Details Confirmation for Returns and Replacements

Admins can require employees to confirm their address when initiating one-off return or replacement orders. This ensures shipping details are accurate before the request is processed. Admins will also see when the employee last confirmed their information, helping them decide if another confirmation is necessary.

When Address Confirmation is Available

• One-off Returns → Only if the destination is Ship to Firstbase (not office drop-off). For Offboarding returns, we always require employees to confirm their address and information before proceeding with the return.

• Replacements → Always available

How to Require Address Confirmation

As an Admin, you can initiate a one-off return or replacement. And when you reach Verify Employee Information step, you’ll see an Address Confirmation toggle.

The toggle also shows when the employee last confirmed their address (e.g., “Emily has never confirmed their address on Firstbase” or “Emily has confirmed their address 3 days ago”). This helps Admins decide whether another confirmation is necessary.

If you select YES:

1. The employee receives an email with a link to confirm their details (address, phone number)

Email sent to employee:

A - One-off Returns:

B - Replacements:

2. They are prompted to complete the confirmation when they next log in.

3. Until confirmation is complete, the returns remains in status Submitted.

4. Once confirmed:

• The employee’s information will be updated in the return or replacement order details and in their profile.

• The return status updates to Confirmed
  
  Email sent to employee (after confirming details):
  
  A - One-off Returns:

  

  B- Replacements:

  

FAQs

1. What happens if the employee doesn’t confirm?

The request remains in Submitted until the employee confirms.

2. How can Admins identify requests waiting for confirmation?

• Returns → Status shows as Submitted until the employee confirms.

• Replacements → The associated return order status shows as Submitted.

3. Does this apply to office drop-off returns?

No. The toggle is only available for one-off returns shipped to Firstbase and for replacements.

4. Does confirming the address update the employee’s profile?

Yes. When an employee confirms their address, the employee’s profile information in Firstbase Profile is updated.

4. Is this the same as editing an address in the profile?

No, and only confirmations made through this flow will update the “Last Confirmed” timestamp.

5. What is the default setting for the toggle?

It is off by default. Admins must enable it when creating the return or replacement.

6. Do employees have to update their phone number as well?

Yes. If no phone number is on file, the employee will be required to add one during confirmation.

7. What happens if an employee updates their address in Firstbase, but your company has an active HRIS integration?
If the Update User Flow is enabled through your company HRIS integration, any changes made directly in Firstbase (such as during an address confirmation) may be overwritten the next time the HRIS sync runs — typically once per day.