Introduction
This is a web-based self-service application that allows you to manage your employee information, annual or sickness leave, and expense claims.
Application overview
Use employee self-service to:
- access your payslip or P60
- view and book annual leave
- view your training record
- manage your sickness
- record special or unpaid leave (must be agreed with your manager in advance)
- update contact information or bank details
- add or update your sensitive information
- submit claims for travel and expenses.
Request an account login
The account process is automated for you as a new starter at the council.
You or your manager will be emailed instructions on how to login.
If you are a:
- network user - you will be set up with single sign on and automatically logged in
- non-network user - you will be asked to update your password after you complete the initial set-up of multi-factor authentication.
Multi-factor authentication (MFA) setup for non-network users
We are adding an extra layer of security called multi-factor authentication (MFA) for non-network users who access iTrent from personal devices. This is to protect your personal information and details, including your payslips and bank details.
Multi-factor authentication is a security method requiring two or more verification types to log into an account. In this case your iTrent password plus a code sent to your personal device. This code will be sent to you via a free authenticator app. The instructions below explain how to install it and use it to log into iTrent.
You will need to:
1: Install an authenticator app on your phone or tablet
Once MFA has been introduced to your service area will need to download the free Microsoft authenticator app to continue to access employee self-service (iTrent). The app is free to download and can be installed on your phone or tablet. Download the correct version of the app below.
Get in on Google Play
Download it on the App store
Once you have downloaded the app move to step 2 which explains how to set up the app.
2: Set up your MFA for the first time
Follow the steps below to complete the setup. You only need to do this the first time.
AOpen employee self-service (iTrent)
- Open up employee self-service (iTrent).
- Select the A different account button.
- Enter your username and password (don’t save your password) and select Login.
- On the next screen select the copy button next to the Secret key will be displayed here wording.
BOpen the Microsoft authenticator app
- On your personal device, open up the authenticator app you downloaded in step 1.
- Select the + symbol in the top right corner of the screen.
- Select the Other (Google, Facebook, etc.) button from the options provided.
- Add ESS (iTrent) in the Account name field.
- Paste the code you copied from iTrent into the Secret key field.
- Select the Finish button.
- Select the > symbol next to the ESS account you have created.
- Copy the six-digit verification code. This will change every 30 seconds so you’ll need to get to iTrent quickly in step 3 or the code will expire.
3: Login to iTrent using the code from the app the first time
- Return to employee self-service (iTrent) and paste the six-digit verification code from the app in to the box.
- Select Continue twice (ignore the recovery code).
- You should then be logged in to iTrent and be able to complete your task.
If the code doesn’t work it will have expired, so you need to go back to the step 2B above.
Login to iTrent using MFA as a non-network user
As a non-network user, each time you login to iTrent after carrying out the initial set up of MFA you will need to follow the steps below.
Using the authenticator code each time you login
AOpen employee self-service (iTrent)
- Open up employee self-service (iTrent).
- Select the A different account button.
- Enter your username and password (don’t save your password) and select Login.
BOpen the Microsoft authenticator app
- On your personal device, open up the authenticator app.
- Select the > symbol next to the ESS account you created.
- Copy the six-digit verification code. This will change every 30 seconds so you’ll need to get to iTrent quickly in step C or the code will expire.
CReturn to employee self-service (iTrent)
- Return to employee self-service (iTrent) and paste the six-digit verification code from the app in to the box.
- Select Continue.
- You should then be logged in to iTrent and be able to complete your task.
If the code doesn’t work it will have expired, so you need to go back to the step B above.
Help and support
We have now added help text to various tasks within iTrent to make them easier for you to complete. This includes how to:
- book annual leave, including half days
- request other absences, such as special or unpaid leave
- add or update your sensitive information
- add or update your contact details.
Look out for a question mark icon at the top of task based pages. This provides you with:
- step-by-step instructions
- useful tips
- explanations of what certain fields and options mean.
For further help with employee self-service:
The support team are available:
- Monday to Thursday, 9am - 5pm
- Friday, 9am - 4.30pm
