5 things to consider when choosing right to work software

right to work software

In today’s fast-paced business environment, HR and hiring managers increasingly rely on technology to streamline their processes and improve overall efficiency. With digital right to work software, the entire recruitment and onboarding process can be dramatically improved, meaning your employees can be performing in their roles faster. It helps organisations ensure that their employees are legally allowed to work in the country they are employed in. 

In the UK, it is recommended that businesses use government-certified IDSPs (Identity Service Providers), to deliver digital right to work checks, but not mandatory. However, there is the prospect of £20k fines, invasive audits and business interruption for those businesses that get it wrong.

With so many vendors offering right to work software, it can be challenging for to choose the right one. 

These are just some of the key factors to consider when choosing a right to work software vendor. 

Compliance with local laws and regulations

The first and most crucial factor to consider when choosing a right to work software vendor is whether their system is compliant with local laws and regulations. Different countries have different laws regarding the employment of foreign nationals, and it is essential that the software vendor you choose is up-to-date with the latest changes in these laws. Failure to comply with these regulations can result in hefty fines and legal proceedings, which can be detrimental to your organisation’s reputation. 

In the UK, there are a select number of software companies which are government-certified for right to work checks under the DCMS framework. This means that they are approved by the government to deliver fully compliant right to work verification. Businesses can be assured they have access to processes that will reduce fraud and provide them with the correct processes to avoid fines and increased threat of audits, whilst delivering improved efficiencies.

User-friendliness and ease of use 

The next factor to consider is the user-friendliness and ease of use of the software. The software should be intuitive and easy to navigate, even for non-technical users. When evaluating options for right to work software, look for a solution that provides clear instructions and a simple interface for uploading and verifying employee documents. This will save time and reduce the likelihood of errors and omissions. 

Integration with existing systems 

The right to work software should integrate seamlessly with your organisation’s existing systems, such as applicant tracking systems or HR information systems. This will help to automate the onboarding process and ensure that all employee data is stored in a centralised location. Look for vendors that offer API integration or have integrations with commonly used software solutions 

Security and data protection 

The very nature of right to work checks means that sensitive information is being captured as part of the checking process. Employee data such as passport details and work permits must be verified and copies taken in order to ensure ongoing compliance.

As a result, it is crucial that your selected software vendor has robust security measures in place to protect this data. Be sure to ask potential providers about their security protocols, such as data encryption, two-factor authentication, and regular security tests. 

Customer support and training

Finally, it is important to consider the level of customer support and training provided by the software vendor. The vendor should offer comprehensive training for all users and provide ongoing support for any issues that arise. Look for vendors that offer a dedicated account manager or support team to ensure that their needs are met quickly and efficiently. 

Choosing the best right to work software vendor requires careful consideration of several factors, as well as your company’s specific requirements and processes. 

By taking these factors into account as part of your selection processes, you can partner with a vendor that meets your organisation’s specific needs and provides a streamlined and efficient onboarding process for new employees.

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