Introduction
This article is intended to assist users who haven't already got a user account with the EASY system.
If you manage staff, a user account may already have been created for you and we will explain how you will know that is the case, and how you can recover your login details.
To self register with the EASY system and create your user account, just follow the guidance below.
Your EASY Login Page
The first thing first thing you will need to do is find out how to get to the EASY Login page for your Organisation/Employer. Your manager, or HR department, should be able to advise you of the web address (URL) that you will need to reach the Login page. There may also be a link on your Organisation's Intranet page, or a shortcut may have been added to your desktop.
Please note: Most NHS organisations will have their own web address for the EASY system.
Registering with EASY
1. On the Login page, you should click on the New to EASY? Register here link that is at the bottom-right of the Login panel.
2. This will take you a page where you are asked to provide you Email Address or Employee Number. The Employee Number requested is your ESR employee number, it is the first 8 characters of your assignment number.
Enter your email address or employee number, and then click on the button.
Where you already have a user account, you will see the following message. You should click on the recover your login link within the message which will take you to the Password Reset page.
3. On the next page you are now being asked to enter a Token.
An email will have been sent to your email address (this normally the work email address held in ESR. The email contains the token (this is just a temporary password) that you need.
Please note that the token is only valid for 3 calendar days
You can use one of the following two methods to notify the system of the token.
- Copy and paste the token into field on the Token Entry page and click on the button
- Click on the link in the email
You will open a page where you are now asked to click the button if you wish to continue to create your user account.
4. On the next page that appears, you are asked to choose a password and enter it in the fields provided. At the top left of the page, there will be a series of bullet points that sets out the conditions that your chosen password must meet.
Having decided on your chosen password, you should enter it in the New Password and New Password Confirmation fields, and then click on the button.
5. It is very likely that your Organisation/Employer will require you to provide an additional method of authentication (verification) when you log into the EASY, or for other actions within the system. This additional authentication method is called Second Factor Authentication (2FA), or Multi-Factor Authentication (MFA).
Below are the types of authentication methods that your Organisation/Employer may be require you to set up with the EASY system. Click on the link below for more information on how to set these up.
Your Organisation/Employer may also use email or SMS (mobile phone text message) to send the authentication code that you may need to log into the EASY, or for other actions within the system. The EASY system will use the office email address or mobile phone number that has been received from ESR to send the authentication code.
6. After you have set up the MFA method(s), or if that is not required, you will be taken to a page that displays the Giltbyte Privacy Notice. As the data processing company that maintains and operates the EASY system on behalf of your Organisation/Employer, Giltbyte is obliged to show you our Privacy Notice and have you confirm you have read the notice before you are allowed access to the EASY system.
You should read the privacy notice and confirm that you have read it by adding a tick in the box at the bottom of the page, and then click on the button at the top of the page.
You will only see the Privacy Notice when you are registering with EASY, or when the Privacy Notice changes.
7. On confirming you have read the Privacy Notice, that will take you to the Home page where you will see the Welcome to EASY message.
The Welcome to EASY message includes your username, and you should make a note of your username as you will need this to log into the EASY system.
After you click on the OK button you can then use the the system to enter your claims, and your vehicle details if you are an Expenses user, and approve claims and other information as a manager.