Sage HR Essentials: Create an admin user profile

How to create an administrator profile in Sage HR Essentials not linked to an employee record in Sage Payroll.

You have a two options to add someone as an admin user in Sage HR.

• You can give admin access to their existing employee profile in Sage HR administrator access
• You can create a new separate profile in Sage HR, then make that profile an admin
  
  NOTE:

  This will mean the user has two files in Sage HR. One to log in and access the payslips, and one to log in as an admin.

We recommend creating a new admin profile in the following circumstances.

• You want the user to use separate logins for accessing Sage HR as an employee, and as an admin
• You want to add an admin not associated to a payroll record

Step 1 - Create the new user profile

1. Select Quick actions 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 one

   • Email address
     
     CAUTION:

     This email address will be what they use to log in. Make sure it's the correct one for the admin user. Ensure it's not the same as any other employees.

      

   • Start date. You won't be running reports for this user so it doesn't matter what the date is
3. Select No to Do you want to include this employee in Sage Payroll. Sage Payroll doesn't create an employee record.
   
   
   ▼Screenshot of the Add new employee window

   

    

4. To send the welcome email straight away, select the Send welcome email checkbox.
5. Select Create account.

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 can be easier to give their employee profile admin access

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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.

This profile now has admin access.

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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 to control 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.

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You now have a new admin profile in Sage HR Essentials