Overview
In CrewCenter, an employee’s email address cannot be edited directly after account creation. This guide outlines the correct administrative workflow for updating an employee’s email address while preserving data integrity and ensuring the correct handling of user access.
Note: Archiving removes employee access but preserves their historical data. Deleting permanently removes both the employee and all associated records.
When to Change an Employee’s Email Address
Use this workflow when an employee was created with an incorrect email address or when their email address needs to be replaced after they have already used CrewCenter.
Important Limitation
In some cases, an employee cannot be edited, archived, or deleted if the last modification to their profile was performed by a user who no longer exists in the company (a deleted user). This “ownership lock” prevents changes to the profile.
How to Resolve This Lock
To unlock the employee record:
- Go to the Employees tab.
- Find the affected employee.
- Open the three‑dot menu on the right and select Edit.
- Do not change anything — simply click Save.
- This updates the “last edited by” value to you.
You can now archive and/or delete the employee as needed.
Option 1: Email Address Incorrect at Initial Entry
Use this option when the employee has not yet collected any data in CrewCenter.
- Archive the employee.
- Delete the employee record.
- Note: Deleting is permanent and removes the employee and all related data.
- Create a new employee with the correct email address.
Tip: Use this option only if the employee has no timesheets, live tracking entries, activities, or other data.
Option 2: Employee Has Already Collected Data
Use this option when the employee record already contains timesheets, activities, live tracking sessions, or other historical data.
- Archive the employee.
- Their role and app access are removed.
- Any live tracking session ends automatically.
- They are hidden from most lists and views.
- All existing data remains accessible to admins.
- Create a new employee with the correct email address.
Note: Archiving preserves data; deletion removes it permanently.
How to Unarchive an Employee
If you need to restore access or visibility for an archived employee:
- Go to the Employees tab.
- Open the three‑dot menu next to the archived employee.
- Select Unarchive.
The employee becomes visible again and can be granted access roles as needed.
Tip: Unarchiving restores visibility but does not automatically restore roles. Review access roles after unarchiving.
Important Considerations
- Delete only when you are fully certain historical data is not required.
- Archive if the employee has an activity history that must be preserved in reports.
- When data exists, always use Option 2.