Care staffing agencies
Right to work evidence packs for care staffing agencies
Your clients need Schedule 3 evidence before a worker starts a shift. Produce it per worker in under a minute, covering right to work checked on gov.uk, DBS and training, with a verification code the client can check.
14-day free trial. Most services are set up the same day.
A familiar situation
Where the gap usually shows up
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
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.
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. |
Pricing
£49 a month, whatever the size of your team
That covers your first 50 monitored staff, then £1 a month for each one after that. Staff with a permanent right to work are checked once and never counted. Prices exclude VAT.
Staffing agency
£59 a month
60 monitored staff. £1 a month for each monitored worker above 50.
Start 14-day trialQuestions
Questions we get from staffing agencies
- What do our clients actually receive?
- A pack for the workers you choose, showing right to work with the date and method of each check, then the DBS, Care Certificate and training you hold, each with the date you accepted the copy. It goes as a PDF or a link with a code they can verify.
- Can we produce a pack for one client's contract only?
- Yes. Choose the workers, name the client and the contract, and set the dates it covers. The pack shows their position as it stood then, and it can't be altered afterwards.
- We place workers across several homes. Is there a limit?
- No limit on packs or on staff. You pay £49 a month per organisation, which includes 50 monitored workers, then £1 a month for each one above that.
Run a different kind of service?
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.
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