By default when you create an employee profile in Sage HR, it's a requirement to enter their email address. This is because an employee needs an email address to be able to log in to Sage HR themselves to do tasks such as, request time off, view their shifts, or look at their payslips etc.
If an employee doesn't have an email address or you don't need employees to be able to log in to Sage HR, it is possible to create a 'no-email employee profile'.
These employee profiles display across the system the same way as employees with an email.
What's different about an employee profile with no email address?
What's different about an employee profile with no email address?
When an employee profile has no email address, the email address field in their profile is blank and greyed out. greyed out and the employee won't ever be able to log in to your Sage HR company until you add an email address and send them a welcome email.
There are also limitations to other actions dependent on having an email and login credentials. For example, signing documents, participating in surveys, completing one-to-one meetings, or receiving feedback requests.
However, administrators or managers you assign to the employee retain the ability to perform essential HR functions on behalf of these employees. For example, they can request leave for the employees, enter and submit their timesheets, upload their documents, etc.
Create a no-email employee record
Create a no-email employee record
From the main menu, click Company then on the Directory tab click Add.
Alternatively, on the top bar click Quick Actions then click New employee
In the first stage of the employee creation, select the check box next to This employee does not have an email address.
Click Create account
The new employee now has a profile in Sage HR without an email address.
Edit a no-email employee record
Edit a no-email employee record
You can edit no-email employee records the same way as any other employee profile.
Just go to their profile, make any amendments then click Save.
Terminate a no-email employee record
Terminate a no-email employee record
You terminate these employees the same way as normal.
Delete a no-email employee record
Delete a no-email employee record
You delete these employees the same way as normal.
Add an email address to no-email employee record
Add an email address to no-email employee record
You can add an email address to their profile at any point.
⚠CAUTION: You can't remove an email address after you add it.
Go to the employee's profile.
Under Work email, click Add email address.
Enter their email address.
Choose whether you want to send them a welcome email immediately. You can send them a welcome email later if you prefer.
Click Save changes.
The email address now shows in their profile.