Staff Portal – Create a New User
Usually a new member of staff has their Staff Portal account created by the relevant Service Unit Manager (SUM), in some Service Units the SUM may be termed ‘Head of Service’, e.g. Children’s and Adult Services.
The Portal structure has to mirror the Authority’s Constitution (viewed via https://www.tameside.gov.uk/contactus) so managers who may be titled ‘Head of Service’ are seen as SUMs, and above, will have the Manager icon.
There may be times when IT have to create a new Staff Portal account, e.g. where an area does not have a SUM, but this is more the exception than the rule.
If an area does have a SUM then the SUM should create the account using the Managers entry on their Icon bar, as shown below. If you do not have the Manager icon then you are not at the correct managerial level and will have to get your SUM to create the account.
To create a new Staff Portal Account please follow the instructions below, but beforehand you need the following information concerning the person to be added –
To Setup a New Staff Portal User
1. On the Staff Portal Home page, click on the Managers icon, as highlighted above.
2. This will open the window shown below.
3. Click on the ‘Add New Portal Users’ link and that will display the screen below.
4. Enter the new users PRN into the PRN field and click on ‘Continue’.
5. If you receive the Error screen shown below, if you put your mouse pointer on the red X, you should see one of two error messages displayed, as explained below.
a. Invalid Payroll Number. No Matches – This means that the Payroll entry for the user has not yet been fully set up so the details required for the Portal have not
been extracted by the automated daily job from the Payroll system. You will need to try again on a subsequent day although it may take a while.
b. Payroll Number is already associated with a Portal Account – The user already has a Portal Account setup linked to the PRN entered. This can be checked using
the web page below and entering the PRN.
http://intranet.tameside.gov.uk/support/SUDetsMenu.asp
6. If the PRN is found, you will then be presented the screen below displaying the base details such as Spinal Point and Hours, again click on ‘Continue’
to proceed.
7. The screen below will then appear. You will need to enter the Email Address that the new user is going to link to the account and from the ‘Post’ entry
select the relevant option. This is usually ‘General Staff’, but see below for further details:
Post List Entries:
i. General Staff – All staff below Service Unit Manager / Head of Service Level
ii. Service Unit Manager – Those managers on the Constitution as SUMs
iii. Personal Assistant to a Head of Service – May require increased access
iv. Head of Service – These are the Assistant Executive Directors (AED)
v. Both Head of Service and SUM – Where an AED is also acting as an SUM.
vi. PA to Assistant Chief Executive - – May require increased access
vii. Assistant Chief Executive / Executive Director – Directors of Departments
8. If you receive the Error screen then if you put your mouse pointer on the red X, you should see an error message displayed, as explained below.
a. Email Address already exists – This means that the entered for the user is already linked to another Portal account, which could indicate that there is
already a Portal account for the user.
9. If no error is detected then the Confirmation Screen, shown below, where you need to check the details entered, e.g. spelling of the email address or
name. If anything needs amending, use the ‘Back’ or ‘Back To Start’ button to correct the relevant entry.
10. If everything is OK then click on the ‘Submit’ button and that will display the final screen which informs you that an email has been sent to the new user providing them with the details of their Portal username and password.
Notes:
- The PRN is validated against a portal table, PortalRegistration, extracted from the Payroll system daily and containing all current TMBC employees.
- If email address is @tameside it is validated against portal table tblExUser.
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If you need to set up “guest” users then please use the Guest User system, see separate notes in the Solutions area (the Book icon) on the Service Desk. DO NOT use the Guest User system as a quick way of getting a new permanent starter a Portal account due to them then having to be converted to use the correct data and it will also not allow them access to systems that require a Tameside Employee Number, e.g. Payslips.
- If the new Portal user being created is for a Director, Assistant Director or a PA for either of the former, classed as VIPs, then please email Stacey Barnes, cc’ing in Janet Etchells, with the name and email address of the VIP with the email title being ‘New VIP’.