When you've sent new starter information across from Sage HR Online Services, you can use this information to automatically create a new employee record in Sage 50 Payroll.

We run through the steps below on how to use the Starts function within Import Employee Data

Before you start

To follow these steps you must have created the employee in Sage HR Online Services and sent the information across.

Import starter 

1. Click Online Services then under Tasks click Import Employee Data.
   
   TIP: If you find this option is greyed out or you can't click it, this can be down to your access rights in Sage 50 Payroll
   
   
2. You're prompted to take a backup, we strongly recommend you do this before continuing on. To take a backup, click Yes.
3. In Sage 50 Payroll the software then communicates with Sage HR Online Services to look for any starter or leaver information.
   
   If there is no Starters information to import the Starters box says Up to Date!
    NOTE: If you know there are starters to import but they're not listed, open their profile in Sage HR and click Save. You can then retry the import. 
   
   If there is information to import, the bottom of the Starters box says Starters to Import.
   
   
   
4. In the Starters box click Starters to Import.
   
   
   
   
5. This shows a list of all the starters ready to be imported.
   
   In this list, you can apply filters and search in it, as well as click on the printer icon to print this list if required.
   
   
6. If you click on the chevron on the employee, this opens up the information for that starter. 
   
   
   
   
   You can make any amendments to the information here before you import them.
   
   You should not amend their email address. If you do, you'll need to remove and re-add them again in Sage HR Online Services with the new email address. This is because if you later upload their payslips after changing their email address, a new profile in Sage HR Online Services will be created automatically, rather than linking to the one you created.
   
   
7. To import the employee select the check box next to their name. Alternatively, select the check box at the top next to where it says Surname to select all the employees listed.
8. Click Import.
   
   If you want to permanently remove the employees listed and not import them, click Reject data.
   
   
9. You are asked to confirm you want to continue, click Yes, then click Finish.
10. Close the Import: Starters window. The Starters box now says Up to Date!
11. Click Close.
12. The employee(s) is now listed in your payroll and ready to be processed.
    
     TIP: Enable Online Services within their employee record so they're ready for when you want to upload their payslips for the first time. 

Next steps

In Sage HR Online Services your message about the employee waiting to be approved in Sage 50 Payroll won't disappear until their payslips have first been uploaded. 

 NOTE: To upload an employee's payslips successfully you need to enable Online Services within their employee record. 

Uploading the employee's payslips links together their Sage HR Online Services and Sage 50 Payroll records:

• If an employee has existing payslips, upload historical payslips
• If an employee has no payslips, but you can wait till after the next pay run, their profiles link when you upload their next payslip
• If the employee has no payslips, but you want to link them immediately, upload a dummy payslip

NOTE: The employee's name, date of birth and email address must match in both Sage HR Online Services and Sage 50 Payroll to successfully link. If they don't match, a duplicate record is created in Sage HR Online Services.