User’s Guide to
Learning and
Development in
What is iTrent?
iTrent is a new integrated HR system where you can book annual leave,
amend your personal details, view your payslips, submit expenses and
book onto learning and development events.
Important contacts:
If you experience problems using the system contact the HR data and
systems team who should be able to answer your query:
iTrent@cafcass.gsi.gov.uk
If you have queries about learning and development please contact the
NIS admin team. – MySkills@cafcass.gsi.gov.uk
Getting Started
Logging in:
Make sure you have a password set up for iTrent. If you have not been sent your
iTrent password please contact itrent@cafcass.gsi.gov.uk
You can access iTrent from a link on your desk top which appears as below.
After you have double clicked on this icon you will be taken to the log in screen.
Enter your username and password.
Finding Learning and Development Section
On the left hand side there is a menu which lists various options. Select the learning
button:
Options in iTrent Learning and Development Section
In the learning and activity section there is another menu on the left hand side. This gives
you a number of options which allow you to manage your learning and development. These
are explained below:
Learning Activity Search (Booking a training activity)
The first button in the menu on the left is Learning Activity Search. Clicking on this button
takes you to a page where you can:
 Search for learning activities by name and by keyword/ topic
 Book onto learning activities
 View course details e.g. dates, venues, times etc
Searching for a Training course/ Learning activity
To find a learning activity simply press the magnifying glass icon to search for all courses.
From the search results you can either
 Book a space on a training course or
 Find out more details about a course
The search results will show all of the courses available at the moment. When the results
appear click on the details button next to the course you are interested in:
This will bring up a list of dates and venues for the course you selected:
Book a Space on a Course
Follow the search for a training course/ learning activity instructions above.
Then click on the button in the event booking details column next to the date you wish to
attend on the results screen. You will come to the booking page. There are two drop down
boxes and one free text box to fill in to book your space.
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If you are booking a space for yourself, in the origin of request box select : employee
request
Then select the most appropriate reason from the reason box e.g. personal
development.
Then add in a reason you are attending the course to the learning objectives box
Then hit the save button
You will be taken back to the course list and there will be a tick in the status column next to
the course you have booked on.
You will receive an email to confirm your booking which will be worded as follows:
Management Approval of Training Requests
Managers will receive an email about any bookings their staff request reading as below.
If managers approve the booking they will not need to take any action. If they do not feel it is
appropriate for someone to attend they can contact the NIS admin team via the MySkills
inbox MySkills@cafcass.gsi.gov.uk. The NIS admin team will then remove the learner from
the attendance list. The learner will receive an email to confirm this and the matter can be
discussed at a local level.
Finding out more details about a training course
If you wish to see details about the event before or after you book (e.g. start & finish times,
who else is booked on and who the trainers are etc) you can also do this in the Learning
Activity Search Section.
 Complete the steps above up to “search for a learning activity / training course”.
 In the screen which lists the course dates click the button in the learning event details
column (instead of event booking details)
You will then get details of the course:
If you wish to see the learning objectives for an event click the learning activity details button
on the left hand menu.
This will bring up a page with more details re. what the course is about.
To return to the booking pages press the back button on the left hand menu twice
Personal Learning Account
The second button down on the menu on the left hand side is the personal learning account
button.
When you click this button you will be taken to a
page which displays your training history. This will show training courses you have attended
courses you are booked to attend and waiting lists you are on. This information can be seen
in the status column. You can see more detail on any course listed by clicking the button in
the details column.
The failed / reason column will always read “No” unless you did not attend a course you
were booked onto. The iTrent system will mark this as a “failed” course.
Please see the screen shot below.
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Training courses displayed will be from the date that iTrent Learning and
Development was started (July 2012 onwards) if you need to know your
training history before this date please contact NIS admin
myskills@cafcass.gsi.gov.uk
Adding a Personal Learning Event
The personal learning account button also allows you to add external courses which you
have attended to ensure your learning record is complete. NIS admin will add any Cafcass
events you attend to your personal learning account. However if you attend an external
course (e.g. with your local LSCB) you can add this to your personal learning record. Click
the New Personal Learning Event Button.
Fill in the fields to give the details of the course you attended. You may not have enough
information to fill in all of the boxes; do not worry, some of these are only for NIS admin / HR
to use. The boxes which are highlighted blue you must fill in, however the others are
optional. Please also ensure that you tick the completed box (this will ensure the record
shows up on reports).
Attaching a document to a Personal Learning Event
At the bottom of the screen is an option to attach a document. This will allow you to attach
any relevant documents to the record. For example, if you received a certificate you could
upload a scanned copy here.
To do this, scan your certificate and save it in an appropriate folder in your H drive or G
drive. If you need instruction on how to do this please call the FLEX helpdesk 0844 875
0410.
Once the certificate is saved click the browse button and navigate to where it is saved.
Double click the document and click save.
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Adding a certificate/document is optional. If you don’t have one or don’t
wish to, then don’t! If you have entered details in the blue boxes the
record will save when you click save.
When you have added all the details you wish to this record click the save button (at the
bottom of the page).
After you click Save, the event will be added to your personal learning event list.
Editing a Personal Learning Event
If you would like to edit the details you have added then in the Details column click select.
This will bring you back to the page where you entered the details so you can edit or delete
them as appropriate.