What is the official web address for the employee portal?
The current primary portal for all colleagues is oursainsburys.co.uk, which has replaced the older MySainsburys site. While typing the old address will usually redirect you, it is best to bookmark the new URL to avoid login loops or broken links. This site serves as your central hub for HR documents, discount information, and links to your rota.
What is the standard format for my login email address?
Most colleagues use a standard Microsoft-based format which is Firstname.Lastname@sainsburys.co.uk. In cases where multiple employees share the same name, a number might be added to the end of your last name, such as Joe.Bloggs2@sainsburys.co.uk. If you are unsure, your line manager can look up your exact internal email address on the store’s system.
How do I find my employee number if I don’t have it?
Your employee number is a unique digit-based ID that is essential for identification during IT support calls or when filling out official forms. You can find this number printed clearly on your physical colleague discount card or at the top of any of your payslips. If you are a brand-new starter and haven’t received these yet, your manager can find it on the “My Team” section of their own dashboard.
What should I do if my name is hyphenated or has special characters?
The system usually removes apostrophes and replaces spaces with dots, but hyphenated names can vary depending on how they were entered by HR. If Firstname.Lastname-Lastname@sainsburys.co.uk does not work, try entering it without the hyphen or as one continuous word. If both fail, contact the IT Service Desk, as they may need to confirm how your name was technically indexed in the directory.
How do I set up my password for the first time as a new starter?
During your induction, your manager should provide you with a temporary password or a registration link. You will need to log in to the portal via a work computer or your own device and immediately change this to a permanent, secure password. Your new password must meet specific complexity requirements, including at least one capital letter, one number, and one special character.
Can I log in using my employee number instead of my email?
The OurSainsburys portal specifically uses the Microsoft Azure login platform, which requires a full email address rather than just a number. While older store systems might have used your employee number, the modern web portal will not recognize it as a valid username. Always ensure you are typing the full @sainsburys.co.uk suffix to avoid “account not found” errors.
What do I do if I have forgotten my login password?
On the main login screen, you should see a “Forgot my password” link which will guide you through a self-service reset. This typically requires you to verify your identity via a text message to the mobile number you have registered with HR. If you haven’t set up a recovery phone number, you will need to call the IT Service Desk for a manual reset.
How many attempts do I get before my account is locked out?
The system typically allows for five incorrect password attempts before a security lock is placed on the account for 30 minutes. If you continue to enter the wrong password after the lockout period, the account may be permanently disabled until a manager verifies your identity. It is always better to attempt a password reset after three failed tries rather than risking a total lockout.
Who do I contact if I am completely locked out of all systems?
If you cannot access your account and self-service resets are failing, you must contact the Digital Technology Service Desk (DTSD) at 0345 603 2638. This line is available to all colleagues, but be prepared for a wait during peak times like payday mornings. You will need your employee number and store location ready so they can verify who you are.
Why does my manager need to be present when I call IT for a password reset?
For security reasons, the IT department often requires a “Line Manager Verification” before they can reset a password over the phone. They may ask to speak with a manager on duty to confirm that you are the person you claim to be. In some cases, the IT desk will send a temporary code to the manager’s work email which they then provide to you.
What is Multi-Factor Authentication (MFA) and why do I need it?
MFA is an extra layer of security that prevents unauthorized people from accessing your pay and personal data. It requires you to provide two forms of evidence: your password and a code from your phone. This ensures that even if someone steals your password, they cannot log in without your physical device.
How do I set up the Microsoft Authenticator app for the first time?
Download the Microsoft Authenticator app from your phone’s app store and select the option to “Add Work or School Account.” On your computer, log in to the portal and follow the prompts to “Set up MFA,” which will display a QR code on the screen. Scan this code with the app on your phone, and your account will be linked for all future logins.
What happens if I get a new phone and can’t log in to the portal?
If you no longer have access to the phone that holds your Authenticator app, you will be unable to bypass the MFA screen. You will need to call the IT Service Desk (0345 603 2638) and ask them to “Reset my MFA settings.” Once they do this, you can register your new phone from scratch as if you were a new user.
Can I get MFA codes via text message instead of using the app?
While the Authenticator app is the preferred method, you can sometimes set up “SMS Verification” as a backup. During the MFA setup process, look for the link that says “Sign in another way” or “I want to use a different method.” This will allow you to enter your mobile number and receive a 6-digit text code instead of using the app’s notification.
What is the “Colleague Hub” app and where do I find it?
The Colleague Hub is a mobile-optimized version of the OurSainsburys website available on iOS and Android. It allows you to view your rota, payslips, and company news in a format that is much easier to navigate than a mobile browser. You can find it by searching for “Sainsbury’s Colleague Hub” in your device’s app store.
Why does the login page keep looping back to the start without an error?
This is a common technical glitch caused by “expired cookies” in your mobile browser. When this happens, the site thinks you are logged in but your phone thinks you aren’t, creating a loop. To fix this, you should clear your browser’s cache or try opening the site in a “Private” or “Incognito” tab.
How do I clear my browser cache to fix portal errors?
On an iPhone, go to Settings > Safari > Clear History and Website Data to reset your browser’s memory. On an Android device using Chrome, tap the three dots in the top corner, go to History, and select “Clear Browsing Data.” Doing this will often resolve the “White Screen of Death” or looping login issues that colleagues report on Reddit.
Where exactly can I find my digital payslips on the portal?
Once you are logged into OurSainsburys, look for the “My HR” or “Ask HR” section on the main dashboard. Within this menu, there is a dedicated link for “Payslips” or “My Pay” that will list every pay period since you joined the company. Click on a specific date to open a detailed breakdown of your hours, tax, and deductions.
When are payslips usually available for viewing?
Payslips are generated every four weeks and are typically uploaded to the portal on the Wednesday or Thursday before payday. Payday itself is always on a Friday, but seeing the digital slip early allows you to check for missing hours or overtime errors. If it is Wednesday afternoon and your slip isn’t there, try checking again after 6:00 PM when the system usually updates.
Can I download my payslips as PDF files?
Yes, it is highly recommended that you download and save your payslips as PDFs for your own records. When viewing a payslip, look for a “Print” or “Download” icon at the top of the document viewer. This is especially important if you are applying for a mortgage or a loan, as lenders will require these as proof of income.
Why can’t I see my most recent payslip even though it’s payday?
If it is Friday and your payslip is missing, there may be a delay in the payroll processing for your specific store or department. Check with your colleagues to see if they can view theirs, as it might be a widespread system issue. If everyone else can see theirs but you cannot, contact your manager immediately to ensure your “end date” hasn’t been accidentally entered into the system.
How do I check my total hours worked for the month?
On your payslip, there is a section labeled “Basic Pay” which will show the total number of hours you are being paid for. To see a daily breakdown, you should check your “Timesheet” within the UKG Pro or Kronos section of the portal. This will show you exactly which shifts were recorded and if any “punch-in” errors were corrected by your manager.
Where is my P60 stored on the portal?
Your P60, which summarizes your total pay and tax for the year, is usually released in April or May. It can be found in the same “My HR” section as your payslips, typically under a tab labeled “Tax Documents” or “Year-End Certificates.” You should download this annually as it is required if you ever need to claim a tax refund from HMRC.
How do I get my P45 after I leave Sainsbury’s?
A P45 is not typically available to download from the portal; instead, it is generated automatically after your final pay is processed. It will usually be sent to your home address via post along with your final physical payslip. Ensure your home address is updated on the system before your last day to avoid it being sent to an old residence.
Can I still log in to the portal after my last day of employment?
Once your manager “terminates” your contract in the system on your final day, your login credentials will be deactivated almost immediately. This means you will lose access to all past payslips and P60s, so you must download everything you need before your last shift. If you have already left and need a document, you will have to contact the HR department or your former store manager directly.
How do I see my work schedule or rota?
Your work schedule is managed through a third-party system called UKG Pro (which has replaced the old Kronos system in most stores). You can access this via a link on the OurSainsburys homepage or by downloading the UKG Pro app. It provides a calendar view of your contracted hours, overtime, and any approved absences.
What is the UKG Pro app and how do I use it?
UKG Pro is the workforce management tool Sainsbury’s uses to track shifts and time. When you first download the app, it will ask for a “Tenant URL” to link it to the Sainsbury’s server. You can find this specific URL on the OurSainsburys website under the “My Rota” setup instructions, or you can ask a colleague who already has the app running.
How do I find the “Tenant URL” for the UKG app?
The Tenant URL is essentially the “address” for the Sainsbury’s version of the UKG software. Because this URL can change or be specific to certain regions, it is not always publicly listed. The easiest way to get it is to log into OurSainsburys on a desktop, click the “Work Schedule” tile, and look for the “App Setup” link which will provide a QR code or the text URL.
How do I book holiday or time off using the portal?
To request time off, you must navigate to the UKG Pro section and look for the “Request” or “Absence” tab. Select the dates you want and submit the request to your line manager for approval. You should receive a notification on the portal or via email once your manager has reviewed and either accepted or declined the request.
How do I check my remaining holiday balance?
Your holiday entitlement is listed in the “My HR” section of the portal, usually under “Absence Balance.” It will show you how many hours you were allocated for the year and how many you have left to take. Note that the balance is usually shown in hours rather than days, which can be confusing if you work varying shift lengths.
How do I request a shift swap with a colleague?
Inside the UKG Pro app, you can click on a specific shift and select the “Swap” option. This allows you to “post” your shift to a board where other colleagues in your department can see it. If someone agrees to take it, the request goes to your manager for final approval before the rota is officially updated.
How do I view available overtime shifts?
Managers often post “Open Shifts” when the store is short-staffed or during busy periods like Christmas. These will appear as purple or striped blocks on your UKG Pro calendar that are not currently assigned to anyone. You can click on these shifts to “Claim” them, though they usually still require a manager’s final sign-off.
Why is my rota different on the app compared to the printed version in-store?
The digital rota on the portal is the “live” version and is generally considered the most accurate. However, if a manager makes a last-minute change on the store computer, it can take an hour or two to sync with your phone app. If there is a discrepancy, always follow the digital version but confirm with your manager to be safe.
How do I activate my colleague discount card?
When you receive your physical card in the post, you need to log in to OurSainsburys and search for “Colleague Discount.” There is an online form where you enter the card’s long number and your employee ID to link it to your account. It can take up to 48 hours for the card to become “Active” in the card readers at the tills.
How do I link my discount card to my online grocery shopping?
Linking your card for online use is a separate process from the store activation. You need to go to the Sainsbury’s Groceries website, log into your personal shopping account, and find the “Colleague Discount” section in your profile settings. Enter your card details there; note that it can take up to 5 days for the discount to actually start appearing on your e-receipts.
Can I add a second person to my discount card?
Sainsbury’s allows you to nominate one other person who lives at the same address as you to have their own discount card. You can apply for this “Second Signatory” card through the OurSainsburys portal by filling out the “Second Card Request” form. Be very careful, as you are legally responsible for any misuse of the second card, which could lead to disciplinary action.
What happens if I lose my physical colleague discount card?
If your card is lost or stolen, you must report it immediately through the portal to prevent unauthorized use. There is a link labeled “Report Lost/Stolen Card” which will deactivate the old card and allow you to order a replacement. A small fee is sometimes charged for replacement cards, and it can take up to two weeks for the new one to arrive in the mail.
How do I update my home address or bank details?
Keeping your personal info up to date is crucial for getting paid and receiving tax documents. Go to the “My HR” section and select “Personal Information” or “My Profile.” From here, you can edit your bank account number, sort code, and home address; these changes usually take effect by the next pay cycle if entered at least 10 days before payday.
Where can I find the company policies on sickness or maternity leave?
All official company handbooks and policy documents are stored in the “Knowledge Base” or “Ask HR” section of OurSainsburys. You can search for keywords like “Sickness Policy,” “Social Media Policy,” or “Grievance Procedure” to read the full legal documents. This is the best place to find out exactly what your rights and responsibilities are without having to ask a manager.
What are “Love It” awards and where do I see them?
“Love It” is the Sainsbury’s colleague recognition scheme where managers or peers can award you points for good performance. These points have a monetary value and can be spent on various vouchers or products through a dedicated link on the portal. You can check your “Love It” balance at any time by clicking the heart-shaped icon on the main dashboard.
How do I access my pension information?
Sainsbury’s uses Legal & General for colleague pensions, and while there is a link on OurSainsburys, it is a separate website. You will need to create a “Manage Your Account” login on the Legal & General portal using your policy number. This allows you to see how much you have saved, change your contribution levels, and choose where your money is invested.
Can I use the portal on a tablet or a Mac?
The OurSainsburys portal is web-based and is designed to work on almost any modern device with an internet connection. Whether you are using an iPad, a MacBook, or a Samsung tablet, simply use a modern browser like Safari or Chrome. If you experience layout issues on a tablet, try rotating the screen to landscape mode to see the full navigation menu.
What is the IT Service Desk phone number?
The primary number for technical support is 0345 603 2638. This is the number you should call for password resets, MFA issues, or if the website is displaying “Access Denied” errors. They are open seven days a week, but their hours are more limited on weekends, so try to call during standard business hours if possible.