Create an administrator user profile - Sage HR Online Services

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

If you want to create an admin user who doesn't need to be linked to an employee record in Sage 50 Payroll, or that user isn't on the payroll, you can add them manually as new user then give them admin access.

We show you how to do this in the steps below.

 NOTE: These permissions only apply within Sage HR Online Services, not Sage 50 Payroll. If you want an additional administrator to be able to upload payslips and P60s, they must be granted access separately in Online Services Settings within Sage 50 Payroll.

Step 1 - Create the new user profile

1. Click on the ➕ at the top, then click New employee.
   
   
   
   Alternatively, on the main menu, click Company, then click Add.
   
   
   
   

   
   

2. Enter the employee's:

   • First name and Last name - As this profile isn't going to be linked to a profile in Sage 50 Payroll, you only need to fill out the first name field if you want to, and even make it a generic name if required e.g. Admin 1

   • Email address
     
       CAUTION: This email will be what they use to log in. You must make sure this email address is the correct email address for the admin user, and ensure it has no spelling mistakes. Make sure you enter it correctly before following the rest of the steps, and that it is not 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.
     
     
3. To have the welcome email send straight away, select the Send welcome email check box.
4. Click Create account.
   
    NOTE: Do you get the error 'Email already taken'?
   This error shows because that email address has been used for another company. Your options are the following:
   
   

   • Use a different email address
   • If the email is used for another one of your companies that also use Sage HR, you can request a company link for this email address
   • If the person you are adding an admin profile already has an employee profile in Sage HR, it may be easier to just give that employee profile admin access
   
   
   

5. When you're presented with an option to send the employee record to Sage 50 Payroll, select the Skip for now checkbox, then click Save.
   
   
   
   

Step 2 - Mark them as not needed in Sage 50 Payroll

1. On the main menu, click Company, then click on 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 click Save.

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

Step 3 - Give the new profile Administrator access

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

2. Underneath the Access level field, click on it and change it from Employee to Administrator.
   
   
   
   
   
   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 much lower access than Administrator.
   
   

3. Scroll down to the bottom, then click Save.

This profile now has admin access.

Step 4 - Configure the new admin's permissions

1. Click on your name or email address in the top-right-hand corner, then click Settings.
2. On the settings menu, click Permissions, then click Admin.
3. On this page is listed all the current employees with admin rights.
4. If you don't want this admin to be able to view other employees' payslips and P60s, deselect View Employee's Payslips & P60s.
   
   
   
   
5. If you want this admin to be able to control whether other admins can view payslips other employees' payslips & P60s, select Manage access to Payslips & P60s.
   
   
   
   
6. If you don't want the admin to have access to settings in Sage HR Online Services, deselect Access to settings.

Step 5 - Give access to upload payslips from Sage 50 Payroll

An additional admin in Sage HR Online Services can't upload payslips unless you give them access to Online Services Settings within Sage 50 Payroll. If you want the new admin profile to be able to upload payslips, you need to follow the steps in, Give user access to upload payslips to Sage HR Online Services.