Right to work and eligibility evidence for care providers
Prove your staff are eligible to work
DBS, right to work, training and qualifications. Chased before they expire, ready when anyone asks.
Avoid £45,000 right to work fines and the inspection findings that follow.
14-day free trial. 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
- DBS, Care Certificate and training on the same record as right to work
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
- Carers upload certificates from their phone, no account needed
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
- One pack per worker covering right to work and qualifications
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.
- The eligibility pack clients ask for, per worker, ready to send
- Expiry dates tracked across every worker you place
- Clients can see you monitor follow-up checks before they ask
- Workers send in their own certificates, so you aren't chasing paper
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 is run for you
When a share code comes back we check it on gov.uk and save the result, the PDF and the photo. You confirm the photo is them, and it's in the pack straight away. Staff upload their certificates through the same link, and you accept them with one click.
The pack
One pack that shows a worker is eligible to work here
Right to work, checked on gov.uk and dated. Qualifications, training and DBS, uploaded by the worker or by you, and accepted by you. Every item shows where it came from and when.
Produce it for one worker, one service or the whole organisation, as it stood on any date. Send it as a PDF or a link with a verification code the recipient can check.
Councils and agency clients ask for this before a contract starts. Inspectors ask for it on the day. It's ready either way.
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 eligibility pack
The real document, with made-up names. Right to work first, then every qualification, training record and DBS the provider holds. 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
Credentials counted too
How many staff hold everything their service requires, and how many are missing something.
- 4
Everyone in scope
The register behind the summary, with the date each person's permission runs out.
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 eligibility 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 eligibility 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 eligibility 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 eligibility 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 eligibility pack. |
This service doesn’t replace your duty as an employer. We run the online check and keep the evidence; confirming the photo is the person doing the work stays with you.
Pricing
One price per service, however many staff you have
You are registered and inspected one service at a time, so that is how we charge. Every member of staff is on the register at no extra cost.
| Example | Services | Per month |
|---|---|---|
| One care home | 1 | £49 |
| Three supported living services | 3 | £127 |
| A group of ten | 10 | £400 |
Every service
£49 per service, per month
£39 a month for each further service. Unlimited staff on every one.
- 14-day free trial, cancel any time
- Unlimited evidence packs and exports
- Text and email requests included
- Pay by card or invoice, with PO numbers
- No minimum term and no setup fee
- Group pricing for multi-site providers
Security and data protection
Built to hold immigration data on your staff
Immigration status is some of the most sensitive data a care service holds. Here is where it sits, who can reach it, and what happens if something goes wrong.
- Held in the UK
- Your records, documents and audit history are stored in UK data centres and don't leave the country.
- Certified infrastructure
- The data centres and platform underneath are certified to ISO/IEC 27001, 27017 and 27018, audited under SOC 2 Type II, and assessed every year.
- Encrypted throughout
- TLS 1.2 or higher in transit, AES-256 at rest including backups. Dates of birth and share codes are encrypted a second time on top of that, tied to your organisation, so the value can't be read anywhere else.
- Passwordless sign-in
- Sign in with a code sent to your work email, so there's no password to leak or share.
- Access that matches the job
- Owners, managers and deputies see different things, and a deputy can be limited to their own services. Status without documents, where that's all someone needs.
- Full audit trail
- Every view, change and export is logged. Records are added to, never overwritten.
- Independent penetration testing
- Carried out annually by a CREST-accredited firm.
- We're your processor, not your controller
- You stay the data controller. A data processing agreement is part of the terms, so there's nothing separate to negotiate.
- 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: right to work verified by online check, DBS, and training. Send one pack that covers it, before they ask.
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?
Yes, where the check is an online one. Give us a share code and date of birth and we run it on gov.uk, then save the result page, the official PDF and the photo against the worker. You confirm the photo is them, in person or on a live video call, because that step has to be done by the employer. For British and Irish citizens the first check is a passport or ID check, which you do yourself. If your checks are already done, import them instead and we pick up from the expiry dates you hold.
Do you check qualifications and DBS?
No. Right to work is checked on gov.uk. Certificates, training records and DBS are uploaded by the worker or by you and accepted by you, and the pack says so against each one. What you get is one place to hold them, reminders before they expire, and a pack that includes them.
Can staff upload their own certificates?
Yes. They get a text or email with a link, upload a photo or PDF, and you accept or reject it. No account, no app.
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.
Does this replace our spreadsheet?
No, and you can keep it. A spreadsheet holds dates. It can't ask a worker for a new share code, check the code on gov.uk, or show a council what you held and when. Upload the spreadsheet you already keep and we match the columns for you, so the register starts from the work you've already done.
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 email? Write to us directly.
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. Cancel any time.