NOTE: Right to Work features are currently available for private Beta testing. If your organisation doesn't yet have access, please contact Support. Some details may change during the Beta period.

One method of confirming an individual's Right to Work in the UK is to carry out an in-person document check.

Note that since 1 October 2022, you must physically inspect & copy the worker's original documents - it is not sufficient to rely on a copy emailed to you or presented on a video call. The only exception is if you're using a certified Identity Service Provider to carry out an online check (like the one integrated with teamdetails).

Some aspects of the Right to Work process, including configuring the job and starting the check, are the same whether you do the check in-person or online. For more information, see our introduction to Right to Work checks here.

Carry out the in-person check and record the details

You have two options for recording the in-person check on teamdetails:

  • Enter the details directly at the time (you can delegate permission for this to other users)
  • Record the details later (e.g. when a team leader passes over copies of the documents they saw at a training day)

We recommend granting users permission to complete this step at the time they check the documents. The form will lead you through the required information & actions - we have designed it to allow users with minimal training to complete valid Right to Work checks.

Find the person on the "Waiting docs" list and click the button to open the "Receive documents" form.

The form will guide you through choosing the correct document type, and entering any work restrictions or expiry date that may be present in some types of documents.

For documents that are known to always have an expiry date, the form will ensure that it has been entered and is after the planned employment start date.

If the document may have work restrictions, you will also be prompted to record whether you need & have seen official evidence of the person's term dates.

You can only select document types that appear on one of the Home Office lists of acceptable documents for a Right to Work check. The form also includes a checklist of the steps you need to carry out to ensure that the document is genuine and belongs to the person in front of you.

When you submit the form, the next step will depend on your user permissions:

  • If you only have permission to receive documents, you will return to the "Waiting docs" list to record your next check.
  • If you also have permission to verify Right to Work checks, you will be prompted to review the information you have just submitted & verify that the check is now complete

Verify that the check has been carried out correctly

If you have asked other users to complete the "Receive documents" step, the checks will appear in the "Verify docs" list when this has been done.

You simply need to:

  • Click into one of the checks listed
  • If relevant, check that the person who saw the original document has passed a copy along to you for storage
  • Review the supplied information (including checking any expiry date or work restrictions if appropriate for the document type)
  • Mark that the check has been verified

If you notice any mistakes - e.g. if the work restrictions have not been recorded correctly - you can click back to edit the form and update the details before you verify the check.

If necessary, contact the Employer Checking Service

For certain document types, you are required to also contact the Home Office Employer Checking Service and receive a Positive Verification Notice before you can accept that the document is valid.

teamdetails will highlight checks where this is required - the check will not be marked as complete until you have received the PVN.