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The “How to” Guide
for the
Electronic Staff Record
(ESR)
Using ESR – Electronic Staff Record
Contents
How to login to ESR...................................................................3
Logging into ESR without a Smartcard ........................................... 3
Logging into ESR with a Smartcard ............................................... 5
The ESR Homepage ...................................................................7
How to navigate through ESR .......................................................8
What to avoid!....................................................................... 8
Time out.............................................................................. 8
Notifications ...........................................................................9
Acknowledgements:
This document was produced with the kind permission of Royal United Hospital Bath
Owner: Matt McKee – Revalidation Lead
Version: 3
Review: 01/11/2015
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Using ESR – Electronic Staff Record
How to login to ESR
There is an ESR icon located on your computer’s desktop (as shown).
If you do not have a Smartcard, you should follow the instructions below – “Logging
into ESR without a Smartcard”. If you have a Smartcard, you should follow the
instructions located on page 5.
If you don’t have an ESR icon on your desktop
phone the IT Service Desk (01209 88 1717) for
assistance.
Logging into ESR without a Smartcard
STEP 1 - Double click the left button on your mouse over the ESR icon found on your
desktop - “ESR_NLMS”:
STEP 2 - Enter your Username and Password, and then click the Login button once
with the left button on your mouse.
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Using ESR – Electronic Staff Record
Step 3 – The first time you log into ESR, you will be asked to change your password
(this should contain at least 6 characters and one number).
If you see the following screen, you have successfully logged into ESR. You should
now turn to page 8 for more information on the ESR Homepage.
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Using ESR – Electronic Staff Record
Logging into ESR with a Smartcard
STEP 1 – If you have already logged onto your computer with your smartcard (i.e.
your card is already in the card reader), you can skip to step 3. Otherwise follow the
instructions below.
Insert your smartcard into the smartcard reader (located in your keyboard, or you
may have an external reader) and enter your pass code when prompted. You will
see one of these two boxes:
STEP 2 – Click ‘Yes I accept and wish to proceed for the purpose of Patient Care’ to
validate your credentials. If your login is successful the following is displayed in the
bottom right hand corner of the screen.
STEP 3 – Double click the left button on your mouse over the ESR icon found on your
desktop - “ESR_NLMS”.
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Using ESR – Electronic Staff Record
STEP 4 - The first time you use access ESR with your smartcard, you will see a
certificate popup to which you should check the checkbox “Always trust content
from this publisher.” and then press the Run button.
If you see the following screen, you have successfully logged into ESR. You should
now turn to page 8, for more information on the ESR Homepage.
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Using ESR – Electronic Staff Record
The ESR Homepage
Once you have logged into ESR you will be presented with the Homepage, from this
point you can decide which function within ESR you need to use.
The Navigator Menu
The menu on the left side of the
screen shows you what access you
have in the system. These folders
are called URP’s (User Responsibility
Profile).
To open the options from this
menu, click once on the desired
URP and the menu will show its
contents in the middle of the
screen.
Before proceeding any further into your Electronic Staff Record account,
it is highly recommended that you access the demonstration titled “Demo
- How to enrol and Play eLearning Courses” on the ESR section of the
Learning & Development Website
The demonstration can be found on the Trust’s intranet site under Our
Services > A-Z Services > T > TREAD > Electronic Staff Record (ESR) > User Guides and Help
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Using ESR – Employee Self Service
How to navigate through ESR
The main navigational buttons required for moving around the system are all
contained within ESR. The more common Internet buttons, such as Back and Home
are not used, as detailed below.
The main ones are shown below:Will take you back to the ESR homepage from any point in the
system
Will return you to the previous screen
Will return you to the previous screen
If you are in a screen with a lot of information this button will show
you the next 10 results
Will initiate a search from options selected from a drop down list
Will offer you options from a predefined list
What to avoid!
If possible avoid using the more common navigational buttons available whilst using
Internet explorer. Using these will only confuse ESR and could even log you out of
the system.
Back & Forward
Home
Time out
ESR does have a Time out facility for data security purposes which will
activate after 5 minutes if ESR isn’t used. If this happens simply login
as instructed.
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Using ESR – Employee Self Service
Notifications
A Notification is the way in which ESR informs you that an action has taken place. Examples
include; Performance & Development Review (Appraisal) dates due to expire, confirmation of
course bookings or if professional registrations are due for renewal.
If you are a supervisor you may need to authorise notifications to request access to the online
declarations.
How to read Notifications
1. On the ESR homepage select the Learning User option from the Navigator menu
2. From the centre of the screen select the Notifications option
3. The notifications window will then open where you can see a summary of the current
notifications. To open, click once on the brown text in the notification subject area
4. When the Notification opens you will be able to view its detail and act accordingly
depending on what type of notification it is
5. Situated on the right side of
screen you will see these buttons
 OK – Will simply confirm that you have read the notification and remove it from the list
 Reassign – Will allow you to reassign the notification to another user
 Request information – Will allow you to request further information about the
notification before carrying out an action
If the notification requires approval you will see these buttons
 Approve – Will allow you to approve access to the required training
 Reject – Will allow you to reject access to the required training
TIP! Click the View drop down list situated on the left side of the
screen to view different notifications including a history (All
Notifications)
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