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Employee Self-Service – User Guide

This guide is for all GEMS employees who use the Employee Self-Service (ESS) portal to manage their HR information, complete assigned tasks, and stay on top of important notifications.

ESS is accessible from any web browser — there is no separate app to install. You sign in using your existing GEMS Microsoft 365 account (the same login you use for email).

Use the sidebar to navigate by topic, or use the search bar to find what you need.

What's in this guide​

  • Navigating ESS — signing in and finding your way around
  • Your profile — managing personal details, identification documents, payment information, skills, and certifications
  • Questionnaires — completing surveys and forms assigned by HR
  • Approvals and tasks — reviewing items that need your attention and setting up delegations
  • Onboarding — completing your onboarding checklist
  • HR Requests — submitting requests and tracking their status
  • Probation — completing probation reviews (managers) and submitting your feedback (employees)
  • Benefits — viewing your benefits statement
  • Learning — viewing the GEMSU courses assigned to you and tracking your progress
  • Leave — requesting time off, attaching medical certificates, cancelling leave, and how calendar changes affect your bookings
  • Performance — goal setting, mid year and end of year reviews, giving feedback to your team, and viewing your calibrated rating
  • Time and Attendance — checking your own attendance calendar, seeing your team's attendance and shortages, and approving your team's overtime
  • Troubleshooting — common problems and how to resolve them
  • Glossary — the terms used across ESS