Deanery Region (Trainees) Admin teams

Trainees may approach you for help with login via telephone or email.

Please note Trainee user accounts are created via Turas import (for FY2+) and as Admin you need to action the request manually, following local checks:

• Check to see if the user is on Turas
• If not on Turas, refer to the deanery regional procedure and await user's addition
• Trainee doctors are added to Turas from UK national systems (after a number of checks are performed)
• Search for existing account on SOAR
  • Search/check GMC number, email and spelling of surname
• Amend login details
  • Check 'last updated' date (in case already actioned by someone else)
  • If account locked: click unlock, save, then reset
    • Accounts are locked if user provided incorrect login name, password and security question 3 times
  • Assign a dummy password if needed (at least 8 characters long, upper and lowercase, alpha-numeric and at least one symbol); or
  • Use reset button to wipe password and security questions
• System will send automated email to Trainee confirming their new login details

Trainee not on SOAR?

• Check Turas
• All Trainee data on SOAR is imported from Turas in an overnight process
• If a Trainee's start date is set in the future, their details will not get imported until that date
• Check for Start Date typos (e.g. entering wrong year by accident)
• Email SOAR@nes.scot.nhs.uk for further investigation

The Ed Sup for a specific declaration can be changed but make sure you also update Turas as well - otherwise any change you make will be overwritten by the automated nightly import from Turas to SOAR.  To do this:

1. Log in to SOAR
2. Click on 'Declarations' on the menu on the left of the page
3. Search for the trainee / declarations as required via the search filters.
4. On the declarations' details page, click on the 'change' button beside the Ed Sup's name
5. Select the new Ed Sup from the drop down box
6. Click on 'Save'

Navigate to the declarations' details page and scroll to the bottom of the page and click the "Reject" button - you will be prompted to enter details of the unlocking request.

If the declarations has already been approved by the Ed Sup, the unlocking action means the Ed Sup would have to re-approve afterwards.  Best to keep them copied into any communications with the trainee so they know what's going on.

You can't add trainees to SOAR as all trainee data is imported from Turas.

You can add/remove a fellow admin user though (i.e. new starts/leavers).

Adding a new admin person

Follow the below 3 steps to create a new user account:

1. Select 'New user' from the menu on the left of the page to create the new user account profile
• Fill out the General Details for the new user
• Required fields are forename, surname, email address and dummy GMC number (prefix with initials and add random numbers to make up 7 char)
• Allocate a new unique login name but leave password blank (for now)
• Leave the Security Questions section blank. The new user will add this information once logged in
• Click 'Save'
• If the login name inserted is already in use you will be prompted to change it
2. Add the user's roles
• When saved, the account is created and a new 'Roles' tab will appear along the top - click on this
• Scroll to the bottom of the page/options and under the "Add New Role in Trainee Segment" section select "TR Admin" from the drop-down menu
• Click the 'Add New Role' button underneath
3. To finish, return to the 'Details' tab to add the password (must be alpha-numeric, include upper and lowercase, a symbol and be at least 8 characters long).  This triggers an email to the user informing them of their login details (if password was added in step 1 it would not trigger the email).

Removing an admin (leaver)

To remove a user, navigate to that person's account and go to their "Roles" tab (as per step two above) and scroll to the middle section and click on the available "Remove" button to remove the user role.

Click on the "Archive" button at top of page to finish.

To check the status of a declaration, log in to SOAR and click on the 'Declarations' link from the menu on the left of the page. Use the search settings at the top of the page to refine your search results e.g. programme, GMC, surname etc (make sure to click on the "Search" button to update your results).

The status options have the following definitions:

• Not completed - forms are blank
• Not submitted - forms are partially/fully completed but not yet submitted to Ed Sup
• Awaiting sign off - forms have been submitted and waiting for Ed Sup review/sign off
• Completed - declarations completed/signed off
• Completed (For review) - Submitted by trainees during the pandemic without Ed Sup review/sign off

Declarations can only be deleted if the status is "not submitted" or "not completed" so you may have to unlock a declaration first before you can delete.

To delete, log in to SOAR and click on the 'Declarations' link from the menu on the left of the page. Use the search settings at the top of the page to refine your search results e.g. programme, GMC, surname etc (make sure to click on the "Search" button to update your results).  If the declarations can be deleted, the Delete button will be enabled on the right column of each declaration.