The workspaceid field in SelectHR is found in the person.details table and is automatically populated the first time a person logs into SelectHR via Access Evo.
The system matches Evo users to a SelectHR person record using the email address.
If multiple records share the same email, the system may assign the workspaceid to the wrong person. For example, a leaver who has rejoined may have multiple records, leading to login issues or strange behavior.
To prevent this, you should ensure that no two person records share the same email address.
Check for duplicate email addresses
Follow the steps below to identify if duplicate email addresses exist in your system.
Log in to the SelectHR Administrator Tool.
Click Import/Export Data.
Click Create an export definition.
Click Select the data to export.
Change the database to SelectHR.
Log in.
Copy and paste the SQL below into your export window:
SELECT
PD1.[Person Number],
PD1.[First Name],
PD1.Surname,
PD1.[E-Mail],
PD2.[Person Number] AS [Overlap Person Number],
PD2.[First Name] AS [Overlap First Name],
PD2.Surname AS [Overlap Surname],
PD2.[E-Mail] AS [Overlap Email]
FROM Person.Details PD1
INNER JOIN Person.Details PD2
ON PD1.[Person Number] != PD2.[Person Number]
AND PD1.[E-Mail] = PD2.[E-Mail];In the top-left of the window, click Options, then Paste SQL from clipboard.
Click Data to run the query.
If any results are returned, locate the person record that is no longer needed for login.
Remove the email address from that record via the HR Menu Set > Employees > Employees > Details section.
Correct the workspace ID
If you find that the workspaceid has already been assigned to the wrong person record (e.g. an inactive or leaver record), this must be corrected manually.
Identify the correct person record.
Identify the incorrect person record that currently has the workspaceid.
Raise a new support case.
Include full details of both person records in the case.
Support will remove the incorrect workspaceid so it can be reassigned correctly.