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Notifying your team about the Ideagen Hub and EHS Core migration
Who is this article for?
Administrators who would like to notify their team about the upcoming login change.
No special access or permissions are required.
As an EHS Core admin, you may wish to let your team know about the upcoming login change ahead of your migration date. This page gives you a ready-made email template you can copy, personalise, and send directly to your staff — for both the web platform and the mobile app.
✅ Before you send — one important check
Please make sure all of your users have a valid email address in their HR Profile in EHS Core. This is essential — without one, the login setup email will not reach them and they won't be able to access the platform after migration.
- Check email addresses are in place: In EHS Core, go to Access > List Users and confirm every active user has a valid email address in their HR Profile before your migration date.
Ready-made staff email template
Copy the template below, fill in your own contact details, and send to your team before your migration date. We recommend sending it early so your team knows what to expect and isn't caught off guard by the new login screen.
Suggested subject line: Action required: EHS Core login is changing
Hi team,
We wanted to give you a quick heads up that our EHS Core system is moving to a new login platform. This affects both the web platform and the mobile app.
The next time you log in — whether via the web or the app — you'll see a new-look login screen. You should receive a separate email with a link to set up your new login credentials before this happens. Please make sure you have a valid email address on your EHS Core profile so this reaches you.
If you don't receive that email, simply select Forgot Your Password on the login screen and it will be resent to you automatically.
That's it — everything else in EHS Core stays exactly the same. Your data, your forms, and your workflows are all untouched.
If you have any trouble logging in, please contact [your name/contact details].
Thanks,
[Your name]
Tips for sending
- Replace the contact details placeholder with your own name, email address, or internal helpdesk contact before sending
- We recommend sending this before your migration date so your team knows what to expect
- If a staff member contacts you after migration saying they can't log in, ask them to select Forgot Password on the login screen — this will trigger a new setup email to their inbox automatically
What the welcome email looks like
Once you send welcome emails to your users via the Hub Admin Console, they will receive an email from app@hub.ideagen.com. You may wish to let your team know in advance that this is a legitimate email from Ideagen — not a phishing attempt — so they feel confident acting on it.
You may also want to let your team know what the Ideagen welcome email looks like when it arrives — see below