⚠️CAUTION: If you have Sage HR integrated with Sage 50cloud Payroll, please skip to the bottom section - Skip to section >


Add an employee in Sage HR - Standalone

  1. From the main menu, click COMPANY.

  2. Click ADD, enter the employee's full name.

  3. Enter the employee's work email.

    ⚠️CAUTION: You must make sure this email address is live and correct, also ensure you enter it correctly before following the rest of the steps.

  4. Enter the employee start date.

  5. Clear the Send welcome email check box.

  6. Click CREATE ACCOUNT.

  7. if relevant, select which employee approves time off requests for this employee.

  8. Click SAVE.

📌TIP: We recommend you only send invitations to all your employees once you have set everything up in Sage HR.


Add an employee if you have Sage HR integrated with Sage 50cloud Payroll

If you have Sage HR integrated with Sage 50cloud Payroll, how to add the employee depends on whether they appear on your employee list in Payroll yet, or whether they need to access payslips in Sage HR.

Employee is listed on Payroll

If the employee exists in your employee list in Sage 50cloud Payroll you must upload their payslip or historical payslips to import them into Sage HR - Read more >

Employee is not listed on Payroll

If the employee doesn't exist in Sage 50cloud Payroll, you can add the employee directly in Sage HR using the steps listed above, however only do this if either:

  • They don't need access to payslips,

  • They are not on your employee list in Payroll yet

⚠️CAUTION: If you add them manually in Sage HR, and they won't be ever need to be linked to a profile in Sage 50cloud Payroll you must make sure their first name, last name, email address and start date are entered correctly. If they aren't you cannot amend these fields, and you will have to terminate, delete, then re-add the employee with the correct information.


How to add an employee directly in Sage HR Online Services

  1. Click on the ➕ at the top, then click New employee



    Alternatively on the main menu, click COMPANY, then click ADD.

  2. Enter the employee's:

    • Full name

    • Work email

      ⚠️CAUTION: This email will be what they use to log in. You must make sure this email address is the correct email address that your employee wants to use, and ensure it has no typos. Make sure you enter it correctly before following the rest of the steps.

    • Enter the employee start date.


  3. Select the Send welcome email check box.

  4. Click CREATE ACCOUNT.

When you click on their profile you will see a message telling you they cannot be found in Sage 50cloud Payroll.

This message disappears when you upload their payslips to link to Sage 50cloud Payroll.

If they don't need to be linked to Sage 50cloud Payroll, this message also disappears if you select This employee doesn't need to be in payroll. We recommend to do this for someone you have added to be an admin user.


How do I link the employee's Sage HR profile to their profile in Sage 50cloud Payroll?

If this employee is later added into Sage 50cloud Payroll and you need to link their Sage HR profile, they must have the same email address as in Sage HR when you upload their payslips to link their profiles in both Sage HR and Sage 50cloud Payroll - Read more >

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