Scenario:
There may be a circumstance where you would like to update all the email addresses for employees of one of more employer, perhaps due to re-brand or acquisition (e.g. from [employees]@company.com to [employees]@newcompany.com).
If you are not maintaining this information via the regular update from another system (e.g. HR/Payroll). then rather than having to manually edit all of this information, you can make this a much quicker process as demonstrated below.
Example:
We have a company "PAS Demo Employer" with 16 employees, all employees have an email address ending with "p11d.co" but we have now purchased a new domain called "newdomain.com" and now want to update all employees to match the new domain.
First, click the "build a list of employees for this employer" button:
As you can see, all the employees have an email address ending with "p11d.co"
We need to export these employees - go into the reports wizard (just click the printer icon from the above screen, or File > Import Wizard) and then "List all employees with associated details [tax year]"
Click Next (select this Employer) and Save to file with your chosen file type (in this example I have used XLSX), you will then have an exported list of employees within your system.
Open this saved file and highlight the column with the emails, then press "CTRL + H" you will get the below, tab to replace, in the first option put your old domain and second your new one e.i.;
Then press "Replace All"
Remove all columns apart from payroll number and email address and save the file. You're now ready to re-import the file in the employees section (ensure you select the UPDATE only) option, you will see your employees with a green colour code to denote the employees are being updated:
Follow the normal importing routine and FInish the import. If you then rebuild the list of employees, the email addresses have been updated but with "newdomain.com".
Was this article helpful?
That’s Great!
Thank you for your feedback
Sorry! We couldn't be helpful
Thank you for your feedback
Feedback sent
We appreciate your effort and will try to fix the article