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RotaProof

Adding and editing workers

Add the people who work for you, change their details and mark when someone leaves.

Adding a worker

  1. Click Add a worker on your home screen or the Workers page.
  2. Enter their first and last name.
  3. Choose how they work for you. Not sure? Here's how to choose.
  4. If they're from an agency or an app, pick which one. You'll need to add the agency or app first. On plans without agency records there's no agency to pick.
  5. Enter their start date: the first day they worked, or will work, for you.
  6. Leave Left on empty unless they've already left.
  7. Click Add worker. RotaProof takes you straight to the form to record their check.
During the free trial you can have up to 10 workers who haven't left. When you have 10, Add a worker takes you to Your plan instead. More about plans.

Finding people

The Workers page lists everyone who hasn't left. Use the drop-down boxes at the top to show only people with one status, such as Not checked, or one type of worker, such as self-employed. Tick Include people who've left to see them as well. Click the boxes on your home screen to jump straight to a status.

Changing someone's details

Open their page from the Workers list and click Edit details. You can change their name, type, agency and dates. Checks can't be edited; here's why.

When someone leaves

Edit their details and fill in Left on. From the day after, they drop off your home screen and Workers list, but their records are kept. To see them, tick Include people who've left on the Workers page.

Employers are expected to keep right-to-work records while someone works for them and for 2 years after they leave, so filling in Left on is usually better than deleting.

Deleting a worker's records

Only company admins can do this. Delete someone if you added them by mistake, or once you no longer need to keep their records.

  1. Open their page from the Workers list.
  2. At the bottom of the right-hand column, click the link to delete their records.
  3. RotaProof shows what will be deleted, and warns you if you're still expected to keep the records.
  4. Download their inspection pack, and export their timesheets if you need them for payroll.
  5. Type their full name and click Delete for good.

This deletes their details, checks, saved files, past shifts and clock-ins. Upcoming shifts stay on the rota with nobody on them. It can't be undone. Copies stay in our encrypted backups for up to 30 days, then they're gone.

If a worker asks you to delete their data, you usually have one month to reply. You can keep their right-to-work records if you still need them to show you did a check. Tell them that's why.

This guide explains how to use RotaProof. It isn't legal advice. For the rules themselves, the Home Office's employer's guide to right to work checks is the final word.