Employees

Alternative identifiers

Alternative identifiers are extra email addresses or usernames you attach to an employee, so Ploy can match accounts that use a different address to the right person. Each identifier has a kind (email or username) and a value. You manage them on the employee's profile.

Adding an email identifier requires member write permission. Adding a username also requires organisation write permission.

How matching works

When Ploy encounters an account or an imported member record, it tries to resolve it to an existing employee:

  • An email identifier matches when the account's email equals the employee's main email or one of their alternative emails.

  • A username identifier matches only when the account has no email (member_email) and no employee was already resolved by email. Usernames must be added by an admin.

When an imported member record matches through an alternative email, it links to the existing employee but does not update that employee's profile details.

Add an identifier

  1. Open the employee's profile from the members list.

  2. In the profile drawer, go to Identity and find Alternative identifiers.

  3. Enter the value in the add field. It starts empty, and the value is trimmed and lowercased automatically.

  4. Choose the kind: email or username.

  5. Save the identifier.

Remove an identifier

Delete the identifier from the same Alternative identifiers list on the employee's profile.

Ploy rejects an identifier that belongs to another employee, including another employee's main email. A value that is already on the same employee, or is the employee's own main email, saves without changing anything.

Validation errors

Adding an identifier fails when:

  • The value is blank.

  • The kind is invalid or does not match the value you entered.

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