section, then review your current connection status.
Step 2: Disconnect the existing Connected Email
In Email Settings, locate the current Connected Email, then click Disconnect.
Confirm the disconnection, then refresh the page to ensure the account shows as disconnected.
Step 3: Connect the new email account
In Email Settings, click the option to Connect Email, then select Email Type.
Choose your email provider (for example, Outlook, Google, IMAP, or Microsoft Exchange), then follow the prompts to sign in and grant access.
📌 Note: For IMAP or Microsoft Exchange accounts, you may need additional details such as server host, port, and security type. Contact your email administrator if you do not have this information.
🤓 Tip: If you use Outlook with multi-factor authentication, follow your organisation’s guide or Outlook 2FA setup instructions before connecting your email to avoid sign-in errors.
Step 4: Confirm sync status
After connecting, check that email status shows as Connected in Email Settings, then send a test email from within the system.
Create a test calendar event, then verify that it appears in both your calendar and the system to confirm successful two-way calendar sync.
Email connections are user-specific. You must complete this process from the signed-in user’s account and device; you cannot connect email on behalf of another user via User Management.
💡 Best Practices
Connect your email from a private or incognito browser window to reduce issues caused by cached credentials.
Coordinate Registered Email changes with your reporting schedule to minimise disruption to user and profit reports.
Inform users before you deactivate their accounts so they can complete urgent tasks or reassign responsibilities.
Review email and calendar sync status regularly to ensure ongoing visibility of client and candidate communications.
🤔 FAQs
Q1: Can I change my login (Registered) email without creating a new user?
Answer: No. The Registered Email cannot be edited. To use a different login email, you must deactivate the existing user and create a new user with the new email address.
Q2: Will my existing tasks and calendar events move to the new user when I change the Registered Email?
Answer: No. Tasks and calendar events remain linked to the original email address, and you cannot bulk transfer them to the new user.
Q3: Do emails still send from my Connected Email if I see my Registered Email in the interface?
Answer: Yes. Even if the Registered Email appears as the sender in some screens, all outbound emails send from your Connected Email, and recipients see your Connected Email address.
Q4: Can an administrator connect or change another user’s Connected Email from User Management?
Answer: No. Email connections are user-specific and must be completed from the user’s own profile and device. Administrators can support users but cannot fully complete the connection for them.
Q5: I need to reuse the same Registered Email from an old/deactivated user. What should I do?
Answer: If you need to reuse the same Registered Email address, deactivating the old user is not enough.
A deactivated user account still retains its Registered Email, so the same email cannot be used for another user while that account is only deactivated.
To reuse the same Registered Email, the old user must be permanently deleted.
Before deleting the old user, make sure you:
Transfer record ownership to the new user where needed
Review user-specific reporting impact
Store a searchable list of the old user’s records (for example, use Filter by Ownership and add records to a Talent Pool or Distribution List)
⚠️ Permanent deletion is irreversible and may affect analytics, API connections, lists, and recoverability.