There are two ways to add an employee in Sage HR Online Services

(Recommended) Upload their payslips from Sage 50cloud Payroll

By default, we recommend where possible to add an employee to Sage HR Online Services by uploading their payslips. The first time you upload their payslips from Sage 50cloud Payroll, their details are automatically imported to Sage HR Online Services and a profile is automatically created for them. This profile is consequently automatically linked to Sage 50cloud Payroll. Read more >


Add an employee manually in Sage HR Online Services

You can add an employee manually in Sage HR Online Services itself, but if you need the employee to access payslips at any point, you will have to upload their payslips anyway to link their Sage HR Online Services profile to Sage 50cloud Payroll. Therefore this is why we recommend to simply add them by uploading their payslips so their profiles in each product are automatically linked.

Below we recommend how you should add your employee based on if they are listed in your Sage 50cloud Payroll or not.

If the Employee is listed on Payroll

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

If the 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 Online Services using the steps listed below, however only do this if either:

  • They don't need access to payslips - For example, they only need a profile in Sage HR Online Services as an admin user, or they access payslips somewhere else.

  • They are not on your employee list in Payroll yet - You require to do some onboarding HR tasks for them but they have no payslips yet. You will upload their payslips later when available to link their Sage HR profile to Sage 50cloud Payroll.

⚠️CAUTION: If you add them manually in Sage HR Online Services, and they won't ever 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 manually re-add the employee with the correct information.


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 are on the latest version of Sage 50cloud Payroll, and 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. 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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