Each employee file (ficha) is linked to at most one account: the one that sees that file in My area, with its payslips, documents and holidays. Sometimes the link is wrong. For example, the file was linked to someone's old personal account, or to another person with the same name.
Fixing this is not something the company does itself: the Selfcare team does it in the backoffice, because it decides who sees a file's data. Ask support, saying which file it is and which account is the right one.
What the Selfcare team can do
- Change the file's user: the file moves from the current account to another account that is already a member of the company and has no file there yet.
- Unlink the file: the file is left with no account. The owner or HR can then link it to the right account, as in Linking a user to an employee file.
Every change needs a reason and is recorded in the company's audit log.
What changes and what does not
- The current account loses My area in this company, but its access stays: it is still a member, with the same role. To remove access, use Settings → Users.
- The new account sees the file the next time it opens My area, without signing in again.
- The file, holidays, balances, payslips, documents and history do not change.
- The login email, the password and the file's emails do not change.
- A pending invite for that file is cancelled.
- Nobody gets an email. If people need to know, tell them yourself.
When it cannot be changed
- The file has login emails: remove them first under Login emails, on the file. They open the linked account and would move to the new one.
- An absence on the file is being booked in several companies: it only takes a moment; try again in a few minutes.
- The file is terminated or archived: only an active or on-leave file can change.
- The new account is not an active member of the company, or already has another file there: a person can only have one file per company. Invite them first, or unlink the other file.
- The new account belongs to the Selfcare team, an integration or an accounting firm: these accounts are never linked to files.