Create an admin user profile - Sage HR Essentials

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

If you want to create an admin user who:

• Doesn't need to link to an employee record in Sage Payroll
• Isn't on the payroll at all

Add them as new user. You then grant them admin access.

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

 NOTE: These permissions only apply within Sage HR Essentials, not Sage Payroll. 

Step 1 - Create the new user profile

1. Select ➕ at the top, then select New employee.
   • You can also use the main menu, select Company, then select Add.
     

2. Enter the employee's:

   • First name and Last name. As this profile doesn't link to a profile in Sage Payroll, you only need to fill out the first name field if you want to. 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. Ensure it has no spelling mistakes. Make sure it is correct before following the rest of the steps. Ensure it is not the same as another employee's email address. Avoid entering it with capitalisations.
     
     
   • Start date. You won't be running reports for this user, it doesn't matter what the date is.
     
     
3. Select not to include this employee in Sage Payroll. Sage Payroll doesn't create an employee record.
   
   
   
   
4. To have the welcome email send straight away, select the Send welcome email check box.
5. Select Create account.
   
    NOTE: Do you get the error 'Email already taken'?
   This error shows because that email address is in use in another company. Your options are the following:
   

   • Use a different email address
   • If the email is used for another one of your sister companies that also use Sage HR, you can request a company link
   • The person may already have an employee profile in Sage HR. It may be easier to give their employee profile admin access
   
   
   

Step 2 - Give the new profile Administrator access

1. Go to the employee's profile in Sage HR Essentials and scroll to Access level.

2. Underneath the Access level field, select and change it from Employee to Administrator.

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

Step 3 - Configure the new admin's permissions

1. Select your name or email address in the top-right-hand corner, then select Settings.
2. On the settings menu, select Permissions, then select Admin.
3. This page lists 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 & tax documents.
5. If you want this admin controlling other admins viewing payslips, employees' payslips & P60s:
   • Select Manage access to Payslips & tax documents.
6. If you don't want the admin to have access to settings in Sage HR, deselect Access to settings.

You now have a new admin profile in Sage HR Essentials