General
Training and Guides
Useful Guides and Training The Roster Team Intranet Page has lots of handy guides and training available for all staff. Please use this link to access our page to view all the training and support we offer: Roster team You can access our training for ...
Payslip Breakdown
ESNEFT Pay Services have developed a new tool to enable you to access a full breakdown of your payslip so that you can see all of the different shifts you have been paid for. Currently the ESR payslip groups payments together so it is not always ...
Loop Form Jan 2026
Thank you for raising a ticket with your Loop issue. Please follow this guide which may assist you with accessing the App Rostering Template Book (Colour) - Loop User Guide Version 1 If you are still having issues, to ascertain more information ...
Process for carry over to 26/27
Step 1: · The employee will make contact with you as the manager, requesting to carry over up to a week’s worth of contracted hours into the 2026/27 annual leave year, being very clear of their reason(s) for doing so. · Please note we are expecting ...
HR Comms for Carry of Annual Leave to 26/26 Leave Year
Guidance for annual leave and carrying over into the new financial year Thank you to everyone for all your hard work this year, especially with the introduction of EpicEPR at ESNEFT. We hope you have managed to take some time off since go-live or you ...
How to clear your cache
Clearing Cache on Health Roster If you notice the system acting strangely or certain options aren’t appearing, clearing your cache is usually the best first step. If that doesn’t fix the issue, please raise a ticket with the Roster Team and we’ll ...
Bank Holiday Dates 2026 - 2027
For the leave year 26-27 there are 10 Bank Holidays 2026 (7 BHs) 3 April Good Friday 6 April Easter Monday 4 May Early May BH 25 May Spring BH 31 August Summer BH 25 Dec Christmas Day 28 Dec Boxing Day (Substitute day) 2027 (3 BHs) 1 Jan New Years ...
New Starter – Information for managers
Dear All new starters automatically receive log in’s for ESR LOOP and Selenity if they have an active Trust email. They are sent all the guides they need for their Information as a new employee. Please ensure the new member of staff has an active ...
New Starter - No Active Trust Email
New Starter - No active trust email Dear We are unable to send New Starter log in details for ESR LOOP or Selenity to you at this time . You do not have an active Trust email address, please contact your manager to confirm that they have requested ...
New Starter Login Information
Dear You will shortly receive automated emails providing login details for ESR, LOOP and Selenity - these have been sent to your Trust email address. It can take up to 10-15 minutes for the emails to appear (please check your junk inbox). ESR (to ...
26/27 Annual Leave Entitlements
Bank Holiday Entitlement Deductions for Sickness
The Bank Holiday entitlement removal is not linked to working patterns. Irrespective of what the person was down to work, day off/shift etc this is not taken into account. Bank Holidays are accrued as they happen and if the person is 'sick' on the ...
Epic Ambassadors during Go Live
Epic - how to record additional shifts worked for transition period
Temporary Password Resets
For your information you must log in before midnight on the same day, or your account will automatically suspend again
Changes to Roster URL
On Wednesday 16/07/25 at 08:30pm the host for the roster and related systems will change, necessitating a new web address for the systems. The Supplier RLDartix are making this change to improve system stability. Healthroster- ...
Epic readiness for managers roster for the period of 22nd September to the 19th October
Epic Readiness - Roster view for training compliance on 'go live' date This notification is being sent to anyone with Take Charge or higher permissions within HealthRoster The roster for the period of 22nd September to the 19th October will be put in ...
Requests for roster period 22 Sept - 19 Oct
Annual Leave Arrangements for 2025/26 Frequently Asked Questions
Updated 08.01.25 Am I able to carry over annual leave into 2025/26? The Trust is applying the ‘carry over’ policy in full this year in order to support the delivery of our Epic EPR programme across the Trust. This means that staff may only carry over ...
Roster Amendments
Please note that the roster finalisation date that managers are reminded of every month is an ABSOLUTE deadline to ensure that entries are submitted to payroll and ensure that all 13000 plus trust AfC Staff and Medics receive their correct pay . ...
Late Carry Over Requests
The deadline for annual leave carry over requests via the e-form process has now expired (manager submission 14 Feb 2025 / Divisional Management Team approved submission 28 Feb 2025) . To make a carry over request now please link with your Human ...
Annual Leave Arrangements for 2025/26 Frequently Asked Questions (updated with process 14 Jan 2025)
Annual Leave Arrangements for 2025/26 Frequently Asked Questions 16 December 2024 - updated 14 January 2025 Am I able to carry over annual leave into 2025/26? The Trust is applying the ‘carry over’ policy in full this year in order to support the ...
Bank Holidays 25/26
Date Day of the week Bank holiday 18 April Friday Good Friday 21 April Monday Easter Monday 5 May Monday Early May bank holiday 26 May Monday Spring bank holiday 25 August Monday Summer bank holiday 25 December Thursday Christmas Day 26 December ...
Recording KIT days
DO NOT BREAK THE MATERNITY ENTRY Record KIT days on the roster using the reason 'KIT day' under the unavailability 'working day'. The Maternity leave should not be ended as the KIT day is added seperately over the top of the maternity leave. To ...
Adding Maternity Leave to the roster
Maternity leave should be added to the roster by the manager. There is no link between the forms submitted to payroll in respect of maternity leave and the roster.
Requests for adjustments to entries in an open or future roster
Please speak to your manager to make any adjustments to roster entries in the current month or for future entries. The roster team do not adjust any entries in live or future rosters
Requests for increase in shifts on template
Please confirm template update details and copy in your Management Accountant to confirm that the increase in template has been approved
Unlocking sickness to record a Return to Work
You no longer need to unlock a sickness episode to add a Return to Work date.
If you cannot access Loop
Please raise a ticket and provide details of the issue you are experiencing and provide screenshots if possible. We cannot respond to comments left on this article
Retrospective amendments to locked rosters
Once a roster has been locked and submitted for payroll any amendments need to be made by the roster team. Please detail the amendments required and the roster team will make them for you, amend ESR if necessary and action any pay related adjustments
How do I change the Team for my staff
25/26 Annual Leave and Bank Holiday Entitlements
25/26 entitlement will be loaded at the end of March 25. The current entitlement showing is a copy of 24/25 and will not reflect any change in length of service and will not show the correct number of Bank Holidays.
Annual Leave calculations
•All staff must use the Employee App, Loop, to manage and book their annual leave and bank holidays. Paper records should not be kept. •Annual leave entitlement is set within ESR and is based on reckonable service which comprises of Trust service ...
Staff should not approve their own annual leave
The latest system upgrade put in a national safeguard restricting staff from approving their own leave, even the roster team as system admin cannot override it. For Counter Fraud and audit purposes staff should not approve their own leave, it should ...
How do I record a Phased or Therapeutic Return on HealthRoster
I think my Bank Holiday entitlement is wrong
Bank Holiday Entitlements We often receive queries about Bank Holiday entitlements. Before raising a ticket the following should be considered as these are the most common reasons for the entitlement not being as staff think they should be · The ...
HealthRoster Permission Request Form - Effective October 2025
Hi As approved by the Director of Finance, management level permissions within the roster are now set within Banding boundaries for different authority levels. Requests for access/changes in access for staff must be made by the Line Manager using the ...
Finalising a Roster for Payroll - managers responsibilities, and how this is reported in the Accountability Framework
The Roster is a legal document Before finalising a roster the following checks should be carried out to ensure the information is correct and that staff will not be under or overpaid. The link to the full document Finalisation Checklist provides more ...
Roster Approval and Finalisation, what does it mean and when do I need to do it
What is the difference between Roster Approval and Roster Finalisation? Before the roster is worked Roster Approval – this should be done 12 weeks in advance of the roster being worked. This is the confirmation by the Roster Creator (First Approver) ...
I want to check that my Annual Leave Entitlement is correct
Annual Leave entitlements are uploaded from ESR to HealthRoster on a weekly basis. Annual Leave is calculated by the day and based on your ESR record:- It will recognise length of Service (0-5 yrs, 5-10 yrs, 10+ yrs) - additional hours due for ...
Next page