When you upgrade to Sage HR Online Services, any leavers in Sage 50cloud Payroll that were also not removed from your old Online Services portal will be moved across and show as active employees in Sage HR Online Services.
If there are leavers you forgot to remove in your old Online Services, and now they show as active employees in Sage HR Online Services, there are steps you can take to remove them as active employees in your new portal.
Before you start
You should amend your employee permissions in Sage HR Online Services to allow terminated employees to access payslips.
They will be able to access payslips up to a year after their termination date.
There are two ways to terminate employees.
Via each employee's profile - We recommend this if you only need to terminate less than 10 employees
Via an import template - We recommend this as an option if you need to terminate over 10 employees, and you think going into each profile individually will take too long
Terminate individual employee
This is the easiest way to terminate someone in Sage HR Online Services.
Just go onto their profile, on the Employee tab scroll down to the bottom.
Enter their Last working day, a reason for leaving, then click Terminate.
For more detailed steps on this - Read more >
Terminate via an import template
Logged in to Sage HR Online Services, on the main menu click Reports.
Click Employee data, then click Payroll employee export.
Under Start date select Before from the dropdown, then enter today's date next to it.
Leave all other fields as All, or filter them if required.
Click Generate. After a few seconds, this produces a report underneath.
Click Download to export the report to Excel.
Open the exported excel file.
On this spreadsheet, find the employees that have left.
In Step 11 you'll need to copy and paste the leavers' details from the following columns into an import spreadsheet:
Column A - Forename
Column B - Surname
Column H - Work Start date (DD/MM/YYYY format)
Column L - Email Address
Back in Sage HR Online Services, on the main menu click Company, then click Import.
Click Download template.
Copy the information in the spreadsheet shown in step 8 for the employees that have left , then paste it into the import sheet downloaded in step 10.
Column A - First name
Column B - Last name
Column C - Work email
📎NOTE This must match the email of the profile already in Sage HR Online Services.
Column E - Employment start date
Scroll right to column Z, which the field says Status.
Enter Terminated in this column for each leaver.
📎NOTE: The T must be capitalised.
Enter the termination dates in column AA. This should be the date they left.
Save the file.
In Sage HR Online Services, on the main menu click Company, then click Import.
Click Select file, then browse to where you have saved the completed import template and select it.
Once attached, click Import.
These employees should no longer appear in your active list of employees in your company directory, and now appear in your terminated employees report:
Reports > Employee data > Terminated employees