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

Update an employee’s email address in Sage HR Online Services when using Sage 50 Payroll Ireland.

To change an employee’s email, delete them from Sage HR, update the address in Sage 50 Payroll Ireland, and re-add them. The process you follow depends on whether the employee already has a payroll record in Sage 50 Payroll Ireland.

 CAUTION: Once you delete an employee from Sage HR, you can't restore their data. They’ll lose access to their previous account and payslips linked to that email address. 

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Terminate the employee in Sage HR

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, enter their last working day, and choose a reason from the dropdown.
4. Add comments if needed, then select Terminate.

The employee now appears in your Terminated employees report.

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Delete the terminated employee

1. In Sage HR, go to Reports.
2. Select Employee data, then Terminated employees.
3. Find the employee and select Delete.
4. Confirm by selecting Yes, go ahead.

This removes the employee from Sage HR only. Their record still exists in Sage 50 Payroll Ireland.

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Retrieve Sage HR employee updates

1. Open Sage 50 Payroll Ireland.
2. Go to Online Services, then select Sage HR.
3. Select Retrieve Sage HR Employee Updates.
    TIP:  You can only retrieve updates when the payroll status is SOP or CALC. If you’re at EOP, rewind the period first. 
4. Select Import, then Finish.

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Update the employee’s email in Sage 50 Payroll Ireland

1. Go to Processing, then Edit Employees.
2. Select the employee and open the Online Services tab.
3. Enter the new email address.
4. Select the Online Payslips checkbox.
5. Select Save.

Once saved, the system sends a new invitation email to the employee’s updated address. The link expires after 48 hours.

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Upload payslips again

After you change the employee’s email, upload online payslips again. The old account and payslips linked to the previous email address are no longer accessible.