What is the official web address for the employee portal?
The main access point for employees is now oursainsburys.co.uk, which has replaced the older MySainsburys platform. While older links may sometimes redirect, saving and using the current URL directly helps avoid login errors, broken redirects, and unnecessary confusion when accessing HR tools, payslips, and rota links.
What is the standard format for my login email address?
Most employees log in using a Microsoft-based format such as Firstname.Lastname@sainsburys.co.uk, which acts as your official work identity. If there are duplicate names, a number may be added to the end, and your manager can always confirm the exact format if you are unsure.
How do I find my employee number if I don’t have it?
Your employee number is a unique identifier used for payroll, HR records, and IT verification, and it is usually printed on your payslips or colleague discount card. If you cannot find it and are newly hired, your manager can locate it quickly through their internal system.
What should I do if my name is hyphenated or has special characters?
The system often removes apostrophes and formats names with dots, but hyphenated or complex names may be stored differently depending on how HR entered them. If your expected format does not work, try simplified variations first, and then contact IT if the system still does not recognize your account.
How do I set up my password for the first time as a new starter?
New employees are usually given a temporary password or activation link during onboarding, which must be changed on first login. Your new password must meet security requirements, typically including a mix of uppercase letters, numbers, and special characters.
Can I log in using my employee number instead of my email?
The current system uses Microsoft login credentials, which means your full work email address is required rather than just your employee number. Older systems may have allowed number-based login, but the modern portal will not accept it.
What do I do if I have forgotten my login password?
You can use the “Forgot password” option on the login screen to reset your credentials through a self-service process. This usually involves verifying your identity via a registered phone number or authentication method.
How many attempts do I get before my account is locked out?
The system generally locks your account after several incorrect attempts, often around five tries, to protect against unauthorized access. Instead of continuing to guess, it is safer to reset your password early to avoid a full lockout.
Who do I contact if I am completely locked out of all systems?
If self-service options fail, you will need to contact the Digital Technology Service Desk at 0345 603 2638 for assistance. Be ready to confirm your identity using your employee number and store details.
Why does my manager need to be present when I call IT for a password reset?
For security reasons, IT may require verification from a line manager to confirm your identity before resetting access. This helps prevent unauthorized account changes and protects employee data.
What is Multi-Factor Authentication (MFA) and why do I need it?
MFA adds an extra security step by requiring both your password and a second verification method such as a phone code or app approval. This ensures your account remains protected even if your password is compromised.
How do I set up the Microsoft Authenticator app for the first time?
Download the Microsoft Authenticator app and follow the setup prompts shown when logging into your account. You will usually scan a QR code from your screen to link your phone securely.
What happens if I get a new phone and can’t log in to the portal?
If your authentication device changes, you will need IT to reset your MFA settings so you can register your new phone. This is a common issue and can be resolved quickly through the service desk.
Can I get MFA codes via text message instead of using the app?
In many cases, SMS verification can be used as an alternative to the authenticator app. You can select this option during setup or choose another method when prompted at login.
What is the “Colleague Hub” app and where do I find it?
The Colleague Hub is a mobile-friendly version of the employee portal designed for easier access to key tools like rota and payslips. It can usually be found by searching your app store for the official Sainsbury’s employee app.
Why does the login page keep looping back to the start without an error?
This is often caused by browser cookies or session data becoming outdated, which confuses the login process. Clearing your cache or using an incognito/private window usually resolves the issue.
How do I clear my browser cache to fix portal errors?
Clearing your browser cache removes stored data that may be interfering with login or page loading. The exact steps depend on your device, but most browsers have a “Clear browsing data” option in settings.
Where exactly can I find my digital payslips on the portal?
Payslips are typically located within the MyHR or payroll section of the employee portal dashboard. Once inside, you can view and open individual pay periods in detail.
When are payslips usually available for viewing?
Payslips are usually uploaded shortly before payday, often midweek ahead of the Friday payment date. Checking early allows you to spot any missing hours or errors before funds arrive.
Can I download my payslips as PDF files?
Yes, most payslips can be downloaded or printed directly as PDF files for your own records. This is especially useful for financial applications or proof of income.
Why can’t I see my most recent payslip even though it’s payday?
If your payslip is missing, it may be due to a delay in system updates or payroll processing for your location. If others can access theirs and you cannot, contact your manager to check your employment status in the system.
How do I check my total hours worked for the month?
Your payslip shows total paid hours, but detailed breakdowns are usually found in the rota or timesheet system. This allows you to verify shifts, corrections, and recorded attendance.
Where is my P60 stored on the portal?
Your P60 is usually available in the payroll or tax documents section of the HR system. It is released annually and should be downloaded for your records.
How do I get my P45 after I leave Sainsbury’s?
The P45 is normally issued after your final pay and sent to your home address rather than being available online. Make sure your address is up to date before leaving.
Can I still log in to the portal after my last day of employment?
Access is usually removed shortly after your contract ends, which means you will lose access to past records. It is important to download payslips and documents before your final day.
How do I see my work schedule or rota?
Your rota is managed through the scheduling system linked from the employee portal, often UKG Pro. It shows your assigned shifts, hours, and approved absences in a calendar format.
What is the UKG Pro app and how do I use it?
UKG Pro is the workforce management tool used to track schedules, attendance, and shifts. Once set up, it allows you to view your rota and manage requests directly from your phone.
How do I find the “Tenant URL” for the UKG app?
The Tenant URL connects the app to the company system and is usually provided within the portal or setup instructions. If you cannot find it, a colleague or manager can typically share the correct link.
How do I book holiday or time off using the portal?
Time-off requests are usually submitted through the scheduling system under an absence or request section. Once submitted, your manager reviews and approves or declines the request.
How do I check my remaining holiday balance?
Your holiday balance is displayed in the HR or absence section of the portal and is often shown in hours rather than days. This helps account for different shift lengths and working patterns.
How do I request a shift swap with a colleague?
Many systems allow you to post your shift for others to take or request swaps directly through the rota app. Final approval is usually required from a manager before the change is confirmed.
How do I view available overtime shifts?
Overtime shifts are often listed as open or unassigned shifts within the scheduling system. You can request or claim them, though approval may still be required.
Why is my rota different on the app compared to the printed version in-store?
The digital rota is typically the most up-to-date version, while printed schedules can become outdated quickly. If there is a difference, confirm with your manager to avoid confusion.
How do I activate my colleague discount card?
You usually need to register your card through the employee portal by linking it to your account details. Activation can take some time before it becomes fully usable in-store.
How do I link my discount card to my online grocery shopping?
You must connect your discount card to your personal shopping account through the grocery website settings. The discount may take a few days to appear on orders.
Can I add a second person to my discount card?
Sainsbury’s may allow a second cardholder living at the same address to use the discount. This must be requested and approved through the proper process, and you remain responsible for its use.
What happens if I lose my physical colleague discount card?
You should report it immediately to prevent misuse and request a replacement through the portal. A new card will then be issued, which may take some time to arrive.
How do I update my home address or bank details?
These details can be updated through the HR or profile section of the portal. Changes should be made well before payroll deadlines to avoid payment issues.
Where can I find company policies on sickness or maternity leave?
Official policies are usually stored in the HR or knowledge base section of the portal. You can search for specific topics to read the full guidelines and procedures.
What are “Love It” awards and where do I see them?
These are recognition rewards given for performance, often with points that can be redeemed. You can view your balance and activity within the employee portal dashboard.
How do I access my pension information?
Pension details are typically managed through an external provider linked from the portal. You may need to create a separate login to view contributions and manage settings.
Can I use the portal on a tablet or a Mac?
The portal is web-based and works on most modern devices, including tablets and Mac computers. Using an updated browser helps ensure the best experience.
What is the IT Service Desk phone number?
The main support number for technical issues is 0345 603 2638. You can call this line for login problems, MFA issues, or system access errors.