Table of Contents
To view your personal details:
- From the home dashboard:
- Click View profile in the top left corner, just under your name.
Alternatively you could:
- Select the Dropdown Arrow next to the person icon in the top right
- Select My Profile
You will be taken to the screen below:
Features here include:
- My personal details (edit)
- Confidential information (Sensitive information/Social security)
- Contact information (Add address/Add contract details)
- Friends and family (Add emergency contact/Add next of kin)
- Bank details
- Passport details (Add passport details)
- Contains current passport details. Only those employees who require a current passport for Visa purposes will see their passport details recorded here.
- Driving license details (Add driving licence details)
- Contains driving license details. If you drive a Council Vehicle or drive your own vehicle for work purposes you should ensure that you update your drivers license details here as your line manager has a responsibility to check these annually.
- Private vehicles (Add vehicle)
- Contains your private vehicle details. If you drive your own vehicle for work purposes you should ensure that you add your details here and the start date entered is before the date of your claim or you will be unable to claim mileage.
To edit personal details:
- Whilst on the My profile page, on the top left see My Personal Details menu
- Select Edit
You will be taken to this screen below:
All options for personal details include:
- Profile Image Selection (You can either upload or delete an image)*
- Surname (Required)
- Forename (Required)
- Forename 2
- Forename 3
- Title (Required)
- Preferred Name
- Previous Surname
- Marital status
- Date of Birth (dd/mm/yyyy) (Required) THIS CANNOT BE CHANGED
- Organisation Start Date (dd/mm/yyyy) THIS CANNOT BE CHANGED
- Attachments (Document name/Document type/Upload file)**
Please overwrite any details that required updated. Make sure to click “Save” at the bottom to confirm your changes. Alternatively, you can press “Cancel” to undo any of the new changes you made.
*If you wish to upload a profile image please ensure that it is a photograph that is a true likeness of yourself. No avatars, cartoons etc permitted.
**If you are changing your name please attach evidence of this change when editing e.g. marriage certificate here:
To edit confidential information:
- In My profile section, see Confidential information
- Select either Sensitive information or Social security
- NOTE: Please take the time when you first log in to update your personal sensitive information.
- If you select Sensitive information, you will be taken to the screen below:
Details here include:
- Marital status
- Married
- Religion
- Ethnic origin
- Place of birth
- Nationality
- Sex identifier
- Gender reassignment
- Sexual orientation
- Self-certified disabled
- Disability description
Make sure to click “Save” at the bottom to confirm your changes. Alternatively you can press “Cancel” to undo any of the new changes you made.
- If you select Social security, you will be taken to the screen below:
Details here include:
- Legislation (required)
- Social security number (required)*
*Social Security Number is your National Insurance Number
To edit contact information:
- In My profile section, see Contact information
- Select either Add address or Add contact details
NOTE: Please DO NOT overtype address information ensure you click on add a new address so that address history is retained.
- Select Add address, you will be taken to the screen below:
Features include:
- Address type (required)
- Mailing address (tickbox)
- Postcode
- Premises
- Building number/street
- Neighbourhood
- Post town
- County
- Country
Make sure to click “Save” at the bottom to confirm your changes. Alternatively you can press “Cancel” to undo any of the new changes you made.
If you select Add contact details, you will be taken to the screen below:
Features include:
- Contact type (Home email address/Home telephone/Mobile telephone/Work email address/Work mobile) (required)
- Contact at (required)
- Use this means of contact for SMS (Tick box)*
Make sure to click “Save” at the bottom to confirm your changes. Alternatively you can press “Cancel” to undo any of the new changes you made.
To edit Friends and Family information (Emergency Contact and Next of Kin):
- In My profile section, see Friends and family
- Select either Add emergency contact or Add next of kin
NOTE: Please take the time to enter your Emergency Contact Information for someone that you would wish to be contacted in an emergency situation. Please add as many as you need.
Please also ensure that your Next of Kin information is also up to date. These may be the same people but ensure that they are recorded separately to ensure that we understand your situation.
If you select Add emergency contact, you will be taken to the screen below:
Details include:
- Contact name (required)
- Relationship to me
- Contact at
- Contact email
- Primary contact (tick box)
- Use as next of kin (tick box)
- Use my home address (tick box)
- Postcode
- Premises
- Building number/street
- Neighbourhood
- Post town
- County
- Country
Make sure to click “Save” at the bottom to confirm your changes. Alternatively you can press “Cancel” to undo any of the new changes you made.
If you select Next of kin, you’ll be taken to the screen below:
Features include:
- Name of next of kin (required)
- Relationship to me
- Date of birth (dd/mm/yyyy)
- Use as emergency contact (tick box)
- Use my home address (tick box)
- Postcode
- Premises
- Building number/street
- Neighbourhood
- Post town
- County
- Country
Make sure to click “Save” at the bottom to confirm your changes. Alternatively you can press “Cancel” to undo any of the new changes you made.
To edit Bank details:
NOTE: Please do NOT change your bank details within 7 days of pay day
Features include:
- Sort code (required)
- Bank Name (CAN’T BE CHANGED)
- Account number (required)
- Roll number
- Account name (required)
- Branch information
Make sure to click “Save” at the bottom to confirm your changes. Alternatively you can press “Cancel” to undo any of the new changes you made.
NOTE: If you are unable to change your bank details it is possible that this has not been permitted as your new bank is not on the system, should this happen you must contact payrollenquiries@argyll-bute.gov.uk to ask them to add the bank account detail.
- In My profile section, see Bank details
- Select any of your bank details, such as account name, bank name or sort code and you’ll be taken to the screen below:
To edit passport details:
NOTE: Not all employees will have their passport details populated within Itrent. This will be dependent on when you began employment with us and whether you require a visa in order to work in the UK.
- In My profile section, see Passport details
Select Add passport details and you’ll be taken to the screen below:
Features include:
- Passport number
- Passport issue date (dd/mm/yyyy)
- Passport expiry date (dd/mm/yyyy) (required)
- Issuing country
- Attachments (Document name/Document type/Upload file)
Make sure to click “Save” at the bottom to confirm your changes. Alternatively you can press “Cancel” to undo any of the new changes you made.
To edit Driving licence details:
- In My profile section, see Driving licence details
- Select Add driving licence details and you’ll be taken to the screen below:
Features include:
- Name of driving licence
- Valid from (dd/mm/yyyy)
- Valid until (dd/mm/yyyy)
- Date verified (dd/mm/yyyy) CAN’T BE CHANGED
- Licence number
- Licence categories
- Issuing country
- Disqualified (tick box)
- Start date (dd/mm/yyyy) (only applicable if you’ve been disqualified from driving)
- End date (dd/mm/yyyy) (only applicable if you’ve been disqualified from driving)
- Attachments (Document name/Document type/Upload file)
Make sure to click “Save” at the bottom to confirm your changes. Alternatively you can press “Cancel” to undo any of the new changes you made.
To add/edit Private vehicles:
In My profile section, see Private vehicles
- Select Add vehicle and you’ll be taken to the screen below:
NOTE: Not all employees require to have their private vehicle details populated within Itrent. This will be dependent on whether you utilise your own vehicle to carry out council business and claim mileage.
Any employees who have made claims since April and May 2024 will have had their vehicles added to the system but there may be employees who have not and therefore you should make it a priority to add your vehicle details to HR Online in the Personal Information section ensuring the vehicle start date is set to a date before the first day of your claim. Once you do, Creditors will be notified of this update by email and add you to a scheme so you can make Mileage claims.
Creditors treat the emails for adding schemes as a priority, so there should be very little delay in them being added. However, this means you may not be able to make your claim straight away.
Features include:
- Vehicle type (Car/Van/Motorcycle/Bicycle) (required)
- Vehicle registration
- Start date (dd/mm/yyyy) (required)
- End date (dd/mm/yyyy)
- Make (Select car make from list)
- Model (is initially greyed out, becomes applicable when you select car make)
- Engine size (cc)
- CO2 Emission
- Colour
- Fuel Type
- Default vehicle for expenses (tick box)
- Insurance checked (CAN’T BE CHANGED)
- Insurance expiry date (dd/mm/yyyy)
Make sure to click “Save” at the bottom to confirm your changes. Alternatively you can press “Cancel” to undo any of the new changes you made.
To get help:
If your query could not be answered within the guidance given above, please submit a ticket using the HROD Enquiries Form or phone on 01546 605513 (Option 3) then Option 1.