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Change the main admin email address for Sage HR Online Services

Created on  | Last modified on 

Summary

What to do if you need the main admin for Sage HR Online Services be under a different email address.

Description

 NOTE: These steps are about changing the email address of the main admin. If you just need to change the email address of another employee user, use our guide, Change an employee's email address. 

Important information

The person who first sets up Sage HR Online Services becomes the 'main admin'. This user automatically has administrator access in Sage HR Online Services where they can see and do everything within that software.

The main admin also by default becomes a user within Online Services Settings in Sage 50 Payroll. This means they can upload payslips and P60s to Sage HR Online Services, and add other users to Online Services Settings.

When you set up Sage HR Online Services, we advise the main admin to be an email address that is always accessible, even if someone were to leave the company.

This is because it isn't possible to amend the email address of the main admin. However, there is a workaround available to allow someone else to have the same access as this main admin.

Only one person must use the main admin username to log in. If multiple people need admin access, you must give existing employees administrator access or create new administrator users as appropriate. When prompted, each user can set up 2-factor authentication to add extra security to their username.

Run through the steps below for details on what you need to do.

Current access

It isn't possible to amend the email address of the main admin. However, you can create a new admin user with your preferred email address if you have either:

  • The existing main admin username's login details, or
  • Access to the existing main admin email address inbox

Do you have either of the above?

▼ Yes, I have the main admin email address and password

Log in as the existing main admin user follow the create admin only profile in Sage HR Online Services article.

This creates your new admin profile with the same access as the original admin user, and assigns permissions to upload payslips and P60s.

Remove old admin user

If you want to remove the original admin user after creating your new one, change the status on it to employee then terminate it. Take note, you can't delete the original admin from the terminated employees report.

▼ Yes, I have access to the main admin email inbox

If you have access to the inbox but don't have the current password, reset the password and create a new one.

Once you've reset the password, log in and follow the create admin only profile in Sage HR Online Services article.

This creates your new admin profile with the same access as the original admin user, and assigns permissions to upload payslips and P60s.

Remove old admin user

If you want to remove the original admin user after creating your new one, change the status on it to employee then terminate it. Take note, you can't delete the original admin from the terminated employees report.

▼ No, I can't access Sage HR or upload payslips

If you can't log in as the main admin and you no longer have access to their email address, contact Sage HR support.

To do this, if you can log in to Sage HR with another admin username, do this then select 'Start a chat' in the bottom right.

If you can't log in at all, go to support.sage.hr and select the green icon in the bottom right, then select 'Send us a message'. When the chat opens, select 'I use Sage HR as an admin'. 

▼ I already have an email address and password with admin access to Sage HR, but can't upload payslips

If you can log in to Sage HR but can't upload payslips, it's because a permission in Sage 50 Payroll is missing.

This occurs because admin access in Sage HR is separate to the permission in Sage 50 Payroll to be able to upload payslips.

To resolve this, follow the give access for your user to upload payslips and P60s to Sage HR Online Services article.

 NOTE: If you can't complete the steps in the article to give access, contact Sage technical support.