--- title: Shared emails and computers in myhrtoolkit | HR software guides description: Learn how to manage the secure use of myhrtoolkit HR software when your organisation makes use of shared emails or computers. --- ** Call us ** Menu ** [0345 225 0414](tel:03452250414) - [Customer Support **](https://www.myhrtoolkit.com/support) - [Login **](https://app.myhrtoolkit.com/user_portal/) [![myhrtoolkit-agilio-logo-colour-800px](https://www.myhrtoolkit.com/hs-fs/hubfs/Logos%20and%20Brand/myhrtoolkit-agilio-logo-colour-800px.png?width=800&height=82&name=myhrtoolkit-agilio-logo-colour-800px.png "myhrtoolkit-agilio-logo-colour-800px")](http://myhrtoolkit.com) [![myhrtoolkit-agilio-logo-white](https://www.myhrtoolkit.com/hs-fs/hubfs/Logos%20and%20Brand/myhrtoolkit-agilio-logo-white.png?width=1000&height=103&name=myhrtoolkit-agilio-logo-white.png "myhrtoolkit-agilio-logo-white")](http://myhrtoolkit.com) # Shared emails and computers Myhrtoolkit recognises that in some situations use of shared physical and virtual assets are a necessity in business. The nature of much HR information is incompatible with these shared resources, so the myhrtoolkit system allows controllers to tag which users work this way such that their privacy is protected. ## Shared email addresses A ‘System email address’ can be marked as a shared email address so that the system does not send confidential emails or attachments to the user. Instead, a generic notification will be sent asking the user to login and view their correspondence from within myhrtoolkit. An example of a shared email address is *accounts@example.com*. This kind of email address could be accessed by more than one person in an organisation. Employees using shared email addresses will be unable to recover their own passwords using the Forgot password link. Please ask your controller for assistance. This can be set by visiting Management > Bulk data > People > System email. *Related guide: [How to use the Management dashboard](https://www.myhrtoolkit.com/support/how-to-guides/guide-management-dashboard/)* ## Shared computers Employees who use shared computers to access their emails should be tagged in the system so that confidential correspondence is sent to the employees’ private email addresses. **Private email address:** Private email addresses are overseen by controllers, and can be changed in Management > Bulk data > People > Shared computer. *To set a user to shared computer status* 1. Go to Management > Bulk data > People > Shared computer 2. Tick the shared computer box for any affected employees 3. Input a private email address in the space provided 4. Press Submit *To disable shared computer status* 1. Go to Management > Shared computer 2. Untick the Shared computer box for any affected employees 3. Delete the private email address (optional) 4. Press Submit   ## Shared computers in use If an employee is registered as using a shared computer to access myhrtoolkit HR software, an additional security layer is in place whereby notification emails (with the document attached) will be sent to a private email address rather than the normal system email. Additionally, a warning message about the dangers of downloading documents to a shared computer, and the need to fully delete after use will be displayed. ### Example Several employees use the same computer in an office for accessing myhrtoolkit. When a document is downloaded by one employee and not deleted from the computer, there is a possibility that it can still be viewed by other staff members. > ***Notes*** > > - Employees still hold ultimate responsibility for the removal of downloaded content from the host computer. Myhrtoolkit cannot control the behaviour of browsers or individuals. > - If an individual does not have a private email address, we would suggest considering that they set up a free Google mail address. #### Related guides [Getting started with the Security Centre](https://www.myhrtoolkit.com/support/how-to-guides/security-centre/) [Calendar integration to Outlook or Google](https://www.myhrtoolkit.com/support/how-to-guides/calendar-integration-common/) This is a search field with an auto-suggest feature attached. - There are no suggestions because the search field is empty. - User Guides - Configuration - First Time Setup - [Overview](https://www.myhrtoolkit.com/support_categories/overview/) - [Login/passwords](https://www.myhrtoolkit.com/support_categories/login-passwords/) - [Multi-factor Authentication](https://www.myhrtoolkit.com/support_categories/multi-factor-authentication-guides) - [Holidays](https://www.myhrtoolkit.com/support_categories/holidays/) - [Absence](https://www.myhrtoolkit.com/support_categories/absence/) - [Communications](https://www.myhrtoolkit.com/support_categories/communications/) - [Document library](https://www.myhrtoolkit.com/support_categories/document-library/) - [Performance Management](https://www.myhrtoolkit.com/support_categories/performance-management) - [Starters and leavers](https://www.myhrtoolkit.com/support_categories/starters-and-leavers/) - [Training](https://www.myhrtoolkit.com/support_categories/training/) - [Pay and Benefits](https://www.myhrtoolkit.com/support_categories/pay-benefits) - [Reports](https://www.myhrtoolkit.com/support_categories/reports/) - [Tasks](https://www.myhrtoolkit.com/support_categories/tasks/) - [Variable hours](https://www.myhrtoolkit.com/support_categories/variable-hours/) - [Mobile app](https://www.myhrtoolkit.com/support_categories/mobile-app/) - [Complete guides](https://www.myhrtoolkit.com/support_categories/complete-guides/) - [Support policies](https://www.myhrtoolkit.com/support-policies-guides-myhrtoolkit) - [Rights/permissions](https://www.myhrtoolkit.com/support_categories/rights-permissions/) - [Holidays configuration](https://www.myhrtoolkit.com/support_categories/holidays-configuration/) - [Absence configuration](https://www.myhrtoolkit.com/support_categories/absence-configuration/) - [Hours](https://www.myhrtoolkit.com/support_categories/hours/) - [People management](https://www.myhrtoolkit.com/support_categories/people-management/) - [Health and safety](https://www.myhrtoolkit.com/support_categories/health-safety/) - [Performance Management](https://www.myhrtoolkit.com/support_categories/performance-management-config) - [Configuration](https://www.myhrtoolkit.com/support_categories/configuration-configuration/) - [Bulk data](https://www.myhrtoolkit.com/support_categories/bulk-data/) - [Omnibox](https://www.myhrtoolkit.com/support_categories/omnibox/) - [Import/export](https://www.myhrtoolkit.com/support_categories/import-export/) - [Troubleshooting](https://www.myhrtoolkit.com/support_categories/troubleshooting/) - [API](https://www.myhrtoolkit.com/support_categories/api/) - [User manuals](https://www.myhrtoolkit.com/support_categories/user-manuals/) - [Partner guides](https://www.myhrtoolkit.com/support_categories/partners-guides/) - [Step-by-step guide](https://www.myhrtoolkit.com/support/initial-setup-guide/) - [Additional guides](https://www.myhrtoolkit.com/support_categories/additional-guides/) ## Call 0330 236 8399 for more information [![Start Free Trial](https://no-cache.hubspot.com/cta/default/5034683/32edf79f-df3d-4f77-b258-8520c8086894.png)](https://cta-redirect.hubspot.com/cta/redirect/5034683/32edf79f-df3d-4f77-b258-8520c8086894) #### Myhrtoolkit features #### Information #### Resources t: 0330 236 8399 e: [enquiries@myhrtoolkit.com](mailto:enquiries@myhrtoolkit.com) [**](https://www.facebook.com/myhrtoolkit) [**](https://twitter.com/myhrtoolkit) [**](https://www.linkedin.com/company/myhrtoolkit-limited) © 2021 myhrtoolkit Limited, HR software on demand. All rights reserved. Various trademarks held by respective owners. Unit 18 Jessops Riverside, 800 Brightside Lane, Sheffield S9 2RX Remove cookies    ** Top ```json // Business name, address, opening hours, logo social profiles { "@context" : "http://schema.org", "@type": "LocalBusiness", "@id": "/support/how-to-guides/shared-emails-computers/", "name" : "Myhrtoolkit Ltd", "logo" : "https://www.myhrtoolkit.com/hubfs/Logos%20and%20Brand/favicon-teal.svg", "image" : "https://www.myhrtoolkit.com/hubfs/Logos%20and%20Brand/favicon-teal.svg", "url": "https://www.myhrtoolkit.com/", "address": { "@type": "PostalAddress", "streetAddress": "Unit 18 Jessops Riverside", "addressLocality": "Sheffield", "addressRegion": "South Yorkshire", "postalCode": " S9 2RX" }, "telephone": "0345 225 0414", "openingHours": [ "Mo-Fr 09:00-17:30" ], "email" :"sales@myhrtoolkit.com", "sameAs" : [ "https://twitter.com/myhrtoolkit", "https://www.linkedin.com/company/myhrtoolkit-limited", "https://plus.google.com/+myhrtoolkit" ], "description": "HR Software for SMEs" } } ``` ```json // Colloquial site name - for mobile SERPs { "@context" : "http://schema.org", "@type" : "WebSite", "name" : "myhrtoolkit", "url" : "https://www.myhrtoolkit.com/" } ```