You will receive the 'Sign in name .... already in use' error when you try to activate a user and the username already exists. This can occur if:
a previously terminated employee has returned and has a new record
an employee has used their personal email address with another company
By default, ESS uses the notification email address as the user's sign-in name and sign-in names must be unique. As ESS is a multi-tenanted system, the sign-in name may exist in another company.
To find if the sign-in name has been used in your ESS:
If you already know that another user exists with the same sign-in name, you can skip this section.
In ESS, go to the Dashboard.
Scroll to the Audit Reports at the bottom of the screen and select Activation Report.
This will produce a CSV file of all records in ESS.
Open the CSV file and search for the sign-in you can't activate. This will be the default notification email for the user.
If the email address doesn't appear in the report more than once, this may be because ESS is a multi-tenanted system and the sign-in name has been used in another company. We can arrange for the username to be changed at the other employer in these instances. To do this, you will need to:
raise a case online and reference the title of this article
provide written authority from the employee to remove the username from their previous employer. This can be attached to the case when raised.
include the employee's name and email address in the case
To change the sign-in name:
If the email address exists multiple times in your ESS, there are two options to fix:
change the email address for the new user. Refer to the article MicrOpay ESS - Change the ESS notification email address for more information.
change the sign-in name for the existing user, e.g. the terminated record, by following the steps below. If you need to update your Sign In Name, you will need another Administrator to do this. When you are in your profile, you are using your Member Role and not the Administrator Role.
Locate the user you wish to change in ESS.
Select Account Settings.
Click Edit on the Sign In Details.
Enter the new Username, e.g. enter the employee's name for a terminated record.
Click Save.
You should now be able to activate the user who was receiving the error.
Note: If the user you changed the sign-in name for is still active, you will need to notify them of the change, as this is what they will now need to use when logging into ESS.