In softgarden, only one email address can be used per user account. This regulation is based on technical, organizational, and data protection requirements – ensuring a clear, secure, and compatible system structure.
1. Unique User Identification (User-ID)
The email address is the central login key in softgarden. It serves as a unique identification for each user.
One user account per email address
No multiple use of the same address
No combination of multiple addresses in one account
2. Company Assignment & Client Structure
A user can always be assigned to exactly one company with their email address. If a user needs access to multiple sub-clients, they can instead be assigned to the main client. This automatically gives them access to:
the data and processes of the main client
as well as the client structure, meaning all subordinate sub-clients
Important:
As an Administrator, the user automatically has access to all jobs and applications within the assigned client structure.
Users with other roles (e.g., Recruiter, Reviewer) must continue to be specifically invited via job teams to gain access to individual jobs and applications.
3. Avoiding Conflicts and Duplications
Multiple email addresses per user would lead to problems with:
Notifications: Where should system emails, reminders, or approvals be sent?
Rights management: Which role is linked to which address?
System integrity: Interfaces like Outlook, SSO, or HR systems work with unique email IDs
4. Data Protection & GDPR Compliance
Softgarden processes sensitive applicant data – therefore, clear assignment to a responsible party is mandatory.
Every action in the system must be clearly documented.
Only with a fixed email address per user is this audit-proof possible.
The GDPR requires traceable processing of personal data.
5. Technical Integration with Third-Party Systems
Softgarden is often linked with other tools, e.g.:
Active Directory / SSO
Outlook / Calendar
HR systems like SAP or Personio
These systems use the email address as a unique key – multiple addresses would be incompatible.
When Different Accesses Are Needed
If you need multiple accesses – for example, for different roles, locations, or clients – you need a separate email address for each. This is because in softgarden only one email address can be used per user account.
💡Tip: Internally, it can be checked whether alias addresses or additional email addresses can be set up, which can then be used for system invitations.
⚠️ Note on Shared Accounts:
If shared accounts are used within the company (provided no SSO or two-factor authentication is in use), you should consider the following:
The login details are used by multiple people.
Actions in the system are not traceable to specific individuals.
The account is technically considered a shared identity.
For data protection-compliant and transparent use, it is recommended to set up individual accesses.
Conclusion
Softgarden allows only one email address per user, as it is the central key for:
Security
Clarity
System compatibility
GDPR compliance
and clean company assignment
is. For special cases, technical solutions like alias or catchall addresses offer themselves – these must, however, be set up and managed outside of softgarden.