Sometimes you may re-employee someone who previously used to work for you. As part of your offboarding process, it is likely that you have marked them as leaver in Sage 50cloud Payroll, and terminated them in Sage HR Online Services.
The process to rehire them in Sage HR Online Services is dependant on a few things, such as if you did mark them has a leaver in Payroll, and if you want the employee to use the same email address for their record.
As the employee's email is address is assigned to their old record, the easiest option is to use a different email address for the new record in Sage 50cloud Payroll. However, if a different email address is not possible, we provide steps on what to do if you need to use the same email address for them as before.
We will run you through how to process rehiring someone in Sage HR Online Services depending on what you want to do.
Have you processed them as a leaver in Sage 50cloud Payroll yet?
If yes, please continue to the next section.
If you haven't, because for example the employee was going to leave or did leave then decided quickly to come back, then you can simply click Rehire in Sage HR Online Services. This is only if it counts as the same employment. For more information on how to do this - Read more >
Do you need to use the same email address?
Create new employee record using different email address
All you need to do is add them as a new starter in Sage 50cloud Payroll
Once you have created the new record enter their alternative email address for their record via Step 4 - Manage your employees in Online Services Settings.
See video below:
Make sure the email address is correct and has no typos. When you next upload their payslip their new profile will be created in Sage HR Online Services, or link with the profile if you manually created one for them in Sage HR Online Services.
📎NOTE: Make your employee aware that they must use this email address and not their previous email address to log in to Sage HR Online Services.
Create new employee record using the same email address
If you must use the same email address for the rehired employee, you must do the following:
Step 1 - Delete previously terminated profile in Sage HR Online Services
📎NOTE: This will delete all previous HR information for the old profile. You may want to export relevant information before you do this via the REPORTS section.
Logged in as an administrator, on the main menu, click REPORTS.
Click EMPLOYEE DATA, then click Terminated employees.
Click the rubbish bin icon next to the employee you want to delete.
4. Confirm whether you want to delete them by clicking, YES, GO AHEAD.
The employee record is now deleted in Sage HR Online Services.
Step 2 - Fill out the form for the delete request
Sage Customer Services needs to remove the employee entirely from the online system.
Please complete this form to request Sage 50cloud Payroll Customer Services to do this:
Requests are typically actioned within 1 full working day.
Step 3 - Edit emails in old and new employee record in Sage 50cloud Payroll
Whilst waiting for confirmation from Sage to delete your employee from the online system in the background , you need to make amend some settings of your employee's old employee record in Sage 50cloud Payroll.
Log in to Sage 50cloud Payroll.
Open up employee record - you may need to click Criteria and deselect Current Year Leavers or Historical Leavers for the old employee record to appear on your list.
In the employee record, click the Analysis tab, then under Online Services deselect the tick box, and delete the email address.
Click Save, then open up the new record for this employee.
Click the Analysis tab, then under Online Services select the tick box and enter their email address, then click Save.
Step 4 - Upload payslips to create profile in Sage HR Online Services
Once you have confirmation from Sage that the employee has been deleted in the background, the next time you upload their payslip their new profile will be created in Sage HR Online Services, or it will link with the profile if you manually created one for them in Sage HR Online Services.