Right to work checks
Right to work evidence, collected before the first shift
New starters send their photo ID and right to work evidence from their own phone as part of joining: a passport, a BRP, a driving licence or a Home Office share code. You check it, mark it checked or send it back with a reason, and the record stays on their profile with who checked it and when. The check itself is still yours to do with the Home Office; this is where the evidence arrives and where the proof that you did it lives.
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Updated September 2026
01
Evidence arrives before the person does
ID and right to work are steps in the joining flow, so the starter uploads a photo of their document, or types their share code, from the link you send them. Each record can carry an expiry date. Share codes are stored encrypted, and nothing has to be photocopied, emailed or left in a tray.
02
Checked, or sent back with a reason
Whoever does your checks opens the evidence, confirms it against the Home Office service, and marks it checked. That records who checked it and when. If it is the wrong document or unreadable, it goes back to the starter with the reason, and their joining reopens so they can fix it.
03
No clock-in until a site says yes
On Pro, any site can require its own onboarding before anyone clocks in there. Workers, agency staff included, get a link, complete the site's steps on their phone, and until that is done the time clock at that site will not take them. It is off until you switch it on, one site at a time.
04
Kept for as long as you need, then gone
Only the owner and admins can see identity documents by default, separate from everyone who manages people, and every view is logged. When someone leaves, their documents are kept for six years after they are archived and then deleted automatically.
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Questions about right to work checks
Does this do the right to work check for me?
No, and nothing honest can. The statutory check is the employer's: you look at the evidence or run the share code through the Home Office online service. This collects the evidence from the starter, keeps it on their record, and records who checked it and when.
How do I check right to work for agency staff?
Send the agency worker a site onboarding link. They choose their agency, add their ID or share code and their details from their phone, and the record sits against them like any employee's. With a site set to require onboarding, they cannot clock in there until it is done.
Can new starters give us a share code instead of a document?
Yes. A Home Office share code is one of the evidence types alongside a passport, a BRP and a driving licence. The code is stored encrypted and shown only to the people allowed to see identity documents.
Does it remind us when a visa is about to expire?
Not today. An expiry date can be recorded on the evidence, but nothing chases it yet. A British passport that has expired can still be valid evidence, so the product deliberately does not act on an expiry date on its own.
Who can see the documents?
By default only the owner and admins, and that permission is separate from managing people, so a site manager who runs the rota does not see passports. Every time someone opens one, it is logged.
How long are documents kept?
For six years after the person is archived, and then deleted by a daily clear-out. Bringing someone back clears that clock. Deleting the workspace removes them straight away.
Which plan includes it?
Collecting photo ID and right to work evidence is on Pro and Enterprise, and in the People & Skills add-on from its Growth tier. It is not on the Free, Starter or Growth plans on their own. Site onboarding before clock-in is on Pro and above. The pricing page has the full table.
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