Inviting staff members to sign up

Log in to the 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 'Identity and access' on the left-hand side of the page.

Select 'Invite staff to Digital Staff Passport' to begin the manual process of inviting staff members to sign up.

You will now see the 'Create new staff passports' options.

To create a new individual Digital Staff Passport manually, select 'A single passport using a form' and then 'Continue'.

Input the staff member's details into the relevant boxes and select 'Continue'.

Review the staff member's details and select 'Yes, create this passport' once the details are correct, followed by 'Continue'. There is also the option to go back if the details are incorrect.

The staff member will now appear in the 'Identity and access' page. You can view their details by selecting their full name. The staff member will receive an email and text, inviting them to sign up to Digital Staff Passport with the trust.

You can create more than one invitation using a bulk upload CSV file, for example to send invitations to rotational postgraduate doctors in training lists from TIS.

To create a new bulk invitation, on the 'Create new staff passports' screen select 'One or more passports using a CSV file' and click Continue.

Use the drop-down boxes to record relevant information for the cohort of staff you are adding via bulk upload, then select 'Continue'.

The next screen includes a link to download the template you'll need to use to complete the bulk upload process.

If you select the download link, a new window will open to the page on how to create Digital Staff Passports for multiple users, where you can download the bulk upload template XLS file and read the instructions for filling it in.

Follow the instructions to complete and save the template. Return to the portal and use the relevant box to add the completed CSV file, and select 'Upload'.

Once uploaded, you'll see a message confirming the number of Digital Staff Passport records that have been uploaded. Select 'Yes, upload records and send invitation' and then 'Continue' to complete the process. You can also go back to the upload screen if the number shown is not as expected.

Note: if there are any errors with your file format, the upload will not be successful. In this case please return to the PDF of instructions from the ZIP file you downloaded and check you have completed the template correctly.

Read about what to do if you get a ‘Duplicated accounts identified’ message.

Once the upload has completed, all staff records that have been added will be sent an invitation to sign up and will appear in the list of invited staff members.

The system checks against email addresses and phone numbers for duplicates. If your bulk upload CSV file contains staff members who have already been invited or who already have a Digital Staff Passport, the service will identify a duplicate account.

The service allows you to download a report identifying these duplicates. You can then choose to go back and edit your CSV file, or continue the upload.

Uploading a CSV file with duplicates will cause the system to ignore those it has identified as duplicates - the existing user profiles will not be overwritten by the CSV upload.