Right to work checks done properly, and followed up before they lapse.
Every UK employer must check that each person can work here before they start. KivoHR walks you through the right check, keeps the evidence and reminds you before a follow-up is due, and once you switch it on the rota won’t give a shift to anyone whose check has lapsed.
14 days free · no card needed
Right to work · Sofia Duarte
Starts Monday · share code check
Online check with share code Done 2 Nov
Permission Until 14 May 2027
Follow-up check Booked 13 Feb
First shift, Monday Allowed
-
1
Pick the right check
Passport, share code, a digital identity provider or the Employer Checking Service: the wizard asks the questions and records the answer.
-
2
Keep the evidence
Copies are fingerprinted and signed against the declaration, and the check date is the day you made it.
-
3
Never miss a follow-up
Time-limited permission gets a follow-up date, with reminders 90, 60, 30 and 14 days ahead.
Every method, one wizard
The right check for each person, recorded the way the guidance expects.
8 ways of recording a check are covered, from List A and List B documents to the Home Office online check, a certified digital identity provider, the Employer Checking Service and staff who came to you under TUPE. You make the online check on GOV.UK and record its answer here; the share code itself is never stored.
- Follow-up dates worked out, never typed
- Contractors and agency workers, with a supplier’s statement
- Students’ term-time weekly hours watched on the rota
- Evidence deleted two years after employment ends
Add shift · Thu 5 Nov · 08:00–16:00
ExampleAna Costa
Care assistant
Ana Costa
Care assistant
Ana can’t work this shift. Her right-to-work check lapsed on 1 Nov. Book a follow-up check
Who could cover
Sam Reid · 28h this week Available
Lea Park · 32h this week Available
If you sponsor workers
Your sponsor duties, with their deadlines already counted.
Record your licence, its key people and your certificates of sponsorship, and the sponsor tools switch on. Absences, pay and role changes that must be reported are spotted and drafted for the Sponsor Management System, with the deadline in UKVI working days. You submit each report yourself and record its reference.
- 21 kinds of report, each drafted from your records
- Pay checked against the going rate and the general threshold
- Each worker’s Appendix D file, with gaps flagged
- The inspection pack for a compliance visit
Sponsored workers
Your organisation, 2 October 2026
Works with the rest of KivoHR
Right to work: common questions
Does KivoHR check share codes with the Home Office for us?
No. You make the online check on GOV.UK and record the answer in KivoHR, which keeps the evidence and works out the follow-up. The share code itself is never stored.
Do we need a sponsor licence to use this?
No. Right-to-work checks are for every employer. The sponsor tools switch on when you record a licence.
Does it submit reports to UKVI?
No. It drafts each report for the Sponsor Management System with its deadline. Your Level 1 user submits it and records the reference.
What happens when a check lapses?
The person can’t be given new shifts until a follow-up check is recorded, from a date you choose.
Know that everyone you employ can work here.
14 days free, no card needed.