Set up users

How to set up usernames and passwords in Sage 50 Payroll.

It's easy to set up users in your software and assign access rights to them. This ensures different users can log in and help process your payroll. You can also restrict access to certain areas of your software.

 NOTE: The option is now available to purchase tailored training with a Sage expert, for example to train a new Sage 50 Payroll user. To find out more, visit our bespoke training options guide.  

Before you start

Before we set up your users, there are a few things you need to check:

• Log in to your company with a username that has access to the Access Rights option. The MANAGER username can access the Access Rights option by default
• You can create as many users as your software licence allows. To check your current user limit, in your software click Help, then click About

 TIP: Need to increase the user licence in your software? - Leave your details and we'll be in touch. 

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Set up your user

Now you've logged in as Manager, you can add new users. You can also select existing users, and configure their access rights and access level.

1. On the menu bar, click Tasks, then click Security.
2. Click Access Rights.
3. In the Users section, click Add.
4. Enter a Logon Name and Password for the new user.
5. Click OK, then Save.
   

Now we can look at giving your user-specific access rights. In the table below we've listed the most popular ways to do this. Once you've finished, click Save.

Restrict access to certain areas of the software	In Allow Access To These Areas, check the boxes for the areas you want the user to have access to. Alternatively, click Select All and just de-select the areas you don't want them to access.
Give the user full access rights	In Employee Record Access, select all check boxes, set the Access Level to 9 and check the box to Include lower levels. Then in Allow Access To These Areas, click Select All.
Access to only certain pay frequency employees	In the Employee Record Access section, select the required pay element check boxes.
Give the user access based on access levels	In Access Level, choose the relevant level up to which this user can access. The access level is in the Analysis field of each employee's record. By default, each employee's record has an access level of zero, except for directors who have a level of 9. For example, if you set the username as level 6, that user can access and process any employees on that level. If you also select the 'Include lower levels' checkbox, this user can access records from level 0 through to 6, but not 7 to 9.
Suppress Non-Essential Messaging	Select the checkboxes in this section as required to hide non-essential messaging for this user. Leave the checkboxes clear to keep this messaging active.  TIP: Keep these enabled if you want the user to receive all prompts in the software.

Next steps

You've set up a new user and applied their access rights.

If you want to confirm the access is correct, you can now log in to your company with the new username. For help with doing this, follow the log in with a different username article.

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