Change an employee's email address - Sage HR Online Services

Solution Properties

Solution ID:

200528133314878

Last Modified Date:

Fri Sep 06 14:27:59 UTC 2024

Taxonomy Path:

Case category//How do I...//an integration

Author:

[email protected]

Change an employee's email address - Sage HR Online Services

Description

You may have an employee set up with an incorrect email address in Sage HR Online Services or you need to change it. Let's go through the steps to amend it.

Before you start

The steps in this guide are for Sage HR Online Services, which is Sage HR integrated with Sage 50 Payroll.

If you use Sage HR Essentials, which is Sage HR integrated with Sage Business Cloud Payroll, to change an employee's email address use our alternative guide, Change an employee's email address - Sage HR Essentials.

If you use Online Bureau, which is the online payslips portal for Accountant Sage 50 Payroll users, to change an employee's email address in Online Bureau (Sage Employee Online Services) use our alternative guide, Change an employee's email address - Online Bureau.

Cause

Resolution

The steps differ slightly depending on whether the employee has an employee record in Sage 50 Payroll.

Click on each step below for more detailed instructions. After you've completed each step, tick 'Completed'

If the employee exists in Sage 50 Payroll

NOTE: These steps delete all previous HR information for the old profile in Sage HR. If you use the Sage HR modules such as Core HR and Leave Management, export relevant information from the REPORTS section in Sage HR. Do this before you delete the employee. You can't retrieve this information once deleted.

1. Terminate employee in Sage HR Online Services > As you need to delete the employee in Sage HR Online Services, to do this you first need to terminate them. Log in to Sage HR Online Services as an admin. Go to the employee's profile and scroll to the bottom of the page, click Terminate. Fill out the termination details. TIP: It doesn't matter what termination reason you enter, as you'll be deleting the employee profile. Click Terminate again. After you terminate them, the Terminated employees report appears. This is where you delete the employee, explained in step 2.	Completed
2. Delete employee from the terminated employees report > Delete the employee from Sage HR Online Services. This only deletes them in Sage HR, not in Sage 50 Payroll. NOTE: If you use the Sage HR modules such as Core HR and Leave Management, export the relevant information from the REPORTS section in Sage HR before you delete their profile. When on the terminated employee report, click the delete button next to the terminated employee. TIP: To get back to this report, click Reports , then click Employee data and click Terminated employees. Click, Yes, go ahead to confirm you want to delete them. You can now amend the employee's email address in Sage 50 Payroll, explained in step 3.	Completed
3. Amend email address in the Analysis tab of Sage 50 Payroll record > Enter the employee's new email address in Sage 50 Payroll. Log into Sage 50 Payroll. Open an employee's record, then click the Analysis tab. Next to Email address enter their new email. Make sure it is correct. TIP: When you're on this page, make sure you've selected the Enable Online Services checkbox. Once done, click Save. You're now ready to re-add the employee to Sage HR Online Services by uploading their payslips.	Completed
4. Upload employee's payslips to Sage HR Online Services > To re-add the employee into Sage HR Online Services with the new email address, you need to upload their payslips. This creates a new profile in Sage HR Online Services with the new email address, and ensures they've access to all their previous payslips. You can either wait to upload their next payslip or to do it now, upload and then delete a 'dummy' payslip. NOTE: If you re-add the employee by uploading historical payslips, this may pull through their old email address that was in their record at the time their pay was processed. After you re-add the employee by uploading payslips, they receive a welcome email to the new email address, They must use this to set up their access to log in. Advise them to do this soon, otherwise their welcome email will expire and you'll need to resend them a welcome email. TIP: If the employee has historical Payslips and P60s, you can upload these after you've re-added them to Sage HR. Upload historical payslips Upload P60s from a previous tax year	Completed

If the employee doesn't exist in Sage 50 Payroll

1. Terminate the terminated employee in Sage HR Online Services > As you need to delete the employee in Sage HR Online Services, to do this you first need to terminate them. Log in to Sage HR Online Services as an admin. Go to the employee's profile and scroll to the bottom of the page, click Terminate. Fill out the termination details. TIP: It doesn't matter what termination reason you enter, as you'll be deleting the employee profile. Click Terminate again. When you terminate the employee the Terminated employees report appears. This is where you delete the employee, explained in step 2.	Completed
2. Delete the employee from the terminated employee report > Delete the employee from Sage HR Online Services. This only deletes them in Sage HR, not in Sage 50 Payroll. NOTE: If you use the Sage HR modules such as Core HR and Leave Management, export the relevant information from the REPORTS section in Sage HR before you delete their profile. When on the terminated employee report, click on the delete button next to the terminated employee. TIP: To get back to this report click Reports , then click Employee data and click Terminated employees. Click, Yes, go ahead to confirm you want to delete them. You can re-add the employee manually with the new email address, explained in step 3.	Completed
3. Re-add the employee manually in Sage HR Online Services > When you re-add the employee manually, make sure the new email address is correct. After you add them, the employee is sent a welcome email to the new email address to set up their access to log in. Advise them to do this soon, otherwise, their welcome email will expire and you'll need to resend them a welcome email.	Completed

Next steps

As you deleted the employee's profile and created a new one for them, you may need to re-add additional information that existed in their old profile. You can manually add these or you can import the additional employee information.

If you also subscribe to the Sage HR modules, you'll need to set up the employee for these again, where relevant. For example, upload documents, assign them to teams, an employment status, time off policy, etc.

NOTE: When you complete this process, the employee uses the new email as their username to log in. Historical payslips may still show the old email address, if that email address was in place when records were updated. This no longer occurs for periods you upload after updating the email address.

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Steps to duplicate