Change an employee's email address - Sage HR Essentials

The email address in your employee's Sage HR record is what they use to log in. To change this email address, you can only amend it from within their employee record in Sage Payroll.

Before you start

The steps in this guide are for Sage HR Essentials. Sage HR integrated with Sage Payroll  (Sage Business Cloud Payroll).

Do you use Sage HR integrated with Sage 50 Payroll?

If you use Sage HR Online Services (Sage HR integrated with Sage 50 Payroll), the steps are different. Use our alternative guide Change an employee's email address in Sage HR Online Services.

 NOTE: This process will delete all information from the employee's Sage HR profile except for their payslips/P60s and any information held in their Sage Payroll record.

1. In Sage Payroll, select the Employees tab. Select the relevant employee to open their payroll record.
2. On the Employee Details tab, under 'Contact details' select Change email address.
3. Enter the new email address, then select Save changes.
4. You get confirmation the email address has changed, select OK.
5. Scroll to the bottom of the employee record, then select Save.

When you go to the employee's profile in Sage HR, the email address updates.

A welcome email goes to the new email address, so the employee can set up their access.

Can the employee log in straight away with the new email address?

This depends if the new email address is one that they have used before to create a Sage account. Their welcome email clarifies this. 

If they haven't got a Sage account for the new email address, they're prompted to create one. They can't log in until they do this.

What happens if an employee tries to log in with their old email address?

If an employee uses their old email address in your company's unique Sage HR URL, they get an error. 'Your email address wasn't recognized'.

Logging in at sage.hr/signin with the old email address logs into Sage HR companies that use that email address.

• Publish payslips to Sage HR Essentials
• Email address could not be saved error