What is the online Right to Work service?
The Home Office online Right to Work checking service lets employers verify a job applicant's right to work digitally, without handling physical documents. Launched in 2018 and expanded significantly since, it now covers millions of workers who hold biometric residence permits, biometric residence cards, frontier worker permits, and those with immigration status granted under the EU Settlement Scheme or through eVisas.
For employers, this means faster verification, reduced document handling, and a clear digital audit trail. For workers, it means not having to hand over physical documents that could get lost or damaged.
The service is accessed through the GOV.UK website and requires the worker to generate a share code that the employer then uses to view their status.
See how it works: MyRightToWork integrates with the Home Office service to streamline your verification process.
When can you use the online service?
Not every worker can be checked through the online service. It only works for people whose immigration status is held digitally by the Home Office.
Eligible workers include:
- Holders of biometric residence permits (BRPs)
- Holders of biometric residence cards (BRCs)
- Those with EU Settlement Scheme status (pre-settled or settled)
- Those with an eVisa
- Frontier worker permit holders
- Anyone whose immigration status was granted digitally
Workers who cannot use it:
- British and Irish citizens (they need physical documents)
- Anyone whose status has not been digitised
- Those with paper visas in older passports
If someone cannot use the online service, you conduct a manual document check instead. Both methods provide a statutory excuse if done correctly.
Related reading: Right to Work checks for EU citizens after Brexit
How the online verification process works
Step 1: Worker generates a share code
The worker visits the GOV.UK 'prove your right to work' page and logs in using their identity details. They enter your organisation's name and generate a share code. This code is valid for 30 days.
The worker then gives you the share code along with their date of birth.
Step 2: Employer views the status
You visit the GOV.UK 'view a job applicant's right to work details' page. Enter the share code and the worker's date of birth. The system displays their current immigration status, any work restrictions, and when any time-limited permission expires.
Step 3: Check the photo
The online service displays a photograph of the worker. You must confirm this matches the person standing in front of you. This is not optional, even for remote workers where you would need to conduct the check via video call.
Step 4: Record the check
You need to keep a record of the check. The system provides a page you can print or save as a PDF. This record must include the date you conducted the check. Keep it for the duration of employment plus two years after the person leaves.
Explore the platform: MyRightToWork automatically stores verification records with timestamps and expiry alerts.
Getting a statutory excuse
Conducting the online check correctly provides you with a statutory excuse against civil penalty if it later turns out the person did not have the right to work. But the excuse only applies if you followed the process properly.
What you must do:
- Obtain the share code and date of birth from the worker
- Use the online service before employment starts
- Check the photo matches the person
- Review any work restrictions
- Retain a dated copy of the response
- Conduct follow-up checks before time-limited permission expires
If you skip any of these steps, you may not have a valid statutory excuse. The Home Office can and does issue civil penalties where employers have been negligent.
System requirements and access
The online service is free to use but requires a stable internet connection. It works in standard web browsers and does not require any special software.
What you need:
- The worker's share code
- The worker's date of birth
- Ability to verify the photograph (in person or via live video)
- A way to save or print the result
Common access issues:
Share codes expire after 30 days. If a worker generates a code too early in the recruitment process, they may need to generate a new one before their start date.
The service is occasionally unavailable for maintenance. Check planned outages on the GOV.UK status page if you encounter problems.
See how it works: MyRightToWork notifies you of upcoming expiries so you never miss a follow-up check.
Follow-up checks for time-limited status
When someone has time-limited permission to work, you must conduct a follow-up check before that permission expires. The online service makes this straightforward because it clearly shows expiry dates.
Scheduling follow-ups
Set a reminder for at least 28 days before any expiry. This gives the worker time to generate a new share code and gives you time to conduct the check without scrambling on the last day.
If the worker has applied to extend their visa and is waiting for a decision, you may see different information in the system. The verification response will tell you what to do next.
What if permission expires with no follow-up?
If time-limited permission expires and you have not conducted a new check, your statutory excuse expires too. Any continued employment after that date is potentially illegal.
Remote hiring and video verification
Since COVID-19, the Home Office has allowed identity verification via video call for online checks. This remains an option and is particularly useful for employers hiring workers who cannot attend premises before their start date.
How to verify remotely:
- Arrange a live video call with the worker
- Access the online service and view their Right to Work details
- During the video call, confirm the photo matches the person on screen
- Ask them to hold up a form of ID to camera so you can verify it matches the on-screen photo
- Record that you conducted verification via video call
This is not the same as having someone email you a photo. It must be a live video interaction where you can see the person and confirm their identity in real time.
Common mistakes employers make
Checking after employment starts
You must conduct the check before the first day of employment. Checking afterwards means you employed someone without verifying their right to work, even if only for a day.
Not verifying the photograph
Some employers retrieve the online data but do not actually compare the photo to the person. This undermines the entire process and could void your statutory excuse.
Forgetting follow-up checks
Time-limited permissions require ongoing vigilance. Mark diary dates for every worker with an expiry. A single missed follow-up can result in civil penalties.
Accepting expired share codes
If a share code was generated more than 30 days ago, the worker must generate a new one. The system will reject expired codes, but make sure you are not trying to use old information.
Ready to simplify Right to Work? Join the Founding Partner waitlist to see how Compliance Cover automates verification tracking and expiry alerts.
FAQs: Home Office online Right to Work service
Is the online service mandatory?
No. Where workers are eligible for online checks, employers can choose between online verification or traditional document checks. However, for workers with digital-only status (like EU Settlement Scheme grants), the online service is the only way to check.
What if the system shows no right to work?
If the online service indicates no current right to work, you cannot employ that person. You may want to discuss with them in case there is an error with their status, but you cannot proceed with employment until the matter is resolved.
Can I delegate online checks?
Yes, you can authorise someone else to conduct checks on your behalf. However, you remain legally responsible for ensuring checks are conducted correctly. If using an identity service provider, they must be a certified provider listed by the government.
Does the online check replace document checks entirely?
Only for workers whose status is held digitally. British and Irish citizens still require physical document checks, as do workers with older paper-based visas that have not been converted to eVisas.
Making online checks part of your process
The Home Office online Right to Work service simplifies verification for a growing proportion of the workforce. As more immigration status moves to digital, this service will become the default for most checks.
Building it into your standard hiring process now saves time and reduces document handling. The key is ensuring everyone involved understands the steps: get the share code, verify the identity, review the status, and keep records with clear dates.
Organisations that get this right treat online checks as one component of a joined-up Right to Work process. Combined with expiry tracking and scheduled follow-ups, it keeps you compliant without constant administrative overhead.
Ready to streamline Right to Work compliance? Join the Founding Partner waitlist to see how Compliance Cover integrates online verification with automatic expiry tracking across your entire workforce.