Profile Management
When you first access the ESS portal, you are presented with a profile summary view showing key information such as your name, position, reporting manager, staff ID, personal number, organisational details, and years of service. From this overview, you can navigate to your full profile by clicking the View Full Profile button.
The full profile is organised into a series of tabs, each handling a specific category of your employee information. A notification bell in the top-right corner provides real-time alerts for work items assigned to you and for records that are approaching their expiry date — such as identification documents or certificates.
Profile Image
Employees can update their profile photo directly from the ESS home screen. Click the profile image icon on the home page to open the image upload window and select the image you wish to use. The image submission is routed through an approval workflow and will remain pending until approved by HR or your line manager.
Uploading a Profile Image
Navigate to your Full Profile.
Click Change profile image.
Select an image from your device and click Open.
You will recieve a notification in the bottom right of your screen saying approved and waiting for approval.
Address
The Address tab allows employees to maintain their residential and other address details, including description, purpose, street, city, and country or region.
One address must always be designated as your Primary Residence. The primary address is pinned to the top of the list for easy access. Note that a primary address cannot be deleted directly — you must first designate another address as primary before the original can be removed.
Address changes are applied immediately and are reflected in the back-end Dynamics 365 system upon saving, without requiring an approval workflow.
Adding or Updating an Address
Navigate to your Full Profile and click the Address tab.
To add a new address, click Add New Address and complete the fields: description, purpose, street, city, and country.
To mark an address as primary, select it and enable the Primary Residence toggle.
To update an address, click the pencil icon and make the required changes.
Click the Submit button to save your changes.
To delete a non-primary address, select it and click Delete, then confirm by clicking Submit.
Note: You cannot delete your primary address. Assign another address as primary first.
Contact Information
The Contact Information tab allows employees to manage their phone numbers, email addresses, and other contact details. Each contact entry can be assigned a type (e.g., business or personal) and a purpose (e.g., home, local). One contact entry can be marked as the primary contact method.
Contact information changes are applied immediately without an approval workflow.
Adding a Contact Record
Navigate to your Full Profile and click the Contact Information tab.
Click Add New Contact, or click the pencil icon to edit.
Select the contact type (e.g., phone, email).
Enter the relevant details, such as the phone number or email address.
Select the purpose (e.g., home, local) and indicate whether this is your primary contact.
Click Submit.
Note: A confirmation prompt may appear before saving. Click Yes to proceed.
Personal Contacts and Dependents
The Personal Contacts section allows employees to maintain details of related individuals, including family members, emergency contacts, dependents, and beneficiaries. Each contact record includes a relationship type and flags to indicate whether the person is an emergency contact, a dependent, or a beneficiary.
This section is organised into dedicated sub-tabs for each category of information.
Basic Details Sub-Tab
The Basic Details sub-tab captures core information such as the contact's name and relationship type. You can flag the individual as an emergency contact and select them as a primary contact using the available toggles.
Navigation buttons at the bottom of the sub-tab allow you to:
- Save – saves and remains on the current sub-tab.
- Next – saves and moves to the next sub-tab.
- Skip – moves to the next sub-tab without saving changes.
Navigate to your Full Profile and click the Personal contacts tab.
Click Add New Personal Contact.
Enter the relevant details.
If required, mark the contact as an Emergency contact or Beneficiary.
If marked as a benficiary, enter the date range and choose if the contact is the primary beneficiary.
Click Next.
Work your way down the dependent tabs filling out the required informaiton.
Click Save once complete.
Dependent Details Sub-Tab
This sub-tab records additional attributes for dependents, including gender, date of birth, and specific conditions such as student status, disability, or order eligibility. Fields such as Full-Time Student are particularly important for processes like tuition fee or transport concession eligibility.
Dependent Address Sub-Tab
This sub-tab captures address information specific to the dependent, including purpose and primary address designation.
Dependent Contact Information Sub-Tab
Communication details for the dependent — such as phone numbers and email addresses — can be stored here, with the option to define purpose and mark a primary contact method.
Dependent Identification Sub-Tab
Identification documents for the dependent are recorded here, including document type, number, issuing authority, and validity dates.
Identification
The Identification section allows employees to record and maintain their official identification documents, including passports, Emirates IDs, labour cards, and visas. Each record captures the document type, document number, issuing authority, and validity dates.
When a document is approaching its expiry, a warning label — Expiring Soon — appears on the relevant tab, and a notification is also surfaced through the notification bell at the top of the screen. Only the current active identification document is displayed by default to avoid confusion from historical records.
Any new identification record or update submitted through ESS is routed through an approval workflow and will remain in a Pending status until it has been reviewed and approved by HR.
Recording an Identification Document
Navigate to your Full Profile and click the Identification tab.
Click Add New to create a new identification record.
Select the Identification type from the dropdown list (e.g., Passport, Emirates ID, Labour Card).
Enter the Identification number, issuing authority, and valid from / expiry dates.
Click the Choose file button to upload a copy of the identification.
Click Submit to send the record for approval.
The record status will show as Pending until approved by HR.
Note: Once submitted, you can view the record but cannot make further changes until it has been processed.
DEWA / Ejari Information
This section allows employees to record and maintain their DEWA (Dubai Electricity and Water Authority) account and Ejari tenancy registration details, which are required for certain housing and utility-related HR processes.
Adding DEWA / Ejari Information
Navigate to your Full Profile and click the Identification tab.
Click Add New to create a new identification record.
Choose DEWA/ Ejari from the Identification type dropdown list.
Complete the required fields.
Click the Choose file button to upload a copy of the DEWA/ Ejari documentation.
Click Submit to save the information.
Payment Information
The Payment Information section allows employees to maintain their bank details for payroll processing. The information captured includes bank name, account name, account number, and IBAN.
At any given time, only one payment method can be marked as Active. This is the account to which salary payments will be made. Inactive accounts are retained in the system for historical reference but are filtered from the employee's default view in ESS.
Any changes to payment method details are subject to a duplicate IBAN check and are intended to be routed through an approval workflow before becoming active.
Adding or Updating a Payment Method
Navigate to your Full Profile and click the Payment information tab.
Click Add new payment method to enter a new bank account.
Complete the required fields.
Set the account to Active.
Click Submit.
Note: Only one account can be active at a time. If you are replacing an existing bank account, the previous account will be marked as inactive once the new one is approved.
Screenings
The Screenings section displays compliance and pre-employment screening checks associated with your employee profile. Visibility of specific screening items is configured by HR to show only the checks that are relevant to you. This section is read-only for most employees; only items explicitly designated for employee action will be available to update.
View screenings
Navigate to your Full Profile and click the Screenings tab.
Review your screenings within the tab and click on them to see more details.
Add Screenings
Note: You may not have permission to add new screenings.
Navigate to your Full Profile and click the Screenings tab.
Click Add new screwening button.
Enter relevant details.
Click Submit.
Education
The Education tab allows employees to record their academic background, including qualifications, institutions, and study dates.
Any new qualification submitted is routed through an approval workflow and will appear in In Review status until approved. Once approved, the record is immediately reflected in both the ESS portal and the back-end Dynamics 365 system.
Adding an Education Record
Navigate to your Full Profile and click the Education tab.
Click Add New Qualification.
Select the Education type (e.g., Master's, Bachelor's) and complete the relevant information.
Click Choose file to upload your certificate and transcripts.
Cick Next.
Complete the remaining tabs if required.
Click Submit to send for approval.
References
The References tab allows employees to record details of professional references, including referee name, organisation, and relationship. Like the Education section, any reference submitted is sent through the approval workflow and remains pending until approved.
Navigate to your Full Profile and click the References tab.
Click Add new reference.
Enter the required information.
Click Submit to send for approval.
Professional Experience
The Professional Experience tab allows employees to record their employment history, including previous job titles, organisations, and responsibilities. All updates are submitted through an approval workflow and remain pending until approved.
Adding a Professional Experience Record
Navigate to your Full Profile and click the Professional Experience tab.
Click Add New Experience.
Enter the required information
Click Submit to send for approval.
Subjects
The Subjects tab allows employees to declare the subjects they are qualified or available to teach. Subjects are selected using a subject ID or description, and one subject can be marked as the primary subject. Subject submissions are routed through the approval workflow and remain pending until approved.
Adding a Subject
Navigate to your Full Profile and click the Subjects tab.
Click Add New Subject.
Search by keyword or select a subject from the dropdown list.
Toggle the Primary flag if this is your main subject.
Click Submit to send for approval.
Company Directory
The Company Directory provides a centralised search tool for finding employee information across the organisation. Users can search by employee name or reporting manager to quickly locate contact details, department, and role information. This eliminates the need for manual coordination across multiple teams or systems.
Searching the Company Directory
From the ESS home page, navigate to Company Directory.
Type an employee's name or their reporting manager's name in the search bar.
The matching employee profile will be displayed, showing key details such as department and position.
Organisational Hierarchy
The Organisational Hierarchy feature provides a live, visual representation of the organisation's reporting structure, fetched directly from Dynamics 365. Any changes made in Dynamics are reflected immediately upon refreshing the view.
The hierarchy displays employee photos (where available), names, and reporting relationships. Users can navigate across levels of the hierarchy by clicking on any individual to expand or explore their team. The chart is particularly useful for understanding approval flows, escalation paths, and team structures — especially for new employees.
Note: The initial load of the hierarchy may take a few seconds. Once loaded, navigation between levels is immediate.
From the ESS home page, navigate to Org chart.
Mouse over an individuals name to view their details.
Click on individuals in the org chart to navigate.
Certifications
The Certifications section allows employees to view and update their professional and compliance certificates. The system monitors expiry dates and displays a clear status indicator for each certificate:
| Status | Meaning |
|---|---|
| Valid | Certificate is current and not near expiry |
| Expiring | Certificate is approaching its expiry date |
| Expired | Certificate has passed its expiry date |
| Invalid | Certificate has been marked as no longer valid |
Employees will also receive expiry notifications through the notification bell on the ESS home screen.
Viewing All Certificates
From the ESS home page, locate the Skills & performance tile.
Click View All Certificates to open the full list.
Review the status of each certificate and take action on any that are expiring or expired.
Click Add new certificate to create a new certificate record.
Choose the Certificate type.
Enter the relevant details.
Click Choose file to upload the certificate.
Click Submit.
Skills Management
The Skills Management section allows employees to view, maintain, and filter their skills and competencies to keep their profile current. Any skill added or updated is routed through an approval workflow involving the employee's manager or HR, and a status indicator is available to monitor progress.
Adding a Skill
Navigate to your Full Profile and click the Skills & performance tile.
Click View skills.
Review the status of each skill and take action on any that are expiring or expired.
Click Add new skill to create a new skill record.
Choose the Skill type.
Enter the relevant details.
Click Submit.