Note: If your Sage 50cloud Payroll subscription includes CakeHR Online Services, you must complete the sign up process and upload payslips to CakeHR, before following the steps in this guide.

To help you easily set up your employee details in CakeHR, we've created a Sage 50cloud Payroll report you can use to export your existing employees details and import them in to CakeHR.

Download the CakeHR import report

  1. Click this link: CakeHR Import report >
  2. Browse to where you want to save it, for example, the Windows desktop. 
  3.  Click Save.
  4. Locate and right-click the saved report file, then click Copy.
  5. In Sage 50cloud Payroll, click Help, then About and click Program Details.
  6. Click the path to the Reports directory.
  7. Double-click UserDef, then click Edit, then Paste.
  8. If the Edit option doesn't appear, press the left Alt key on your keyboard.
  9. Close the window.

Tip: If prompted to save the file, make a note of the file name.
Depending on your web browser, the file may automatically download to your Downloads folder. In most browsers, you can view your downloads by pressing Ctrl+J on your keyboard.

Exclude leavers 

Before you run the report, you should exclude any employees who've left your company: 

  1. In Sage 50cloud Payroll, click Employee
  2. Click Criteria and select Current Year Leavers and Historical Leavers
  3. Click OK

Any employees who are leavers are now excluded from the employee list.

Run the CakeHR import report

  1. In Sage 50cloud Payroll, click Employee.
  2. To select all of your employees, click Swap
  3. Click Reports, then click UserDef
  4. Click CakeHR Import report then click Export
  5. Click Export and browse to where you want to save. For example, the Windows desktop.
  6. Select Excel Files (*.xlsx) from the Save as type drop-down list. 
  7. Click Save

Check the information in the Excel file

Before you import your employee details, we recommend you check the Excel file:

  • Ensure there is no employee data in Row 2 - CakeHR only recognises information from Row 3 onward. If there's employee data in Row 2, insert a blank row.
  • No capital letters in email addresses - CakeHR is case sensitive, so if there are any capital letters in any email addresses, amend them to lower case.
  • Check the date and phone number fields - Sometimes the format of a cell changes, so check that these fields are still correct.

Import data into Cake HR

You're now ready to import your employees into CakeHR.

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