When you have over 25 employees to terminate that have reappeared, the easiest way to terminate them is to use an import template.

We run through with you how to do this in the steps below.

1. Log in to Sage HR Online Services, then on the main menu click Reports.
2. Click Employee data, then click Payroll employee export.
3. Under Start date select Before from the dropdown, then enter today's date next to it.
4. Leave all other fields as All, or filter them if required.
5. Click Generate. After a few seconds, this produces a report underneath.
6. Click Download to export the report to Excel. 
   
   
   
   
   
   
7. Open the exported excel file.
8. 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 
     
     
     
     
9. Back in Sage HR Online Services, on the main menu click Company, then click Import.
   
   
   
   
10. Click Download template.
    
    
    
    
11. Copy the information in the spreadsheet shown in step 8 for the employees 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 Online Services.

    •  

      Column E - Employment start date
      
      

12. Scroll right to column Z, which the field says Status.
13. Enter Terminated in this column for each leaver.
    
     NOTE: The T must be capitalised.
    
    
    
    
14. Enter the termination dates in column AA.
    
    This should be the date they left.
    
    
15. Save the file.
16. In Sage HR Online Services, on the main menu click Company, then click Import.
17. Click Select file, then browse to where you have saved the completed import template and select it.
18. Once attached, click Import.
    
    

These employees should no longer appear in your active list of employees in your company directory, and now appear in your terminated employees report:

• Reports > Employee data > Terminated employees
  
  

TIP: If you want no record of the employees in Sage HR Online Services you can delete them from the terminated employees report.

Do I need to delete employees too?

After you terminate the relevant employees, deleting them is totally optional. If you want to have no record of the employee in Sage HR Online Services at all, it's easy to delete them.

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