Executive Summary

Switching your primary login email address in PyjamaHR is a common need—whether due to rebranding, staff changes, or simply correcting a signup mistake. While PyjamaHR does not allow direct editing of an existing user's email, you can seamlessly transition to a new email by inviting it as a new user (preferably Super Admin), onboarding, and then removing the old email. This article provides a comprehensive, step-by-step guide, addresses common pitfalls, and answers the most frequent questions based on real customer scenarios.

Detailed Overview

PyjamaHR ties each user account to a unique email address. There is no in-place edit for changing an existing user's email. Instead, the platform supports a secure, auditable workflow:
- Onboard with the new email and reach out to Support with a reason for this change

This approach ensures data integrity, maintains audit trails, and prevents accidental loss of access or data. It is especially important for organizations undergoing:
- Domain changes (e.g., company rebranding)
- Staff turnover (e.g., HR manager leaves)
- Correction of signup errors (e.g., typo in email)
- Transition from personal to business email

Key Benefits:
- Maintains all company data, jobs, and workflows
- Ensures uninterrupted access and permissions
- Avoids accidental billing for extra users (if done promptly)

Integration with Other Features:
- User roles and access levels (Super Admin, Admin, Hiring Manager, Recruiter, Interviewer, External Recruiter)
- Email integration (Outlook, Gmail)
- Billing and seat management

Prerequisites

Super Admin access on the current account
If on a paid plan: awareness of seat limits and billing implications

Standard Workflow (Most Common Scenario)

Onboard with the New Email
Inform Support that it has been done ("Connect me with a Human")
Wait for the team to confirm if the changes are made

Verify Access and Notifications

Confirm you can access all jobs, candidates, and settings with the new email
Check that notifications and emails are being sent from the correct address

Special Scenarios & Variations

A. Single-User Plans (e.g., AppSumo Tier 1)

You may need to get on a call with the Support team and they will help you with the necessary requirement(s). Confirm your availability along with your time zone (if not IST).

B. No Access to Old Email (e.g., Employee Left, Email Deleted)

If you cannot log in as the old Super Admin, contact PyjamaHR Support.
Be prepared to provide company verification (registration documents, LinkedIn URL, etc.) for security.

C. Email Already in Use

If the new email is already registered, you cannot use it again. Remove it from any other accounts first.

D. Domain/Company-Wide Email Change

Repeat the above process for each user or reach out to Support ("Connect me with a Human")

Advanced Usage & Best Practices

Power User Tips

Batch Changes: For company-wide domain changes, schedule a window and communicate with your team.
Seat Management: Remove an existing billable user before inviting a new one to avoid extra charges.
Role Assignment: Always assign Super Admin to the new email if it will be the main account.
Email Integration: If you use Outlook or Gmail integration, reconnect it after switching emails.

Do’s and Don’ts

Do:
- Reach out to Support for assistance in switching the email ID
- Remove the old user only after confirming access with the new one.

Don’t:
- Delete the old user before the new one is fully onboarded.
- Use personal emails for company accounts if possible.
- Attempt to change the email directly in the user profile—it’s not supported.

Troubleshooting & Common Issues

Common Problems & Solutions

Issue / Error Message	Solution
Didn’t receive invitation email	Check spam/junk. Confirm correct email. Resend invite.
No access to old Super Admin email	Contact support with company verification for manual intervention.
New email already in use	Remove it from any other PyjamaHR account first.
Data loss concerns	All jobs, candidates, and settings remain with the company account. Comments may lose author attribution, but data is retained.
Email integration not working after switch	Reconnect your Outlook/Gmail integration under the new login.
Notifications still going to old email	Ensure the old email is fully removed and new email is set as Super Admin.
Cannot invite new Super Admin (button disabled)	Check seat limits; remove a billable user to free up a slot.
Need to switch for all users (domain change)	Repeat the process for each user. Ask for assistance from the Support team.

When to Contact Support?

You have lost access to the old Super Admin email and cannot log in
The new email is not receiving invitations despite multiple attempts
You need to switch emails for a large team or have billing/seat issues
You require manual verification for security reasons

Comprehensive FAQs

1. Can I edit my email address directly in my profile?
No. PyjamaHR does not support direct editing of user email addresses.

2. Will I lose any data (jobs, candidates, comments) when switching emails?
No. All company data remains. Comments and activity may lose the original author attribution, but nothing is deleted.

3. Will I be charged for two users during the switch?
No.

4. What if I no longer have access to the old email?
Contact PyjamaHR Support. You’ll need to verify your company identity for security.

5. Can I switch from a personal to a business email (or vice versa)?
Yes, as long as you have access to both emails during the process.

6. What if the new email is already registered in PyjamaHR?
You must remove it from any other account before using it as your new login.

7. Do I need to re-integrate my email (Outlook/Gmail) after switching?
Yes. Email integrations are tied to the user account and must be reconnected.

8. Can I switch the Super Admin role to another user?
Yes. Onboard using the email ID which you want to use as Super Admin and inform the Support team. They will do the changes from the backend.

9. What happens to notifications and candidate emails?
After switching, all notifications and candidate emails will go to the new email address.

10. Can PyjamaHR Support do the switch for me?
Support can assist if you’ve lost access or face technical issues.

11. What if I’m on a single-user plan?
Reach out to Support ("Connect me with a Human") with the reason for the change and they will help you further in the process.

12. What if I need to switch emails for the whole team (e.g., after a domain change)?
Repeat the process for each user.

13. Will my email history and sent messages migrate to the new account?
No. Email history is tied to the original user. For Outlook/Gmail integration, reconnect under the new account.

User Roles & Access Types: Understanding Access Types
Inviting Team Members: Inviting Team Members
Managing Billing & Seats: Managing Subscription & Seats
Email Integration: Integrating Your Work Email
Contacting Support: Contact Support

Recommended Next Steps:
- Review your current user and seat configuration before starting
- Communicate the change to your team if it affects others
- Reconnect any integrations after switching emails

Real-World Examples

Rebranding: Company moves from @oldcompany.com to @newcompany.com—each user repeats the switch process.
Employee Departure: HR manager leaves; new HR is invited as Super Admin, old account is removed.
Signup Error: User signed up with a typo; correct email is invited, then old one is removed.
Single-User Plan: User completes the switch within 20 minutes to avoid being billed for two users.

Summary

Switching your primary login email in PyjamaHR is a secure, multi-step process designed to protect your data and maintain business continuity. By following the steps above and understanding the best practices, you can ensure a seamless transition with minimal disruption—whether you’re correcting an error, onboarding a new team member, or rebranding your company.

If you encounter any issues or have unique requirements, PyjamaHR Support is ready to assist.

Still have questions?

Check the FAQ above or contact support for personalized assistance.

How to Switch Your Primary Login Email Address in PyjamaHR (Super Admin & User Guide)