Sage HR Online Services - Common questions by employers

Summary

Answers to some common questions by employers or admin users using Sage HR Online Services.

Answers

This article focuses on Sage HR Online Services and its integration with Sage 50 Payroll.

NOTE: If you're an employee user of Sage HR Online Services, use our alternative FAQ for employee users.

What is Sage HR Online Services?

Sage HR Online Services is an online payslips portal that comes free as part of Sage 50 Payroll. As an employer, you can upload employees' payslips and P60s from Sage 50 Payroll to Sage HR Online Services. Your employees can log in to this online portal to view and download their uploaded payslips or P60s.

For more information visit, What is Sage HR Online Services?

Is Sage HR Online Services free?

Sage HR Online Services is included with Sage 50 Payroll, there is no additional cost to use this payslips portal. The only cost would be if you choose to subscribe to the additional HR modules available such as Core HR and Leave Management. The Sage HR modules are optional, but are useful tools to have as part of your HR management. If you like, you can even trial using them first to see what they are like. For more information about Sage HR and its modules, visit, What is Sage HR?

NOTE: If you're a Sage 50 People Package customer, you already have the Core HR module of Sage HR for free. You can set up this module straight away once you've set up Sage HR Online Services.

What's the Sage HR app?

The Sage HR app is for employee users to access Sage HR on a mobile phone. This is how your employees can view and download their payslips on their phone. As an admin user, you should use Sage HR Online Services on a computer.

Is there a guide for Employers or admin users?

We have a collection of guides in our Employer Support Hub in the Help Centre.

Is there a guide for employee users?

Employees can find a collection of guides to help them use Sage HR Online Services in our Employee Support Hub in the Help Centre.

Where do you go to log in?

As an admin, you can either log in via:

Step 7 of Online Services Settings in Sage 50 Payroll
sage.hr/signin

Where do employees go to log in?

They can log in

From the link in their welcome email or payslip notification email
sage.hr/signin
Sage HR app

My employee can't log in

If your employees are having issues logging in, run through our employee login troubleshooting guide. These have checks that an admin user has access to make to work out why an employee is having issues. Most often this is because they're using the wrong email address or they haven't set up their access from their welcome email.

What if I can't log in as an admin?

You can follow the same troubleshooting steps that we advise employees to run through:

Check you're using correct log in details - email address and password
Get an admin user to check you exist in that Sage HR Online Services company

NOTE: Unlike employee users, as an admin user you can contact Sage 50 Payroll or Sage HR support directly if you require further assistance.

How do I send a welcome invite to an employee

A welcome email is sent when you add someone to Sage HR Online Services. If an employee doesn't exist in Sage HR Online Services, the first time you upload their payslips or historical payslips, their profile is automatically created. They receive a welcome email at the same time. When you add them manually you can choose whether to send them a welcome email immediately. You can re-send the welcome email later if you want.

TIP: You can resend a welcome email to an employee if they can't find it or it has expired.

Can I change what admin email address shows on a welcome email?

Yes you can. The email that appears is whatever is entered in your Company Settings within Sage 50 Payroll.

How do I change an employee's email address?

If you need to amend the email address an employee uses to access Sage HR Online Services, follow the steps in, Change an employee's email address.

How do I publish payslips?

You can upload payslips directly from Sage 50 Payroll. You can either make them available to view immediately or publish them on a future date.

How do I make older payslips available?

If an employee can't see some of their previous payslips, you can make these available to them by uploading historical payslips.

Can I upload a P60?

Yes, you can. You can upload P60s for the current year, and the previous two financial years as part of the Payroll Year End process in Sage 50 Payroll.

Are employees notified about their payslips?

Yes, this happens when you upload your payslips from Sage 50 Payroll. Your employees automatically get an email notification letting them know their payslips or P60s are ready to view. If they have the Sage HR app downloaded on their phone, they also get an app notification.

Can employees see other employees' payslips?

The only people that can view other employees' payslips are admin users who have been given access to view other payslips.

A standard employee user can only ever see their own payslips.

Can I remove holidays from payslips?

The holiday balance that shows on payslips comes from what is in Sage 50 Payroll. If you don't want this to show, you can hide it. This setting is within Online Services Settings in Sage 50 Payroll. For steps visit, Show or hide holidays on online payslips.

Can an employee access their payslips after they have left the company?

Yes, they can, but it is a setting you have to enable in Employees permissions. When you select, Allow employees to access payslips after termination, you can allow a leaver to have access to payslips for either:

7 days
30 days
1 year

NOTE: This is from their termination date in Sage HR Online Services.

Can I upload other documents?

If you have the Core HR module alongside Sage HR Online Services, you can upload documents for other employees to access This includes documents that can be signed digitally.

If you already have the Core HR module, find out more about documents and how to use them in our Sage HR knowledgebase. Unsure whether you have the Core HR module? It's easy to check.

NOTE: If you're a Sage 50 People Package customer, you already have the Core HR module of Sage HR for free. You can set this up straight away once you have set up Sage HR Online Services.

Can I upload P45s?

There isn't a dedicated function for uploading P45s to Sage HR Online Services. If you have the Core HR module to upload documents, these can't be accessed by a terminated employee. So if you upload a P45 as a document, as this is for employees who have left your company, they won't be able to access it. This is because you have to terminate employees to process them as a leaver.

We advise you to provide employees with a P45 an alternative way, whether that is printing them or emailing them from Sage 50 Payroll.

How do I give someone else admin access?

There are two ways to add an additional admin in Sage HR Online Services:

NOTE: Admins in Sage HR don't have permission to upload payslips from Sage 50 Payroll. This permission is controlled within Online Services Settings.

Is there a knowledgebase for the Sage HR modules?

Yes, there is a separate knowledgebase for the Sage HR modules. You can use this for queries about, for example, documents, announcements, managing time off etc.

How do I access support for Sage HR Online Services?

For queries with Sage HR Online Services and anything relating to payslips, you can contact Sage 50 Payroll technical support.

If you have queries with the Sage HR modules, you can contact the Sage HR support team using the chat widget within Sage HR:

NOTE: There is no telephone support for the Sage HR modules.

What happens if I cancel my Sage 50 Payroll subscription?

If you cancel your Sage 50 Payroll subscription, both admin users and employee users will no longer have access to Sage HR Online Services. This means employees can no longer self-serve their payslips and P60s.

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