Record right-to-work checks and visa expiry dates

Before you start

HollyHR records your check; it doesn't decide whether someone has the right to work, and it doesn't give immigration advice. For how to do a check, use the GOV.UK guidance at the end of this article.

Record a check

1. Open Onboarding and choose Packs. Choose New pack, or duplicate an existing pack, then choose Add right to work. It adds two steps: the person provides their evidence, then HR verifies it.
2. Choose Publish pack. Only published packs can be launched.
3. Choose Launch onboarding, pick the person and the pack, and choose who verifies their right to work. This works for someone already working for you, too.
4. Once their evidence is in, open Onboarding and choose Review & verify on the Verify right to work step.
5. Check the evidence, then choose Check completed. If something is missing or unclear, choose Needs attention and they'll be asked again.
6. Enter the Date the check was completed and How was the check completed?
7. Choose a Permission duration. For a visa or other time-limited permission, choose Time-limited and enter Permission ends from the evidence.
8. Enter Next check due if you want a follow-up, say whether the evidence records work restrictions, and save.

Track a visa or permission end date

Permission ends records the date on the evidence. It doesn't schedule anything by itself. Next check due is the date your organisation plans to check again, and that's the date HollyHR follows up on. HollyHR doesn't work it out for you.

• In Documents, Compliance lists each check with a Next check due date. It shows Due within 30 days, then Follow-up overdue, and you can request fresh evidence from there.
• The person's Employment tab keeps every check they've had under Right-to-work checks.

Keep a copy of the visa

1. Open People, choose the person and go to their Documents tab.
2. Choose Add document, name it, choose a type and upload the file or add a link.
3. Enter the Issue date and the Expiry date shown on the visa, then save.

In Documents, Library shows each file's expiry date under People's files. It's highlighted from 60 days before and marked Expired after. Filter by Expires within 60 days to see what's coming up.

Official guidance

Right-to-work checks aren't a company document for people to acknowledge, so record them through Onboarding. For how to do a check, use GOV.UK.

• Check a job applicant's right to work (GOV.UK)
• Employer's guide to right to work checks (GOV.UK)

What happens next

• The check is saved on their Employment tab under Right-to-work checks.
• If you entered Next check due, Compliance in Documents lists it and flags it when it's due within 30 days or overdue.

If something goes wrong

You can't launch the pack. Only published packs can be launched. Choose Publish pack first.

The evidence is missing or unclear. Choose Needs attention on the Verify right to work step, and they'll be asked again.