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Logging into HROnline Manager Self Service

HROnline is currently available

Login with Single Sign On
Login with Multi-Factor Authentication

Important note for education staff

All education employees with a council email address can access HROnline directly with one simple click via a single sign on (SSO). This removes the need for two-way authentication and you will no longer need an authenticator app.

Please follow the Single Sign On (SSO) instructions below to log in this way. If you wish to keep your login as Multi-Factor Authentication, let us know after you have tried SSO. 

Table of Contents

Single Sign On (SSO)

This feature allows employees with council accounts and council devices (council laptop, for example) 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.

When saving the link to your favourites bar:

When you are in HROnline, do NOT save the web address to your favourites bar as it will not work if you try to access it again later. Instead, when you are in the system, log out by clicking the icon in the top right hand corner and clicking “Log off”. Once you are on the log in screen, go ahead and save that web address to your favourites bar. Should note that when you click the link in your favourites bar, it will take you to the log in screen. Just click “Single Sign-on account” and you will be given access to HROnline. 

IMPORTANT NOTE: 

Those who do not have a council account or email will have to go through the Multi-Factor Authentication (MFA) process. 

How to Log into HROnline using Single Sign On (SSO)

Multi-factor Authentication (MFA)

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.

NOTE: 

For Multi Factor Authentication, you will need access to a device that can download an Authenticator App (such as a phone or a tablet) in order to complete the process. If you DO NOT have access to any of these devices, then you can get verified by email.

Note about Email Authentication:

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.

When saving the link to your favourites bar:

When you are in HROnline, do NOT save the web address to your favourites bar as it will not work if you try to access it again later. Instead, when you are in the system, log out by clicking the icon in the top right hand corner and clicking “Log off”. Once you are on the log in screen, go ahead and save that web address to your favourites bar. Should note that when you click the link in your favourites bar, it will take you to the log in screen. Just click “A different account” and follow the log in process on the screen. 

How to Log into HROnline using Multi Factor Authentication (MFA)

How to Download & Use the Authenticator App (MFA)

Forgotten Password

When you are on the the log in screen:

  • IMPORTANT NOTE – If you have been set up with Email Authentication, this will NOT work for you. If you have forgotten your password, then please submit a ticket using the HROD Enquiries Form or phone on 01546 605513 (Option 3) followed by Option 1.
  • Click “Forgotten password”
  • Enter your username (employee number) and your user email.
  • You will receive an email with a link to reset your password, click the link.
  • You will be taken to a screen where you can change your password.
  • Your new password should be 14 characters with lower and upper case letters and numbers.
  • Create a new password and click “Save”

Reset Password

When you are logged into HROnline:

  • In the top right hand corner, you will see a drop down icon.
  • Click that then click “Settings”
  • Click “Change password”
  • You will be taken to the screen below:
  • Fill in your current password in the “Current password” box.
  • Type in your new password in the “New password” box. Your new password should be 14 characters with lower and upper case letters and numbers.
  • Confirm your new password in the “Confirm password” box.
  • Ignore the bottom two boxes called “New memorable password” and “Confirm new memorable password”. These will say “Do not use” to remind you of this.
  • Click “Save” and your password will be reset, or click “Cancel” to undo the changes.

How to Re-Register and get a new verification code on the Authenticator App

Why would you need to re-register?

  • If the verification code on your Authenticator App isn’t working
  • You have deleted the Authenticator App
  • You have a new phone and the Authenticator App isn’t on it

 

You will need your recovery code. When you logged in for the first time, you will have been given one and asked to save it. See an example below:

To re-register:

  • On the log in screen, enter your username and password and click login.
  • When you are taken to the screen which asks you to enter the verification code, underneath, you can see a “Re-register” button. Click that.
  • Enter your recovery code. The dashes in the code are NOT required. Click Continue
  • If the code you entered is correct, you will be taken back to the “Secure your account” screen, same as when you logged in for the time. 
  • Using the Authenticator App, you can Scan the QR Code OR enter the Manual Entry Key into your app and you will be given a new verification code.

If you have lost your recovery code, then please submit a ticket using the HROD Enquiries Form or phone on 01546 605513 (Option 3) followed by Option 1.