Solution Properties
Solution ID:
210210155355200
Last Modified Date:
Fri May 03 11:31:00 UTC 2024
Taxonomy Path:
Case category//How do I...//setting up
Author:
[email protected]
Set up Sage HR Online Services - Preparation checklist
Description
Before you integrate Sage 50 Payroll with Sage HR Online Services, there are some checks you must do.

1. Have a PAYE reference

Don't register for Sage HR Online Services until you have your PAYE reference. This is because if you ever change your PAYE reference in Sage 50 Payroll, this removes any links to your Sage HR Online Services company. So if you don't have one yet, wait until you have it.

2. Check you have your Sage account login details

Check you have your Sage account login details. If you don't have a Sage account, you can create one as part of the setup process. 

3. Admin user email address

The person who first sets up Sage HR Online Services through Sage 50 Payroll becomes the main admin user.

The main admin user has full access to Sage HR Online Services and Online Services Settings within Sage 50 Payroll. They have the ability to add additional admins in Sage HR Online Services after setup.

Only one person must use the main admin username to log in. If multiple people need admin access, you must complete setup then either give existing employees administrator access, or create new administrator users as appropriate.

 CAUTION: The email address you use for the admin profile must not be used for an employee record in Sage 50 Payroll - this is to avoid the main admin profile being merged with an employee profile, which can cause problems going forward.

4. Get your employee data ready

Sage 50 Payroll pushes through four critical fields for the employee into Sage HR Online Services when you add them via Sage 50 Payroll.
  • First name
  • Last name
  • Email address
  • Start date

Please confirm that the information for these fields is correct.

For any additional information that you need to enter into the employee's record in Sage HR Online Services, you can run a report from Sage 50 Payroll or manually enter it into Sage HR Online Services later.

5. Employee email addresses

An employee's email address is what they will use to log in to Sage HR Online Services. As a result, it is essential that you check the following:

  • Ensure all email addresses in employee records in Sage 50 Payroll are accurate, not duplicated, and up to date
  • Ensure the email address for the employee is not the same as the one you use to set up Sage HR Online Services
  • Email addresses are case-sensitive in Sage HR Online Services, so ensure they are all lowercase
  • We recommend the email address used for an employee is one they want to use long-term, as the process to change their email address means having to delete their profile and set them up again
  • Ensure their email address is considered appropriate, as it can be possible for an employee's email address to be made visible to other users depending on permissions that you later set

 TIP: You can send out the Employee Details Verification Letter to your employees to confirm or update any details you hold about them, including their email addresses.

6. What to make your employees aware of

We advise you to make your employees aware of the following:

You will be using Sage HR Online Services

This is so your employees don't try to access your company via Sage Employee Online Services.
Sage Employee Online Services is a different Sage online payslips portal that some of your employees may have used when working for another employer. Make sure don't go to www.sagepayrollservices.co.uk  to log in after they get their welcome email. They won't be able to access your company here.

Don't access Sage HR until you send them their welcome email

Your employees won't be able to log in to your Sage HR company until they receive a welcome email. This welcome email will be what they use to create their Sage account login. They don't create a Sage account by going to the Sage HR website.

Who their HR or Payroll admin contact is

Make your employees aware of who their payroll or HR admin contact is. This is so they know who to contact if they have payslips or pay queries or an issue using Sage HR Online Services.

Next step

 

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