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Automatically assign Employee numbers
Automatically assign Employee numbers

How to enable and configure automatic allocation of Employee numbering.

Daniels Korens avatar
Written by Daniels Korens
Updated over a week ago

In Sage HR, you can automatically allocate an Employee # (or Employee ID) field value to your employees upon creation. This number increments with every new employee. This can save you time and manual effort when creating an employee or importing multiple employees into Sage HR.


Enable automatic employee numbering

  1. As an admin user, click your name on the top right, then click Settings.

  2. On the settings menu, click Employee data, then Employment statuses & Working patterns.

  3. Under Employee # allocation, select Allocate Employee #. Begin numbering from __ then enter what number you want it to start from.

    📎NOTE: If "Begin numbering from ..." is set to 1, then the next added employee will receive the Employee # value of 1.


  4. Click Save.

The Sage HR system will now automatically allocate the Employee # to the next added employee.

If you're using Sage HR and already have some Employees in place with numbers allocated, start numbering with the latest Employee number.

📌TIP: Use Mass editing to edit Employee numbers of multiple employees.

FAQ

What happens with terminated employees?

The number of terminated employees will not be automatically re-used in Sage HR. This ensures consistency if you ever re-hire someone.

What if I begin numbering with a value that is behind my existing Employee number?

It's possible to overlap existing Employee # with automatically generated ones. For example, you can have Employee #20 while your "Begin numbering from..." is configured to start with 20 as well.

Can I still adjust the Employee number after it gets allocated?

Yes, if an employee # has been allocated automatically, a user with administrator access can adjust it manually in the employee's profile. However, the next allocated Employee # will still follow the incremental pattern.

EXAMPLE:

  • The system has allocated Employee # 10

  • The administrator user adjusts it to 9

  • When the next employee will be added, their Employee # will be 11

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