We are trying to use some of the available tools out there to better automate our application and onboarding process for employees. Though we are not a huge employer (about 350 part-time people) we hire and fire them all every year, so there is a lot of burden for our size on the HR system.
We are running into a frustrating issue. Most of our employees are older and often have limited computer skills, but we are getting past that. But we tend to hire couples, and it turns out in the over-50 set that couples often share the same email address. I can't even imagine having the same email address as my wife and having to filter through all of her business, but there it is. Unfortunately, in the world of web accounts, must vendors use the email address as the one reliable unique identifier for a person and thus use it for the user name or expect it to be unique.
This is throwing us for a loop. It is less of a problem in the application system because most of our couples just want to submit a single joint application anyway. But for onboarding, they each need their own W-4, I-9, etc. So they need separate user accounts.
The question then comes down to this for us: I can require them to get a second email address, but that is likely going to flummox some folks and require my manual intervention to help them. Do I thus cause more tech support issues for myself than I save from the automation itself?
No point here, just venting on a problem I have not figured out how to fix. And no fair saying stuff like "gmail is free and easy to sign up for, just make them get another gmail account." I have managers who do a fabulous job for me that it took me days to teach how to log into and use Gmail. A better and fairer comment would be "you have 20,000 applicants, make the application process require separate emails and even make it a little technically challenging so you limit your hiring pool to people who are better suited to using modern computer tools." And yes, that may in fact be our solution.