From October 1st 2022, new UK legislation came into effect for how businesses check their employees’ Right to Work. The new UK Digital Identity and Attributes Trust framework from the DCMS (Department for Culture, Media and Sport) states that businesses are only able to hire applicants by meeting them face-to-face, by using technology for ID validation, or by the Home Office online service to check onboarding documents.

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.

As a certified Identity Service Provider (IDSP) since October 2022, we at NorthRow offer a comprehensive digital solution with multiple benefits for ensuring compliant remote ID checks.

In this article, we highlight the many benefits you can expect from adopting our digital right to work software (using Identification Document Validation Technology (IDVT) as well as the factors you should consider before selecting a right-to-work software vendor.

7 benefits of adopting right to work software

Right to work checks can be frustrating and time-consuming. However, with the right software, this process can become quick and seamless, eliminating the need for face-to-face checks, offering enhanced security and providing a host of other benefits.

1. Removes the need for face-to-face checks

The pandemic allowed ‘adjusted’ right-to-work checks. This meant employee verification could take place via a video call. This is no longer the case since October 1st 2022; however, employers can use IDVT. This technology removes the need for time-consuming face-to-face meetings prior to onboarding.

2. Reduced fraud

The outgoing style of ‘adjusted’ checks was easy to manipulate and saw increasing levels of fraud. IDVT reduces this risk with access to large identity document libraries held securely in the cloud that are more reliable in detecting fraudulent documents, particularly when processing higher volumes.

3. Faster onboarding

IDVT removes the need for face-to-face checks using manual processes as well as having to navigate the drawn-out system of obtaining a share code via the Home Office online service. Instead, employees can be onboarded in minutes, from anywhere, at any time, and in real-time from an easy-to-use interface.

4. Improved processes

IDVT supplied by a certified Identity Service Provider (IDSP) will reduce process tasks by following the same workflow. This provides consistency and ensures your business follows the right steps for your employees to work in the UK.

5. Increased security

Manually verifying documents is incredibly insecure, with copies of ID documents in danger of being copied, lost or stolen. IDVT allows remote onboarding without the need to take documents into an office for copying. This leads to a far more efficient onboarding process and easier compliance with GDPR.

6. Cost savings

Whilst a digital service does attract a cost, this can be offset through efficiency benefits, such as time savings, reduced errors and better resource allocation. Right-to-work software will also protect your business against costly fines and the risk of reputational damage.

7. Seamless employee experience

As more and more transactions move online, prospective employees expect a fully digital process. They want to engage with organisations that are forward-thinking and not spend weeks waiting for start dates or requests for more information.

Choosing right to work software: Factors to consider

Right-to-work software can benefit your business in numerous ways. However, there are numerous vendors offering right to work software, and choosing the wrong one can result in fines, invasive audits and business interruption. This makes choosing the correct right-to-work software crucial. Here are five important questions to consider before choosing.

Is it compliant with local laws and regulations?

It’s vital that you choose a software vendor that’s compliant with your 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, a select number of software companies 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.

Is it user-friendly?

When implementing any new software, it’s essential to consider it’s user-friendliness and ease of use. 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.

Can it be integrated with your 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.

Does it offer 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 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.

Does it provide 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.

Streamline your right to work processes with NorthRow

Right to work software offers a secure way of vetting, verifying and storing employee data, using less time, effort and money. Considering this and the numerous other benefits it offers, adopting this software should be a no-brainer.

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

At NorthRow, we offer a digital right to work app, which is available on smartphones, tablets and desktop devices without the need to be connected to the internet. Using the latest digital technology, businesses can onboard candidates at any time, from anywhere, in minutes.

NorthRow, a certified IDSP, can provide you with additional guidance and advice. For more information and further support documents, get in touch with one of our experts.

Last updated: Thursday 2 November 2023