Change an employee's email address - Sage HR Online Services

If you need to change an employee's email address, you need to delete them from Sage HR, update their email and re-add them.

The steps you need to follow depend on whether the employee has an employee record in Sage Payroll.

Select the relevant option below to find out what to do.

 CAUTION: It's not possible to undo the deletion process below, and Sage support can't retrieve this data once you delete it. Once you delete the employee they can no longer access Sage HR Online Services or their payslips using their previous email address. 

Terminate the employee in Sage HR Online Services

Before you can delete an employee from Sage HR, you need to terminate them.

1. Log in to Sage HR Online Services as an admin user.
2. Go to the employee's profile and scroll to the bottom of the page.
3. Select Terminate, and enter the last working day.
4. From the Reason drop-down menu, select the appropriate reason.
5. Enter any additional comments, then click Terminate.

The Terminated report appears, and lists any terminated employees. 

Delete the terminated employee

These steps only delete the employee record from Sage HR, and not Sage Payroll.

1. Go to Reports, then Employee data, click Terminated employees.
2. Next to the relevant employee, click the delete button .
3. To confirm you want to delete them, select Yes, go ahead.

Retrieve Sage HR employee updates

1. Open Sage Payroll, go to Online Services, then Sage HR.
2. Select Retrieve Sage HR Employee Updates.
   The deleted employee appears.
3. Click Import, then Finish.
4. Go to Edit Employees and open the relevant employee record.
5. Go to the Online Services tab, enter the employee's correct email address.
6. Select the Online Payslips checkbox and click Save.
   If the employee data meets the required criteria:
   • An upload successful message appears
   • Employee records upload to the Sage HR Online Services
   • Employees sent an invitation email to join Sage HR. This expires after 48 hours

Upload online payslips again

When you change an employee's email address in the employee record, Sage Payroll sends a new invitation email to join Sage HR.

The employee can no longer access Sage HR Online Services or their payslips using their previous email address. Therefore, upload online payslips again for the employee.