How Trusts use Tableau reports and what they can see

What this article is about
This article explains how Trusts use the employer portal and what information may be visible to authorised Trust users.

Who this is for
Trust users, employer contacts, doctors and dentists in training, and programme teams.

What you need to know

• Tableau reports are used to securely share rotation, placement, establishment and related reporting with authorised Trust users.
• Trusts may use portal information to support pre-employment checks, contracts, work schedules, rota planning and local induction.
• Reports may include trainee, post, placement, Trust, site, specialty, grade, WTE, start date, end date and placement status information.
• Access is restricted by organisation, role and legitimate need.
• Trusts are responsible for maintaining their user access, including removing staff who no longer need access.
• Some information may be forecast and subject to change before final confirmation.
• Reports may refresh on a schedule, so recent changes may not appear immediately.

What to do

1. Use the authorised Tableau route to view reports.
2. Download or share information only where there is a legitimate need.
3. Check whether information is forecast, current or amended.
4. Raise data queries through the correct support route.
5. Keep user access up to date and remove leavers promptly.
6. Do not rely on unclear or disputed data without checking it.

If this does not work

If a Trust cannot access expected information, the issue may be technical, access-related or data-related. The query should be routed accordingly.

Who to contact

• Use the technical support route for portal access or sign-in issues contact: itservicedesk@england.nhs.uk
• Use the PGMDE Support Portal for placement, post or trainee data queries.

What HET can and cannot help with

HET can help with

• Checking HET-held trainee, post and placement information.
• Supporting correction of HET-owned data.
• Directing users to the correct portal support or data query route.
• Advising on rotation data where HET holds the relevant record.

HET cannot help with

• Providing portal access to users without authorisation.
• Managing Trust HR, rota, payroll or contract systems.
• Guaranteeing immediate report refresh.
• Allowing continued access for users without a current legitimate need.

Related articles

• Who to contact for portal access and data issues
• Reports are missing from the portal: how to resolve this
• Understanding your placement information on the portal

Last reviewed
 Last reviewed: 19 June 2026