Contents

• Overview
• About Updating an Applicant's Email 
• ⚠️Important Notes
• Step-By-Step Instructions
  • Access User Management
  • Change the Email Address for an “Active” or “Updated” Applicant
• What Happens After You Change an Applicant's Email
  • Applicant must verify new email
    • ➜ Once they verify:
• What to Do for an “Invited” Applicant
• Related Articles

Overview

This article shows Organization Owners and Client Admins how to change the email address an applicant uses to log in to Next.

About Updating an Applicant's Login Email 

The Update Applicant Email Email feature lets you change the email address an applicant uses to log in to Next. Only their login email changes. Their history, data, and permissions stay with their account. 

• Who can update an applicant's email? 
  • Organization Owners
  • Client Admins

⚠️Important Notes

• “Active” or “Updated” statuses only: You can only change email address for applicants who have an “Active” or “Updated” status in User Management. You can't change email addresses for "Invited" applicants. See What to Do for an “Invited” Applicant for more information. 
   
• Applicant must verify the new email: As soon as you save, the applicant’s old email stops working. They can't log in again until they verify their new email, and Next emails them automatically at the new address to start this process. 
   
• Profile email isn't updated: Changing an applicant's email in User Management updates their login email only. That's the email they sign into Next with. It doesn't change the email saved in their profile form. To update their profile email:
   
  • The applicant can edit it themselves. See ➡️ Editing Your Profile.
  • An Organization Owner or Client Admin can click Edit Profile in the upper-right corner of the Profile tab in the Participant Network.

Step-By-Step Instructions 

Access User Management 

1. Log in to Next as the Organization Owner or Client Admin.
2. In the top menu, click More, and select User Management.
   
   
    
3. Locate the applicant. You can use the Show filter in the upper-right corner of the screen to filter by “Applicants” and/or search by name or email.
   
   

Change the Email Address for an “Active” or “Updated” Applicant 

1. Check the applicant's status first.
   
   

• If status is "Active" or "Updated:" Continue with the steps below.
• If status is "Invited:" You can't change their email because they haven't set up their account yet. See What to Do for an “Invited” Applicant for next steps. 

2. Click the Actions menu (⋯) on the far-right of the applicant’s name, then select Update User from the dropdown. 

3. In the pop-up, enter the new email address in the Email field. 

 4. Click Save in the bottom-right corner of the pop-up. 

5. In the confirmation pop-up, click Save. 


 

• A confirmation message appears in the bottom-left corner of the screen.
   

What Happens After You Change an Applicant's Email 

• The applicant’s status changes  to” Updated” on the User Management page. It stays this way until they verify their new email. 
   
• The applicant gets two emails: 

a) New email address: At their new email address, they'll receive an email with the subject, "Your Login ID has been updated." This email includes a Log In link to set up their new login.



 

b. Old email address: At their old email address, they'll receive an email with the subject, "Your access in [Organization Name] has been discontinued." This lets them know the old email no longer works and to contact their admin with questions.


 

Applicant must verify new email

To verify, they need to:

1. Open the "Your Login ID has been updated" email sent to their new address, and click the Log In link.
   
   
    
2. The Set up Password page opens. Enter a new password, then click Next. 
   
   
    
3. A one-time verification code will be sent to the applicant’s new email. Enter the one-time passcode, then click Next.
   
   
    
4. Their account will load; their account looks the same as before, with all their permissions, history, and data. 

➜ Once they verify:

• Their status changes back to “Active” in User Management.
• Their account looks the same as before, with all their permissions, history, and data. 
• Invite-only programs: If the applicant was invited to an invite-only program but hasn't applied yet, and the intake deadline hasn't passed, the invitation is re-sent to their new email. It uses the same invitation code. 
   

What to Do for an “Invited” Applicant

Applicants show an "Invited" status on the User Management page if they haven't created their account yet after being added in one of these ways:

• Through a profile import
• Through an invite-only program invitation
• As a member of an organization profile
  
  

You can't change their email directly, but what you can do depends on whether they have applications or awards.

1. If they do NOT have applications or awards: Delete them from the User Management page (see ➡️ Delete a User). Then add them again with the correct email using one of the methods above, or have them create an account by clicking Apply on your Opportunities or Program Info page.
    
2. If they have applications or awards: This can happen if you imported their profile and then added applications or awards on their behalf before they created an account. They can't be deleted. Contact Support to correct their email.
    

Related Articles

➡️Manage Organization Users (Edit, Deactivate, Activate, Delete)

What did you think of this article? Please leave a comment below! 
Your feedback helps us improve the experience for everyone.