MySainsburys — The Stuff Nobody Tells You About the Employee Portal

What is MySainsburys? (The Simple Version)

MySainsburys is the online portal for Sainsbury’s staff. Over 150,000 colleagues use it every week.

You can check your payslip, look at your rota, book holiday, and finish training modules. It works on your phone, tablet, or laptop. You don’t need to be in store.

You might also hear people call it OurSainsburys. Same thing. The name changed but most colleagues still use both names. The official web address is oursainsburys.co.uk.

First Time Logging In? Read This First

New starters run into the same problems every week. Here’s what to expect.

New starters: HR sets up your account during induction, not on the website.

Your Account Won’t Exist on Day One

This trips up nearly every new colleague. HR has to create your account for you. You can’t sign up yourself.

Account registration is handled by HR during your induction week.

It usually takes 2 to 4 working days after your paperwork is done. So if you try to log in on your first shift and it fails, don’t panic. Wait a couple of days and try again.

If it’s been more than 5 working days, ask your manager to chase HR.

Your Username and Password Format

Your username looks like this: [email protected]

Your first password is your National Insurance number. But there’s a catch. Only the first letter is capital. No spaces.

The system will make you change this password the first time you log in. Pick something you’ll remember.

First-time login instructions showing the username and password format.

The Microsoft Screen is Normal

When you click login, you’ll see a Microsoft page. Blue and white. It might feel like you landed on the wrong site.

You didn’t. Sainsbury’s uses Microsoft 365 to handle logins for the whole company. Just type your details and carry on.

The Microsoft sign-in screen you’ll see when logging into the portal.

→ Full login guide

Three Portals — Which One Do You Need?

This is where most people get stuck. Sainsbury’s doesn’t use just one system. There are three, and they each do different jobs.

The different login options colleagues see at sign-in.

Why This Matters

Loads of colleagues search OurSainsburys for their rota. It’s not there. The rota lives on Kronos.

Same problem with discounts. People look for it on OurSainsburys. The discount portal is actually Love It, and it uses your employee number to log in, not your email.

One more thing. Kronos was renamed to UKG a while back. It’s the same system with a new name. If your manager says “check UKG” and you’re looking for Kronos, they mean the same thing.

→ Kronos guide

Login Problems (And How to Actually Fix Them)

Most guides just say “reset your password.” That’s not the real problem most of the time. Here’s what’s actually going wrong.

Account Locked? Wait 30 Minutes

Type the wrong password too many times and the system locks you out. Don’t keep trying. It just resets the timer.

Sign-in options screen — use ‘Can’t access your account?’ to reset.

Wait 30 minutes and try again. Still stuck? Your manager can usually fix it faster than the helpline.

Multiple Verification Codes? Only the Last One Works

If you asked for a code three times, only the newest one works. The older codes stop working the second a new one is sent.

The verification code screen — always enter the most recent code you received.

People type the first code they got, it fails, and they think the system is broken. It isn’t. Always use the most recent code.

Phone Number Changed? You’ve Got a Problem

The verification code goes to the phone number HR has on file. If yours changed, the code goes to your old number.

You can’t fix this from the login page. You need HR to update your details first. Call HR Direct or speak to your manager.

“Account Doesn’t Exist” for New Starters

Already covered above, but worth saying again. Accounts take 2 to 4 working days to build. If you just started, wait another day. Chase HR after 5 working days.

Monday Morning and Payday Slowness

The portal gets hammered on Monday mornings and on payday (usually Friday). Everyone logs in at once. The servers slow down.

It’s not your account. It’s the traffic. Try again in an hour or two.

→ Full login troubleshooting

Password Reset — The Proper Way

Here are the steps that actually work:

Password reset flow — follow these steps in order.

1. Go to the login page
2. Click “Can’t access your account?”
3. Select “Work or school account”
4. Type your work email
5. Wait for the code on your phone or email
6. Type the code and pick a new password

The new password screen — pick something you’ll actually remember.

What If Reset Doesn’t Work?

Check your spam folder first. Codes often land there.

The reset form — make sure you use your work email, not personal.

Remember only the latest code works. If you asked for three, ignore the first two.

If your phone number changed, you have to sort that with HR before reset will work. Your manager can also trigger a manual reset if you’re really stuck.

→ Detailed reset guide

Why Your Payslip Looks Wrong (It’s Probably Not)

New colleagues panic about payslips every month. Most of the time, nothing is wrong. Here’s why things look odd.

Where to find and download your monthly payslip on the portal.

SMART Pension Makes Your Gross Look Lower

Sainsbury’s uses something called salary sacrifice for pensions. The pension money comes out before tax is worked out.

This makes your gross pay look smaller than you expected. It feels wrong. But you’re actually saving money because you pay less National Insurance this way.

Emergency Tax Code (BR, W1, M1)

New starters often get put on an emergency tax code. You’ll see letters like BR, W1, or M1 on your payslip.

This usually means you’re paying a bit too much tax. Annoying, but it sorts itself out in 2 to 3 months. HMRC catches up and you get the money back.

Want to speed it up? Call HMRC directly. They can fix it in one phone call sometimes.

Overtime Not Showing Separately?

Sometimes overtime gets lumped in with your basic pay instead of showing on its own line. Check your total hours on Kronos and compare them to your payslip.

Screenshot your Kronos hours each week. If something looks off, you’ll have proof.

→ Full payslip breakdown

Shift Swaps — Why Yours Keep Getting Rejected

Nothing worse than finding someone to swap with, only for the system to block it. Here’s why it happens.

Training Must Match

You can only swap with someone who has the same training as you. Checkout trained swaps with checkout trained. Bakery with bakery.

If you see “no eligible colleagues,” it usually means nobody with matching training is free.

The 48-Hour Cutoff

Most stores block swaps inside 48 hours of the shift. Plan ahead. Last-minute swaps rarely go through.

Peak Periods Are Blocked

Don’t bother trying during:

• Mid-December to early January (Christmas)
• Easter week
• Summer school holidays

Swaps are locked or very limited during these times.

Manager Still Has to Approve

Your colleague saying yes is only half the job. Your manager still has to approve the swap.

If it’s stuck in limbo, chase your manager in person. The system won’t remind them.

→ Full Kronos / shift guide

Holiday Booking — What Actually Works

When NOT to Request

• Mid-December to early January — nearly impossible
• Easter week — very difficult
• School summer holidays — book them in January if you want a chance

The Unwritten Rules

Each department has a limit on how many people can be off at once. Usually two. It’s first come, first served.

Always talk to your manager before you put the request in. They’ll tell you what’s realistic. The earlier you ask, the better your chances.

Request Rejected? Try This

Don’t just give up. Ask your manager what dates are available that week. Be flexible with backup dates.

Also worth checking if anyone cancelled their holiday. Slots open up all the time.

Your Discount + Nectar (The Stacking Secret)

Most colleagues only use their 10% discount. They’re missing out. Here’s how to stack everything together.

They Work TOGETHER

The order matters:

1. Scan your Nectar card first
2. Any Nectar Prices come off automatically
3. Then your 10% colleague discount comes off the new total
4. You still collect Nectar points on the final amount

Your Nectar Prices Stack Too

Open the Nectar app before you shop. Unlock the personalized “Your Nectar Prices” offers. These are extra discounts just for you.

They stack with your colleague’s discount. On some items you can save three ways on one shop.

Argos Double Up Events

Twice a year (usually November and around Easter), Sainsbury’s runs a Double Up event. You can swap your Nectar points for Argos vouchers worth double their normal value.

Use those vouchers with your colleague’s discount. Best time of year for a big Argos purchase like a TV or laptop.

What’s Excluded

Your 10% doesn’t work on:

• Alcohol
• Tobacco
• Lottery tickets
• Baby formula
• Gift cards and stamps
• Petrol (at most stores)

Training Modules Won’t Complete?

The 99% Stuck Problem

You finish a training module. The bar sits at 99%. It won’t tick over. Sound familiar?

It’s almost always a browser problem, not you. Try Chrome instead of Safari. Clear your cache and start again.

Quick Fixes

• Don’t close the browser until you see “Complete”
• Let videos run all the way to the end, even the credits
• Screenshot the completion screen as proof
• If the system still won’t record it, tell your manager

→ Full training guide

Before You Leave Sainsbury’s

Leaving the company? Do this before your last day.

Download Everything First

Your portal access gets cut off within a few days of leaving. Download every payslip you might need for mortgages, loans, or tax stuff.

Save them somewhere safe. Not on a work device. Your personal email or cloud storage.

P45 and Final Pay

Your P45 arrives about 1 to 2 weeks after your final pay is processed. It goes to the address HR has on file, so make sure that’s up to date before you go.

Any unused holiday should be paid out on your final payslip. Check it carefully. Mistakes happen.

Getting Payslips After Leaving

If you forget to download them, you can contact HR with your old employee number. They can email copies, but it takes time. It’s much easier to grab them before you leave.

Is There a MySainsburys App?

Short answer: no dedicated app.

There’s a Colleague Hub app that shows company news and updates. It’s fine for that, but you can’t check your payslip properly on it.

For real stuff, use your mobile browser and bookmark the login page. Works the same as a computer.

Kronos does have its own app though. It’s called UKG Workforce Central. Free on the App Store and Google Play.

→ Full app guide

Contact Numbers That Actually Work

Quick Questions (FAQ)