Using HRMS Employee Self Service

Follow these guidelines to log in, view, and maintain your information.

Maintaining your logon

  1. On the Logon page, click First-Time User Register Here.

  2. On the Create New Logon page:

    1. Enter the requested information.
    2. If included by your administrator, select a Security Question, and then type the Security Answer.
    3. Click Save.

  3. On the second Create New Logon page:

    1. Enter the Username that you want to use.
    2. Enter the password that you want to use.
    3. Enter your password again to confirm it.
    4. Click Save.
  1. On the Logon page, click Username and Password Help.
  2. Enter the requested information, which may include the answer to the security question.
  3. Click Save.
  4. If you are a member of multiple companies, select the company for this request for Company, and then click Save.
  5. Type the new password for Password and for Confirm Password.
  6. Click Save.
  1. Log on with your current logon credentials.
  2. Click the Employee profile icon in the right corner of the title bar, and select the Change Logon link.
  3. On the Change Logon page, change your username, password, and/or security question and answer.

  4. Click Save.

    The next time you want to access HRMS Employee Self Service, you must use these new logon credentials.

Logon Authentication Methods

HRMS Employee Self Service supports multiple authentication methods, which may change how you log in. If your system administrator updates the authentication method, you may be required to follow new steps to access the ESS.

  1. Log on with your current logon credentials.
  2. On the Additional Security Verification page, enter your Security Answer.
  3. Click Save.
  4. If you entered an invalid answer, the page will refresh and display a message indicating that your logon information could not verified.
  5. Click the Back To Logon link and contact your Human Resources Department for assistance.
  6. Once your Security Answer is verified, you will be logged into ESS.
  1. Log on with your current logon credentials.
  2. On the Additional Security Verification page, select your email address if you have more than one.
  3. Click Send Code.
  4. The system will send you a verification code to the email address associated with your account.
  5. The Additional Security Verification page will refresh and display a textbox .
  6. Check your email client for the Security Verification Code email and enter the code in the textbox.
  7. Click Submit.
  8. If your code could not be verified, an error message is displayed at the top of the page
  9. Enter your code again or click Resend Code to request a new one.
  10. Once your code is verified, you will be logged into ESS.

All ESS Users (Employees)

Prerequisites: ESS account

  1. Download and install an Authenticator app on their cell phones.
  2. Go to the Apple App store or the Google Play store.
  3. Search for and install one of the available Authenticator apps .

Tip: If your employee already has an existing Authenticator app on their cell phone, they can use it and register their Sage ESS account with it.

Existing ESS Users (Employees)

Prerequisites: ESS account and TOTP Authenticator app installed on phone

  1. Login to Sage ESS by entering your Username and Password.
  2. Click Sign In.
  3. The Additional Security Verification page opens. Follow the directions on the screen to continue.
  • Scan the QR code displayed on the Additional Security Verification page to register your authenticator app ( if not already registered ).
  • Enter the Code generated by your app.
  • Click Submit to log in.

New ESS Users (Employees)

  1. On the Sage ESS Logon page, click the First-Time User Register Here link.
  2. On the Create New Logon page:
  • Enter the requested information.
  • Select a Security Question, and then type the Security Answer.
  1. Click Next.
  2. On the second Create New Logon page:
  • Enter the Username that you want to use.
  • Enter the Password that you want to use.
  • Enter your Password again to confirm it.
  1. Click Save.
  2. The Additional Security Verification page opens. Follow the directions on the screen to continue.
  • A TOTP Authenticator app is required to continue.
  • Install an authenticator app on your mobile device, or use an existing app.
  • Scan the QR code displayed on the Additional Security Verification page to register your authenticator ( if not already registered ).
  • Enter the Code generated by your app.
  • Click Submit to log in.

Forgot Password ESS Users (Employees)

  1. On the Sage ESS Logon page, click the Username and Password Help link.
  2. On the Change or Reset Password page, enter the requested information.
  3. Click Next.
  4. On the Forgot Your Password page, enter your Security Answer.
  5. Click Save.
  6. On the Change or Reset Password page, enter your new password.
  7. Enter your new Password again to confirm it.
  8. Click Save.
  9. The Additional Security Verification page opens. Follow the directions on the screen to continue.

Tip: If your employee already has an existing Authenticator app on their cell phone, they can use it to register their Sage ESS account with it.

Authenticator Help (Existing Employees)

Prerequisites: ESS account and TOTP Authenticator app installed on phone

  1. On the Sage ESS Logon page, click the Authenticator Help link.
  2. Enter your First Name and Last Name on the Authenticator Help page to verify your Logon.
  3. Click Next.
  4. Enter your Security Answer.
  5. Click Save.
  6. Enter your Username and Password on the Additional Security Verification page.
  7. Click Submit
  8. The Additional Security Verification page opens. Follow the directions on the screen to continue.
  • A TOTP Authenticator app is required to continue.
  • Install an authenticator app on your mobile device, or use an existing app.
  • Scan the QR code displayed on the Additional Security Verification page to register your authenticator ( if not already registered ).
  • Enter the Code generated by your app.
  • Click Submit to log in.

Change Logon (internal page)

The Change Logon page provides a way for an employee to register an authenticator app when they have lost their phone or got a new one or might have accidentally deleted their authenticator app.

  1. Log on to HRMS Employee Self Service with your current logon credentials.
  2. Click the profile icon in the right corner of the title bar, and then select Change Logon to open the Change Logon page.
  3. Scan the QR Code to register your TOTP Authenticator app.
  4. Click Save.

The next time you want to access HRMS Employee Self Service, you must use your Authenticator app.

Note: An Authenticator app will be required to access HRMS Employee Self Service any time TOTP Authentication is enabled. The Master user; however, is not impacted by any of the Additional Authentication options.

Remember This Device

When Employee Self Service is configured to allow trusted devices, the system allows users to mark a device as trusted during the authentication process. Select the Remember This Device check-box on the Additional Security Verification page to skip the Additional Authentication step the next time you login on this device.

  1. On the ESS Logon page, enter your Username and Password.
  2. Click Sign In.
  3. On the Additional Security Verification page, enter your code or security answer
  4. Select the Remember This Device check-box
  5. Click Save.

Note: When you select the Remember This Device check-box, and successfully complete the additional authentication requirement, a secure cookie is saved on that device. Your ESS account is also updated with this information. This action allows you to skip the Additional Security Verification step; however, you will still be required to enter your Username and Password each time you login on the same device until the cookie is expired or is cleared. Each device and browser must be configured separately.

Getting help

There are several ways to get information for a page:

  • Instructions: Click (the Instructions icon) to display brief instructions for that page in a pane on the right side. (These instructions can be customized by your administrator.) Click (the Help icon) in the pane to go to the detail instructions in this online help system. Click the X in the upper-right corner to close the Instructions pane.
  • Links: Some pages also include the Related Links area in the Instructions pane on the right side of the page. These are links to other pages that are related to the one you are working with.
  • Help: Click (the Help icon) in the right corner of the title bar, and then select Help to open this online help system with information about that page and instructions about using HRMS Employee Self Service.

Working with menus

Depending on your roles, you may have access to the Employee, Manager, Reports, and/or Administrator menus. Select which menu you want to view from the drop-down list in the title bar. Initially, the Employee menu is in view.

The menu items are shown in a pane on the left side of the page. Click the menu item and then (in most cases) also click the submenu item to open the corresponding page.

  • To hide the menu items except their icons. click < Minimize at the bottom of the menu pane.
  • To view the text of the menu items along with their icons, click > at the bottom of the menu pane.

Working with pages

If you have permission to add a new item to a table:

  1. Click New.
  2. On the detail page, fill in the information for the new item. Make sure you enter information in all required fields.

  3. Click Save.

If you have permission to edit the information on a page:

  1. Make your changes to the information.

  2. Click Save.

If you have permission to edit an item in a table:

  1. In the table, find the item you want to change and click (the Edit icon) at the end of the row.
  2. On the detail page, make your changes to the information.
  3. Click Save.

If you have permission to delete an item from a table:

  1. In the table, find the item you want to delete and click (the Delete icon) at the end of the row.

  2. A confirmation message displays. If you are sure you want to delete the item, click OK.

    Otherwise, click Cancel to return to the page without deleting the item.