Care homes
Right to work checks and eligibility packs for care homes
Every person who works a shift in your home is on one register: employed, bank and agency. We watch the expiry dates, chase the share codes, run the check on gov.uk, and keep the DBS, Care Certificate and training beside it.
14-day free trial. Most services are set up the same day.
A familiar situation
Where the gap usually shows up
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
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.
42-bed care home
£49 a month
11 monitored staff. Around a quarter of staff with time-limited permission.
Start 14-day trialQuestions
Questions we get from care homes
- We use agency staff for nights. Do they belong on our register?
- Yes. Regulation 19 covers everyone working in regulated activity, not only the people on your payroll. Agency workers sit on the same register, you log the evidence the agency sends with the date it arrived, and the pack shows it alongside your own checks.
- Our staff files are in the office. Does this replace them?
- No, and it isn't meant to. It holds the right to work position for every person, the certificates you keep on file, and the evidence behind both, so the part an inspector asks for first is in one place and can be produced on any date.
- What happens when a carer's permission runs out over a weekend?
- They are asked for a new share code 90 days before, then again at 60, 30 and 5 days, and on the day. You are told from 30 days. If nothing comes back, the register flags them the morning their permission ends, so it isn't found on the Monday.
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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