When creating a new user account in Spectora, the email address serves as the unique identifier for all users. Whether you're an agent, client, support staff member, or inspector. As a result, an email address cannot be reused across multiple accounts or roles within our system.
If an email address is already in use (for example, by a client, agent, or inspector), it cannot be re-associated with a new user profile unless certain steps are taken. This article will go over how to manage situations where an email address needs to be reassigned or modified.
Reusing an Email Address for a New Inspector
Let's say Bob is a brand-new inspector who signs up for a free trial of Spectora using the email InspectorBob@email.com. After completing his training, Bob is hired by an inspection company that also uses Spectora.
When the company tries to set Bob up as an inspector on their team, they are unable to do so because InspectorBob@email.com is already tied to his original free-trial account.
Solutions to Resolve This
Delete the Free Trial Account
If Bob no longer needs his original trial account, he can contact Spectora Support to request account deletion.
Important: Deleting an account will erase all associated data (inspections, agreements, etc.), so Bob should back up any necessary information before proceeding.
Once the account is deleted, the email address will be freed up and can be used for a new inspector account.
Change the Email Address on the Original Account
If Bob has another email address, or is willing to create one, he can log into his original trial account and change the email address.
This frees up InspectorBob@email.com, making it available for use with the new inspector account. Alternatively, Bob could use the new email for the new inspector account.
Request a Consolidated Account with Spectora Support
If Bob prefers to manage all accounts with a single email address (for example, if he is joining multiple companies), Spectora Support can help. This setup allows Bob to “switch roles” between accounts under one login.
Important: This is used for new inspectors joining a team for the first time, rather than merging multiple active accounts. All accounts have to be under one Organization, if they're completely separate this option is not ideal. Read more about organization tools here.
Important Notes on Consolidating Account Profiles
If an inspector has multiple inspector accounts/profiles with different email addresses and wants to consolidate them under one login, here’s what you should know:
New User Profiles: Each email address is tied to a "User Profile." Spectora can create multiple User Profiles for each email, each associated with a different company.
Changing Email Address: When asking for your accounts/profiles to be consolidated, you’ll have to decide which email address (User profile) will remain, and which one will be deactivated. Since we can’t change a user’s email address to an already-in-use email address, the only way to achieve this is to deactivate the inspector profile who’s email address will not be used moving forward. Then, a NEW inspector will be added to the team in their place, using the email address that has been designated as the primary login.
No Data Transfer Between Profiles: Spectora cannot move or merge data between accounts. Each profile is treated as a new user profile.
This method works best for a user joining a new company, but not if the inspector has already been active on multiple teams. In cases where the inspector has been active, moving to a new user profile may cause the following challenges:
Unassigned Inspections: Inspections previously assigned to the “inactive” inspector may become unassigned, requiring manual reassignment.
Settings Reset: Any personalized settings tied to the old profile (like availability, pay splits, and service areas) will need to be manually set for the new inspector.
Data Inaccuracies: The inspector's metrics and data from the inactive profile will not carry over, potentially affecting reporting accuracy. Reports will need to include both active and inactive profiles to manually calculate totals.
Admin Permissions and Authorization
Changes to an inspector’s account require admin-level permissions. If you’re requesting a change to your inspector profile but are not an admin, the admin for your team will need to confirm the changes before we can proceed.
The admin must confirm (via chat or email) that they approve of the changes.
Any settings or inspection assignments tied to the original inspector account will be lost when the account is deleted. The new inspector profile will need to have those settings and assignments manually reconfigured by the admin.
If You Are an Admin:
If you are an admin for both companies or teams involved, further approval is not needed. However, you will need to manually reassess and reassign settings and inspections once the process is complete.
Summary of Best Practices
Account Deletion: Delete the original account if no longer needed.
Email Address Change: Change the email address in your existing account if you have a second email.
Consolidated Login: Contact Spectora Support for help merging multiple accounts/profiles under one login, with caution about data and settings transfer.
Admin Authorization: An admin user must approves changes when necessary, especially when account deletions or recreation are involved.
By following these guidelines, you can efficiently manage email conflicts and set up new inspectors without losing important data or risking account mismanagement.
If you have any questions or feedback, write into our chat bubble or email support@spectora.com!
