Recording a right-to-work check
How to record a right-to-work check in RotaProof: the five steps of the check form and the rules it applies to each kind of check.
RotaProof opens the check form straight after you add a worker. You can also open it from their page with Record a check. Here's what each part means.
The five steps
- What are they using to prove their right to work? Pick the one that fits: a British or Irish passport, another British or Irish document, an eVisa or settled status, or an application still waiting for a Home Office decision.
- How did you check them? Only the ways that are allowed for that proof can be picked. For example, someone with an eVisa must have an online check, and someone with a British passport can have a manual check or an identity service provider check.
- Details of the check. The date you did it, who did it, what document you saw, the share code (for online checks), and how long they're allowed to work. British and Irish citizens always have no time limit.
- The checklist. A short list of things the Home Office expects for that way of checking, such as “I saw the original document”. You must tick every item. If you can't honestly tick one, the check isn't complete.
- Upload the paperwork. A copy of the document, the GOV.UK result or the provider's report. PDF, JPG or PNG up to 10 MB each. You can also add these later.
Click Save check. If anything is missing or doesn't fit the rules, RotaProof highlights what to fix and doesn't save until it's right.
Rules RotaProof applies
| Rule | Why |
|---|---|
| The way you checked must suit the proof | For example, a manual check isn't valid for someone with an eVisa. |
| Share codes must be 9 characters starting with W | Catches codes that have been mistyped or made up. |
| British and Irish citizens have no time limit | Their right to work doesn't end. |
| Time-limited permission needs an end date | So RotaProof can remind you about a recheck. |
| An Employer Checking Service notice lasts 6 months at most | That's how long it protects you. More about the service. |
| Every checklist item must be ticked | So the record shows the check was done properly. |
Saved checks can't be changed. If you get something wrong, record a new check. Here's how.
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.