First Time Logging In - CareTech

Welcome to Your Hippo!

You have found yourself on this page for assistance with logging into the system for the first time.

At the moment, there are 2 different methods of logging in for the first time.

1. Microsoft Single-Sign-On

To begin, head over to "caretech.yourhippo.com" then click 'Sign in with Microsoft' as seen below:

This page will then appear, where you can sign in using your Microsoft Account.

Be cautious when using shared devices for the Microsoft sign-in as you may have signed into another user's profile.

When logged in, you should be able to see your name in the top right-hand corner of the screen.

2. Email & Password

For your first time logging in, you should have been sent a Welcome Email.

Within this email you need to click the 'Set Password' button.

To log in after setting a password, you need to head to "caretech.yourhippo.com".

You will then be directed to the login page:

Enter your Email Address and the Password that you have set for yourself:

After you have entered your email address and password, press Login:

You will then be logged in and greeted with your events area.

You can learn more about your events area by viewing this Article.

📘General FAQs

1. The joining link in my welcome email has expired. How do I access my Your Hippo account?

Joining links in Your Hippo welcome emails expire after 7 days.

If you have not yet logged in, Your Hippo will automatically resend a new welcome email every Monday until you successfully access your account.

If you still haven’t received a new link after Monday, please contact support:

📩 support@yourhippo.com

2. Can I sign in using Microsoft Single Sign-On (SSO)?

Yes, if you access Your Hippo using a work email address (e.g., @caretech‑uk.com).

To use Microsoft SSO:

• Click “Sign in with Microsoft” at the bottom of your login page.
• You must be in the office or connected via VPN if working remotely.
• If you use a personal email, or you’re not connected to the corporate network, you must log in using your username and password.

📄 Full guidance here:

#1-Microsoft-Single-Sign-On-MeKGG

3. I have a Cambian email address and cannot log in using SSO.

Some users with Cambian email addresses are experiencing issues with SSO.

To avoid login failures, SSO has been temporarily disabled for Cambian users who have not yet logged in.

You can still access Your Hippo using username and password.

If you need a new welcome email sent, email:

📩 support@yourhippo.com

4. What is the difference between a ‘Mandatory’ course and a ‘Service Specific’ course?

• Mandatory courses: Essential for your division.
• Required courses: Also mandatory, but based on your job role or service type, so they vary by role/site.

Both types contribute to compliance.

These are determined by the Senior Leadership Team and allocated by Learning & Development.

5. Why has my training compliance changed compared to Myrus?

Compliance may differ from Myrus for several reasons:

1. Mandatory/Service Specific course requirements has changed as part of the Your Hippo implementation.
2. Your Hippo pulls staff data directly from iTrent, which may include users who remain active because a leavers form was not submitted.
3. Historical training data is still being validated and corrected during the migration process.

If something looks incorrect for you or your team, please email Learning & Development.

They will collect all issues and submit them as batch updates.

6. How do I change the email address linked to my account?

Your Hippo uses the email address stored in iTrent ESS.

To update it:

1. Log into iTrent ESS
2. Update your Contact Information section
3. Your change will be processed within 7 calendar days

Your Hippo will update automatically once iTrent processes the change.

7. How do I contact the Your Hippo support team?

You can reach the support team in two ways:

📩 Email: support@yourhippo.com

💬 Click the pink “Help” button on the bottom-left of the login screen

Please send emails directly from your email account without encryption tools (e.g., Egress/KnowBe4), as these prevent Your Hippo Support from reading your message.

👔 Line Manager FAQs

1. How are new staff added to Your Hippo? What if they change roles?

Your Hippo is populated using iTrent data, so it’s essential that iTrent is kept accurate.

• For most divisions, adding a new starter to iTrent automatically creates a Your Hippo account and sends a welcome email.
• For Children’s Services, the L&D team manually creates accounts.

If a staff member changes role or location, please notify your HR representative so iTrent can be updated.

2. What do I do if staff who have left the organisation still appear in my dashboard?

This means the staff record has not been marked as a leaver in iTrent.

Managers must:

1. Submit a leavers form
2. Notify HR Admin of:
   • leaving dates
   • changes to reporting lines
   • transfers between services/managers

Once iTrent is updated, Your Hippo will update automatically.

3. How were mandatory and required courses determined? Will these differ between regions?

Yes. Mandatory and required course lists vary by:

• division
• region
• service type
• job role

These requirements are set by the Senior Leadership Team and Managing Directors, and allocated by the Learning & Development team.

4. I cannot see training compliance for everyone I need to manage.

Your Hippo uses organisational structures from iTrent, which provides many benefits, but also creates challenges for some Support Service managers who need visibility across multiple teams.

This is being reviewed and improved across both systems.

In the meantime, if you need compliance information for a colleague, please contact your L&D representative.

Manager Training

Please see below for a detailed walkthrough of the entire Learning Management System (LMS) and the features available to you as a manager: