How to verify a worker's right to work when selecting them

From 1 October 2026, a service that uses agency workers has to be able to show that, before a worker's first shift, someone looked at the worker's right-to-work evidence and was satisfied a compliant check was in place. Care Hires now captures that for you, at the moment you select a worker.

This is important to understand: you are not carrying out the right-to-work check. The worker's agency is their employer and does that. You are confirming that you have seen a compliant check exists and are satisfied with it. The declaration and the record say exactly that.

• It appears only when it is needed. You see the step the first time you select a worker at a site, and again once that site's review date has passed. It is not a pop-up on every booking.
• Verification is held per site. Confirming a worker at one of your sites does not carry over to another of your sites.
• It applies to every worker, whatever their nationality or visa type.
• Have the worker's documents to hand, or ready to open. You can view them during the step.

When you select a worker who needs verifying, the Right to Work Verification window opens. It applies from both the Suggested Workers tab (Authorise and Select) and the Eligible tab (Select).

Steps to verify a worker

1. Read why you are being asked. The window explains the rule, who does what, and what will be recorded.
2. Check the worker's right-to-work evidence. The window shows what is held on the profile: the visa type, share code, any Certificate of Sponsorship details, and each document with its expiry date. To look at the documents themselves, select View right-to-work documents. This opens the worker's Profile Overview, and the documents open in new tabs, exactly as they do elsewhere. Anything you have already entered in the window is kept, and the window returns when you close the profile.
3. Set the Next Review Date. This is required. It is pre-filled with the earliest document expiry on the profile. You can bring it earlier, but not past that earliest expiry.
4. Add a note if you want to. This is optional.
5. Confirm the declaration. This is required, and is worded by Care Hires to state that you are satisfied a compliant right-to-work check is in place.
6. Select Confirm and select. The worker is selected and the verification is recorded.

Choosing Cancel records nothing and leaves the worker unselected.

Please note: Who confirmed is taken from your own login. You do not type your name; the record shows it was you, on behalf of the site you are working in, with the date and time.

What the verification records

Once confirmed, a green Right to work verified badge appears on the Selected Worker card, in the place the old Statement of Work link used to sit.

• Hover over the badge to see who verified the worker, for which site, when, and the next review date.
• Select the badge to open the signed record: who verified, when, the next review date, when it was recorded, the declaration that was accepted, and a history of every verification round at that site.

The confirmation is also written to the job's Audit Log and the worker's profile, so it is there whenever you or a colleague need it.

When a review is due

When a site's review date passes, the worker's card turns red to show a review is due, and the verification window returns the next time you select them. It shows you the previous verification; confirming again writes a new record and keeps the earlier one in the history.

Good habits worth adopting

• Set a review date you will actually act on. The earliest document expiry is a sensible default, but if a visa or DBS is close to lapsing, bring the review date forward so the prompt reaches you in good time.
• Open the documents rather than relying on the summary. The window lists the evidence, but View right-to-work documents lets you see the real thing before you confirm.

If something looks wrong

• The window did not appear when you expected it. The worker has probably already been verified at this site and the review date has not yet passed. Open the Selected Worker card and select the Right to work verified badge to see the current record.
• You cannot select a worker at all. The verification sits in front of selection but does not override compliance. If a compliance requirement is blocking the worker upstream, that has to be resolved first.
• A selection shows as verification outstanding. When Care Hires selects a worker on a site's behalf, the verification is left for someone at the site to complete. Open the Selected Worker card and confirm it from the badge.

For anything the record does not explain, contact our Support Team.