iTrent: The Complete UK Guide for Employees and Managers

If you work for a UK university, council, or large organisation, you have probably been told to use iTrent for everything from booking annual leave to viewing your payslip. Perhaps you are a new starter and have received login details you are not sure how to use. Or maybe you are a manager trying to authorise leave requests and report absence.

iTrent is the HR and payroll system used by hundreds of UK organisations, paying 10% of the UK workforce every month. It powers the employee and manager self-service portals that handle everything from payroll to performance reviews. This guide covers everything UK employees and managers need to know about iTrent.

What Is iTrent?

iTrent is a cloud-based, fully integrated and highly configurable platform that addresses all your HR and payroll needs. Developed by MHR , a UK-based family-owned technology company that has been building HR and payroll software since 1984, iTrent is a market leader in the UK and Ireland.

The system is used by over 1,400 organisations across the UK, from small and medium enterprises to large multinational corporations and government agencies. It is a modular system that includes HR, payroll, workforce management, talent management, learning and development, recruitment, analytics, and employee engagement.

iTrent is a trusted system used by councils, universities, schools, and public sector organisations across the UK.

Key Features of iTrent

iTrent offers a comprehensive range of features designed to streamline HR and payroll processes.

HR and Payroll

The strength of iTrent is its payroll functionality. It is HMRC and BACS approved, simplifying payslips, increasing accuracy, eliminating risk, and ensuring smooth submissions. iTrent is updated every quarter to ensure compliance with ever-changing payroll legislation.

Employee Self-Service (ESS)

All employees can access Employee Self-Service (ESS) to view and update their personal information. Through ESS, you can:

• View and book annual leave
• View current and previous payslips and P60s
• Update personal details
• View organisational charts
• Submit time and expense claims
• Record sickness absence

Manager Self-Service (MSS)

Managers have additional features through Manager Self-Service (MSS), including:

• Authorising requests from team members
• Recording all types of absence
• Viewing a list of tasks to complete
• Running reports and viewing dashboards
• Viewing colleague records for your team

iTrent Mobile

iTrent Mobile brings the core features of Employee Self-Service to your phone, keeping teams connected anytime, anywhere. You can download it from the Apple App Store or Google Play Store . Through the app, you can:

• View and book holidays in just a few taps
• Check your leave balance in real time
• Clock in and out
• View upcoming shifts
• Access payslips instantly

Learning Management System (LMS)

iTrent includes an integrated Learning Management System with a library of 30,000+ learning modules, helping organisations identify skills gaps and promote ongoing learning.

People Analytics

iTrent People Analytics turns HR and payroll data into powerful insights, helping organisations identify flight risks, complete regulatory reports, and drill down into employee turnover.

iTrent Shield

iTrent Shield incorporates enhanced data security features such as multi-factor authentication (MFA) and user-behaviour analytics (UBA) to protect against cyber-attacks.

Who Uses iTrent in the UK?

iTrent is used across a wide range of UK organisations.

Universities

Many UK universities use iTrent as their HR and Payroll system. At the University of Bath , iTrent is used to securely hold both personal and business data. At Bangor University , all annual leave, sickness absence, travel and subsistence claims, flexible working requests, and family friendly leave are recorded in iTrent. At the University of East London (UEL) , iTrent is the People and Culture (HR) portal for staff.

Local Councils

Councils across the UK are adopting iTrent as their new people and payroll system. South Tyneside Council uses iTrent to replace Oracle and other systems. East Renfrewshire Council , East Riding of Yorkshire Council , and Sefton Council all use iTrent for HR and payroll functions.

Schools

Schools that use council HR services also use iTrent. iTrent can integrate with school management systems like Arbor , enabling HR data, including employee details, contracts, salaries, and absences, to flow from iTrent to Arbor.

NHS Trusts

Many NHS trusts also use iTrent for their workforce management. For example, the NHS Business Services Authority and University Hospitals Birmingham NHS Foundation Trust are among the NHS organisations that have adopted iTrent.

Large Enterprises

iTrent is perfect for mid to large-sized companies with complex HR and payroll operations.

How to Log In to iTrent

The login process for iTrent varies depending on your organisation. Here is what you need to know.

Employee Self-Service (ESS) Login

Most employees access iTrent through Employee Self-Service (ESS). To log in:

1. Go to your organisation’s iTrent login page
2. Enter your username (often your employee number or work email address)
3. Enter your password
4. Complete any additional authentication steps required by your organisation

Single Sign-On (SSO)

Many organisations use Single Sign-On (SSO) for iTrent access. You log in using your work Microsoft credentials (same as your work device). For example, at East Renfrewshire Council, the username format is SurnameInitial@eastrenfrewshire.gov.uk and the password is your work device password.

Memorable Password

For extra security, many organisations now require a memorable password in addition to your main password. When logging in, you will need to enter:

• Your username
• Your password
• Characters from your memorable password

Both passwords are case-sensitive.

Multi-Factor Authentication (MFA)

Multi-Factor Authentication is becoming standard for iTrent access. You will need the Microsoft Authenticator app installed on your device. Each time you log in, you will need to enter a verification code from the app.

First-Time Login Setup

If you are logging in for the first time:

1. You will receive a welcome email with your login details
2. You may be prompted to set up a memorable password
3. You may need to set up Multi-Factor Authentication
4. Follow the on-screen instructions to complete your setup

Accessing iTrent Remotely

Some organisations require you to be connected to their network or VPN to access iTrent. At UEL, you must be connected to the UEL Wi-Fi on campus or the UEL VPN if working remotely.

What Information Is Stored in iTrent?

As an HR and Payroll system, iTrent stores a range of personal and business data about employees. This includes:

• Your name, address, and contact details
• Your position details
• Your bank details and pay related information
• Next of kin and emergency contact details
• Details of your qualifications, skills, experience, and training
• Information about your remuneration and benefit entitlements
• Details of periods of leave taken
• Whether you have a disability for which reasonable adjustments need to be made
• Assessments of your performance, including appraisals
• Information about your eligibility to work in the UK

For more information on how your data is handled, you can review the MHR Privacy Policy .

Benefits of iTrent

For Employees

• Easier access to payslips: Access your payslip from your work or personal device
• Self-service: Update your personal information without needing to go through HR
• 24/7 access: View and book leave anytime, anywhere
• Mobile access: Manage HR tasks on the go with the iTrent Mobile app

For Managers

• Better tools to support teams: Authorise requests, record absence, and run reports
• Visibility: View colleague records and dashboards for your team
• Efficiency: Complete HR and payroll tasks digitally, without paper forms

For Organisations

• One system: Everything in one place, reducing admin overhead
• Compliance: iTrent is updated every quarter to ensure payroll compliance
• Security: Enhanced data security features protect against cyber-attacks
• Insights: People analytics turn data into powerful insights
• Cost savings: Delivers strong ROI through automated processes

Common Issues and Troubleshooting

Forgotten Password

If you forget your password:

1. Click the “Forgotten Password” link on the login page
2. You will receive an email with a temporary reset link
3. Enter your authenticator code, then set a new password

Locked Account

Your account locks after 6 incorrect login attempts. To unlock it:

• Use the Forgotten Password link to reset it yourself
• Or contact your HR Systems team to unlock your account

Multi-Factor Authentication Issues

If your authenticator code is not working:

1. Go to your phone’s Date & Time settings
2. Ensure ‘Set Automatically’ is switched ON

If you have lost access to your authenticator app, you will need to contact your IT Service Desk to reset your MFA.

Cannot See Your Team on Manager Self-Service

If you cannot see your list of employees on Line Manager access, the reporting lines may not be correct on the system. Contact your departmental administrator to ensure these are updated.

Multiple Roles

If you have more than one role or access level, you may need to select the appropriate access role when logging in. If both roles require MFA, you will need two iTrent accounts in Microsoft Authenticator.

Frequently Asked Questions

What is iTrent?

iTrent is a cloud-based HR and payroll system developed by MHR, used by over 1,400 UK organisations. It is a market leader in the UK & Ireland.

Who uses iTrent?

iTrent is used by universities, local councils, schools, government agencies, and large enterprises across the UK. It pays 10% of the UK workforce monthly.

How do I log in to iTrent?

Go to your organisation’s iTrent login page, enter your username and password, and complete any additional authentication required (memorable password or MFA).

What is Employee Self-Service (ESS)?

ESS is the employee portal within iTrent where you can view and book leave, access payslips, update personal details, and more.

What is Manager Self-Service (MSS)?

MSS is the manager portal within iTrent where managers can authorise requests, record absence, run reports, and manage their team.

Is there an iTrent mobile app?

Yes. iTrent Mobile is available for iPhone and Android and brings core ESS features to your phone.

What information does iTrent store about me?

iTrent stores your name, address, contact details, position, bank details, pay information, leave records, performance assessments, and more.

Is iTrent secure?

Yes. iTrent includes enhanced security features such as multi-factor authentication and user-behaviour analytics. Data centres are ISO27001, ISO9001 and SOC 2 certified.

What should I do if I forget my iTrent password?

Use the Forgotten Password link on the login page to reset it, or contact your HR Systems team.

Can I access iTrent from home?

This depends on your organisation. Some require VPN access, while others allow access from any device with internet.

Conclusion

iTrent has become the backbone of HR and payroll management for hundreds of UK organisations. From universities and councils to large enterprises, iTrent provides a single, integrated platform that streamlines everything from payroll to performance management.

For employees, iTrent offers the convenience of self-service: view payslips, book leave, and update personal details anytime, anywhere. For managers, it provides powerful tools to support and manage teams. And for organisations, it delivers efficiency, compliance, and valuable workforce insights.

Understanding how to use iTrent is essential for anyone working in a UK organisation that has adopted the system. Whether you are logging in for the first time or troubleshooting a common issue, this guide has covered everything you need to know.

For more information about iTrent and MHR, visit the MHR website or view the iTrent product page .

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