System management settings

System management settings apply across your trust and can only be changed by Senior Portal Administrators. Ensure that you understand the impact of system management settings before applying any changes.

To configure system management settings, log into the Digital Staff Passport portal as usual using your username and password.

Select the 'System Management' menu option in the top-right of the screen. This will display all system management settings.

In this screen you can view and amend contact information for individuals and teams within your trust. Initially, the information displayed here is whatever was provided at the point of your trust registering for Digital Staff Passport.

Scroll down the page to the email address or information you wish to amend and select on 'Change'.

Change the details as necessary and select 'Continue'.

You'll see a message confirming that the details have been changed successfully

You can set up email notifications to send weekly summary emails to teams or individuals to advise of outstanding actions in the NHS Digital Staff Passport portal. 

Summary notifications can be set up for the following teams:

• HR
• occupational health
• education and training

Scroll down the page to the team notification settings you wish to amend.

You can change the email address by selecting 'Change' on the right-hand side.

For email notifications:

• select 'Yes, send email notifications' to turn summary emails on
• select 'No, do not send email notifications' to turn summary emails off

Repeat the above process for all 3 teams as required.

The summary email provides information similar to the example below. Log into your trust's Digital Staff Passport portal to take the relevant actions for your team.

Credentials may be regularly updated due to new information provided by ESR. You can apply settings within the Digital Staff Passport portal to decide which updated credentials will be automatically provided to staff members.

If you choose to not issue certain credentials automatically, staff will only receive updated credentials when issued manually.

In the 'Credential settings – automatic issuance' page, you'll see a list of all possible credentials.

You can:

• select the button at the top of a section to toggle auto-issuance on or off for all credentials under that category
• select an individual box next to a credential to toggle auto-issuance on or off for that one credential

Once you've applied all your selections in this screen, select 'Continue'. You'll see a confirmation message confirming that all settings have been saved.

Each staff group may need a specific set of credentials to be issued (for current employees) or provided (for new starters or temporary movers into your trust) that are relevant to their role. A set of default templates has been set up in Digital Staff Passport to manage this process.

It's possible for each trust to set up and manage their own credential required templates. This might otherwise be referred to as an eligibility checklist.

Note: custom credential required templates take precedence over the default templates. If custom templates are deleted, Digital Staff Passport reverts to the default ones. Default templates cannot be deleted.

In the 'Credentials required templates' page, you'll see a list of all existing (default) credentials templates.

Enter a template name, select the staff group that it applies to and choose whether this should apply to one or both employment types.

Note: the template name cannot include certain special characters, e.g. underscores (_), or you will see an error message when you try to save it.

If you have created one or more job roles within the staff group, this option will appear as an option to select. See the manage job roles section of this guide.

Use the tick boxes to select either a specific credential or category of credentials that should be added to the template.

When you've confirmed your choices, you'll see a confirmation message that the template has been successfully updated.

The template will now appear in the list of existing credentials templates and will apply to any staff members who match the defined staff group and employment type.

This area allows you to set up one or more job roles within a staff group. If this is set up, it will appear as a drop-down option when setting up a template under 'Credentials required templates'.

It's possible for each trust to set up their own job roles within each staff group.

In the 'Manage job roles' page, you'll see a list of all staff groups. Select the staff group where you want to create a job role.

Select 'Add a new job role'.

Enter a job role name, select the relevant option and 'Continue'.

If you select 'Create job role and create a 'credentials required' policy', you will be directed to the 'Create credentials required template' page for the staff group you created the job role for. The job role you created will be pre-selected.

If you select 'Create job role and go back to manage job roles', you will be directed back to the staff group page with the job role you created displayed, with option to edit or delete it, and add any additional job roles.

If you select 'Cancel and go back to manage job roles', you will be directed back to the staff group page.