Login
When you go to the Employee Self Service website you will see the log in form and will need to enter the following details:
Organisation ID
This will have been given to you by your manager. If you need a reminder of what it is, please contact your manager.
Username
This will have been given to you by your manager. If you need a reminder of what it is, please contact your manager.
Password
You will have set this when you first logged in to the website. If you’ve forgotten it, click on the “I forgot my password” link at the bottom of the log in form.
When you have entered these details, click on the “Sign In” button.
If the details are correct you will be redirected to the home page of the website.
If the details are incorrect you will be notified and you can re-enter them and try again.
New employee first log in
The first time you log in to the Employee Self Service website you will be required to change your password. After changing your password, you will be directed to the "About me" page where you will need to update all your personal details. You will not be able to access the rest of the website until this onboarding stage has been completed and your manager has checked the information via their system.
“I forgot my password” link
When you click on this link, you will be redirected to the forgotten password page where you can request a password reset.
Forgotten password
When you go to the forgotten password page you will see a form and will need to enter the following details:
Organisation ID
This will have been given to you by your manager. If you need a reminder of what it is, please contact your manager.
Username
This will have been given to you by your manager. If you need a reminder of what it is, please contact your manager.
When you have entered these details, click on the “Send” button.
You will be sent an email containing a temporary, single use password. You need to log in using this temporary password and then you will have to enter a new password.
Top bar
Clicking on the logo or the “ESS” title in the top bar at the top left of the website will always take you back to the home page.
There is a bell icon on the right-hand side of the top bar which will show the number of messages that require your attention.
There is a profile button that displays your forename on the right-hand side of the top bar which, when clicked, shows a drop down menu containing two options:
Reset password
Clicking this will take you to the reset password page where you can change your password.
Logout
Clicking this will log you out of the website.
Side menu
You can collapse the side menu by clicking on the icon of the three horizontal bars in the top bar, just to the right of the side menu. To show the menu you just need to click on the icon again.
Home page
This is your main page for the Employee Self Service website.
You can navigate around the site using either the left menu or the main tiles.
You can see messages from and send messages to your manager in this page.
Messages
You can see messages from your manager on the right-hand side of the home page in the “Messages” box.
Click on a message subject bar to ‘open’ it and see the message contents.
If your manager needs you to confirm something, there will be a button within the message that you need to click on. Your manager will be notified when you have clicked on the confirmation button.
You can send messages to your manager by clicking on the “Send message” button at the top right of the “Messages” box. This will open a “Send message” window.
“Send message” window
You will see a form and will need to enter the following details:
Subject
The subject of the message, maximum length is 50 characters (including spaces).
Message
The main content of the message.
When you have entered these details and want to send the message to your manager, click on the “Send” button.
If you change your mind about sending the message, click on the “Cancel” button and the “Send message” window will be closed.
About me
This page is for updating your details. The information you enter here will be sent to your manager who will check it.
If you have been through the onboarding process you will see three tabs (if you haven’t you will see four tabs):
Personal details
This is information about you, including your date of birth and N.I. number. You will be asked for your gender as this is required by HMRC and they only accept male or female.
Contact info
This is information about where you live and ways to contact you.
Next of kin/emergency
These are details about who we should contact if there is an emergency or you are injured. You don’t have to provide details for both or either if you don’t want.
Skills
This page shows you a table with all your skills, with their renewal reminder and expiry (end) dates.
Show ... entries
You can change the number of entries that are shown in the table using this dropdown.
Search
You can filter the skills by entering search text in this box.
Showing ... to ... of ... entries
This shows you the range of result entries that you are viewing, e.g. "Showing 11 to 20 of 57 entries".
Previous
This button will move you to the previous page of results.
1 2 3..
This shows you the number of pages of results that you are viewing. The page you are viewing will be highlighted.
Next
This button will move you to the next page of results.
Roster
This page shows you all the shifts you are rostered for. They will have been added by your manager, you can't enter or edit any yourself.
The buttons at the top of the calendar allow you to see different views and dates and print the view that you're currently looking at.
print
This will print the view you are looking at.
<<
Each click will change the date range to the previous year from the currently selected one.
<
Each click will change the date range to the previous week from the currently selected one.
>
Each click will change the date range to the next week from the currently selected one.
>>
Each click will change the date range to the next year from the currently selected one.
month
This will show you the month view for the selected month.
week
This will show you the week view for the selected date range.
list
This will show you the list view for the selected month.
Would you like to do any additional work?
This section in the Roster page allows you to submit additional times that you are available and willing to work outside of any fixed hours you have set.
Select date
Clicking in this field shows a date picker where you need to select a date. The current date will be highlighted.
To select a date just click on it in the calendar.
You can move the month backwards and forwards by clicking on the << or >> arrows at the top of the calendar.
Click on the "Today" button at the bottom of the calendar if you want to select the current date.
Start time of availability
Clicking in this field shows a time drop down where you can select the time that you are available from on the selected date.
End time of availability
Clicking in this field shows a time drop down where you can select the time that you are available until on the selected date.
Calendar
This page shows you all the events you are attending or reminders to do something. They will have been added by your manager, you can't enter events yourself.
The buttons at the top of the calendar allow you to see different views and dates and print the view that you're currently looking at.
today
This will return you to the current date in the view you are looking at.
print
This will print the view you are looking at.
<<
Each click will change the date range to the previous year from the currently selected one.
<
Each click will change the date range to the previous day, week or month (depending on the view that you're in) from the currently selected one.
>
Each click will change the date range to the next day, week or month (depending on the view that you're in) from the currently selected one.
>>
Each click will change the date range to the next year from the currently selected one.
month
This will show you the month view for the selected month.
week
This will show you the week view for the selected date range.
day
This will show you the day view for the first date in the selected date range.
list
This will show you the list view for the selected month.
Clicking on an event will take you to the day view for the day that the event is on.
Request absence
This section in the Calendar page allows you to submit absence requests such as annual leave.
You must complete all the fields.
Annual leave usage
This shows you how many days annual leave you have used (approved by your manager), how many days entitlement you have and how many days you have remaining for the current leave period, e.g. "2 out of 16 days, (14 remain)".
Annual leave use by:
This is the end date for your current leave period.
Type of absence
This drop down shows you the types of absence you can request, you must choose one.
Select Dates
This shows a date range picker where you should select a start and end date. The "Apply" button will enable when you've selected both a start and end date.
The start and end dates will both default to the current date.
To select the same date just click twice on the date. To select a date range, first click on the start date and then click on the end date.
Once you have selected your dates, click on the "Apply" button. If you change your mind click on the "Close" button.
If you have selected the same date you will be shown the "Select duration" choice.
Select duration
This will be shown when the same date is selected for the start and end dates.
You will have to select either "All day (1 day)" or "0.5 day".
Department holiday calendar
This page shows you all the holidays and absences for people in your department.
The buttons at the top of the calendar allow you to see different views and dates and print the view that you're currently looking at.
today
This will return you to the current date in the view you are looking at.
print
This will print the view you are looking at.
<<
Each click will change the date range to the previous year from the currently selected one.
<
Each click will change the date range to the previous day, week or month (depending on the view that you're in) from the currently selected one.
>
Each click will change the date range to the next day, week or month (depending on the view that you're in) from the currently selected one.
>>
Each click will change the date range to the next year from the currently selected one.
month
This will show you the month view for the selected month.
week
This will show you the week view for the selected date range.
day
This will show you the day view for the first date in the selected date range.
list
This will show you the list view for the selected month.
Clicking on an event will take you to the day view for the day that the event is on.
TOIL
This page shows you a summary of your TOIL hours, and allows you to submit and book TOIL hours.
You must complete all of the relevant fields marked with *.
Submit TOIL
Date of TOIL*
This is the date on which you accrued the TOIL hours.
You cannot select a date in the future or more than a year ago.
Clicking in this field shows a date picker where you need to select a date. The current date will be highlighted.
To select a date just click on it in the calendar.
You can move the month backwards and forwards by clicking on the << or >> arrows at the top of the calendar.
Click on the "Today" button at the bottom of the calendar if you want to select the current date.
Start time of TOIL*
Clicking in this field shows a time drop down where you can select the time that you started working TOIL hours on the date specified.
End time of TOIL*
Clicking in this field shows a time drop down where you can select the time that you stopped working TOIL hours on the date specified.
Job role*
You need to select the job role you were doing when you did the TOIL hours on the date specified.
Book TOIL
Date of TOIL*
This is the date on which you want to use TOIL hours.
You cannot select a date more than one year in the future or more than a year ago.
Clicking in this field shows a date picker where you need to select a date. The current date will be highlighted.
To select a date just click on it in the calendar.
You can move the month backwards and forwards by clicking on the << or >> arrows at the top of the calendar.
Click on the "Today" button at the bottom of the calendar if you want to select the current date.
Start time*
Clicking in this field shows a time drop down where you can select the time that you want to start using TOIL hours on the date specified.
End time*
Clicking in this field shows a time drop down where you can select the time that you want to stop using TOIL hours on the date specified.
TOIL details
This section shows historical data about TOIL that you have already submitted or booked. There are two tabs “Submitted” and "Booked", which contain tables listing any TOIL records.
Show ... entries
You can change the number of entries that are shown in the table using this dropdown.
Search
You can filter the TOIL records by entering search text in this box.
Showing ... to ... of ... entries
This shows you the range of result entries that you are viewing, e.g. "Showing 11 to 20 of 57 entries".
Previous
This button will move you to the previous page of results.
1 2 3..
This shows you the number of pages of results that you are viewing. The page you are viewing will be highlighted.
Next
This button will move you to the next page of results.
My documents
This page shows you all your personal documents, allows you to view and download them as well as upload new ones.
Upload document
This section allows you to select and upload a new document (e.g. a certificate). You will need to select a category and add a description.
When you click on the "Submit" button, the file will be submitted to your manager who will check it and either accept or decline it. If it is declined you will be sent a message with the reason why (e.g. poor quality).
Documents table
This table shows all your personal documents. The description is a link to the document, clicking on this link will open it.
Show ... entries
You can change the number of entries that are shown in the table using this dropdown.
Search
You can filter the documents by entering search text in this box.
Showing ... to ... of ... entries
This shows you the range of result entries that you are viewing, e.g. "Showing 11 to 20 of 57 entries".
Previous
This button will move you to the previous page of results.
1 2 3..
This shows you the number of pages of results that you are viewing. The page you are viewing will be highlighted.
Next
This button will move you to the next page of results.
Policies and procedures
This page shows you the organisation's policy and procedure documents that are appropriate for you and allows you to view and download them.
The description is a link to the document, clicking on this link will open it.
Show ... entries
You can change the number of entries that are shown in the table using this dropdown.
Search
You can filter the documents by entering search text in this box.
Showing ... to ... of ... entries
This shows you the range of result entries that you are viewing, e.g. "Showing 11 to 20 of 57 entries".
Previous
This button will move you to the previous page of results.
1 2 3..
This shows you the number of pages of results that you are viewing. The page you are viewing will be highlighted.
Next
This button will move you to the next page of results.
Return to work form
This page (within the General menu section) is where you should complete a return to work form after you have been absent due to illness.
You will need to answer all the questions and won't be able to edit the information once you have clicked "Submit", so please check the form before submitting.
The information you submit will be sent to your manager who will review it.
Claim
This page allows you to claim for overtime, expenses and mileage.
For each type of claim you submit, you must complete all of the relevant fields marked with *.
Overtime
Date of overtime*
Clicking in this field shows a date picker where you need to select a date. The current date will be highlighted.
To select a date just click on it in the calendar.
You can move the month backwards and forwards by clicking on the << or >> arrows at the top of the calendar.
Click on the "Today" button at the bottom of the calendar if you want to select the current date.
Start time of overtime*
Clicking in this field shows a time drop down where you can select the time that you started your overtime. You can type in the start time if you want.
Number of hours of overtime*
You need to enter the amount of overtime that you did in hours, e.g. 1, or 2.25.
Job role*
You need to select the job role you were doing when you did the overtime.
Notes
You can add a note to your manager about the overtime, e.g. "As agreed in our conversation on Tuesday.".
Expenses
Type of expense*
You need to enter an expense type, e.g. car parking, train travel, lunch etc.
Date of expense*
Clicking in this field shows a date picker where you need to select a date. The current date will be highlighted.
To select a date just click on it in the calendar.
You can move the month backwards and forwards by clicking on the << or >> arrows at the top of the calendar.
Click on the "Today" button at the bottom of the calendar if you want to select the current date.
Expense value*
You need to enter a value for the expense in pounds and pence which is £1 or more and less than £1000.
Reason for expense*
You need to enter the reason for the expense, e.g. offsite client meeting.
Job role*
You need to select the job role you were doing when you incurred the expense.
Copy of receipt
You can upload a copy of the receipt for the expense. You don't have to, but you cannot add one to an expense claim later
Mileage
Type of vehicle*
You need to enter what type of vehicle you were using when you were travelling, e.g. car, motorbike, van etc.
Date of journey*
Clicking in this field shows a date picker where you need to select a date. The current date will be highlighted.
To select a date just click on it in the calendar.
You can move the month backwards and forwards by clicking on the << or >> arrows at the top of the calendar.
Click on the "Today" button at the bottom of the calendar if you want to select the current date.
Journey from*
You need to enter where you were travelling from, e.g. work, client site etc.
Journey to*
You need to enter where you were travelling to, e.g. work, client site etc.
Mileage*
You need to enter a value for the number of MILES you travelled (in whole miles) which is 1 or more and less than 10000.
Reason for journey*
You need to enter the reason for the journey, e.g. offsite client meeting.
Job role*
You need to select the job role you were doing when you needed to travel.