How to set up user accounts in the Services Portal. A guide for Organisation Administrators

Contents

Set up of your own Organisation Administrator account in the Services Portal …………….……2

Set up staff user accounts……………………………………………………………………….……..5

Provide users with access to your organisation's Hantsweb password protected pages……….9

How users will activate their account and sign in to the Services Portal …………………….….15

How to set up additional Organisation Administrators …………………………………………….19

Activation of updated Hantsweb pages to be accessed via the Services Portal ……………….20

Frequently asked questions ……………………………………………………………………….21

A user can't sign in to the Services Portal. What should I do?

My organisation has subscribed to some services which are not shown in the Services Portal.

A user can't sign in to one of the services listed. What should I do?

A user has forgotten their password. What should I do?

How to set up user accounts for staff in the Services Portal 2

Set up of your own Organisation Administrator account in the Services Portal You have been invited to be an Organisation Administrator for the Services Portal so you can manage who can access the Hantsweb password protected pages available to your organisation.

As an Organisation Administrator you will need to set up a user account in the Services Portal for individuals in your organisation who require access to your Hantsweb password protected pages.

1. You will receive an invitation email from noreply@hants.gov.uk with the subject line: ‘Your Hampshire County Council services account is ready to activate’. Activate your account by clicking on the green button.

How to set up user accounts for staff in the Services Portal 3

2. Choose a new password and click ‘Set password’ and you will be directed to the Services

Portal sign in page.

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3. Once the Services Portal sign in page is loaded, bookmark the link for future access: https://www.hants.gov.uk/business/servicesportal/signin

Remember - your User ID is the email address your invite was sent to, and the password is the one you just set up.

You will arrive on your Services Portal account page. The Hantsweb password protected pages your organisation has access to will be displayed here as ‘tiles’. The example screen below shows ‘Schools Intranet’ and ‘Trailblazers’, but your organisation’s services may differ from this. Access to your current Hantsweb password protected pages will be added here over the coming weeks.

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Set up staff user accounts

As an Organisation Administrator you will need to set up a user account in the Services Portal for every member of your organisation who requires access to your Hantsweb password protected pages.

We recommend setting up your own user account first so that you can view the list of services your organisation currently has access to in the Services Portal. Organisation Administrators at a school should consult with the headteacher to agree who should be set up as a user with access to which of your school’s services.

To set up users you will need their first name, surname and email. (Check your organisation’s email policy as to whether email addresses must be work authorised, or whether personal email addresses are permitted.)

1. Sign in to the Services Portal https://www.hants.gov.uk/business/servicesportal/signin

How to set up user accounts for staff in the Services Portal 6

2. You will arrive at this landing page. Click on the ‘Organisation Admin’ tile.

3. Each time you access this area of the portal you will be issued with a one-time passcode

via a SMS text message.

Enter your mobile phone number, click send.

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4. Check your mobile text messages for your 6-digit one-time passcode.

5. Enter the 6-digit code (without any spaces) and continue.

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6. You will see two options. Click on the ‘Register new user’ tile.

7. Enter the new user details. Click ‘Send invite’.

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Provide staff with access to your organisation’s Hantsweb password protected pages

Once you have set up your staff user accounts you will need to set up their access to your organisation’s Hantsweb password protected pages. At a school it is the headteacher’s responsibility to decide who should have access.

1. In your role as Organisation Administrator, sign in to the Services Portal and click on the ‘Organisation Admin’ tile https://www.hants.gov.uk/business/servicesportal/signin

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2. Enter your mobile phone number.

3. Check your mobile text messages for your 6-digit one-time passcode.

How to set up user accounts for staff in the Services Portal 11

4. Enter the 6-digit code (without any spaces) and continue.

5. Click on ‘Manage users’.

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6. Select the relevant user from the list. You will only see users who you have set up, sent invitations to and they have subsequently activated their accounts. If you do not see a person that you have set up please contact them directly as they may need to complete their registration.

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7. Select the tick box next to the web pages and services you wish the user to have access to. Click ‘Save changes’. To remove user access to these web pages, untick the box. Click ‘save changes’.

This is an example screen only. Your list will differ depending on the web pages and services your organisation has access to.

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8. Note, the staff user will receive a generic notification each time you update their access.

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How users will activate their account and sign in to the Services

Portal

1. When a new user is set up, they will receive an email from noreply@hants.gov.uk with the

subject line: ‘Your Hampshire County Council services account is ready to activate’

This will need to be activated within 7 days from date of receipt. If this does not happen, there are two methods of activating.

• If they still have the original invite email they should click on the ‘Activate account’ button and they’ll see instructions for what they should do to get a new activation email sent to them.

• If they do not have the original invite email you, as Organisation Administrator, will need to set them up again so they are sent a new invite email. See section “Set up user accounts”

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2. The new user can complete their registration by setting up a new password.

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3. Once the Services Portal sign in page is loaded, the user should bookmark the link for future access: https://www.hants.gov.uk/business/servicesportal/signin

Remember - the User ID is the email address the invite was sent to, and the password is the one they set up when they completed this registration.

4. The user will arrive at their Services Portal account page where they can access the web pages and services which you, as Organisation Administrator, have provided them with access to.

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5. The user will receive a notification each time their account is updated by the Organisation Administrator.

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How to set up additional Organisation Administrators

1. Your organisation decides how many Organisation Administrators to set up. At a school it is the headteacher’s responsibility to decide who these should be.

2. Follow the instructions for “Provide users with access to your organisation’s Hantsweb password protected pages”

3. Grant the user admin rights by the ticking box ‘Organisation Admin’. 4. Click ‘Save changes’.

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Activation of the updated Hantsweb pages accessed via Services Portal The following websites have been updated and will start to use the Services Portal in March 2019.

• Once new Hantsweb pages are activated users will sign into the Services Portal to access them

• https://www.hants.gov.uk/business/servicesportal/signin

• If they cannot access one of the web pages, check that you have given them access.

• The old Hantsweb pages (links below) will be removed by the end of March 2019

Service Legacy Hantsweb page

Schools IT http://intranet.hants.gov.uk/ictinschools.htm

SIMS Support http://intranet.hants.gov.uk/ictinschools/sims

Trailblazer for Outdoor Learning & Environmental Education

http://www3.hants.gov.uk/trailblazer-login

Manual of Personnel Practice (MoPP) from the HCC Education Personnel Service (EPS)

https://www3.hants.gov.uk/hcc/eps-login

Education Finance Services (EFS)

https://www3.hants.gov.uk/efs-portal-login

Property Intranet http://www3.hants.gov.uk/propertyintranet.htm

Hampshire Inspectorate Advisory Service (HIAS) (excl. Moodles)

https://www3.hants.gov.uk/hias-login or http://www3.hants.gov.uk/education/hias.htm

Hampshire Music Service (HMS) https://www.hants.gov.uk/educationandlearning/hampshiremusic

Governor Services https://www3.hants.gov.uk/governor-login or https://www.hants.gov.uk/educationandlearning/governors

How to set up user accounts for staff in the Services Portal 21

Frequently asked questions

A staff member (i.e. user) cannot sign in to the Services Portal – what should I do? Did they complete the Services Portal account registration set up within 7 days of receiving

their Services Portal invitation email? If not, see page 16 for guidance on activating their

account.

If they did activate their account, as Organisation Administrator sign in and go to ‘Manage

users’ and check their access in the Services Portal.

My organisation has subscribed to some services which are not shown in the Services Portal

If you have a subscription with a Hampshire County Council service, you will already have contact details for the service providers. Please contact the Hampshire County Council service provider directly if you have a subscription and the service does not appear in the Services Portal.

A user can’t sign in to one of the services listed – what should I do? • Ensure they are using their Service Portal account details to sign in rather than their old

login details. • If they are using their Service Portal account, check their access in Services Portal

A user has forgotten their password – what should I do?

• Tell them to follow these instructions:

• Go to the Services Portal sign in page: https://www.hants.gov.uk/business/servicesportal/signin and click on ‘Forgot password?’ link

(this is under the ‘Show password’ box).

• Enter the email address that the account was registered with, then click on ‘Email me the link’

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• There will be a confirmation that an email has been sent to their account (see example below). If they do not receive the password reset email from noreply@hants.gov.uk they should check their spam filter. If they haven’t received this email within 15 minutes they need to contact the Organisation Administrator to check the email address that is registered within the Services Portal.

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The email they receive will look like this:

We’re sending this email because you have requested a password reset for your services portal account.

Press the button to reset your password.

Reset your password›

This password reset link is valid for 7 days. You can get a new password reset

link if you need one

If you haven’t requested a password reset for your Hantsweb account, or have received this email by mistake, please contact accounts@hants.gov.uk and the team will be able to help you.

If the button in this email doesn’t work, here is the full link: https://www.hants.gov.uk/business/servicesportal/account/reset?mode=newpassword&code=4dbed17a-04da-64ba-1c4a-50dbabe6404b

www.hants.gov.uk

This email was sent by Hampshire County Council, The Castle, Winchester SO23 8UJ

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