HR playbook · AI Employee: Harry

Address & Name Change

Change applied everywhere within 5 business days

Install this playbookBack to marketplace
The problem

Address + name changes cascade across dozens of systems and rarely reach all of them cleanly. Employee moves; HRIS updates; payroll doesn't get the new state; benefits carrier still ships to old address; badge system + email signature still say the old address. Legal name changes are worse — email, badges, publications, corporate directory, ID all need coordinated update, and half never happen.

At a glance
Trigger
Form
Approvals
HR review for name change with legal docs
What it does
Writes to your systems
Systems
Workday · Payroll · Benefits · Okta
How it feels in production

An hour-by-hour walkthrough.

Priya messages Remy: "just got married, changed my name to Priya Sharma-Weber. Also moved to a new apartment." Remy verifies identity + collects supporting docs (marriage certificate for name change), then shows the coordinated cascade: **Name change (Priya Sharma → Priya Sharma-Weber):** - HRIS: legal name update - Email: new alias (priya.sharma-weber@); old alias retained 90 days as forwarding - Badge: reissue with new name - Directory: display name + email + business card template - Payroll: tax name (needs to match SSA record — Priya updates SSA first, then Remy syncs) - 401k + benefits: legal name update at each carrier **Address change (new apartment in Berlin):** - HRIS + payroll + benefits + corporate card + insurance (see hr/employee-data-updates) Priya reviews + confirms. Remy executes both cascades atomically + tracks completion. For name change, Remy pauses payroll-name-update pending SSA-update confirmation from Priya (federal requirement to match).
How it works

Step by step.

  1. 01

    Intake change + verify supporting docs

    Name change requires marriage certificate / court order. Address change requires no additional docs.

    Slack · Document upload · Identity verification
  2. 02

    Show downstream cascade with dependencies

    Name change has federal dependency (SSA). Address change has jurisdictional dependencies. All surfaced.

    HRIS · Payroll · Benefits · Directory · Card provider
  3. 03

    Execute in dependency order

    Some updates depend on external actions (SSA update for name). Sequential where needed.

    Multi-system orchestration
  4. 04

    Notify + update visual identity

    Colleagues informed of name change (per employee preference). Badge + business cards + email signatures updated.

    Slack · Badge system · Signature templates
  5. 05

    Audit + retention of prior identity

    Prior name + address retained per record-keeping requirements. Audit trail for name-change history.

Systems and wiring

What you connect to make this run.

Workday · BambooHR · HiBob

read+write

HRIS source of truth. Legal name + preferred name distinguishable.

Payroll · ADP · Gusto · Paychex

read+write

Tax name must match SSA. Address for tax jurisdiction.

Email · Directory · Google Workspace · Microsoft 365

read+write

New alias + retention of old for forwarding.

Benefits carriers · 401k · Insurance

read+write

Legal name update at each carrier per plan requirements.

What changes

Before and after, honestly.

Time from name change to all systems updated
Before
1-3 months (partial)
After
1-2 weeks (complete)
Missed systems in name change
Before
30-60%
After
Under 5%
HR hours per name change
Before
2-4 hours
After
10-20 minutes
Payroll errors from name-mismatch
Before
5-15% of name changes
After
Under 1%
Related

Playbooks that pair with this one.

HR

Employee Data Updates

Address updates flow through the general data-update cascade.

HR

Open Enrollment & Benefits Changes

Life events trigger benefits change windows.

IT

Identity Group Management

Email + directory updates coordinate with identity systems.

Frequently asked

Answers about this playbook.

What about non-legal name changes (preferred name, chosen name)?

Preferred name updates without documentation required. Displays as preferred; legal name preserved for tax + benefits purposes.

How does it handle international name-order conventions?

Name-order preferences per culture supported. Directory displays per employee preference; system fields respect legal-name conventions.

What about publications + external recognition under prior name?

Historical work preserved under prior name. New work under new name. Cross-reference maintained for career continuity.

How does it handle gender-marker changes?

Gender marker updates flow through same identity update with appropriate privacy. Access to prior gender marker restricted per policy.

What about employees changing addresses across international borders?

International moves are HR + legal + entity review, not just data update. Playbook flags for proper escalation.

See it run on your data.

Free plan, no credit card. Connect the systems this playbook needs and run it against a past event first.

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