When you have over 25 employees to terminate in Sage HR, rather than terminating them individually, you can terminate them using an import template.
This re-imports the existing employees but marks them as Terminated. Once complete, the employees you chose to re-import as terminated appear in the Terminated employees report.
We run through with you how to do this in the steps below.
📎NOTE: If you use the Leave Management module, outstanding leave requests can prevent the file from being imported. Before importing the file, check that there are no outstanding leave requests for the employees you're terminating. You can use the Awaiting approval report. For more details, visit our Approving time off article.
Log in to Sage HR, then 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 reappeared.
In Step 11 you'll need to copy and paste the employees' 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, 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 you want to terminate, 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.
Column E - Employment start date
Scroll right to column Z, in which the field says Status.
Enter Terminated in this column for each leaver.
📎NOTE: Capitalise the 'T'.
Enter the termination dates in column AA. This should be the date they left. If you're going to delete them, make sure it's a date before today.
Save the file.
In Sage HR, on the main menu click Company, then click Import.
Click Select file, then browse to where you've 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. They should now appear in your terminated employees report:
Reports > Employee data > Terminated employees
Do I need to delete employees too?
After you terminate the relevant employees, deleting them is optional. If you want to have no record of the employee in Sage HR at all, it's easy to delete them.