Right to work follow-up monitoring
Every check is in the file. When was the last one done?
We track the right to work expiry date for every employed, bank and agency worker, send the follow-up requests, and keep a record you can hand to an inspector.
No card needed. Most services are set up the same day.
Where follow-up checks get missed
The same gap shows up in every kind of service
A familiar situation
An inspector asks for the file on an agency worker who has covered nights since March. You didn't recruit her, and the agency says they checked her. Can you show what was verified, and when?
- Employed, bank and agency staff on one register
- Agency evidence logged against each worker before their first shift
- A pack for the whole home, ready on the day of an inspection
A familiar situation
A carer has thirty visits on the rota this week. Her permission to work ended on Sunday, and the date was on a scanned document in her HR file that nobody opened.
- Requests go to carers by text, so they reach people who are out on visits
- Coordinators see who is due before the rota is built
- Overdue staff are flagged the day their permission ends
A familiar situation
Staff work across several small settings, and each team leader keeps their own files. When one person's right to work history is requested, it takes a morning to put together.
- One register across every setting, with a view for each
- Team leaders see status without seeing documents
- A single worker's file produced in under a minute
A familiar situation
A care home asks for evidence on the three workers you're sending tomorrow, with their expiry dates. Your compliance lead is on leave.
- Evidence packs per worker, ready to send to clients
- Expiry dates tracked across every worker you place
- Clients can see you monitor follow-up checks before they ask
How it works
Set up in an afternoon, then it runs on its own
- Step 1
Import your staff list
Upload the spreadsheet you already keep, or an export from your HR system. Anyone without an expiry date is left out.
- Step 2
Follow-up dates are tracked
Staff are asked for a new share code 90 days before their permission ends, with reminders after that. You hear if they don't reply.
- Step 3
The check goes on the record
Record the online check when it's done. It's timestamped and added to the evidence pack straight away.
Reminders
Who gets told, and when
Counted back from the expiry date on each record. Every message and every reply is logged.
90 days
- Manager
- Summary of upcoming expiries
- Worker
- Request for an updated share code
60 days
- Manager
- Reminder if still open
- Worker
- Second request
30 days
- Manager
- Escalation if no reply
- Worker
- Third request
5 days
- Manager
- Urgent alert
- Worker
- Final request
Expiry day
- Manager
- Worker flagged on the register
- Worker
- Message that permission ends today
Text Message · SMS
Today 09:00
Questions? Call Kemi on 0191 496 0000.
What your staff receive
The first request, word for word. It’s sent in your service’s name, with a contact at your service, so staff know it’s genuine.
- Requests are triggered by the expiry date on each record and nothing else, so everyone is treated the same way whatever their nationality.
- The link opens a short form for the share code. Staff don’t need an account.
- A matching email goes out at the same time, for staff who prefer it.
Audit trail
Compliance you can show on the day
The record builds itself as follow-ups happen, so there’s nothing to pull together before an inspection.
- Every step is timestamped
- Requests, reminders, replies and checks are logged with the date, time and who did it.
- Nothing is overwritten
- Records are added to, never edited, so the history stands up when it's questioned.
- Evidence in under a minute
- Produce a pack for one worker, one service or your whole organisation, as it stood on any date.
Look through a sample evidence pack
The real document, with made-up names. Download it or have it emailed to you.
- 1
Position on any date
Produce the pack as it stood on the day of an inspection, or any day before it.
- 2
Same basis for everyone
Monitoring is triggered by the expiry date on the record, whatever the person's nationality.
- 3
Follow-ups done on time
Checks completed on or before their due date, counted and shown as a percentage.
- 4
Unaltered records
Every page states that nothing has been edited since it was recorded.
Or email it to me
The rules
What the regulations ask for, and how it’s evidenced
Works for care services in England, Scotland, Wales and Northern Ireland.
Regulator: Care Quality Commission (CQC). Right to work rules come from the Home Office and are the same across the UK.
| Requirement | Source | How it’s evidenced |
|---|---|---|
| Monitor staff on an ongoing basis, not only at recruitment | CQC, Regulation 19 | Follow-up dates tracked for everyone with time-limited permission, and each check logged. |
| Include bank, agency and contracted staff | CQC, Regulation 19 guidance | One register for employed, bank and agency workers, with agency evidence logged against each person. |
| Hold Schedule 3 information before someone starts | Regulation 19, Schedule 3 | Agency evidence logged with the date it arrived, ahead of the first shift. |
| Carry out a follow-up check on or before permission ends | Home Office employer's guideApplies across the UK | Requests start at 90 days. The check date is recorded next to the expiry date it relates to. |
| Keep records for employment plus two years | Home Office employer's guideApplies across the UK | Records kept for that period, and exported whenever you ask. |
| Keep a statutory excuse against civil penalties of up to £60,000 per worker | Home Office employer's guideApplies across the UK | A dated record of every follow-up check, shown per worker in the evidence pack. |
Regulator: Care Inspectorate. Right to work rules come from the Home Office and are the same across the UK.
| Requirement | Source | How it’s evidenced |
|---|---|---|
| Only employ people who are fit to work in the care service | Requirements for Care Services Regulations 2011, regulation 9 | Follow-up dates tracked for everyone with time-limited permission, so fitness is checked beyond the first day. |
| Show your recruitment checks when the service is inspected | Care Inspectorate | An evidence pack for any worker, service or date, produced in under a minute. |
| Carry out a follow-up check on or before permission ends | Home Office employer's guideApplies across the UK | Requests start at 90 days. The check date is recorded next to the expiry date it relates to. |
| Keep records for employment plus two years | Home Office employer's guideApplies across the UK | Records kept for that period, and exported whenever you ask. |
| Keep a statutory excuse against civil penalties of up to £60,000 per worker | Home Office employer's guideApplies across the UK | A dated record of every follow-up check, shown per worker in the evidence pack. |
Regulator: Care Inspectorate Wales (CIW). Right to work rules come from the Home Office and are the same across the UK.
| Requirement | Source | How it’s evidenced |
|---|---|---|
| Only employ staff who are fit to work at the service | Regulated Services (Wales) Regulations 2017, regulation 35 | Follow-up dates tracked for everyone with time-limited permission, and each check logged. |
| Hold the Schedule 1 information for everyone working at the service | Regulation 35, Schedule 1 | Agency evidence and your own checks logged against each worker, with the date they arrived. |
| Carry out a follow-up check on or before permission ends | Home Office employer's guideApplies across the UK | Requests start at 90 days. The check date is recorded next to the expiry date it relates to. |
| Keep records for employment plus two years | Home Office employer's guideApplies across the UK | Records kept for that period, and exported whenever you ask. |
| Keep a statutory excuse against civil penalties of up to £60,000 per worker | Home Office employer's guideApplies across the UK | A dated record of every follow-up check, shown per worker in the evidence pack. |
Regulator: Regulation and Quality Improvement Authority (RQIA). Right to work rules come from the Home Office and are the same across the UK.
| Requirement | Source | How it’s evidenced |
|---|---|---|
| Only employ workers who are fit to work at the home | Residential Care Homes Regulations (NI) 2005, regulation 21 | Follow-up dates tracked for everyone with time-limited permission, and each check logged. |
| The same duty for nursing homes | Nursing Homes Regulations (NI) 2005, regulation 21 | One register for employed, bank and agency workers across every home you run. |
| Carry out a follow-up check on or before permission ends | Home Office employer's guideApplies across the UK | Requests start at 90 days. The check date is recorded next to the expiry date it relates to. |
| Keep records for employment plus two years | Home Office employer's guideApplies across the UK | Records kept for that period, and exported whenever you ask. |
| Keep a statutory excuse against civil penalties of up to £60,000 per worker | Home Office employer's guideApplies across the UK | A dated record of every follow-up check, shown per worker in the evidence pack. |
This service doesn’t carry out the initial right to work check and doesn’t replace your duty as an employer. It monitors what happens afterwards and records it.
Pricing
You only pay for the staff you monitor
That means staff with time-limited permission. Anyone with a permanent right to work is checked once and never counted, so most services pay under £40 a month.
| Example | Monitored staff | Per month |
|---|---|---|
| 42-bed care home | 11 | £25 |
| Home care service | 34 | £34 |
| Staffing agency | 60 | £60 |
Every service
£1 per worker, per month
£25 a month minimum. Prices exclude VAT.
- 14-day free trial, no card needed
- Unlimited evidence packs and exports
- Text and email requests included
- Pay by card or invoice, with PO numbers
- No minimum term, cancel any time
- Group pricing for multi-site providers
Security and data protection
Built to hold immigration data on your staff
You act as the data controller and we act as your processor under UK GDPR. Read the data processing agreement and sub-processor list before you sign up.
- Hosted in the UK
- Data is stored on AWS London (eu-west-2) and isn't transferred outside the UK.
- Registered with the ICO
- Registration number [ICO registration number].
- Cyber Essentials Plus
- Independently certified. Certificate number [Certificate number].
- Data Security and Protection Toolkit
- NHS DSPT status: Standards Met. ODS code [ODS code].
- Encrypted throughout
- TLS 1.2 or higher in transit. AES-256 at rest, including backups.
- Passwordless sign-in
- Sign in with a code sent to your work email, so there's no password to leak or share. Role-based access means deputies can see status without seeing documents.
- Full audit trail
- Every view, change and export is logged. Records are added to, never overwritten.
- Independent penetration testing
- Carried out every year by a CREST-accredited firm. A summary is available on request.
- Incident notification
- If an incident affects your data, we tell you within 24 hours of becoming aware of it.
Supplying staff into care services?
Your clients need Schedule 3 evidence for every worker before their first shift, including right to work verified by online check with expiry dates tracked. Send it to them before they ask for it.
How long does setup take?
Most services are set up the same day. Upload your staff list, check the columns have matched, and monitoring starts. If you'd like help, book a call and we'll go through it with you.
Does this do the initial right to work check?
No. You still carry out the check when someone starts. This tracks what happens afterwards and records each follow-up check.
Does it replace our legal obligation?
No. The duty to check stays with you as the employer. The service makes sure follow-up dates aren't missed and gives you the evidence that you met it.
What exactly does a worker receive?
The text message and email shown on this page, sent in your service's name. They ask for an updated share code and give a contact at your service. They don't mention penalties or enforcement.
Does it cover agency and bank staff we didn't recruit?
Yes. They sit on the same register as your employed staff, and you can log the evidence an agency sends you against each worker.
What happens if a worker doesn't reply?
They're asked again at 60, 30 and 5 days and on the day itself, and you're told from 30 days. Every request and reminder is logged, so the record shows what was asked and when.
We already have an HR system. Do we need to change it?
No. Export your staff list from it and upload it. There's nothing to connect and nothing to migrate.
Can we cancel?
Yes, at any time, from inside the product. There's no minimum term, and you can export your full record history whenever you like.
Contact us
Send us a message
Questions about your service, pricing for several sites, or how your data is handled. We read every message and reply within one working day.
Prefer to talk it through? Book a call.
See every follow-up date across your staff today
Upload your staff list and you’ll know who is due, who is overdue and who doesn’t need monitoring at all.
14-day free trial. No card needed.