Sage HR Essentials: Change an employee's email address

How to amend an employee's email address used to log in to Sage HR Essentials, which integrates with Sage Payroll.

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

The employee will then receive a welcome email. If it's an email address they haven’t previously used, they'll have to set up their access again. 

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Before you start

The steps in this guide are for Sage HR Essentials integrated with Sage 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 deletes all information from the employee's Sage HR profile. This excludes payslips/P60s and any information held in their Sage Payroll record.

In Sage Payroll

1. Select Employees from the menu bar.
2. Select the relevant employee.
3. Ensure the Employee Details tab is active.
4. Under Contact Details, select Change email address.
5. Enter the new email address, then select Save changes.
6. On the confirmation screen, select OK.
7. Select Save in the employees record.

The new email address automatically updates in Sage HR.

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

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

This depends if the new email address is one that they've 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.

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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 recognised'.

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 couldn’t be saved error