To search your staff:
- Select Your Staff tab on the right-hand side of the home dashboard.
The menu will open up and look like this and you’ll see your members of staff on the left hand side:
You can search for specific people by clicking the 3-dot icon and searching through several different criteria. We would suggest using:
- Forename
- Payroll reference
- Surname
If you click the three dots on the right-hand side of the menu, that will give you extra options to help you with your search. We would suggest these would be most helpful to you:
- Include leavers
- Advanced search
If you click on any of your employees’ names, you will be shown this screen:
NOTE: Some of these screens are what is called ”effective date” driven and when this is the case the following box appears. If you want to see the information contained in real time then you would select today’s date. If you want to see the information at a specific date in the past then you would select that date or if there are any future changes in the system then you can also choose a date in the future.
Features are circled in red above contain the following:
Personal Information
- Personal details
- Contains basic details of the employee.
- Contact details
- Contains home email address details of the employee.
- Key date details
- Contains employee’s date of birth and service dates.
- Address details
- Contains current and previous address history
- Emergency contact details
- Contains emergency contact details
- Driving licence details
- Contains the driving license details if the employee has added them. An employee who uses a council vehicle or their own vehicle for work mileage. As a line manager of an employee who drives their own vehicle for work purposes you will require to check their license and insurance once per year. Please see the guide on checking drivers license and insurance details for more information.
- Private vehicle details
- Contains the private vehicle details if the employee has added them. An employee who uses their own vehicle for work mileage will require to add their details here prior to submitting a mileage claim. This also includes an area for a line manager to verify that the employee has business insurance. As a line manager of an employee who drives their own vehicle for work purposes you will require to check their license and insurance once per year. Please see the guide on checking drivers license and insurance details for more information.
- Visa details
- Contains the visa details of an employee who requires to hold a visa to work in the UK.
- Checks Summary
- Summarises the driver’s license, private vehicle and visa check details.
NOTE: Some of your employees will have more than one position with you and therefore before exploring any of the employment related screens detailed below you will require to ensure that you are in the correct position. The positions will appear on the left hand side of the screen.
Employment
- Position details
- Contains a summary of all post details. This is very useful for completing recruitment or contractual change paperwork.
- Expected end date
- Contains the expected end date of a temporary contract if your employee has a temporary contract. Please see guidance on Extending a Temporary Contract for details of how to do this.
- Working Pattern
- Contains the employee’s work pattern for this role. Your work pattern has particular naming convention:
It will begin with two letters – SW = Single Week (where an employee works the same hours every week), MW = Multi Week (where an employee has a different pattern each week), RW = Rota Worker (where employee works on a rota), LA = Live Argyll (where employee works for Live Argyll) NC = Non Council (where employee works for another organisation we support with payroll), CW = Casual Worker and EW = Election Worker.
It will then have the weekly hours/the number of days over which these weekly hours are worked e.g. 35:00/05 is 35 hours per week worked over 5 days.
The remainder of the naming convention is each day in the week and the corresponding number of hours worked that day e.g. M 07:00 means 7 hours worked on Monday.
- Salary details & Payscale values
- Contains the grade of the post and the spinal column point the employee is on.
Person checks
- Person checks
- Contains the checks that have been done on an employee e.g. Right to Work, Driving License, Insurance. As a line manager of an employee who drives their own vehicle for work purposes you will require to check their license and insurance once per year. Please see the guide on checking drivers license and insurance details for more information.
Time & Expenses
- T&E claim details
- Contains the details of claims
- T&E claim summary
- Contains a summary of the claims made
Employee Contract Variations
- Temporary Hours Change
- Contains the hours and basis screen where you can extend or end temporary changes to an employees role e.g. an hours change. Please see separate guidance on how to extend or end a temporary arrangement.
Sickness Absence
- Sickness Absence
- Contains the details of sickness absences for the employee
- Each absence is detailed on the left hand side – to see the details click on the appropriate date.
View Sickness Absence Details
To check an employees sickness absence details, repeat the steps above to get to your staff details screen.
Scroll down and click on the “Sickness Absence” tab and then “Sickness absence” again.
- This contains the details of sickness absences for the employee.
- Each absence is detailed on the left hand side – to see the details click on the appropriate date.
- If an employee has been absent for one day only, the end date will not show on the sickness absence details form, but it will show if you hover over the start date on the sickness absence list on the left hand side.
Please note that any sickness absence history prior to using Itrent is not available. Should you require a report of previous sickness absence history for an employee please submit a ticket using the HROD Enquiries Form
How to check if an employee has a PVG
To check, open the employee’s record and under “Personal Information” select “Checks Summary”
This will open up the screen below:
Select “PVG Check – Children”
How to record you have checked an employee's Driver's License and Insurance
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 01546 605513 (Option 3) followed by Option 3 – HR Processes.