Some employee users in your company will have received an email and in-product prompts to update their Sage account. This is to ensure you're logging in as an an Employee to your company using an 'Employee Sage account' rather than a 'Customer Sage account'.
📎NOTE: If you haven't completed the update by the date you've been given, you will have a message saying 'Sage HR is unavailable'.
Using an Employee Sage account will allow other admins greater control in managing 2-factor authentication (2FA) for their own Sage accounts. Admins will be able to reset 2FA for these employees if they lose their 2FA device and recovery code.
What I need to do to update?
When you log in, there will be a message informing you need to update your Sage account. Depending what screen you're seeing, you need to click Resend email invitation or Update my account.
If you don't already have an Employee Sage account, when you receive a new welcome email, you will have an option to create a new Sage account.
If you do already have an Employee Sage account, you'll simply be prompted to log in using your login details for that Sage account type. This will show a 'Changes to how you log in' banner.
📎NOTE: Your existing Employee Sage account password may not be the same as the one you were using previously when logging in using a Customer Sage account.
If you don't remember what your password is for your Employee Sage account, you can use the Forgot password? option to reset your password.
Why would I already have an Employee Sage account?
Updating the Sage account just means we're updating which Sage account you'll be using to log in. This means there will be some users who don't need to create a new Employee Sage account, as they already have an Employee Sage account.
They can already have one due to:
Logging into another Sage HR company that requires one
Logging into Sage Employee Online Services under a different employer
How will I know when I've updated?
An admin can confirm whether you've updated to an Employee Sage account by checking the Personal settings in your Sage HR profile. It should now say Employee Sage account (v1.5).
For more details, use our article - Is an employee using a 'Customer' or 'Employee' Sage account?.
What happens to my Customer Sage account?
Their Customer Sage account will still exist; however, you will only use it when logging into:
Another payroll-integrated Sage HR company as an Admin user
Sage HR companies that aren't integrated with payroll software
Other Sage products and services, such as Sage Payroll
📎NOTE: If an Admin changes your access level from Employee to Admin, you will return to needing to log in using your Customer Sage account login, not your Employee Sage account.
Does this change my permissions in Sage HR?
There are no changes to the permissions of roles that you're assigned to in Sage HR. The main difference will be that only another admin user can reset your 2FA for you.
Do I have to use 2FA?
Any user who logs into Sage HR using an Employee Sage account will only be prompted to set up 2FA if someone has enabled the 2FA requirement for the Sage HR company you're in.
📎NOTE: Disabling 2FA doesn't turn off 2FA for users who have already set it up, it only stops prompting users to set it up who haven't already.
I appear to have already set up 2FA, but I don't remember setting it up. What can I do?
If you need to log in by entering a 6-digit code via app, text, or call, this is because you set up 2FA for your Employee Sage account at some point in the past.
You need to authenticate with the method it says is already set up, for example, an authenticator app, text or call.
If you can't authenticate to log in, then you need an admin to reset your 2FA so you can set it up again.
📎NOTE: If they're asked to enter a code sent to them via email, this is not 2FA, this is an Email verification code.
It's no longer accepting the 6-digit code in my authenticator app?
You'll likely have had to use 2FA for your Customer Sage account previously. If you used an authenticator app for 2FA for your Customer Sage account, the code listed in your app could be for that account, not your Employee Sage account. If you don't have another Sage account listed in your authenticator app, you'll likely need an admin to reset your 2FA so you can set up 2FA again for your Employee Sage account.
📎NOTE: This may result in you seeing your account listed twice in the authenticator app. You can manually rename them in the app to help you know which is which.