Question
What should I do if I'm hiring a new employee and I get an error saying "This email is taken by another employee at your company. Work with an admin who has access to all locations to find them and rehire/add a location"?
Answer
This error occurs while you're hiring a new individual and adding them into your Toast Payroll database, but you have another profile with the same email address you're trying to add. Note: A user is allowed to have the same email address across two or more databases (company codes).
To solve this, consider these steps:
Is this employee a rehire? If the employee has already worked for your company, they may have a terminated profile in Toast Payroll. In this case, select the X icon in the upper-right corner of the new hire workflow and select Discard & exit. Then follow the directions in Toast Payroll: Rehire Guide to add them back into your system as an active employee.
If this is not a rehire, this may be a case of a shared email address. Toast strongly recommends that each individual uses their own email address for their own access to any Toast system. In order to be hired into Toast Payroll, view paystubs, and download year-end tax forms, we encourage this person to create a unique email address.
Lastly, sometimes employees will have a pre-existing profile for one reason or another. Search Toast Payroll for the employee's first and last name to locate an existing profile.
If this profile has not been used by the employee, you can still update the email address on it since it is unverified. Select the Profile tab and then select User Account. The page will give you an Update option if available.
If the employee has verified their email address and used this profile for any reason, including completing their onboarding steps, only the employee themselves and Toast admins can change the email address. For security reasons, Toast admins will only assist as a last resort, so it's best to work with the employee to regain access to this profile. They can use Log in to Toast: Troubleshoot Login if they need assistance.