Login with Email Address in OJS

In many OJS journal websites, users log in with a username and password. This works technically, but it can create confusion for authors, reviewers, editors, and readers who do not visit the journal regularly. Many users remember their email address more easily than their username. Because of this, login with email address in OJS can become a useful usability improvement, especially for active journals with many occasional users.

Why Email Login Matters in OJS

Open Journal Systems is used by different types of users. Authors may submit one manuscript and return after several months. Reviewers may receive an invitation and log in only when a review is assigned. Editors and journal managers may log in daily, but authors and reviewers usually use the system less frequently. When these occasional users forget their username, they often request password resets, create duplicate accounts, or contact the editorial office for help.

Email login reduces this problem because users already know the email address connected with the journal. It feels familiar because most modern platforms allow users to log in with email. For journals that want a smoother author and reviewer experience, allowing email-based login can reduce friction and improve user satisfaction.

Username Login vs Email Login

Username login depends on a unique username created during registration. Some users choose simple usernames, some use initials, some use institutional IDs, and some create random usernames. After a long gap, they may not remember what they selected. Email login uses the email address as the login identifier. This is easier for most users because the same email is usually used for communication, password reset, submission confirmation, and reviewer invitation.

Email login does not mean passwords become less important. Users still need secure passwords. It only changes the identifier used on the login form. Instead of asking users to remember a separate username, the system allows them to enter their registered email address.

Benefits of Login with Email Address

• Authors and reviewers can log in using information they already remember.
• Editorial offices may receive fewer username-related support requests.
• Password reset confusion can be reduced because the email address is already the main account contact.
• The login screen becomes more familiar for users who are used to email-based platforms.
• Duplicate account creation may reduce when users can easily access their existing account.

Why Duplicate Accounts Become a Problem

Duplicate accounts are common in journal systems. An author may forget their old username and register again with another email address. A reviewer may have one account from an old submission and another account from a new invitation. An editor may assign a review to the wrong duplicate user. These situations can create confusion in editorial workflow.

Duplicate accounts can affect manuscript history, reviewer records, ORCID connections, email notifications, role assignments, and user statistics. If email login helps users access their existing account more easily, it indirectly supports cleaner user management. However, administrators should still review duplicate users regularly and merge or clean records carefully when needed.

Important Condition: Email Addresses Must Be Unique

Before enabling email login, OJS administrators should review user email data. Email login works best when each email address belongs to one account. If the database contains duplicate email addresses, login behavior can become confusing. The system may not know which account should be used for that email address.

A proper implementation should check duplicate emails before activation. Administrators should export or review user records, identify repeated email addresses, and clean them where possible. In some cases, duplicate emails may exist because test accounts were created, old accounts were imported, or users registered multiple times during migration. These issues should be handled before email login becomes public.

Security Considerations

Email login is a usability improvement, but security should remain a priority. Because email addresses are often easier to guess than usernames, journals should encourage strong passwords and secure account recovery. Administrators should also review failed login behavior, password reset settings, email delivery, and admin account protection.

High-permission users such as site administrators, journal managers, editors, and production editors should use strong passwords. If additional security controls are available, they should be considered for administrator accounts. Email login should not be introduced without checking password policies, account recovery paths, and support procedures.

How Email Login Helps Authors

Authors often interact with OJS during submission, revision, copyediting, production, and publication. Between these stages, weeks or months may pass. When authors return to upload a revision or check a decision, they may remember the email used for submission but not the username. Email login makes this return process easier.

A smoother login experience can reduce delays in editorial workflow. If authors struggle to log in, they may email the editor, create another account, or miss deadlines. Email login helps keep the process simple and predictable.

How Email Login Helps Reviewers

Reviewers are usually invited by email. They may not be regular users of the journal website. When a reviewer clicks a review invitation link or visits the login page, asking for an email address feels natural because the invitation was sent to that same address. This can reduce confusion and make the review process easier.

Reviewer participation is important for peer-reviewed journals. Any unnecessary login barrier can reduce response rate or delay review completion. Email login is a small change, but it can improve the reviewer experience.

How Email Login Helps Editorial Teams

Editorial teams often spend time solving basic access issues. “I forgot my username,” “I cannot log in,” and “I created another account” are common support messages. Email login can reduce some of this workload. It does not remove the need for user support, but it makes the login process easier to explain.

Editors can tell users to log in with the email address connected to their submission or review invitation. This is simpler than asking users to remember a username created years ago. It also makes support communication clearer.

Plugin or Custom Development Approach

Depending on the OJS version and website requirements, email login may be handled through a plugin or custom development. The implementation should be done carefully because login is a sensitive part of the system. It should not break password reset, user registration, session handling, role assignment, or administrator access.

The login form label may also need to be updated. Instead of showing only “Username,” the field can show “Username or Email Address” or “Email Address.” The wording should match the actual behavior. If the system accepts both username and email, the label should clearly say so.

Testing Before Making It Live

Email login should be tested on a staging website before applying it to the live journal. Testing should include normal users, authors, reviewers, editors, journal managers, and site administrators. Password reset should also be checked because account recovery is closely related to login.

• Test login with email address for author, reviewer, editor, and administrator roles.
• Test login with old username if both username and email are supported.
• Test password reset email and recovery link.
• Test accounts with multiple journal roles in a multi-journal OJS installation.
• Check duplicate email records before activation.
• Confirm that administrator login and recovery are working correctly.

Communication with Existing Users

After enabling email login, journals should communicate the change clearly. A short message can be added to the login page, announcement section, or author guidelines. For example, the journal can mention that users may now log in using their registered email address. If username login still works, that should also be mentioned.

Clear communication prevents confusion. Users should not feel that their account has changed or that they need to register again. The message should explain that the login process has become easier, while the existing account and password remain the same.

Best Practices for OJS Administrators

• Audit duplicate email addresses before enabling email login.
• Keep a backup before making login-related changes.
• Use staging to test login, logout, password reset, and role-based access.
• Update login page text so users understand what to enter.
• Review administrator accounts and make sure recovery options are documented.
• Monitor login issues for a few days after activation.

When Email Login Is Most Useful

Email login is especially useful for journals with many authors and reviewers who do not log in regularly. It is also helpful for journals that migrated from another system where users are more familiar with email-based access. Multi-journal OJS portals can also benefit because users may participate in more than one journal using the same account.

For small journals with a limited number of users, the benefit may be smaller, but it can still improve user experience. In most cases, email login is a practical and user-friendly improvement when implemented safely.

Possible Issues to Watch

The main issue is duplicate email addresses. Another issue can be unclear login labels. If the form says “Username” but users are expected to enter email, the improvement may not be obvious. If the form says “Email Address” but username login also works, that may also create confusion for old users. The wording should match the actual system behavior.

Administrators should also check custom themes. Some OJS themes customize login templates or labels. If a plugin changes login behavior but the theme still shows old text, users may not understand the change. Theme-level updates may be needed.

Practical Implementation Checklist

• Take a full backup of database and files before login-related changes.
• Check duplicate or invalid email addresses in user records.
• Apply the plugin or custom code on staging first.
• Update login field label to “Username or Email Address” if both are allowed.
• Test password reset, account recovery, reviewer invitation, and author login.
• Inform users through login page text, announcement, or email notice.
• Monitor failed login reports after enabling the feature.

GetOJS Recommendation

GetOJS sees email login as a practical usability improvement for OJS journals, especially those with many occasional authors and reviewers. It makes the login experience easier, reduces username-related confusion, and helps editorial teams explain account access more clearly. However, it should be implemented with proper testing, duplicate email review, backup, and documentation.

A good login experience supports the full publishing workflow. When users can access their accounts easily, submissions move faster, reviews are completed more smoothly, and editors spend less time solving basic access problems. For many OJS journals, allowing login with email address is a small change that can create a noticeable improvement.