Understand and access your NHS logins with ease

As an NHS employee, you'll quickly discover a whole constellation of different websites, portals and apps, each demanding its own login. It can be confusing to know which one to use for what, from checking your payslip to applying for a new job. These systems are all separate, and understanding their purpose is the first step to managing your digital life at work.

This guide breaks down the main NHS logins you're likely to encounter: ESR, NHS Jobs, Trac, NHSmail, and the 'NHS login' for the NHS App. We'll explain what each one does, how you get access, and who to ask for help if you get stuck.

What is the Electronic Staff Record (ESR)?

The Electronic Staff Record, or ESR, is the bedrock of your NHS employment. Think of it as the main HR and payroll system used by the vast majority of NHS organisations in England and Wales. It's the central hub for all the essential data related to you as an employee.

You'll primarily use the ESR Employee Self Service portal to manage your own information and access key documents. It’s your go-to place for:

• Viewing and downloading payslips: Access your current and past payslips, typically going back several years.
• Getting your P60: Find your end-of-year tax summary document.
• Managing personal details: Update your address, contact information, or emergency contact details.
• Checking leave entitlement: See your annual leave allowance and, in some Trusts, book time off.
• Undertaking mandatory training: Access and complete e-learning modules required for your role.
• Reviewing your employment record: Check details about your contract, role, and pay grade (AfC band).

You are usually given access to ESR during your induction when you first join a Trust. Your line manager or the HR department will provide you with a username and initial password. Accessing ESR from home can sometimes be tricky; some Trusts require you to be on the NHS network (N3/HSCN) or use a specific VPN, while others offer more direct web access. If you have trouble, your first port of call should be your local IT helpdesk or HR department.

Once you've logged in and found your payslip, you might want to understand it better. You can use a tool like our NHS take-home pay calculator to get a detailed breakdown of your salary, tax, and pension contributions.

NHS Jobs vs. Trac: The Recruitment Systems

When you're looking for a new role in the health service, you'll almost certainly use either NHS Jobs or Trac. These are the two dominant online systems that NHS organisations use to advertise vacancies and manage the entire application process. They are completely separate from ESR.

NHS Jobs

NHS Jobs is the official online recruitment service for the NHS in England and Wales. It's a huge, centralised portal where you can create a single account to manage your career search. With an NHS Jobs account, you can:

• Search for vacancies across the country by keyword, location, or AfC band.
• Save your application form details so you don't have to re-enter your entire work and education history every time.
• Set up email alerts for jobs that match your criteria.
• Track the progress of your submitted applications.

Your NHS Jobs account is personal to you and stays with you throughout your career, regardless of which Trust you work for.

Trac

Trac is another popular recruitment software system used by many NHS Trusts. While NHS Jobs is a single website, Trac is the engine behind many individual Trust recruitment portals. This means if you apply for a job at a Trust using Trac, you will be directed to their specific careers site to create an account and apply.

Functionally, it's very similar to NHS Jobs. You'll fill out an application form, upload documents, and track your progress. The main difference is that you might end up with several different Trac-based accounts if you apply to multiple Trusts that all use the system. The branding might look like the local Trust's, but the underlying application process is Trac.

For either system, writing a strong supporting statement is crucial. If you need a hand getting started, our application copilot can help you structure your thoughts and highlight your skills effectively.

A Practical Scenario: Aisha's Job Hunt

Let's see how these systems work in practice. Aisha is a Band 5 staff nurse who has been in her role for three years and is ready for a promotion to a Band 6 position.

First, she logs into her NHS Jobs account, which she first created when she applied for her graduate nursing role. She updates her employment history with her latest experience and sets up job alerts for Band 6 nursing roles within a 20-mile radius.

An alert comes through for a Senior Staff Nurse role at her own Trust. She clicks the link, reviews her pre-filled application, tailors her supporting statement for the role, and submits it directly through the NHS Jobs website.

A few days later, she sees another perfect role at a neighbouring Trust. When she clicks 'Apply' on NHS Jobs, she is redirected to that Trust's recruitment portal. She sees it's powered by Trac. Because she's never applied to this Trust before, she has to create a new account on their Trac system. She fills in the application form, which is slightly different from the NHS Jobs one, and submits her application there.

After a successful interview, she accepts the job at the neighbouring Trust. As part of her onboarding, the new HR department sets her up with an account for their ESR system, where she'll be able to see her new Band 6 payslips once she starts.

What About NHSmail?

NHSmail is the secure email service used across health and social care in England and Scotland. It is your professional identity and your primary tool for work-related communication. Your NHSmail address will typically be in the format of `firstname.lastname@nhs.net` or a variation including your Trust's name.

This account is completely separate from the others. You are assigned an NHSmail account by your employer when you start your job. It's used for:

• Day-to-day communication with colleagues.
• Securely sharing sensitive or patient-identifiable information.
• Accessing other clinical and corporate systems.
• Collaborating using tools like Microsoft Teams.

Your NHSmail login is managed by your Trust's IT department. They are the ones to contact if you have any issues with your password or access. It's vital to keep this account secure and use it only for professional purposes.

And the 'NHS login' for the NHS App?

This is perhaps the most common point of confusion. The 'NHS login' has nothing to do with your employment. It is a secure login system designed for the public to access their own personal health information and services.

You use your NHS login in your capacity as a patient, not an employee. It's the key that unlocks digital patient services, including:

• The NHS App: View your health record, order repeat prescriptions, and manage GP appointments.
• The NHS website: Access various online health services.
• Other health and care apps: Log in to third-party apps and websites that are approved to connect to NHS services.

To be clear: your ESR login is for your work life, and your NHS login is for your personal health life. You create your own NHS login using personal details like your email address and mobile number, and you verify your identity using a passport or driving licence. Your employer has no involvement in or access to this account.

Keeping Your Logins Straight

With so many different systems, it's easy to lose track. The most important security tip is to use a unique, strong password for each account. Reusing passwords, especially for work systems, poses a significant security risk.

Consider using a reputable password manager to securely store your various login details. This way, you only need to remember one master password. For day-to-day issues, knowing who to contact is key. Here’s a quick reference:

Key takeaways

• The various NHS logins serve completely separate functions and do not share credentials.
• ESR is your employee portal for payslips, HR information, and mandatory training.
• NHS Jobs and Trac are recruitment platforms used to find and apply for jobs.
• NHSmail is your professional, secure email account provided by your employer.
• NHS login is for you as a patient to access personal health services like the NHS App.
• Always use strong, unique passwords for each system and know who to contact in your Trust if you run into login problems.