The steps in this article are for Sage HR integrated with Sage 50 Payroll. You need to follow a different guide if you use:
Change the email address The steps you need to follow depend on whether the employee has an employee record in Sage 50 Payroll. Select the relevant option below to find out what to do.  CAUTION: Part of the process below is to delete the employee from Sage HR. You can't undo the deletion, and Sage support can't retrieve this data after you delete it. If you use any additional Sage HR modules, note any information you'd like to keep before you proceed.
▼ The employee has an employee record in Sage 50 Payroll 1. Terminate the employee in Sage HR Online Services Before you can delete an employee from Sage HR, you need to terminate them. - Log in to Sage HR Online Services as an admin user.
- Go to the employee's profile and scroll to the bottom of the page.
- Click Terminate, and enter anything for the termination details.
- Click Terminate again.
The terminated report appears, which lists any terminated employees. You can also view terminated employees any time. 2. Delete the terminated employee Delete the employee from Sage HR. This only deletes them from Sage HR, not Sage 50 Payroll. - On the terminated employee report, click the delete button next to the relevant employee.
- Click Yes, go ahead to confirm you want to delete them.
3. Amend the employee's email address in Sage 50 Payroll Next, update the employee's email address. - Log into Sage 50 Payroll.
- Double-click the relevant employee on your employee list.
- Go to the Analysis tab.
- Update the Email address field under the Online Services heading.
- Click Save, then Close.
4. Upload the employee's current payslip Your next step is to upload a current payslip for the employee. When you upload payslips, your software adds the employee to your online services with the updated email address.  TIP: This can be a payslip of any value that you can then delete from the newly created employee profile. For help doing this, follow the Upload a 'dummy' payslip article.
The employee receives a welcome email after you upload their payslips. They must use this to set their password to log in to Sage HR Online Services. If required, you can also
▼ The employee doesn't exist in Sage 50 Payroll 1. Terminate the employee in Sage HR Online Services Before you can delete an employee from Sage HR, you need to terminate them. - Log in to Sage HR Online Services as an admin user.
- Go to the employee's profile and scroll to the bottom of the page.
- Click Terminate, and enter anything for the termination details.
- Click Terminate again.
The terminated report appears that lists any terminated employees. You can also view terminated employees any time. 2. Delete the terminated employee Delete the employee from Sage HR. This only deletes them from Sage HR, not Sage 50 Payroll. - On the terminated employee report, click the delete button next to the relevant employee.
- Click Yes, go ahead to confirm you want to delete them.
3. Amend the employee's email address in Sage 50 Payroll You can now follow the add a new employee manually in Sage HR Online Services article, entering the new email. Once you've added them, the employee receives a welcome email. They must use this to set their password to log in to Sage HR Online Services.
Next steps If you subscribe to any Sage HR Modules, you need to set those up again for this employee, where relevant. For example, you can assign them to teams, set an employment status, set a time-off policy etc.
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