Everyone in Worksuite signs in with one address: their login email. Login links, password resets, verification codes, invitations, agreement signing reminders and every other notification go to that address. This article explains how the login email differs from the email on a talent profile, who can change each one, and how to get someone back in after a change.

Who can do this: Freelancers and team members change their own login email. Team members who can edit talent profiles change the email on a profile, which is also the login email until the freelancer registers. Worksuite Support can change a login email on request.

Availability: Available in every account.

Your workspace may use a different name for Partners, such as Freelancers or Contractors.

TABLE OF CONTENTS

Login email and contact email are different

Login emailContact email on a talent profile
Where it's setIn the person's own account settingsOn the talent profile your team sees
What it's used forLogging in, login links, password resets, verification codes, invitations, signing reminders and all notificationsReference for your team
Who can change itThe person, or Worksuite Support. Before the freelancer registers, editing the profile email changes it too.Team members who can edit talent profiles

Before a freelancer registers, the email on their profile is also their login email, so editing it changes both. Once they've registered, editing the email on their profile changes the contact email only, unless Worksuite has set up your account to keep the two in sync. The login email stays the same, so login links and reset emails keep going to the old address. The same goes for any secondary email you add to a profile. It's there for reference and doesn't receive login links.

If an agency manages a freelancer's profile, the login email may belong to someone at the agency. Signing reminders and other notifications then go to the agency. They can forward the latest email to the right person, or the login email can be changed using the steps below.

Change a freelancer's login email

You have two options.

Ask the freelancer. If they can still log in, they can change it in Settings → Account and confirm the change from their new inbox. This is the fastest route. Point them to How to Update Your Profile, Email Address and Password.

Ask Worksuite Support. Use this when the freelancer can't log in or can't open the old mailbox, or when you need to change emails for many freelancers at once.

To ask Support to change a login email:

  1. Open the freelancer's profile and copy the link from your browser's address bar.
  2. Click Support in the bottom left of any Worksuite page.
  3. Send the profile link, the current email and the new email. For several freelancers, attach a list with the profile link, current email and new email for each person.

Support updates the login email and sends a secure login link to the new address. The old address stops working for logging in.

Change your own login email as a team member

  1. Click Settings in the bottom left.
  2. Select Personal settings.
  3. Enter your new address in E-mail.
  4. Click Save changes.

You'll see "This change requires email confirmation. Please check your inbox." Open the confirmation email at your new address and click the link. The change applies as soon as you confirm. Until then, keep logging in with your old address.

If you've already lost access to your old address, for example after your company changed its email domain, contact Worksuite Support with your old and new address. An admin on your team can also contact Support for you.

Fix a wrong email on an invitation

What to do depends on whether the person has accepted the invitation.

  • Not accepted yet: click Edit on their profile, correct the email and save. Their login email changes with it. Then click the more options button next to Edit and select Resend invitations. Editing a profile needs Can edit Partners profiles on your role.
  • Already accepted: they now have an account, so follow the steps in "Change a freelancer's login email" above.

"Email already in use by another account"

An email address can belong to only one profile in your workspace. That includes archived and duplicate profiles. If you edit a profile email and the address is taken, you'll see "Email already in use by another account." The same check stops an invitation to an address that's already on another profile.

To fix it:

  1. Search your talent list for the address, including archived talent.
  2. If the other profile is a duplicate you don't need, delete it.
  3. Try the change or the invitation again.

If you can't find the other profile, or you need to keep it, contact Support with the address and the profile you want it on.

Help someone log in after a change

Once the login email is updated, send the freelancer a fresh login link:

  1. Open the freelancer's profile.
  2. Click the more options button next to Edit.
  3. Select Send email login link.

You'll see a message that the freelancer's login link has been reset. This option needs the Can send passwordless login links to Partners permission, and it appears only for freelancers who have registered and aren't archived.

If the email doesn't arrive, ask the person to:

  • Check spam, junk and promotions folders, and search for emails from Worksuite or from your company's name.
  • Request a new link from the login page using the new address. Links expire, so use the most recent one.
  • Use a private window or a different browser if they're signed in to more than one Worksuite profile.
If your workspace uses password login with two-factor authentication (2FA), login links are turned off. See How to Turn On Two-Factor Authentication (2FA) for Your Workspace.

Troubleshooting

If the freelancer has already registered, you changed the contact email, not the login email. Ask the freelancer to change it in Settings → Account, or ask Support to change it. Then send a new login link.

Password reset says there's no account for this email

Reset emails only go to the login email. The person may still have an account under an older address. Try the old address, or ask Support to change the login email to the new one.

A freelancer's profile is archived and they need tax form notices at a new address

Archived freelancers can't log in to change their email. Contact Support with the profile link and the new address.

Support/Resources

Still have questions about changing a login email? Click Support in the bottom-left corner of Worksuite to contact our Support team, or email support@worksuite.com. Including a link to the page you're on and a screenshot helps us answer faster.