HSE Verification - Escalation Guide for Line Managers

Overview

The HSeLanD Verification process uses SAP HR information to authenticate HSeLanD user profiles. This integration improves data integrity, compliance reporting, and reliability across the health service. Line managers play a key role in supporting staff through this process.

Verification is only possible when a user logs into HSeLanD. Staff with a SAP HR record will be prompted to verify their profile after the go-live date for their health region or service.
 

What Staff Need to Do

When prompted during login, staff must:

1. Enter their personnel number (found on their payslip).
2. Enter their date of birth.
3. Confirm or update their work location.

This process typically takes less than one minute.

Line Manager Responsibilities

Line managers are expected to:

• Support staff in locating their personnel number if needed and understanding the verification process.
• Assist with any issues related to incorrect personnel number or date of birth.
• Escalate unresolved issues to the appropriate HR or NPA contact.
• Conduct step-by-step first checks:
  1. Website
     • Confirm the staff member is on www.hseland.ie (no other sites or unofficial links).
     • Is the website up and running as expected? You can check the status here.

Common Issues and How to Escalate

Personnel number not found.

Action: Help the staff member locate it on their payslip.

Escalation: No escalation needed unless the payslip is unavailable or unclear.

Incorrect date of birth.

Action: Confirm the details with the staff member.

Escalation: Contact Local HR or National Personnel Administration (NPA) to correct SAP records.

Location is incorrect, or unassigned for the staff member.

Action: Guide the staff member to manually update their location. If this is a recent mover/changer, check with the recruiter.

Escalation: You can review all of the locations included in the HSeLanD verification project here. 

Verification is not an option for my staff member when logging in.

Action: Check that verification is live for your location. Ensure that the staff member has registered for the correct location. Contact HSeLanD Support if there is a suspected technical difficulty.

Escalation: Contact local HR to ensure that the staff member is in the correct work location.

Verification fails despite correct details.

Action: Double-check for formatting errors or typos. Capture the reason why verification was not successful.

Escalation: If details are confirmed correct and there is a technical error, escalate to HSeLanD Support.

Important

• HSeLanD Support and the HSE National Service Desk cannot assist with verification issues related to personnel number or date of birth. These are HR data issues and must be resolved by HR or NPA.
• Only contact HSeLanD Support if there are technical difficulties with the platform (e.g. login errors, system crashes, or missing prompts).
• Staff must use official SAP HR details to complete verification. Mismatches will prevent successful verification.

Message (User Sees)	What It Means	Action for Line Manager	Escalation Path
Due to a technical issue, we could not verify your account. Please try later.	A system error occurred during verification.	Advise user to retry later.	Contact HSeLanD Support only if issue persists.
Enter your Date of Birth (dd/mm/yyyy).	Prompt to enter date of birth.	Ensure user enters correct format and official DOB.	If DOB is incorrect in SAP, escalate to Local HR/NPA.
This personnel number is already in use. Each employee may only have one verified account.	Personnel number is linked to another account.	Confirm if user has previously verified or created another account.	If duplicate is suspected, escalate to HSeLanD Support.
You have successfully verified.	Verification completed.	No action needed. User will see verified badge upon login.	Not applicable.
Enter personnel number and DOB. If not issued, continue as guest. Agency staff should select ‘Agency Staff and Service Providers’.	Initial verification prompt.	Guide user to enter correct details or continue as guest if applicable.	Not applicable.
No match found for personnel number/DOB in selected location.	SAP record not found or mismatch.	Confirm correct location, personnel number, and DOB.	If this is a recent mover/changer, check with recruiter.
Enter personnel number and DOB.	Guest access not available; verification required.	Confirm user has received personnel number.	If not yet issued, escalate to local HR or advise temporary access is unavailable.
Guest access period has ended. Update profile with valid personnel number and DOB.	User must now verify to continue using HSeLanD.	Confirm if personnel number has been issued.	If not, escalate to local HR.
Guest access granted for 8 weeks.	Temporary access without verification.	Ask user to login and verify their HseLanD account as soon as they have their personnel number	Not applicable.
You have been removed from the list provided to us by your employer. As a result, you won't be able to log-in to HSeLanD as a verified user. You must select a new location to register your HSeLanD profile.	User no longer listed in SAP HR file for this location.	Confirm employment status/work location.	If error suspected, escalate to local HR.
Your account details have been updated according to the information provided by your employer. Please review the information displayed below. Please contact you HR department if you believe it is inaccurate.	HR data has been updated for user profile.	Ask user to confirm accuracy.	If incorrect, escalate to local HR.