Generic e-mail addresses in GM

Governance Manager uses an email address as a 'unique identifier' for login and user information. This means that the same email address cannot be used by two different people at the same time.

Here are the steps to allow a 'generic' email address such as head@school.com to be passed from one person to another. This can be useful for headteachers, clerks, SBM, admin etc.

Note: If you try to create a new user with an email address that is already in use the system will give an error. If you try to change the email address of an existing user to use an email address already in use that is not possible.

To pass the 'generic' email address to another person then the generic email address must be 'released' by the person who has been using it. This can be done in two ways (the first is the better method).

1. Set the account access level of the person leaving the role, to 'None'. This is done, via Users, Boards & Reports > selecting the user and 'Edit' option - please make sure that any board records and meeting attendance is correct before doing this as that cannot be changed after the user is fully removed.

2. Change the email address of the current job holder to another email address (e.g. their personal email) using the 'Edit' option in the profile. This will release the email address to be used by another person (note warning below).

Important Note if using Option 2: This user will still have access to the areas that they had when they held the email address. If that is not what is intended then it is better to set them to NONE and create a new GM account for them.

Once steps 1 or 2 are done the email address is released for re-use.

Note: When the email address is given the new 'role holder' they will still have access to the files, folders and rooms that the first person had access to - this is by design as the generic email address in this instance represents a 'role' and not a person. If there are any concerns then access to files, folders and rooms should be amended prior to adding the new user with that email address.

Once the email address is released it can be used by another person, either by creating a new profile for them using this email address or by changing their email address in their profile if they already have a Governance Manager account.

Behind the scenes Governance Manager will know that it is now a different person who has the generic email address linked to a 'role' such as head, chair etc.

Note: All training records, meeting attendance, comments, approvals that were made by the original holder of that email address will remain intact with their name.

If you need any assistance with this process please contact the support desk on 0333 050 9167 or via gmsupport@nationalcollege.com.