Connecting to Civica Trac

Note: more detailed guidance on the steps you must follow within Trac to complete this process are available within the user guide section in Trac.

In Trac's employer settings, select the box to enable the Digital Staff Passport integration.

Next choose the DBS level required for the employee’s role.

Go to 'Employment checks' in the left-hand menu, find the ‘ID Check’ section and select the ‘Check NHS Digital Staff Passport’ button.

For British and Irish nationals, in the 'Visa / work permit' section set 'Immigration status' to 'British citizen with right to work in the UK'.

For other nationalities you will need to manually check the right to work status and update Trac manually.

Next select the ‘Check NHS Digital Staff Passport’ button.

Log onto the NHS Digital Staff Passport employer’s portal using your email address and password.

Note: for extra security, multi-factor authentication (MFA) has been added to the Digital Staff Passport login process. Read our user guide on logging in with MFA.

Select 'Staff passports' or 'Reviewed staff passports' on the left-hand side to view existing passports.

All existing staff passports will be shown, along with additional details about the staff member. Select the staff member’s name to review their details.

Under 'Connections to other systems', select ‘Connect’ for Civica Trac.

Information to search the Trac system is pre-populated from the staff profile – select ‘Search’.

Results of applicant search in Trac against staff profile details – select the correct applicant to make the connection (note: Trac excludes applications that are too early or too late in the lifecycle).

On connection, you'll see confirmation of information sent to the applicant’s record in Trac.

Go to the applicant’s record in Trac and see the status has changed for ID check and Visa / work permit. See user guide within the Trac system for more details.

If you get an error on connection of passport to Trac, you will need to go into Trac to ensure you have enabled the integration with Trac or set the employee to the correct state.

To send information again, you will need to disconnect the staff passport and then connect again to send the data across to Trac.

Go back to the staff profile screen and select ‘Disconnect’

Check the details on the next screen and select ‘Disconnect’ if you're happy to proceed.

You'll see confirmation of the disconnection.

Go back to the staff passport and the link to ‘Connect’ will now be displayed next to Civica Trac.