This article explains how to confirm the e-mail addresses of several employees at once and send their login information in bulk on People > Employee list. It helps after you add many employees with Excel or when employees are about to sign in to Teamso for the first time. Users with the Add Employee List or Update Employee List permission do this.
For a single employee, the same actions are Email Confirmation and Send Login Information in the row menu (Editing employees and row actions).
Before you start
You need the Add Employee List or Update Employee List permission. Without one of them, the selection boxes in the table and the two options under Multiple Actions are not shown.
The employees who will get login information must have a correct e-mail address.
If you are not the company admin, you can act only on employees in the branches you are responsible for.
Step by step: select employees
In the left menu, go to People > Employee list.
Tick the boxes in the first column of the table to select employees. The box in the header selects every employee on that page.
A selection bar opens at the bottom of the list, right above the pager, and shows how many employees you selected; buttons that do not fit are under More. Click Confirm e-mails or Send login information. Click the X on the right of the bar (Clear selection) to remove the selection.
You can open the same windows without selecting in the table: choose Bulk E-mail Confirmation or Bulk Login Information under Multiple Actions in the Actions menu. You then pick the employees in the window.
Step by step: bulk e-mail confirmation
An employee whose e-mail address is not confirmed gets "The email address was not confirmed." when signing in. Bulk e-mail confirmation marks these addresses as confirmed; no e-mail is sent to the employees.
Open the Bulk e-mail confirmation window with Confirm e-mails (or Multiple Actions > Bulk E-mail Confirmation). The employees you selected in the table come selected in the Employees field.
To add every employee waiting for e-mail confirmation, click Select all waiting for e-mail confirmation (N). The number is the count of active employees in the branches you are responsible for who have an e-mail address that is not confirmed yet.
To add or remove employees, open the Employees field and change the ticks. Click Clear to remove them all. You can select at most 1,000 employees at once.
Click Confirm N e-mails.
The result shows the Confirmed, Already confirmed and Not done counts. Employees that could not be confirmed are listed under Not done with the reason. Close the window with Close; the table refreshes and the Email confirmation pending badge under the confirmed employees' names disappears.
Step by step: bulk login information
Each selected employee gets a one-time link, valid for 7 days, at their e-mail address to set their password. The password is never sent by e-mail.
Open the Bulk login information window with Send login information (or Multiple Actions > Bulk Login Information).
Check the list in the Employees field. Click Select all to add every employee. You can select at most 500 employees at once.
The box Also confirm the e-mail addresses still waiting for confirmation (recommended) is ticked at first. If it stays ticked, the e-mail address of each employee who got the login e-mail also counts as confirmed and the employee can sign in at once.
Read the What happens when you send? points at the top of the window (current passwords stop working, a one-time link valid for 7 days is sent, the email contains no password; the company admin, your own account and inactive employees are skipped this way) and click Send to N employees.
Sending runs in the background, one employee at a time; the window shows the progress, such as "Sending login information: 12 / 40". Keep the window open until sending is complete.
The result shows the Sent and Not done counts and the Not done list. Close the window with Close.
Result
Bulk e-mail confirmation takes effect at once; no e-mail goes to the employees. Employees whose e-mail was already confirmed are added to Already confirmed.
With bulk login information, each employee's old password stops working and their sessions on other devices end. The employee opens the link in the e-mail, sets a new password on the Set your password screen and signs in with it. The link stops working once it is used or after 7 days; send the login information again to an employee whose link expired.
Bulk login information follows the same rules as Send Login Information in the row menu: only another company admin can send the company admin's login information, only employees in the branches you are responsible for are processed, and an employee who holds a permission you do not have is skipped. Your own account, inactive employees and employees without an e-mail address are skipped too.
Each skipped employee appears in the Not done list with one of these reasons:
Reason | Meaning |
Outside the branches you are responsible for | The employee is not in your branches. |
No e-mail address | The employee has no e-mail address. |
Inactive employee | The employee is deactivated (login information only). |
Your own account | You cannot send your own login information this way. |
Only another company admin can change the company admin's password | The employee is the company admin and you are not. |
Holds permissions you do not have | The employee has a permission you lack. |
The e-mail could not be sent | The old password stopped working but the set password e-mail could not be sent at that moment (for example, at most 3 links go to the same employee in 24 hours). |
Employee not found | The employee's record could not be found. |
Common problems
Symptom: There are no selection boxes in the table and no Bulk E-mail Confirmation under Multiple Actions.
Cause: You do not have the Add Employee List or Update Employee List permission.
Fix: Ask the company admin for the permission (Manage Permissions).
Symptom: The button shows Select all waiting for e-mail confirmation (0) and "No employee is waiting for e-mail confirmation." appears under the list.
Cause: No active employee with an e-mail address waits for e-mail confirmation in the branches you are responsible for.
Symptom: The send button is greyed out and "You can select at most 500 employees at once." turns red.
Cause: You selected more employees than the limit.
Fix: Select fewer employees and do the work in parts.
Symptom: "Sending stopped before the end." appears.
Cause: Sending made no progress for a while and stopped.
Fix: Select the employees in the Not done list or those who did not get their login information and try again.
Symptom: An employee did not get the login information e-mail.
Cause: The employee is in the Not done list (e.g. No e-mail address) or the e-mail address is wrong.
Fix: Correct the employee's e-mail address with Edit / Change and send the login information again.