If you need to change an employee's email address, you can do this, but your steps may vary depending on whether the original email address has been used to sign in to Sage HR.

📎NOTE: These steps are only for users who have Sage HR integrated with Sage Business Cloud Payroll (Canada). If you use Sage HR integrated with Sage 50 Payroll (UK) or with no payroll integration at all, use our other guide.

How to change an employee's email address

Log into Sage HR.
Select Company.
Select the employee you want to change.
Select Change email address.

Employee details screen with option to Change email address.

The following steps vary depending on whether the employee has activated their login by signing in to Sage HR.

The employee has never activated their login

If the employee never activated their login by signing into Sage HR:

Enter the new email address.
Select Send welcome email if you want the employee to receive a new invitation to access Sage HR.
Select Save changes.

Change email address dialog as it appears in Sage HR. Options that are shown in the dialog: A new email address field, Send welcome email check box, Close and Save Changes buttons

The employee has activated their login

If the employee has activated their login by signing into Sage HR, you have options to either:

Send instructions via email
This option sends an email directly to the employee with the steps they need to follow to change their email address.

Copy link to instructions
Saves a link to the Account sign in page.
Share the link with your employee so they can change the email address themselves.

📌 TIP: This can be helpful if the employee can no longer access their old email account.

Change email address dialog. It shows confirmation of the employee name and explains they have to change their email address because they've setup their Sage account. Button 1 in the dialog reads: Send instructions via email. Button 2 in the dialog reads: Copy link to instructions.

After an employee has changed their email address

Once the employee changes their email address, it is automatically updated in HR and Payroll.

Administrators will receive an email confirmation when the employee has changed their email address.