If an employee previously worked for you and is returning, you should not create a new profile for them.

TimeWellScheduled keeps historical records tied to their original profile (schedules, punches, etc.), and their email address is unique – so it cannot be reused on a second account.

Instead, simply reactivate their existing profile.

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Why This Happens

Each employee email can only exist once in the system.

If you try to create a new employee using the same email, you’ll see an error like:

“Email already exists”

This means the employee already has a profile in your system (even if they are no longer active).

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Recommended Approach (Best Practice)

Step 1: Locate the Existing Employee

• Go to EMPLOYEES
• Uncheck ACTIVE status, check all the other status
• Search for the employee’s name
• Click EDIT for the employee record
• Set their status back to ACTIVE
• Click SAVE

That’s it—they’re ready to be scheduled and use the app again.

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Real-Life Example

Let’s say:

• Sarah worked for you in Summer 2023
• She left in September and was marked as INACTIVE
• She returns for Summer 2026

Instead of creating a new employee:

1. Search for Sarah
2. Open her existing profile
3. Change her status back to ACTIVE

Now:

• She keeps her history
• Her email works again
• No duplicates are created

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What If You Don’t Want to Reuse the Old Profile?

In rare cases, you may want to start fresh (for example, if the old profile was set up incorrectly).

Option:

1. Open the old employee record
2. Change the email to something else (e.g. old-sarah@noemail.com)
3. Click SAVE
4. Create a new employee with the correct email

⚠️ Note: This will separate past and current records.

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Recommended Status Workflow

When an employee leaves, we recommend:

• Uncheck ACTIVE
• Assign a status like:
  • INACTIVE
  • SEASONAL
  • TERMINATED

This keeps their profile available for future reactivation.