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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 # field value to your employees upon creation, incrementing numbers with every new employee. This is a simple feature that saves time and manual effort when creating an employee or importing multiple employees into Sage HR.

📎NOTE: To set this up you will require a user with Administrator level of access.

Enable automatic employee numbering

  1. Click on 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, then a good idea would be to start numbering with the latest Employee number.

📌TIP: If you're feeling that you could do with a clean up in your Employee our Mass editing feature could come very useful.

What happens with terminated employees?

The number of a terminated emplyee will not be automatically re-used in Sage HR. This ensures consistency since such employee can be re-hired.

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

It is 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 Employee # after it gets allocated?

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


  • The system has allocated Employee # 10

  • Administrator user adjusts it to 9

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

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