As well as adding an employee into Sage HR Online Services by uploading their payslips, you can also add them manually in Sage HR Online Services.

When to add an employee this way?

• The employee doesn't yet have an employee record in Sage 50 Payroll
• The employee doesn't need to be in Sage 50 Payroll - For example, they don't need to access payslips in Sage HR Online Services or you just need their profile to be an admin profile

 TIP: Need some advice on the best way to add an employee in Sage HR Online Services? Take a look at our guide, How do I create employee profiles?

We show you how to add an employee manually in the steps below.

1. Click on the ➕ at the top, then click New employee
   
   Alternatively, on the main menu, click Company, then click Add.
   
   
   

2.  Enter the employee's:

   • First name

   • Last name

   •  

     Work email
     CAUTION: This email will be what they use to log in. Make sure it is the email address the employee wants to use, and is entered correctly with no capitalisations.
     
     
   • Start date
     
     
     
     

3. If you want the employee to receive a welcome email immediately after you add them, select the Send welcome email check box.
   
   If you want to send them a welcome email later leave the welcome email option unticked. You can then resend the welcome email later.

4. When you're ready to create their profile, click Create account.
   
    NOTE: The employee's profile is created at this point. So if you don't complete the rest of the steps, you don't need to add them again, you would just go to their profile and complete their details. 
   
   

5. You're then prompted to send the employee record to Sage 50 Payroll. This allows you to import this employee as an employee record in Sage 50 Payroll.  
   
   If you want the employee to be in Sage 50 Payroll, complete the form and then click Save.
   
   If you want to complete the form later or you don't need the employee to be in Sage 50 Payroll, select Skip for now, I'll fill out this form later, then click Save.
   
   
   
    TIP: In the Bank account details section, you must complete this section to continue. If you don't have those available yet, enter dummy information which you can amend later once you have the real bank details.
   
   
   

You have now created the employee profile in Sage HR Online Services.

After you create the employee profile

In the Company Directory under the employee's name, you see a warning message 'Missing payroll information'.

When you go to the employee's profile, you see one of two messages depending on if you completed the starter form or chose to skip it.

Do you use the Sage HR modules?

If you use the Sage HR modules, such as Core HR and Leave Management, there are some tasks you may need to do before you consider the employee fully set up in Sage HR. For example, to assign them a Direct Manager, a team, a time off policy etc.

For help with this, use our Sage HR knowledgebase guide, Set up an employee for Sage HR modules.

[BCB:183:Oli Footer CB with feedback:ECB]

• Employee hasn't received their welcome email
• Error: 'Email already taken'
• Give an employee user administrator access
• Link an employee's Sage HR and Sage 50 Payroll records together
• Add employee that doesn't need to be in Sage 50 Payroll
• Send new starter record from Sage HR Online Services to Sage 50 Payroll