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Sage HR Online Services - Export additional employee details from Sage 50cloud Payroll

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This article covers how to export additional employee details from Sage 50cloud Payroll to import into Sage HR Online Services.


To help you easily add additional employee details into Sage HR Online Services, we've created a Sage 50cloud Payroll report you can use to export your employees details and import them in to Sage HR Online Services.

NOTE: You can only import additional details using this method. Additional details are anything other than: First name, last name, email address and start date. These four details can only be imported by amending in Sage 50cloud Payroll then uploading payslips. Read more >


Download the Sage HR import report

  1. Click the link below to access the report to download:
  2. Browse to where you want to save it, for example, the Windows desktop.
  3. Click Save.
  4. Locate and right-click the saved report file, then click Copy.
  5. In Sage 50cloud Payroll, click Help, then About and click Program Details.
  6. Click the path to the Reports directory.
  7. Double-click UserDef, then click Edit, then Paste.
  8. If the Edit option doesn't appear, press the left Alt key on your keyboard.
  9. Close the window.

TIP:  If prompted to save the file, make a note of the file name.

Depending on your web browser, the file may automatically download to your Downloads folder. In most browsers, you can view your downloads by pressing Ctrl+J on your keyboard.

Exclude leavers

Before you run the report, you should exclude any employees who've left your company:

  1. In Sage 50cloud Payroll, click Employee.
  2. Click Criteria and select Current Year Leavers and Historical Leavers.
  3. Click OK.

Any employees who are leavers are now excluded from the employee list.

Run the Sage HR import report

  1. In Sage 50cloud Payroll, click Employee.
  2. To select all of your employees, click Swap.
  3. Click Reports, then click UserDef.
  4. Click Sage HR Import report then click Export.
  5. Click Export and browse to where you want to save. For example, the Windows desktop.
  6. Select Excel Files (*.xlsx) from the Save as type drop-down list.
  7. Click Save.

Check the information in the Excel file

Before you import your employee details, we recommend you check the Excel file:
  • Ensure there's no employee data in Row 2 - Sage HR only recognises information from Row 3 onward. If there's employee data in Row 2, insert a blank row.
  • Capitalisation in email addresses - Sage HR is case sensitive, so if there are any capital letters in any email addresses, amend them to lower case.
  • Check the date and phone number fields - Sometimes the format of a cell changes, so check that these fields are still correct.

Import data into Sage HR Online Services

You're now ready to import your employees into Sage HR Online Services - Read more >

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