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.
To “change” the login email, you must deactivate the existing user and create a new user with the new email address.
Before you start
Changing the Registered Email by creating a new user affects ownership and historical data. 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 any 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.
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.
Step 1: Deactivate the old user
Go to Settings, then click User Management.
Locate the user whose email you need to change, then open their user profile.
Click the option to Deactivate the user, then confirm the deactivation.
Step 2: Create a new user with the new email
From User Management, click to Add New User, then enter the new email address in the Registered Email field.
Complete the required user details, then assign the appropriate permissions and save the new user.
Step 3: Transfer record ownership to the new user
Use the bulk update tools to bulk transfer record ownership from the old user to the new user across candidates, contacts, jobs, and companies.
Review key records and reports, then confirm that ownership and access reflect the new user correctly.
📌 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.