ESS Portal Access
Employee Self-Service (ESS) Portal is a web portal where employees can login and access information like attendance, salary slip, and submit leave requests.
What is ESS Portal?
ESS Portal is a web-based portal that allows your employees to access employee self-service options on a web browser ( https://ess.runtime.one.) using a desktop or a laptop. This is in addition to the Runtime Workman mobile app, which is available for free to all users of Runtime HRMS.
ESS Portal provides all features available on Runtime Workman (mobile app) like viewing attendance, applying for leaves, approving requests, downloading pay slip and more.
You can also configure ESS Portal on your company's own domain for e.g. https://ess.acme.com or https://employees.mybusiness.com. Know more about Custom Domain Addon.
Creating Accounts
To give access to employees on ESS Portal, the HR Admin or HR Manager needs to create ESS Portal login accounts for employees. Login accounts can be created for a single employee at a time or for multiple employees at once. We've explained both the options below.
Creating Single Account
To create account for a single user, open the employee record and go to Options Tab. Scroll down to find ESS Portal Access as shown below:
Initially, you will see ESS Portal Details not found for this employee.
Click Create User button to create user account (Make sure official e-mail address is updated in employee's profile).
Click Yes to confirm your action.
User account creation may fail due to following reasons:
Official E-Mail address is not updated on employee profile
E-Mail updated is already used in some other employee record
Account is already created (refresh the page to view updated status)
Once user account is created successfully, you will see following details in the same section:
Explanation of options:
Account Active: Activates user account (default Yes). If you turn this off, the user will not be able to login on Runtime Connect Employee Self-Service Portal.
Make Admin: Admin rights allow a user to delete other users’ posts and comments. Enable this only for a few of your employees who are responsible for content moderation.
Allow Posting: A user with posting rights can add new posts. You can enable this option for those employees who are in-charge of official communications like HR Managers and Department Heads.
Allow Commenting: This option allows users to add comments on all posts. These comments can be deleted by the user himself/herself or by the user who has Admin rights.
| Permission | Login | Post | Comment | Like | Delete Own Comment | Delete Any Comment | Delete Own Post | Delete Any Post |
|---|---|---|---|---|---|---|---|---|
Account Active | Yes | – | – | Yes | – | – | – | – |
Make Admin | – | – | – | Yes | – | Yes | – | Yes |
Allow Posting | – | Yes | – | Yes | – | – | Yes | – |
Allow Commenting | – | – | Yes | Yes | Yes | – | – | – |
Creating Multiple Accounts
When you are using the ESS Portal for the first time, it is better to create accounts for all/selected employees with one click instead of creating one-by-one. To do so, go to Setup > Employee Self Service and locate User Management option as shown below.
If you need to create accounts for a selected location, cost center or department, select the same from the dropdown options. To create for all, leave ‘All’ selected in the relevant options.
Click Send ESS Portal Login button.
Click Yes to confirm your action.
Once the process is complete, you will see a "Click here to see results" message. Click on this message to see details of accounts created.
Some of the records will show ‘error’ and some will show ‘success’, depending on the results of operation. You can also see description of error in case result is ‘error’. For accounts successfully created, you can see Username and Password generated by the system.
Sending login details to employees
Whether you create account for a single employee or multiple employees, the system will send an automated e-mail to employee’s official email address. This mail contains link to reset password and login. Here’s how the mail would look like:
Using the reset link, employees can reset their password and login to Runtime ESS Portal.
The above email notification may end up in employee's Spam/Junk folder. Please ask employees to add notifications@mail.runtimehrms.com to their safe senders list. This will make sure they receive all notifications in their Inbox going forward.
Activate or Deactivate account
To deactivate a user account, open the employee record and go to Options. Under the ESS Portal section, click on Active toggle switch to activate or deactivate account.
Deactivating Runtime Connect account does not deactivate employee record in Runtime HRMS. It only disables employee login at ESS portal. Deactivating does not impact Runtime Workman and employee can continue to use the mobile app.
Reset Password
ESS login password can be reset by the employees using the Forgot Password link on login page. However, if the employee is unable to use this service due to some reason, HR Manager can also reset the login password manually.
To reset employee password for ESS Portal, open the employee record and go to Options. Under ESS Portal section, click Change Password. Enter new password and share with the employee.
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