Can I use the same email address for multiple people?

Open full view...

Categories: Collect feedback: FAQs

In Spidergap, we use email addresses as a way of uniquely identifying each employee.

It means we know that Catherine Jenkins and Cat Jenkins are really the same person as they share the email address catherine.jenkins@yourbusiness.com.

We understand that some businesses do use the same email address for multiple people, so we have a few workarounds below. 

How to support employees who share an email address

Let's imagine you have a shop in London with 3 employees you want to collect 360 Feedback for: Jane, Mike and Zixia. 

You have an email address for contacting the shop manager: london-shop@mycompany.com. But you don't have a unique email address for each employee.

In this case you will need to use a fake email address for each employee in the format name@noemail:

  • jane@noemail
  • mike@noemail
  • zixia@noemail

This will meet our requirement of each employee having a unique email address. Our system will realize that the @noemail address isn't a real email address, so won't try to send out any emails. Instead, you will need to share the links that each person needs to use to provide feedback etc. through a different method.

You can find instructions on how to find and share the links here.

How to support an employee reusing an existing email address

Let's imagine you have a ship with 3 key employees you want to collect 360 Feedback for: Andrew the captain, Samantha the first mate and Pete who runs the onboard shop.

However, rather than giving each employee a unique email address, your business uses an email address that identifies their position instead:

  • captain@myship.com
  • firstmate@myship.com
  • shop@myship.com

Initially, this isn't a problem. But after a year, Pete leaves the shop and Axel is hired to take over the shop.

We now have a problem: the email address shop@myship.com is being used in Spidergap for both Pete and Axel.

In this case, the solution is to update Pete's details in Spidergap to set his email address to pete@noemail. This will free up the shop@myship.com email address so Axel can now use it.