Overview
UK employers are legally required to verify that every employee has the right to work in the United Kingdom before employment starts. Failure to conduct proper checks can result in civil penalties of up to £60,000 per illegal worker. Firstwork automates Right to Work (RTW) verification by combining document collection, API-based validation, OCR, and automated recollection for expiring documents — all within your hiring flow. This guide walks through how to handle RTW verification for high-volume hiring.How RTW Fits Into a UK Hiring Flow
Right to Work checks typically sit early in the hiring flow, after basic application details but before contract signing:Step 1: Add a Right to Work Declaration
Create a Right to Work Declaration page with a selection element asking the candidate to declare their nationality type:[!TIP] Use a compliance rule on this page to route candidates to the correct document upload page based on their declaration. This avoids showing irrelevant document requests.
Step 2: Set Up Document Collection by Nationality
British / Irish Nationals
Create separate pages for each accepted document type:
Configure each document upload element with:
- Enable OCR — Extracts name, DOB, passport number, expiry date
- Detect doctored documents — Flags potentially altered documents
- Camera capture required — Ensures the document is photographed live, not a screenshot
Foreign Nationals
For candidates without British/Irish nationality, collect:[!TIP] The Home Office share code can be verified via API. Set up an automation to call the RTW API automatically after the candidate submits their share code and documents.
Step 3: Automate RTW API Verification
Firstwork can verify Right to Work status automatically using the Home Office Employer Checking Service API. Set this up using automations:Create an RTW API automation
Go to Automations and create a new automation linked to your hiring flow. Name it something clear like “RTW API Check”.Set the trigger
Use a Form Element Submission trigger that fires when the RTW document upload page is completed.Add the RTW API action
Add an action that calls the RTW verification API with the candidate’s share code, date of birth, and document details.Handle API results with compliance rules
Based on the API response:- Verified — Move to the next page (contract signing)
- Unable to verify — Route to manual review
- Expired documents — Trigger recollection
Example RTW automation setup
A comprehensive RTW verification setup typically includes these automations:Step 4: Add DVLA Verification (For Driver Roles)
If you’re hiring drivers, add driving licence verification alongside RTW:Collect driving licence details
Add a Vehicle Selection & Driver Information page with licence number, category, and document upload.Add a DVLA API automation
Create an automation that calls the DVLA API to verify the licence is valid, not revoked, and matches the candidate’s identity.Use AI for document processing
Enable AI-powered automations to extract and validate:- Driving licence details (Trigger MM DVLA AI)
- RTW document details (Trigger MM RTW AI)
- Vehicle registration (Trigger MM Vehicle Reg AI)
Step 5: Set Up Compliance Rules for RTW Outcomes
Add compliance rules to handle different verification outcomes:Stage structure for RTW outcomes
Set up dedicated stages in your hiring flow to track RTW status:Step 6: Configure Ongoing RTW Recollection
RTW status can expire — particularly for workers on visas or with time-limited permission to work. Set up automated recollection:Create recollection templates
In your hiring flow settings under Recollection, create templates for:- Passport expiry
- Visa/BRP expiry
- Share code refresh (share codes are valid for 90 days)
Set up a scheduled recollection automation
Create a Schedule Trigger automation that:- Runs daily
- Checks for RTW documents expiring within 90 days
- Triggers recollection for affected candidates
- Sends an SMS/email notification to the candidate
Add Slack alerts for the compliance team
Create an automation that posts to a Slack channel when:- A worker’s RTW expires within 30 days
- A recollection request goes unanswered for 7 days
- A document fails re-verification
Re-evaluate compliance rules on recollection
Enable Re-evaluate rules on recollection in your hiring flow settings so that re-submitted documents are automatically verified through the same RTW API workflow.Step 7: Monitoring and Alerts
Set up operational visibility for your compliance team:[!TIP] We recommend using a dedicated Slack channel for compliance alerts. Each automation posts structured messages with the candidate’s name, document type, expiry date, and a direct link to their application — so the compliance team can act immediately.
Best Practices
-
Route by nationality - Use compliance rules to show the right document upload pages. British nationals don’t need share codes; foreign nationals do. Avoid one-size-fits-all pages.
- Enable OCR on all documents - OCR catches data mismatches early — if the name on a passport doesn’t match the application, flag it before it reaches manual review.
- Automate recollection before expiry - Start recollection 90 days before document expiry. Send reminders at 90, 60, 30, and 7 days. Don’t wait until the last minute.
- Keep audit trails - Every RTW check, API call, and document upload is logged. Use webhooks or CSV export automations to maintain external audit records for Home Office inspections.