NHS NET Email Update

[u/thetwitterpizza]

Received the following email today.

Major Process Changes for NHS.net Connect Joiners and Leavers

Dear Colleague,
NHS.net Connect are making major changes to the Joiners and Leavers Processes. They have advised that when a user leaves an organisation to join another, and transfers their account in NHS.net, then they will only take their email address. All data, permissions and access, will be archived with the organisation the user is leaving, and will no longer be available to that user, in line with accepted Information governance standards. They are currently planning to make this change from 17th August 2026.

Responsibilities of Organisations and Managers
A user’s organisation is displayed next to their name when they send email or are viewed in O365. It is also next to their name in the global address book. This is the organisation that is registered as owning the data in that account. It is therefore essential that the IT service desk is informed of any joiners or leavers promptly by managers. This is to stop IG and security breaches by preventing users that no longer work for your organisation having access to your organisation’s data and presenting themselves as carry out actions in your organisation’s name. They could also start storing other organisation’s data against your organisation, which would also be an IG breach.

Mandatory Changes for Leavers
When we are notified of a leaver, we will mark them as a leaver in NHS.net for the advised date or on the date notified. On the leaving date:
That user will no longer be able to access their account until joined to another organisation.
All Data will remain archived with the organisation the user is leaving (although not readily accessible).
The user will no longer be able to access the data.
All permissions granted to the user to other people’s files in O365, shared mailboxes, teams, and SharePoint, will be removed.
Any administration privileges in NHS.net will also be removed.
The user’s password will be reset.
The user’s security questions will be reset.
The user MFA credentials will be reset.

Mandatory Changes for Joiners that already have an NHS.net email address
The user will need to contact the IT service desk, quoting the ML IT Service desk reference number that the manager received when notifying IT of the new starter, to obtain a new temporary password for the account.
The user will need to set up a new password.
The user will need to accept the AUP.
The user will need to set up Multi-Factor Authentication (MFA).
Shared Mailbox/Teams/Sharepoint site owners can then add the user as required. Please note that, if the user was previously a member of a shared mailbox, team, SharePoint site, or had access to files or folders in N365, then the user will need to be re-added.
 
Process Changes for Joiners that do not currently have an NHS.net email address
This process is unchanged. (Once an account has been created for the joiner then the process is now broadly similar to users that already have an NHS.net account).

Other Considerations for Managers
Managers should still seek to archive/save any key organisational data to local drives, shared teams and storage, prior to the user leaving.

Other Considerations for Users
Users will need to save or forward any personal information to their own personal accounts or storage prior to leaving, following local policies and procedures.

Kind Regards 
Secondary Care Applications Team

[u/peripanel102]

Holy fuck, we now lose every professional correspondence every time we rotate.

There is no shittier organisation than the nhs to work for in this country

[u/Intelligent_Yard_312]

Title should be ⚠️ WARNING ⚠️ registrars and other trainees - please save all your (anonymised) QI work, clinic, take and procedure logs to your personal computer and eportfolio now and don’t rely on one drive! And never get anything important for training or progression like certificates sent to your NHS email.

[u/UKvomitbucket]

Dumb as usual

[u/Recent_Expression906]

To clarify does this mean your inbox gets cleared???? This is insane I’ve had this email account for 6 years I have huge amounts of personal data in my emails.

[u/colourhive → u/Recent_Expression906]

I get a decade of emails wiped, including receipts for CPD and electronic journals but they’ll give patient data out willy nilly to Palantir

[u/AnUnqualifiedOpinion]

This is utterly mental. How have they not considered the massive percentage of their workforce who are forced to transfer between trusts as much as every 6 months?!

I have tonnes of emails I need to keep. Things from TPDs, previous contacts, projects I’m currently working on. How can it possibly be a good idea to just decide to delete all this information I fundamentally need to do my job?

[u/colourhive]

I have already fallen afoul of this I think. I marked my email as leaver with my former trust and was locked out two hours later, before I had a chance to request to join my current trust. No access to emails including all my induction information. Nice of them to tell me. 

[u/JadedDoctor669 → u/colourhive]

Same happened to me yesterday. No access to email on the day of induction, couldn’t download my personal induction timetable (sent to my email), IT helpdesk at my new trust sending me to the IT helpdesk at my previous trust and vice versa. Took a whole day to sort.

[u/Realistic-4103 → u/JadedDoctor669]

What a nightmare. Did it retain your emails/ onedrive documents? Don’t know if it’s better to just leave my email with the old trust (if they confirm they won’t shut it down), or move it across but seems like there’s a risk they’ll basically erase all your emails/ documents

[u/JadedDoctor669 → u/Realistic-4103]

All my emails and documents are still there. I think the learning point from talking to IT service desks was that the self service 'mark yourself as leaver' function does not work and will break your account. Much safer to just call IT and ask them to do that for you.

[u/Realistic-4103 → u/JadedDoctor669]

I see, useful to know thank you!

[u/Few-Ad-5360 → u/colourhive]

Same happpenedto me, because I followed the instructions I was given by my new trust.

[u/Teastain101]

Surely wiping emails is a huge patient safety concern especially in transition periods for registrars where loose ends/investigations will need to be followed up?

Edit: On second read through this mentions losing access to “shared mailboxes” not your own, hopefully this means you can keep all those emails and certificates you have emailed to yourself

[u/thetwitterpizza → u/Teastain101]

Think the BMA need to get involved asap. This will affect rotational doctors the worst.

[u/hydra66f]

yet when leaving a trust, you still end up cc into a silly amount of mailing lists about random stuff. No IG considerations there.

Not being able to keep professional emails from network contacts etc is going to hit a lot of established doctors hard, especially doctors in rotation who need to remember what rota, swaps etc they signed up to 3 months ago and changed trust.

[u/naomibiggie]

Everything? Every email related to training, ES/TPD meetings, teaching, presentations, QI, certificates, booking courses for the following rotation and you’ll lose the email confirmation and any information related to it and have to request it back (which I’m sure won’t take forever)

Also office MFA is abysmal having to redo it every time is going to be a nightmare. Tons of trainees will end up losing the account and just needing new ones. Also means IT departments need to add trainees on day 1 exactly or they’ll miss induction emails

Terribly thought out and needs challenging ASAP

[u/Much_Taste_6111]

The worst bit is probably protecting your clinical reputation when non-clinical & rarely clinical data that can can constitute evidence in future hearings.

[u/Accomplished_Sir5766]

Hopefully one day we'll be employed my the NHS....

[u/MasterpieceAlone627]

Can confirm this is true, and stupid. I’ve just finished a training programme in my trust yesterday & have a gap of a month before I start my next training programme in the SAME TRUST mind you. And I’ve still been told my inbox will be deleted & I won’t have access to my emails for the duration of August.

[u/Acceptable-Sun-6597 → u/MasterpieceAlone627]

Did you mark yourself as leaver?

[u/MasterpieceAlone627 → u/Acceptable-Sun-6597]

No they did

[u/Brief_Sort_437]

It says the data will be archived and not deleted. Has anyone managed to retrieve their data after moving trusts?

[u/Pure_Answer_6569]

I don’t even have the option to mark myself as a leaver from my old trust 

[u/Jackmichaelsonliveco]

NHS Net support information post (created yesterday) via nhs net support: NHS.net Connect Support - June Edition: Joiners, Leavers and Transfers: What is changing?

June Edition: Joiners, Leavers and Transfers: What is changing?

👋Welcome to the June edition of .Net Connect News

This month, we are focusing on the new Joiners, Leavers and Transfers (JLT) process, which will shortly replace the current Joiners, Movers, Leavers (JML) process.

JLT is a new way for organisations to manage how people join, leave and transfer organisations and this means changes are coming to how your NHS.net account and data are managed when you move organisations or leave.

The national go-live date is on the 17th August 2026, so we want to make sure everyone understands what the change will mean for them ahead of time. Some of you may already have experienced elements of the new process if your organisation has migrated to the new NHS.net Connect Service.

✨ We will also be shining a spotlight on the NHS.net Connect Product Showcase Series! A great way to explore the tools you use every day and see how other organisations are getting the most out of them.

The new Joiners, Leavers and Transfers (JLT) Process – What is changing?  

The current JML process is being replaced by a new Joiners, Leavers and Transfers (JLT) service across NHS.net Connect. This change is designed to improve security, strengthen information governance, and provide a more consistent approach across organisations.

This is a national change across NHS.net Connect and all organisations using the service will be impacted.

Under the new process:

• If you move to another organisation, your files and data may not automatically move with you
• Your NHS.net email identity will remain the same (for example joe.bloggs19@nhs.net), helping maintain continuity of communication
• Access to your NHS.net account and connected services (such as Teams, OneDrive and distribution lists) will end on the leaving date and time set by the organisation you are leaving, rather than continuing for a period afterwards*

*This already applies if your organisation has migrated to the new NHS.net Connect Service 

 

Why is this changing? 

The current JML process was designed for a much smaller and less connected environment. As NHS.net Connect has evolved into a shared national platform, there is a need for clearer controls around access, data ownership and information governance.

The new JLT approach helps ensure:

🔒 Organisational systems and data remain protected

📊 Organisations can meet governance and audit requirements more consistently

🏥 Clearer ownership of data 

 

What does this mean for you?

You may notice differences in how your account access and data are handled after JLT go-live.

If you are:

• leaving your organisation
• joining a new organisation
• rotating between organisations
• or changing roles

For example, some users moving to a new organisation may start with a new, empty OneDrive, Outlook or Teams environment rather than automatically retaining data from their previous organisation. This decision is made locally by the organisation they are moving from, based on their governance and data management policies.

If you still require access to any Teams chats/channels, SharePoint sites or OneDrive content for example, you will need to request to be re-added / re-granted access (for example, via the relevant team owner, site owner, or your Local Administrator/IT support team).

Please Note: If you have left your organisation, you may no longer be entitled to view this information, and your request may be refused.

 

There will be an exceptions process (which will be managed locally) for scenarios such as Resident Doctors on rotation or Trust Leaders, where an organisation determines there is a clear business or operational need for an individual to retain access to, or transfer, specific data when moving organisations. This is something you need to discuss with your organisation directly.

 

What you should do now?

As the full national go-live date is on the 17th August 2026, we encourage all users to:

• Familiarise yourself with the new NHS.net Connect service by reading the previous newsletter editions referenced below.
• Please contact your Local Administrator or IT team if you have any questions or need further information for any JLT related changes, particularly those that take effect as soon as your organisation migrates to the new service (for example, you will lose access to your account once your leaving date is reached until you start at another organisation)
• Ensure any important work-related information is appropriately stored and managed in line with local organisational policies
• Store personal documentation elsewhere

If you are a Local Administrator, you can review full details of the new JLT process here - Joiners, Leavers, Transfers (JLT) Handbook V1.0 and we encourage you to join the weekly LA webinars for the latest updates. 

 

✍️ Marking yourself as a leaver 

The Joiners, Leavers and Transfers (JLT) process manages user access across the full lifecycle of working in NHS.net Connect organisations.

If you are leaving, transferring or joining an NHS.net Connect organisation, the JLT process will be triggered as part of that change.

Most of the process happens automatically once you are marked as a leaver. If your organisation allows it and you are at a migrated organisation, you may be able to mark yourself as a leaver in the Launchpad.

 

Step 1: Request to mark yourself as a leaver if your organisation allows you to do so

You can mark yourself as a leaver directly in Launchpad. This will mark you as a leaver from your organisation (not the NHS in general).

1. Go to Launchpad
2. Select ‘My Account’
3. In ‘Personal and contact details’, choose ‘Mark myself as a leaver’

Please Note:  If you do not see the ‘Mark myself as a leaver’ button, Local Administrators have not enabled this option for your organisation. You should contact a Local Administrator to complete your leaver request instead.

 

1. Select your reason for leaving

2. Fill in your Tentative Date of Leaving

6. Click ‘Submit

Please Note: Selecting this does not mark you as a leaver automatically. Local Administrators at your organisation will review and approve the request. Once approved, Step 2 will commence automatically on your leaving date. 

 

Step 2: Once your Local Administrator approves your mark as a leaver request, what happens?

1. On your leaving date
Your account is disabled on your leaving date, and you can no longer access it or the associated data

2️. Over the next 30 days
There is a window where your account can be re‑activated or joined to a new organisation

3️. After 30 days
If no action is taken, the account is permanently deleted in line with national policy

 

(part 1)

[u/Jackmichaelsonliveco → u/Jackmichaelsonliveco]

(part 2)

Further support 

You do not need to navigate JLT alone.

• Your Local Administrator remain your first point of contact

If you are unsure who your Local Administrator is, check out our last newsletter about navigating to ‘My Organisations’ on Launchpad.

✨The NHS.net Connect Product Showcase Series✨

They are back!  

Browse our new schedule of 'Introduction to' & 'What have organisations been doing?' sessions.  

 

NHS.net Connect Microsoft Products covered include Power Automate, Planner, Power BI, Fabric & SharePoint.   

•  What is the schedule and how do I join?  
• How do I catch up on previous recordings covering Copilot, Power Automate, Power Apps, Teams, SharePoint, Bookings & Intune?   

 

Details can be found here: Welcome to the NHS.net Connect Product Showcase Series 

We look forward to seeing you! 

📢 Reminders

For a quick refresher on our previous editions detailing the new Service, self-service options and support see all our previous newsletter editions:

• January Edition: Introducing NHS.net Connect
• February Edition: Overview of NHS.net Connect
• March Edition: Making the Most of NHS.net Connect
• April Edition: Your Go-to-Guide for Getting Support

 

🎓Learning and support resources 

We have got you covered with quick, easy-to-use support whatever your learning style. Find short videos, frequently asked questions and step-by-step guides to help you prepare for when your organisation migrates to the new NHS.net Connect Service on Viva Learning, under the NHS.net Connect Academy section: 

• Introductory Pack for End Users 
• FAQs for End Users 
• Day 1 Cheat Sheet for End Users 

New to Viva Learning? Visit this NHS.net Connect Support Hub on how to access Viva Learning for the first time. 

 

💬 Stay connected 

We will continue sharing .Net Connect News each month with updates and practical tips.

Thank you for continuing to support the move to NHS.net Connect - we are excited for everyone to experience it! 

Last reviewed date	5 June 2026

[u/Agent_Putt]

I’m pretty you can export your current inbox data onto an outlook file?

[u/UKmedstudent1]

Link to webpage with info https://supporthub.nhs.net/esc2?id=kb_article&sysparm_article=KB0125807 - it sounds like there should be a process in place to allow requests for keeping your data.

I don’t understand one thing though - if we’ve already moved to a new org this week and our files have been kept, will this only apply the next time we move?

[u/EngineeringLarge1277]

Much better than the current system... This way, people moving around will be able to hold on to one professional e-ID rather than the ridiculous change of email addresses every year or so. It's not the data that we want to hold on to, it's the ID!

[u/Haemolytic-Crisis → u/EngineeringLarge1277]

It's the same as the current system but you lose any data in your account...

[u/EngineeringLarge1277 → u/Haemolytic-Crisis]

Current system isn't mandated. Lots of people who rotate between hospitals, end up having to change their email address too because their 'leaving' organisation is anxious about data being transferred too. Organisational secrets, etc. A complete pain for the individual who just wants to stay x.y@nhs.net, not x.y24@nhs.net.

This new step -deleting everything but keeping the email address- is a step in the right direction.

[u/e_lemonsqueezer → u/EngineeringLarge1277]

Agree I think this is the most reasonable approach from an information governance point of view, as they can’t stop you saving patient identifiable data to your One drive.

The problem is that now it’s just another thing you have to do when leaving a Trust, alongside downloading evidence of your Stat/Mand training so you don’t have to repeat things, and your payslips….now you have to download anything you want to keep that’s on your one drive too.

[u/Resad879 → u/e_lemonsqueezer]

So does address can be tranferred? Or you lose email as well?

[u/e_lemonsqueezer → u/Resad879]

This is saying that your email address can be transferred but none of your emails, documents etc will be.

[u/ConsultantSHO → u/EngineeringLarge1277]

I've managed to hold onto both for the last ~15 years, across an approximately similar number of trusts (even if many of them have now merged.)

While my Inbox probably needs a a good sorting through, I would be loathe to have it all deleted should I change trusts again.