Providing credentials

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.

Make sure the user is connected to ESR. For help with this, read our guide on connecting to ESR.

When the user is connected to ESR, select 'Provide Credentials'.

This step can take some time as the Digital Staff Passport requests data from ESR.

Once the ESR request for data is complete, you can now provide the credentials.

You'll see a list of credentials that are available to provide to the staff member.

You can choose to go back and select again, but if you're happy to proceed with the selected credentials choose 'Yes, provide these credentials' and then 'Continue'.

As a Senior Portal Administrator, log into the employers’ portal and select 'System management' in the top navigation bar. 

Select 'Credential settings – Automatic issuance'.

Select the relevant credentials for automatic issuance and then 'Continue'. 

If there are any updates or new entries in ESR, the credentials will be automatically provided to staff at around 11.00am each day.

'You don't have sufficient access to provide this'

Depending on how your Senior Portal Administrator has set up your system, only those with OH role-based access can provide these credentials.

'Not enough data from ESR'

If you see this message about not enough data in ESR to provide the credential, see the section below on the mandatory fields in ESR that are required to provide each credential.

Additional employee information

Find the employee record for your staff member in ESR and select 'Others' at the bottom.

Select 'Extra information' and then 'OK'.

From the 'Enter HR Extra Information' screen, you can select:

• DBS Checklist 
• Employment Checklist Details
• Registration and Memberships

DBS (Disclosure and Barring Service) Checklist 

In the DBS checklist information, the mandatory fields are:

• Type of DBS Disclosure
• DBS Disclosure Issue Date
• DBS Unique Number
• DBS Check Outcome

Employment Checklist Details

For Employment Checklist Details, the mandatory fields are:

• Date of Medical Clearance
• OH (occupational health) Status

Registration and Memberships

For Registration and Memberships, the mandatory fields are: 

• Body
• Number 
• Status 

For the General Medical Council, enter the following information as it appears on the online GMC / GDC certificate:

• GMC registration status
• Specialty and sub specialty (only if on the specialist register)
• Fitness to practice warning exists
• Country of qualification
• Fitness to practice details
• Provisional registration date
• Full registration date

It may be necessary to add additional registration details, for example in the case of Oral and Maxillofacial Surgery where employees have dual registration with the GDC.

Employment assignment information

From the employee record for your staff member in ESR, select 'Assignment' at the bottom.

For the employment assignment, the mandatory fields are:

Mandatory fields for Employment assignment credential are:

• Job 
• Position 
• Assignment Category 
• Status 
• Effective Dates - From 
• Payroll

Core skills

For core skills, within the Competence Profile screen the mandatory fields are: 

• Competence
• Status 
• Date last awarded 
• Date to