If you have Sage HR integrated with Sage 50cloud Payroll (UK Only), you can add an employed into Sage HR Online Services by uploading their payslips, which can transfer their data across from Sage 50cloud Payroll.

Alternatively you can also add them manually in Sage HR Online Services

When to add an employee this way?

  • The employee doesn't have an employee record in Sage 50cloud Payroll

  • The employee doesn't need to be in Sage 50cloud Payroll - For example, they don't need to access payslips in Sage HR Online Services or you just need their profile to be an admin profile

📌TIP: If you want some advice on the best way to add an employee into Sage HR Online Services - Read more >

How to add an employee manually 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:

    • First name

    • Last 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. We advise to avoid using capitalisations when entering the email address.

    • Enter the employee start date.

  3. Select the Send welcome email check box.

  4. Click Create account.

    📎NOTE: If you use Sage HR Online Services v2, you are then prompted to send the employee record to Sage 50cloud Payroll as part of the new Starters and Leavers function. This is useful if you haven't already created the employee in Sage 50cloud Payroll yet. Read more >

After you create the employee profile

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 and when you do this, make sure the emails in both products match, including capitalisations if used.

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 Online Services profile to their profile in Sage 50cloud Payroll?

For steps on how to link an employee's profile to their profile in Sage 50cloud Payroll - Read more >

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