Create an administrator user profile - Sage HR Online Services

How to create an admin profile in Sage HR Online Services that's not linked to an employee record in Sage 50 Payroll.

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

To create an admin user not linked to Sage 50 Payroll, add them manually as a new user. Then, grant them admin access.

 NOTE: These permissions only apply within Sage HR Online Services, not Sage 50 Payroll. Follow the steps in the article to give user access to upload payslips and P60s to Sage HR Online Services within Sage 50 Payroll.

Follow all the steps below to create the administrator user profile.

Create the new user profile in Sage HR

1. Log in to sage.hr.
2. Select Quick actions in the top right, then New employee.
   Alternatively, on the main menu, select Company, then Add.
3. ▼ Enter the employees:

   • First name and Last name - The profile isn't going to be linked to a profile in Sage 50 Payroll, so the last name is optional. You can make it a generic name if required. For example, Admin 1

   • Email address - This email will be what they use to log in. Make sure this email address is the correct email address for the admin user. Ensure there's no spelling mistakes. Enter it correctly before following the rest of the steps. This email can't be the same as another employee's email address. We advise avoiding entering it with capitalisations
   • Start date - As you won't be running reports for this user, it doesn't matter what the date is
4. Select the Send welcome email checkbox to send the welcome email straight away. 
5. Click Create account. 
    NOTE: Do you get the▼ Error: 'Email already taken'?
   This error shows because you've used the email address for another company. Your options are the following:
   

   • Use a different email address
   • If you've used the email for another one of your companies that also use Sage HR, you can link Sage HR Companies together
   • If the person already has an employee profile in Sage HR, you can give an employee user administrator access
6. For the option Send the employee record to Payroll, select the Skip for now, I'll fill out this information later checkbox.
7. Select Save.

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Mark them as not needed in Sage 50 Payroll

1. On the main menu, select Company. Then select the user's new profile.

2. On the Employee tab, select This employee doesn't need to be in Sage 50 Payroll.

3. Scroll down and select Save.

The profile will no longer show a message saying the record can't be found in Sage 50 Payroll.

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Give the new profile Administrator access

1. On the same Employee page, scroll down to Access level.

2. In the Access level drop-down, change it from Employee to Administrator.

   ▼ View the drop-down options
3. Scroll down to the bottom, then select Save.
    NOTE: The Accountant level provides access to time off and timesheet reports. This requires the Leave Management and Timesheets modules of Sage HR for this permission level to be of any use. It has a lower access than the Administrator.  

This profile now has admin access.

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Configure the new admin's permissions

1. Select your name or email address in the top-right-hand corner, then Settings.
2. On the settings menu, select Permissions, then Admin.
   The page lists current employees with admin rights.
3. If you prefer that the admin is unable to view other employees' payslips and P60s, deselect View Employee's Payslips & P60s.
4. Select Manage access to Payslips & P60s for the admin to be able to control whether other admins can view other employees' payslips and P60s. 
5. If you prefer the admin doesn't have access to settings in Sage HR Online Services, deselect Access to settings.

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Give access to upload payslips from Sage 50 Payroll

To upload payslips, an additional admin in Sage HR Online Services needs access to Online Services Settings within Sage 50 Payroll. To upload payslips, you can give user access to upload payslips to Sage HR Online Services.