What's covered in this guide?:
Ensure compliance and speed up hiring with our integration with certified IDSP provider TrustID. Workforce.com sends Right to Work checks to employees through TrustID. TrustID's experts analyse their identity documents and return a Right to Work status and a detailed PDF report.
📝 Important to note: This feature is only available in the UK.
What type of "Right to Work" checks do TrustID perform?
TrustID supports digital checks and conditional (non-digital) checks.
Digital checks can be used to prove Right to Work for people with:
an in-date British or Irish passport (out-of-date British or Irish passports are still valid for proving Right to Work, but can't be used for a digital check and must be seen in person)
an Irish passport card
Conditional checks can be used to prove Right to Work for:
all non-UK/Irish applicants with an eVisa through the Home Office online service, including those under the EU Settlement Scheme
share codes
additional documents, such as National Insurance numbers and birth certificates
TrustID aims to complete Right to Work checks within about 1 hour.
Turn on Right to Work checks
An admin needs to turn on the add-on before anyone can send checks.
Go to Settings → Feature Management → Add-ons.
Find Right To Work & DBS Checks and turn it on.
📝 Important to note: This is a paid feature.
Right to Work checks are billed at £1.95 (plus VAT) per document assessed. A typical check has 1 to 3 documents, depending on the type of check.
Enhanced DBS checks are billed at £47.00 per check.
Send a Right to Work check
You can send a check in two ways.
Option 1: With an onboarding invite
When you invite a new employee, go to Include background checks for this employee?
Tick Right to work check. You can also choose Enhanced DBS check, or Right to work & enhanced DBS check. Only select one.
Send the invite.
📝 Important to note: The Right to Work check email is sent after the employee has completed and submitted their onboarding. TrustID emails them a secure link to upload their documents.
Option 2: From the employee's profile
Use this for existing employees, or to send a check outside onboarding.
Go to Staff, choose the employee, then go to HR → Hire & Onboard.
Click Send Right to Work check. If a check has been sent before, the button says Resend Right to Work check.
📝 Important to note:
You can resend a check while it's Sent. The new link replaces the old one.
You can't resend while the check is Submitted or In Review, unless the link has expired.
Tracking the status of the "Right to Work" check
Go to Employee Onboarding → DBS & Right to work checks. This page appears once your account has sent at least one check.
Status | What it means |
Sent | The check has been created and the email has been, or will be, sent to the employee |
Submitted | The employee has submitted their documents to TrustID |
In review | TrustID is reviewing the submission |
Complete | The check is complete and approved |
Rejected | The check is complete but wasn't approved. See "Resolve a rejected check" below |
Guest Link Expired | The employee didn't submit within 2 weeks, so the link no longer works. Send a new check |
Expired | The check was completed, but its expiry date has passed |
The page shows each check's name, application type, status, completed date, number of documents reviewed, teams and locations. You can filter by location, team and status.
The Documents reviewed total at the top right adds up the checks shown on the current page.
When a check is complete
When a check is complete, emails are sent to the employee and to the manager who sent the check:
The employee's email says whether they passed or failed.
The manager's email says whether the employee passed or failed, with a View Report Here button that opens TrustID's PDF report. The report explains why a check failed.
Workforce.com also saves the report on a Right To Work qualification on the employee's profile. The qualification is created automatically if it doesn't exist, and is marked as approved if the check passed.
To view the report later, go to Staff, choose the employee, then go to HR and open the qualifications tab. Depending on your account, this tab is called Train & Qualify, Qualifications or Training.
📝 Important to note: If TrustID provides a follow-up date, Workforce.com uses it as the qualification's expiry date. If the expiry date is blank, set it yourself so the system can send "about to expire" and "expired" notifications.
Resolve a rejected check
Review the rejection: open the report from the email (or the Right To Work qualification) to see why the check was rejected and what's needed.
Work with the employee: help them correct any errors or gather the missing documents.
Send any extra documents to TrustID: if TrustID asks for more documents, such as written confirmation of term times, send them to the email address TrustID provides.
Resend the check if needed: go to the employee's Hire & Onboard tab and click Resend Right to Work check.
Track the status: go to Employee Onboarding → DBS & Right to work checks.
💡 Tip: To avoid rejections, make sure employees understand what's needed and double-check their documents before they submit.
Understand your bill
Once a Right to Work check is complete, whether approved or rejected, it's added to your monthly invoice. The charge is £1.95 (plus VAT) for each document assessed, for checks completed in that billing month. Even if you're on an annual subscription, Right to Work checks are billed monthly.
Support
The Workforce.com team can help with general troubleshooting and questions. Email support@workforce.com or use the chat button in the bottom corner.
For problems with TrustID itself, such as a photo not saving or the upload page not working, contact TrustID at customerservice@trustid.co.uk.