You can give any user in Sage HR Online Services administrator access, so for example you could import an employee record from Sage 50cloud Payroll, then edit their permissions to admin.

However, if you want to create an admin user who doesn't need to be linked to an employee record in Sage 50cloud Payroll, or that user isn't on the payroll, you can simply manually add a user in Sage HR Online Services and assign them admin access.

We'll show you how to do this.

  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 and Last name - As this profile isn't going to be linked to a profile in Sage 50cloud Payroll, you only need to fill out the first name field if you want to, and even make it a generic name if required e.g. Admin 1

    • Email address

      ⚠️CAUTION: This email will be what they use to log in. You must make sure this email address is the correct email address for the admin user, and ensure it has no spelling mistakes. Make sure you enter it correctly before following the rest of the steps, and that it is not the same as another employee's email address. We advise to avoid entering it with capitalisations.

    • Start date - As you won't be running reports for this user it doesn't matter what the date is.

  3. To have the welcome email send straight away, select the Send welcome email check box.

  4. Click Create account.

  5. If you are presented with an option to send the employee record to Sage 50cloud Payroll, select the Skip for now checkbox, then click Save.


  6. On the main menu, click Company, then click on the newly created profile.


  7. Select This employee doesn't need to be in Sage 50cloud Payroll.


  8. Scroll down the Employee page until you get to Access level.

  9. Underneath the Access level field, click on it and change it from Employee to Administrator.


    📎NOTE: The Accountant level provides access to time off and timesheets reports. This requires you have the Leave Management and Timesheets modules of Sage HR for this permission level to be of any use.

  10. Scroll down to the bottom, then click Save.

This profile now as admin access, and the profile will no longer show a message saying the record can't be found in Sage 50cloud Payroll.

⚠️CAUTION In Sage HR Online Services v2, if you do not want an additional admin to be able to view other employees' payslips and P60s, the original admin must disable their access to view them. Read more >


What can't an additional admin do if you use Sage HR Online Services?

What an additional admin can't do can depend on your version of Sage HR Online Services if you use it. If you do not know your version, it is easy to check - Find out now >

Version 2

The only thing an additional admin cannot do is resend welcome emails via reports. If they need to resend a welcome email, they must do it via the employee's profile - Read more >

📎NOTE: By default, an admin has access to employee payslips and P60s. If you do not want an admin to have this access, it is easy to disable. Read more >

Version 1

Only the original admin can access all employee's payslips, resend welcome emails, and anything else payslips related. Additional admins only have admin access for the Sage HR modules if you have them.

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