How to Verify an Employee's Email in ElderSuite

📝 Overview

Verifying an employee's email address proves that the address on their ElderSuite record really reaches them. ElderSuite emails a code to the address, the employee reads it back, and the address is marked verified. A verified email address is what lets an employee reset their own password with the Forgot password? link on the Sign In window, without waiting on an administrator.

Verification happens on the employee's record in the Provider Center, on the Contact Information tab, where a Verify link or a green Verified label sits beside the E-mail box. For adding employees and their logins, see How to Add Employees and Set Permissions in ElderSuite.

⚙ How It Works

1. Why Verification Matters

Typing an email address onto a record does not verify it. Only a code sent to that address and entered back in ElderSuite does. Once an employee's email address is verified, they can reset their own password later.

2. What the Record Needs First

Have the employee with you, because only they can read the code from their own mailbox. Open Manage Employees from the Provider Center (see the ElderSuite Provider Center Overview), then open the employee's record. The record needs the employee's name, plus a user name and password saved under Manage Permissions > User Login Info.

If something is missing, ElderSuite says so when you click Verify: "Enter the employee's name before verifying contact information." or "Verified contact information lets an employee reset their own password, so this employee needs a user name and password first." For the second message, ElderSuite moves you to User Login Info. A login that is typed but not yet saved does not count. Save it, then click Verify again.

3. Verifying the Email Address

The Verify link appears beside the E-mail box when it holds an unverified address. Clicking it saves the record first, because a code can only go to an address that is saved, and then opens the verification window, titled with the employee's name.

Check the address with the employee and correct it in the Email address box if needed. Click Send Verification Code. The status line under the box reads "Code sent - check your email." and shows how many minutes the code stays valid. The employee reads the code from the email. Once it is entered and Confirm is clicked, the status line changes to "Verified on <date>." Click Close, and the record shows the green Verified label in place of the Verify link.

4. When You Change Your Own Email

If you change the email address on your own employee record and save, ElderSuite asks "The contact information on your own record changed, so it needs to be verified again." and "Do you want to verify it now?" Answer Yes to open the verification window with the new address already filled in.

During first-time setup, the Setup Wizard offers to verify the new administrator's email address once the account is created; see How to Use the Setup Wizard in ElderSuite. On the account administrator's record, the Verify link beside the E-mail box appears only when the account administrator is the one who opened it.

5. Messages You May See

• "The value changed after the code was sent. Send a new code to the current value." The address changed after the code went out. Click Send Verification Code again.
• "Too many codes have been requested. Please wait a while and try again." Wait, then send a new code.
• "The code could not be checked right now. Please try again in a few minutes." Nothing changed. Wait a few minutes and click Confirm again.
• "This computer could not be verified. Please sign out and back in, then try again." Sign out of ElderSuite and back in, then try again.
• "The change could not be saved right now. Please try again." The corrected address was not saved, and no code was sent. Try again; the address is still in the box.

If a code is not accepted, check it against the email and retype it, or send a fresh code.

⚠ Changing a Verified Email Clears the Verified Label

The green Verified label shows only while the E-mail box holds exactly the address that was proved. Saving a changed email address clears its verified status, so the new address has to be verified again before the employee can use it to reset their own password. To restore the label, put the original address back, or click Verify to prove the new one.

🔐 Privacy & Security

Verification codes are emailed to the address shown in the verification window. Codes are sent and checked only for computers ElderSuite recognizes. When a verified email address is replaced on an existing record, ElderSuite sends a notice to the old address saying the email on file was changed, so the person who held it knows.

💡 Need More Help?

For step-by-step instructions, click Ask Eddie from within ElderSuite.