Whether a contact has a new email address or prefers to use a different one than what is currently being used, changing a contact's email is simple; however, there are two important things to keep in mind:
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Changing an email address within their contact profile does not change the contact's portal username/login.
The contact will still be required to use the old email address to log into their portal. If the contact attempts to log in to the event portal using the new email, they will receive the following error message
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The old email address will continue to receive email notifications for new tasks assigned to the portal (if enabled), weekly digest emails (if enabled), and new message email notifications on file request tasks.
If you would like for the contact to receive email notifications, weekly digest emails, and log in to their portal with their new email address, consider deleting the contact and adding them back to your event manually.
How to Change the Portal Username
To ensure the contact can access the event portal with the correct email, there are two ways to resolve this:
Option 1: Have the Contact Update Their Portal Username
The recommended approach is to ask the contact to log in to their Sessionboard account and manually update their email (portal username) in their Account Settings.
👉🏾 Share the following instructions with your event contact: How to change my portal username or email?
If they have not set a password yet, share their unique login link from the Event Team module.
Important Notes:
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The email field in the backend needs to match the contact’s portal username.
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Do not update the contact’s email field in the backend before the user updates it themselves, or the system will display an error that the email is already in use.
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Sessionboard does not require two-factor authentication, so the user does not need access to the old email address to complete this update.
Option 2: Delete and Recreate the Contact
Alternatively, you can delete and recreate their record with the correct email address.