ESS (Employee Self Service) is a tool that allows all St George’s Weybridge staff to view and, in some cases, update the information held by iTrent, the new HR database, regarding you and your employment. iTrent is a web-based system so you can access it on any internet browser using a PC, Surface,  laptop, tablet, and some large screen smart phones.

Security

When logging onto Employee Self Service (ESS) you are accessing your own data.  It is your responsibility to take appropriate care in keeping your data secure when using iTrent.   

What you will use iTrent for

Using Employee Self Service (ESS) you will initially:  

e.g. address, contact details, bank details, next of kin, sensitive details, etc  

• View your payslips and P60
• Access the live SGW organisation chart

                

In the future you will be able to use ESS to:

• View your sickness record
• Submit holiday requests  
• 
   Submit casual hours/overtime payroll claims and expenses   

 

How to log in

Use the following link to bring up the log in screen –  ESS – Login (webitrent.com)   

It is recommended that you save the link as a shortcut, either on your desktop or browser toolbar; and/or as a favourite in your browser for easy future access.  The link will also be available on the SGW Hub - Home.  The login screen will look like this:  

 

We have elected to use SSO (Single Sign On) which means that your username and password will populate automatically, and you will be taken straight to your personal ESS home screen.

 

The Employee Self Service (ESS) Home Screen  

When first logging in to ESS, the home page is displayed, as pictured below.  

                                            The home page is made up of the following sections: 

1. SGW Logo    The logo is also a link and on selecting the logo, you will be returned to the home page   

The section name heading relates to the area of navigation being viewed  e.g.

Home, My pay, Org Chart etc  

1. Profile access             Clicking your photo or the link to View Profile takes you to your personal information screen
2. Utility menu               Clicking in the small person icon in the top right hand of the screen, opens the Utility menu with quick access to key areas and settings.  

 

View Profile 

   

Personal  

It is your responsibility to check the accuracy of your data held on the system and to inform HR of any future changes promptly.

Click on the “View Profile” from the ESS home page. Then click on an item you wish to amend or update, or if needed click the appropriate “Add” button. The data that has been uploaded may be out of date if HR have not been advised otherwise, so please do take the time to check your data.

 

 

Section	Information
Personal details	Please update your personal details with a suitable photograph which will enable others to recognise you on the live organisation chart. To do this please click on the link to edit My Personal Details. Instructions on how to upload an image are available.   You can also amend your preferred name on this screen too. All other changes should be notified to HR or Payroll.     Any changes to marital status or name will require you to provide proof of the change to HR.
Sensitive Information	You can update your sensitive personal information, for example: your ethnic origin, disability status, sexual orientation, religion or beliefs. This data is strictly restricted and solely used anonymously for statistical monitoring purposes.
Contact Information	As a minimum you should have:   A home address   A home telephone and/or a mobile telephone    You may also wish to record:   A home email   A work email (if different to your user email)   A work telephone    You can also correct your address if wrong or add a new address with an ‘effective date’ when moving.
Emergency Contact	As a minimum, you should have at least one emergency contact that can be reached during your normal working hours.   This information would typically only be accessed in emergencies such as if you fell ill at work, or in a major incident situation to assist in establishing your safety.
Bank details	A summary of your current bank details will be displayed. Click onto them to open them up to see the full details. You can also update your bank details.   You may wish to contact the HR or Payroll Team especially if making the change in the week before payday.

 

 

Employment

 

After clicking on “View profile”, click on the “Employment” tab at the top of the “My Profile” page.

    

In particular you should check the following by clicking on your position:  

Section	Information
Contractual Working  Hours  and Pattern	If these are incorrect, please inform your manager. It is very important that these are right as they affect your leave entitlement and any other absences that you may have, as well as the calendar.
Reporting Manager	If this is incorrect, please inform HR. It is important that this is correct so that in future your holidays, pay claims and special leave requests go to the correct person.

 

If you notice any information stored in ESS which is incorrect and you cannot correct yourself, please contact the HR Team at [email protected] at your earliest opportunity. Similarly email HR at this address if you have any questions or queries relating to iTrent.

 

To log out of ESS always click on the small person image on the top right hand of the screen then navigate to “Logout”. Alternatively, please ensure you close the internet browser or tab as this will log you out automatically.