Right to Work Check Software
for UK Employers
Keep one register of every right to work check: how it was done, when, and by whom. Record the date time-limited permission ends and Leavely flags the follow-up check 60 days before, on the dashboard where you will see it. Part of Leavely alongside leave management, rotas and documents at £8 per user per month.
Free 14-day trial. No credit card required.
£8
per user/month
60
days' warning
3
check methods
The first check is easy to remember. The follow-up is not.
Most employers know to check a new starter's right to work. The harder part is what happens next. When someone has time-limited permission, the check has to be repeated before that permission runs out, which might be years after they joined. By then the original check is in a folder, and the date it matters is in nobody's calendar.
Share codes add another deadline. A code is only valid for 90 days from when the person generates it, so a check left too long after the code is shared may need a new one.
Leavely keeps the register for you. Each employee has a status, each check has a date and method, and anyone whose permission is about to end appears on the dashboard in good time.
What the law says, in brief
The main points behind the register. The Home Office guidance sets out exactly which documents and checks apply to each person.
Check everyone before they start
You should check the right to work of every new employee before they start work, including British citizens.
A correct check is your defence
Carrying out the correct check gives you a statutory excuse against a civil penalty if the person turns out not to have the right to work. The civil penalty can be up to £60,000 per illegal worker.
Repeat checks for time-limited permission
Where someone has time-limited permission to work in the UK, repeat the check before that permission expires. If you do not, the statutory excuse lapses.
Keep your records
Keep copies of the documents you checked for the whole time the person works for you, and for 2 years after their employment ends.
Share codes and eVisas
A share code is valid for 90 days from when the person generates it. People with an eVisa need an online check using the Home Office service.
Right to work tracking that flags follow-ups
Replace spreadsheets and calendar reminders with a register that tells you what needs doing.
A register of every check
See every employee in one list with their current status: checked, follow-up check due, permission expired, or no check recorded.
Online, manual and IDVT checks
Record the method used, the document or share code, the date of the check and who carried it out. Leavely tidies share codes typed with spaces or dashes.
Visa and permission expiry tracking
For time-limited permission, enter the date it ends. From 60 days before, the person moves to "follow-up check due" so you have time to arrange a repeat check.
Dashboard alerts
Follow-up checks that are due, permission that has expired and staff with no check recorded show on the admin dashboard, so nothing is buried in a spreadsheet.
Per-person history
Every check recorded for someone stays on their history, so you can show when each check was done and how.
Admin-only access
The register is visible to admins and owners only. Immigration details are not shown to managers or other staff.
How it works
- 1
Carry out the check
Use the Home Office online service with the person's share code, check their original documents, or use a certified identity service provider for a British or Irish passport.
- 2
Record it in Leavely
Open Right to work, choose the employee and the method, and add the document type, the check date and who did it. Keep your dated copies of any documents safely, for example in the employee's documents.
- 3
Add the permission end date
If the person has time-limited permission, enter the date it ends. If their permission is not time-limited, leave it blank and no follow-up is needed.
- 4
Act on alerts
When a follow-up check is due, it shows on the dashboard and in the register. Record the new check and the history updates.
Who can see what
Right to work records hold immigration details, so access is kept narrow.
Admins and owners
See the full register, record and remove checks, and get dashboard alerts for follow-ups.
Managers
Do not see the right to work register. It holds immigration details that stay with HR.
Employees
Do not see the register. They give you their share code or documents, and you record the check.
Never miss a follow-up check again
Record every check, track permission end dates and get alerts in time. All included at £8 per user per month.
Frequently asked questions
Does Leavely carry out the right to work check for me?
Which types of check can I record?
How does Leavely know when a follow-up check is due?
Do I need to check British citizens too?
How long should I keep right to work records?
Who can see right to work records?
Is right to work tracking included in the £8/user/month price?
Guides and related tools
Try Leavely free for 14 days
Right to work tracking, leave management, rotas and more. All for £8 per user per month. No credit card needed.