Sage HR Essentials: An employer's guide

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Solution ID:

222001000101654

Last Modified Date:

Mon Mar 17 11:42:30 UTC 2025

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Case category//How do I...//setup/create/run a report

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Sage HR Essentials: An employer's guide

Description

As part of your Sage Payroll UK subscription, you have free access to Sage HR Essentials.

What is Sage HR Essentials?

If you have set up Online Payslips in Sage Payroll, you may already use Sage HR today.

If not, Sage HR integrates with Sage Payroll as part of your subscription.

It enables you to manage several HR tasks and provides an engaging experience for your employees.

With Sage HR Essentials, you can:

Allow your employees access to payslips and P60s online, including on a mobile app
View time off information to process payroll for statutory and company leave policies
Save emergency contacts for your employees
Store and track Right to Work documents in a secure environment

New employees added to Payroll or HR Essentials updates in the other software. This saves you from entering the same information twice. This is also true for any changes you make to employee records in either software.

As well as accessing payslips and P60s, employees can edit their details in HR Essentials. This will also update Sage Payroll.

You can download the app from the following locations:

Download the Sage HR mobile app for Android

Download the Sage HR mobile app for Apple

NOTE: You can still print and email payslips and P60s if you want to.

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▼Before you start

Log in to Sage Payroll as the user registered as the business owner. Only this user has access to the employer options for Sage HR Essentials
Enter a valid email address for each employee you invite. They receive an activation email as part of the process
Enter a valid National Insurance number for each employee you invite

▼Set up Sage HR Essentials

Before you can use Sage HR and start publishing payslips, you must activate it.

For the steps on this process, read Sage HR Essentials: Activate Sage HR Essentials.

▼Invite your employees to Sage HR

You need to choose which employees you invite to use Online payslips. Your employee will receive an email invitation to Sage HR. This contains the link to access their employee portal.

For steps on this process, read Sage HR Essentials: Invite employees.

▼Publish payslips

For more information, read Sage HR Essentials: How to publish payslips.

▼Publish P60

At Payroll year end, you can publish the P60's to the employees' portal.

For more information, read Sage HR Essentials: Publish P60s.

▼View online payslip and P60 data

Once published, you can view the payslips and P60's.

For more information, read, View employee payslips and P60s

▼Resend the employee email invite

If your employee hasn't received the email, you can resend this.

For more information, read Sage HR Essentials: Resend a welcome email to an employee.

▼Change an employee’s email address

This is done within the employees' record.

For more information, read Sage HR Essentials: Change an employee's email address.

▼Create an admin user profile

You can give an existing employee user in Sage HR Essentials administrator access.

For more information, read Sage HR Essentials: Create an admin user profile.

▼Employee didn't receive the invitation email

If your email hasn't received their invitation email, there are certain checks you can make.

For more information, read Sage HR Essentials: Employee hasn't received their welcome email.

▼Employee can't reset password

For more information, read Sage HR Essentials: Employee can't reset their password.

▼Payslip corrections

If you make a correction before you publish online payslips:

Publish the payslips as normal

If the publish date has passed:

Finish making the correction, and republish any payslips that have changed.

From the Completed Pay Run screen, select Publish Payslips.

This uploads the corrected payslips and overwrites the existing ones.

▼Remove access for an employee

If an employee leaves the business, you can remove their access to Sage HR:

Select the Employees tab and select the employee.
From the Pay Document Preferences tab, select Remove Access.

▼What your employee sees

After inviting your employees, they receive an invitation email to Sage HR. This contains the link to access their employee portal.

Once your employee has logged in, the Dashboard view opens in Sage HR Essentials.

With Sage HR Essentials, your employees can:

View and download their payslips and P60s. Your employee receives an email each time a new payslip is available
Add emergency contact details
Upload documents
View their calendar and request time off
Update their personal details. This will update their record in both Sage HR Essentials and Sage Payroll

For more information read, Sage HR Essentials: what my employees will see article.

▼Fair usage policy

Your Sage Payroll support subscription includes the following usage limits.

The limit applies per company. The usage doesn't include historical payslips.

Employee tiers	Maximum per month
Up to 15	100
Up to 25	200
Up to 50	400
Up to 75	600
Up to 100	800

If you need more than the stated usage per month, contact our Sales team to move to the next employee tier. If you already use more than the fair usage limit, we’ll contact you to discuss your options.

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