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 couple of 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 profiles in Sage HR, one to log in and access their payslips, and one to log in as an admin. 

We recommend to create 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

We show you how to create an admin profile 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 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 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
   
   
   

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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 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.

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You now have a new admin profile in Sage HR Essentials