FAQs

WHAT DO I DO IF SOMEONE DOES NOT HAVE A RIGHT TO WORK?

If a prospective employee cannot provide valid proof of their right to work in the UK, employers must not employ them. In cases where an individual is awaiting a decision on their application for permission to work, the employer can choose to wait for the outcome or withdraw the job offer. It is important not to make assumptions about someone’s right to work based on their appearance, accent, or nationality; always follow the Home Office’s official right to work check procedures.

Employers should also be aware of support available for individuals who may become eligible to work, such as the EU Settlement Scheme for EEA nationals. Directing candidates to the appropriate government agency or resources can help them understand their options. By ensuring that only those with valid permission and proof are employed, employers can comply with UK immigration laws, avoid civil penalties, and support a fair and lawful recruitment process.

CAN YOU CONDUCT RIGHT TO WORK CHECKS ON INTERNATIONAL STUDENTS?

International students who wish to work in the UK are often subject to specific work restrictions based on their visa conditions. For example, students with a Tier 4 or Student visa may be allowed to work up to 20 hours per week during term time and full-time during official vacation periods. Employers must check the student’s visa and obtain evidence of their academic term and vacation dates—such as a letter from the educational institution—to ensure the student is not exceeding their permitted working hours or undertaking prohibited types of work.

To establish a statutory excuse, employers should carefully follow Home Office guidance, checking the validity and details of the student’s visa and keeping a record of the date and evidence reviewed. It’s important to consult the most up-to-date guidance and, if in doubt, seek further information from the student’s university or the Home Office. By maintaining accurate records and following the correct procedures, employers can demonstrate compliance and avoid potential civil penalties.

WHAT HAPPENS IF I FAIL TO CARRY OUT RIGHT TO WORK CHECKS?

Failing to carry out proper right to work checks, or conducting them incorrectly, can have serious consequences for employers. Civil penalties of up to £20,000 per illegal worker may be imposed, and in cases where an employer knowingly hires someone without the correct right to work, criminal sanctions—including imprisonment and unlimited fines—can apply.

To protect your business, always follow Home Office guidance for right to work checks. This includes verifying identity documents, using the online checking service for individuals who provide a share code, and keeping clear records of each check, including the date and details of the documents reviewed. Remember to conduct follow up checks for employees with time-limited permission to work, ensuring their right to work remains valid throughout their employment. Regularly review your recruitment process and seek guidance if you are unsure, as maintaining a statutory excuse is essential for compliance and avoiding penalties.

WHAT IF I DO NOT HAVE A SHARE CODE?

British and Irish citizens cannot get an online share code to prove their right to work in the UK, but Digital Identity Verification (IDVT) is an optional route for British or Irish citizens with valid passports via certified Identity Service Providers (IDSPs). A British citizen’s passport is an acceptable document for proving their legal right to employment, and an Irish citizen can use an Irish passport or Irish passport card. A passport card, including the Irish passport card, is a valid form of identity document for digital right to work checks.

WHAT IS AN ONLINE SHARE CODE?

As of 2025, physical Biometric Residence Permits (BRPs) can no longer be used for verification; an online check using a share code is required instead. A visitor visa does not permit the holder to work in the UK. The online share code service works by allowing employers to verify immigration status directly with the Home Office. EEA nationals and their family members have required immigration status in the UK since 1 July 2021, and you do not need to do checks for existing employees from the EU, EEA or Switzerland if they came to the UK before 1 July 2021. The time period for retaining right to work check records is for the duration of employment and for two years after employment ends.

What training and support do you offer?

Every new client receives our comprehensive training package, which includes a personalized onboarding session tailored to you and your team, led by our dedicated onboarding specialists. Beyond that, we provide access to an extensive online knowledge portal, featuring step-by-step videos, detailed articles, and guided walkthroughs to help you make the most of our platform. If you need additional assistance, our support team is readily available via phone or through our ticketing system for prompt, expert help.

How long does it take to get setup?

The setup process is quick and straightforward. Once you’ve chosen your desired package and accepted our terms and conditions, our team will start configuring your account. Typically, this process is completed within 24 to 48 hours. During this time, we ensure everything is tailored to your needs so you can begin using the platform seamlessly. If you have specific requirements or need assistance during the setup, our support team is available to guide you every step of the way.

How do I sign-up to a free trial online?

We don’t offer a free trial online due to the sensitive nature of the data we process. However, you’re welcome to contact us for a full demonstration of the platform. During the demo, we can guide you through the process and even let you perform a check yourself.

Are there any setup fees?

No, we don’t charge any setup or upfront fees. Our pricing is simple and transparent: a monthly subscription covers access to the platform and data storage. Additionally, you’ll pay for the checks you perform, which are billed on a credit basis.