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Employee Self-Service (ESS)

The ESS portal gives employees direct access to their payslips, schedule, leave, documents, and official forms — from any device, with a quick passwordless sign-in.

What is ESS?

The Employee Self-Service portal is a lightweight, mobile-friendly app separate from the main Soundial portal. It's for employees who only need their own information — payslips, year-to-date totals, schedule, leave, documents, and (if enabled) clocking and an AI payroll assistant.

There's no password to remember. You sign in with your employee number and a one-time code sent to the email or phone number your employer has on file.

Your company administrator chooses which sections are available (payslips, schedule, AI assistant, clocking, etc.), so your ESS may show fewer options than described here.

Signing in to ESS

Finding your company's ESS link

Your HR administrator will share your company's ESS link. It ends in your company's name, for example:

soundial.net/ess/your-company

How sign-in works

1

Open your company's ESS link

Works on any browser — phone or desktop.
2

Enter your employee number

This is the staff ID your employer assigned you (for example EMP0007). It's on your payslip.
3

Choose where to get your code

Soundial shows the contact methods on file — Email, SMS, or WhatsApp — with the address/number partly hidden for privacy. Pick one.
4

Enter the one-time code

A short code is sent to that channel. Type it in to sign in. The code expires after a few minutes.
ESS Portal – Sign in

Employee Self-Service

Sign in with your employee number

EMP0007
Send my code to:
Email · j••••@company.com
SMS · 876•••••67
WhatsApp · 876•••••67
Send code

Signing in with a password

Your employer can also enable password sign-in. If HR has set you up with a shared temporary password, sign in with your TRN and that password — you'll be asked to choose your own password before you can continue. You can set or change your password (and pick a second-factor code) anytime under Security in ESS. The one-time-code option always stays available as a fallback, so you can never be locked out.

If sign-in fails, ask your HR administrator to confirm your employee number and that your email or phone number is on file. If no contact method is registered, Soundial can't send a code. You can't change these yourself.

Your dashboard

After signing in you land on your dashboard — a snapshot of your last net & gross pay, year-to-date net, shifts this week, a YTD tax breakdown, recent payslips, and quick links to documents, official forms, and (if enabled) the AI assistant.

Payslips

All your distributed payslips are available to view and download.

1

Open Payslips

From the dashboard, tap Payslips (or "View all" on the Recent Payslips card).
2

Open a payslip

The list is newest-first. Tap any pay run to see the full breakdown.
3

Download or print

Open the print view to save a PDF copy to your device.
Keep PDF payslips for visa, loan, and tax applications — they're accepted as official proof of income.

Year-to-Date totals

Your YTD summary shows cumulative earnings and statutory deductions from the start of the current tax year to today: Gross Pay, PAYE, NIS, NHT, Education Tax, and Net Pay.

YTD figures come from approved/paid payroll runs only. A pay period your administrator hasn't approved yet won't be included.

Schedule

If shift scheduling is enabled for your company, the Schedule section shows your upcoming shifts — dates, times, and how many you have this week. Your dashboard also highlights the next few shifts.

No shifts showing? Either none are assigned yet, or scheduling isn't enabled for your company. Check with your manager.

Leave requests

Submit and track leave directly from ESS — no main-portal login needed.

1

Open Leave

2

Choose a leave type

Pick from the types your company has configured (Annual, Sick, etc.).
3

Pick your dates and add a reason (optional)

4

Submit

Your request goes to your manager for approval.

Track every request — Pending, Approved, or Declined — from the same screen.

Documents

Generate and download official HR documents yourself, built from your current employment data:

📄Employment Letter
📄Salary Letter
📄Tax Summary
📄Annual Summary
📄NIS Statement
📄NHT Statement
📄P60 Certificate
📄P45 (on leaving)
Some documents depend on timing — a P45 is available after your final pay period is processed, and a P60 after the tax year closes.
ESS documents are system-generated and unsigned. For anything needing a wet signature (e.g. for an embassy), contact your HR administrator.

Official forms

Beyond instant documents, you can request official forms (such as a P45, P20, and others) from the Forms section. Unlike documents, these go to HR to prepare.

1

Open Forms

From the dashboard, tap the Official Forms card.
2

Request the form you need

3

Track its status

Your dashboard shows how many requests are in progress; the Forms screen shows each one's status until HR completes it.

Requesting IT assets & equipment

If your company uses IT Management or Fleet, you can request what you need and return what you're finished with — straight from ESS.

1

Open IT Requests or Equipment

Tap IT Requests (for laptops, phones, accessories) or Equipment(for tools and gear). You'll only see the ones your company has enabled.
2

Submit a request

Describe what you need, set a priority, and add a reason. Your request goes to the IT or fleet team to review.
3

Return an item

For equipment you're holding, tap Return — it flags the item for the team to confirm receipt. For IT, choose the Return request type.
Requests and returns go to your IT or fleet team for review — you'll see each one's status (Pending, Approved, Rejected, Fulfilled) on the same screen, and you can cancel a request while it's still pending.

Clocking from ESS

If your administrator has enabled mobile clocking, you can clock in and out from ESS on your phone.

1

Open Clock In / Out

If you don't see it, clocking from ESS isn't enabled for your company.
2

Allow location if prompted

When GPS verification is required, your browser asks permission to access your location.
3

Tap Clock In (or Clock Out)

Your time is recorded and a confirmation appears. It syncs to the main portal in real time, so your manager sees it immediately.
Add ESS to your phone's home screen for one-tap access. iPhone: Share → Add to Home Screen. Android: menu → Add to Home Screen.

AI Payroll Assistant

When enabled, the Ask your Payroll Assistant feature lets you ask plain-language questions about your own pay — for example "why was my net pay lower this month?" or "how much PAYE have I paid this year?" — and get an instant answer based on your records.

The assistant only appears if your company has both AI features and the ESS AI module switched on. It only ever sees your own data.