General Questions
Since September 2024, our HR & Payroll system has not been supported by the current provider. This gave us the opportunity to invest in a new and improved multi-functional system which, in time, will eventually bring all our HR & Payroll processes (e,g. Recruitment, Annual Leave, processing contractual changes) into one system, rather than having different systems for each HR process.
The roll out of our new HR & Payroll system will happen in stages with the introduction of HROnline happening first. This will move all the processes that are currently on MyView to HROnline. Other HR processes will move onto HROnline during the second phase of the project.
It is really important that you read all the information we send you regarding these changes, especially the emails, so that you don’t miss any important information that may affect you.
HROnline is a self service portal for employees and managers that will replace MyView. This is the part of the system that is exclusively for you. HROnline will allow employees to view their payslip, update their personal details and claim for overtime and expenses. HROnline will allow managers to authorise overtime and expense claims and extend temporary arrangements and contracts.
You should log on and update your emergency contact and next of kin details as soon as you can to ensure these are up to date.
We would be grateful if you could also update your sensitive information or equalities information to allow the Council to more effectively monitor its diversity and inclusion objectives.
There are videos here to help you do this: How to update your Personal Details in iTrent – My Council Works
If your query could not be answered within the guidance given above, please submit a ticket using the HROD Enquiries Form
The new system has been chosen for its ease of use. As new processes are launched, training and support will be given. There are user guides and videos available here.
If your query could not be answered within the guidance given above, please submit a ticket using the HROD Enquiries Form
Other functions will be released over time, including the facility to book annual leave and view your entitlement and apply for jobs.
There will be no further training for HROnline. However, you can make use of the guidance materials on the HROnline iTrent MyCouncilWorks page, as well submitting a ticket using the HROD Enquiries Form if you need help using the system.
You can get help by:
- Viewing guidance documentation/videos.
- Submitting a ticket using the HROD Enquiries Form
- Contact us by phone on 01546 605513 (Option 3, then Option 1)
You will receive an email either on or around the launch date on the system, which will be July 26th 2024. You will be told which log in method you will use (Single Sign On or Multi Factor Authentication) and you will be given a link to access the system.
If you are Single Sign On, you do not need a username or password, you will just click the link and be given access to the system.
Yes, they will have access via the Multi Factor Authentication method.
Logging in Questions
- Submit a ticket using the HROD Enquiries Form
- Contact us by phone on 01546 605513 (Option 3, then Option 1)
HROnline is a self service portal for employees and managers that will replace MyView.
There are two ways to access HROnline – Single Sign on or Multi Factor authentication. During the initial set up you will receive an email from the HR Service Centre on or around the 26th of July 2024 which will tell you which of these two methods you should use and the links that you should use to access these.
See below for links to Single Sign On (SSO) and Multi Factor Authentication (MFA).
We are trying to make it as easy as possible for everyone to access our new system but in a secure manner. If you are an employee who has a council email address and is already connected to the council network, then you are already on a secure network and can access HROnline via Single Sign On meaning you do not need to enter any extra log in or security details to access.
If you do not have a council email address then you will access outwith the council network but to ensure this is still secure you will use a method known as Multi Factor Authentication.
Those who do not have a council account or email will have to go through the Multi-Factor Authentication (MFA) process. Please see the MFA user guide for more information on how to do that.
Yes, you will have to download the app. It is available on the app stores for both Apple and Android phones.
This feature allows employees with council accounts to be readily authenticated using an employee’s user I.D. and password to access iTrent while using a council device on our network.
How it works:
iTrent will interact with our Azure AD (network user and security solution), and if the user can already be identified (like they do with Leon e-learning training as example) then they are logged into iTrent, without the need to enter their iTrent credentials. This means that employees no longer have to enter their username and password when accessing iTrent Self-Service. Once you click the link to log in, you will be taken into the system, but if not, you just click “Single Sign-on account” and you will be taken to the system.
IMPORTANT NOTE:
Those who do not have a council account or email will have to go through the Multi-Factor Authentication (MFA) process.
You will receive an email either on or around the launch date on the system, which will be July 26th 2024. You will be told which log in method you will use (Single Sign On or Multi Factor Authentication) and you will be given a link to access the system.
If you are a Local Government Employee on the Corporate Network and have a Council Email address, then you will most likely be a Single Sign On user. If you do not have a Council Email address, then you will most likely be a Multi Factor Authentication user.
If you do not have a smart phone, you can get verified by email. Just please submit a ticket using the HROD Enquiries Form.
You can request to be verified by email rather than using the authenticator app, just submit a ticket using the HROD Enquiries Form
While email can be used as an authentication for Multi Factor Authentication, it is not as secure as utilising one of the two authenticator apps, as described in the guidance.
The reasons why email authentication is less secure than authenticator apps :
- Transmission Security – emails aren’t always transmitted over secure protocols, which increase the risk of the message being intercepted.
- Compromised Accounts – email accounts are targets for phishing attacks. If the attacker gains access to your email account they gain access to the Multi Factor Authentication code.
- SPAM filters – Multi Factor Authentication emails can end up in junk or spam folders, causing delays to access.
In contrast, authentication apps are considered more secure for several reasons :
- Offline Support – Authenticator apps aren’t transmitted over the internet. Once setup, they generate the code locally.
- Time Based – Single use codes are generated and have short life spans, reducing the time scales for attacks.
- Protection Against Phishing Attacks – The app is tied to a single device, so even if a hacker gets your password, they would also need your device which you would notice was missing.
From the 15th August 2025, all education employees with a council email address and council device will be able to access HROnline via Single Sign On.
Yes. If you have a Live Argyll email address you are on the corporate network and you can use Single Sign On method of logging in.
You should contact the support team by submitting a ticket using the HROD Enquiries Form.
If you are an existing employee, you will receive an email either on or before the launch date which will provide you with information about how you should log into HROnline. The email will contain the links that you should use to gain access to HROnline.
You can also access HROnline from the HROnline MyCouncilWorks page.
If you have not received an email or are a new employee, please submit a ticket using the HROD Enquiries Form.
Please submit a ticket using the HROD Enquiries Form.
In Microsoft 365, in your apps, you may notice an app called “iTrent Live”. If you are a Single Sign On user, then this will work for you. Just click on it and you will be taken into the system.
If you are a Multi Factor Authentication user, then this will NOT work for you. Please see the links below to log in to either Employee Self Service or Manager Self Service.
Access HROnline as an employee using Multi Factor Authentication (MFA)
Access HROnline as a manager using Multi Factor Authentication (MFA)
Personal/Employment Details Questions
When you first log in it is really important that you go and add in your emergency contact and next-of-kin details.
The majority of those held in our old system were very historic and we want to make sure that we have up to date information for our employees going forward.
If you drive your own vehicle for work purposes then you should update your drivers license details and your private vehicle details. You will need to do this before you are able to claim mileage.
No, you do not require to add your passport details into the system unless your right to work in the UK is dependent upon a Visa and valid passport details.
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. Please do not change your bank details within 7 days of pay day.
You can amend most of your details by going into the relevant screen in the self-service portal and adding new details.
You will only be required to submit the supporting documents if a change in your marital status results in a change in your name. If you only wish to change your marital status this can be done without any further authorisation in the sensitive information area in personal details.
There is further guidance on how to change your sensitive information.
You should submit a ticket using the HROD Enquiries Form.
You should submit a ticket using the HROD Enquiries Form.
You should submit a ticket using the HROD Enquiries Form.
For emergency contacts, yes you need to add this as we will need that information if there is an emergency. For sensitive information, we ask that you fill it in to provide us with information to help ensure that Equality, Diversity and Inclusion is being met at the Council, but you do not have to fill it in if you do not want to.
Yes, your personal details will be transferred across from MyView, we ask you to please update your emergency contact details and your sensitive information.
It was not possible to transfer your previous post history on HROnline. Therefore, your post history will show the post you were in at the point of transfer to the new system, alongside a start date of when you began with Argyll & Bute Council. The HROD Team have retained a copy of your post history from ResourceLink.
Payslip/P60 Questions
From Summer 2024, your payslip will be available on HROnline on or after your pay day. Your pay slips will remain stored in the portal for the duration of your employment. You can download them/print them from here. Your P60 will also be stored in the same area as your payslip.
Payslips and P60s prior to Summer 2024 were available to download on MyView. MyView was decommissioned on 27th September 2024.
You will be allocated with “offboarding” access when you leave.
You will be able to access it for 365 days on restricted access. If you were a single sign on user you will be switched to multi factor authentication prior to leaving. We would encourage you to be familiar with this process prior to leaving to ensure that you understand how to access using this method. Ideally, please ensure that you download any payslips and P60s prior to leaving.
If you access HROnline via Multi Factor Authentication then yes you can access it from another device but if you access via Single Sign On then you can only access HROnline via a council device.
No, you will not be able to see any of your old/historic payslips in HROnline. Your first payslip will be Summer 2024.
If you did not download your previous Payslips/P60s prior to MyView being decommissioned on 27th September 2024, then you can email payroll directly at payrollenquiries@argyll-bute.gov.uk and request them
Claims
Please find more details of the deadlines on the HROnline – iTrent Page.
Please submit a ticket using the HROD Enquiries Form.
No, if you usually have someone who collates your additional hours and/or expenses claims, then they will continue to do that.
You should check with your line manager’s line manager to see if authorisations have been redirected to them. If you are unsure, you should submit a ticket using the HROD Enquiries Form.
Please submit a ticket using the HROD Enquiries Form.
Your line manager must understand the mileage for the journeys that you have done so best to discuss with them exactly how they would like it presented so they understand the expense you are claiming. You can either detail the whole trip e.g. Lochgilphead, Kilmartin, Oban, Taynuilt, Inveraray, Lochgilphead in the details box and put the total in or you could detail each part of the trip individually e.g. Lochgilphead to Kilmartin as one claim then Kilmartin to Oban as the next claim.
You must always deduct your home to your base place of work mileage. Even if you now work in the main from home you must still deduct your home to your base place of work e.g. Kilmory. You no longer need to detail this amount separately but it must be deducted from your total mileage.
You should ensure that you have a receipt saved in your files as you will need it to submit any claims. If you do not have a receipt, please speak to your manager or please submit a ticket using the HROD Enquiries Form.
The system remembers the details of the claims that you have previously made so if you regularly travel the same journey e.g. Lochgilphead to Oban rtn then you can come into the regular mileage page and pick that journey from it and it will save you adding the details each time. Over time all the journeys that you make will build up and it should make claiming your mileage quicker.
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. 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.
They can but not through the People Manager profile in your role. You will require a separate profile created in order to do that. You should submit a ticket using the HROD Enquiries Form.
You can find the details of the payroll deadlines each month here.
Unfortunately, this is a feature we cannot remove. A receipt is not required. What you must do is upload a blank document instead of a receipt and that will allow you to submit your claim.
No, you just need one receipt per claim.
No, HROnline does not escalate claims to your line manager for them to authorise in your absence the way MyView did. Therefore, it is essential that you apply a redirection if you are on leave to ensure that the claims can be authorised in your absence.
Email creditors to advise them of the make and model. They can be contacted at creditors@argyll-bute.gov.uk.
No, the system is not set up for ‘Self serving’, meaning the employee should be the only person with login. Timesheets is an alternative if anything is needed for action from another employee. Please submit a ticket using the HROD Enquiries Form.
Encourage employees undergoing transfer to put in the last of the claims before the changeover. This is currently under testing for adding to previous pay period using the ‘Retrospection’ option via TIMESHEET INPUTS. This is under testing and to be confirmed. However via ESS (Employee Self Service), no they cannot claim under a previous position as that pay for them will be closed.
HR Processes
We are currently developing these notifications. We hope to have them with you soon.
If the employee has been absent for only one day, then an end date is not displayed in the absence end area. Instead, it will say “full day” in the “sickness period” box and only have a start date (which is also the end date). You can see more information regarding absences if you hover your curser over the date of the absence in the left hand panel, and it will show a start and end date. If the end date is blank here, then the absence has not been closed.
