Before you you create your Sage HR company integrated with Sage 50 Payroll, there are some checks you must do. These can prevent avoidable issues going forward, such as employees not getting welcome emails because their email address is incorrect.
1. Get your employee data ready
Sage 50 Payroll pushes through four critical fields for the employee into Sage HR. These include:
For any additional employee information, you can run a report from Sage 50 Payroll and manually enter it into Sage HR later.
2. Employee work email addresses
It is essential that you check the following:
Ensure all email addresses in the employee record in Sage 50 Payroll are accurate and up to date
Email addresses are unique for each employee. Don’t use duplicate or shared email addresses
Email addresses are case-sensitive in Sage HR, so ensure they're all lowercase
3. Admin user email address
The person who first sets up Sage HR through Sage 50 Payroll is known as the Main Admin. and has full access. The main admin has their own profile in Sage HR alongside your employees and can be viewed in the company directory.
Make sure you get the admin email right first time, as it can’t be swapped with another email, or recreated
Don’t delete the admin user. You can only have one admin user and it is the only profile that can view all payslips
The email address you use for the admin profile must not be used in an employee record in payroll. The email used needs to be unique to the admin user and must not used elsewhere in Payroll
We recommend you have the means to ensure you can access this profile in the event of the admin user leaving the company or being unavailable
4. What to make your employees aware of
We advise you to make your employees aware of the following:
You will be using Sage HR Online Services
This is so your employees don't try to access your company via Sage Employee Online Services.
Sage Employee Online Services is a different Sage online payslips portal that some of your employees may have used when working for another employer. Make sure don't go to www.sagepayrollservices.co.uk to log in after they get their welcome email. They won't be able to access your company here.
Don't access Sage HR until you send them their welcome email
Your employees won't be able to log in to your Sage HR company until they receive a welcome email.
This welcome email will be what they use to create their Sage account login. They don't create a Sage account by going to the Sage HR website
Who their HR or Payroll admin contact is
Make your employees aware of who their payroll or HR admin contact is. This is so they know who to contact if they have payslips or pay queries or an issue using Sage HR Online Services.
Sign in to Online Services Settings
When you set up Sage HR Online Services, you must sign into your Online Services using your Sage account (formerly Sage ID).
We explain how to do this if you already have a Sage account, and what to do if you don't.