Online Right to Work Check
How do you conduct an online right to work check? Step-by-step guide to using the Home Office checking service with share codes.
Last updated: 30 January 2025
The online checking service is the required method for most immigration statuses.
When to Use Online Check
Required For
| Status | Online Required |
|---|---|
| EU Settled Status | Yes |
| EU Pre-Settled Status | Yes |
| BRP holders | Yes |
| eVisa holders | Yes |
| Digital status | Yes |
Optional For
| Status | Can Use Online |
|---|---|
| British passport | No - manual only |
| Irish passport | No - manual only |
| Physical visa in passport | May use either |
The Share Code System
How It Works
| Step | Detail |
|---|---|
| Employee generates | Share code |
| From UKVI account | Online |
| Gives to employer | With DOB |
| Employer verifies | Online |
Share Code Details
| Feature | Detail |
|---|---|
| Format | 9 characters |
| Example | A1B2C3D4E |
| Valid for | 90 days |
| Free | To generate |
| Multiple | Can create new ones |
Step-by-Step Process
For Employees
| Step | Action |
|---|---|
| 1 | Go to gov.uk |
| 2 | Sign into UKVI account |
| 3 | Select "prove your right to work" |
| 4 | Generate share code |
| 5 | Give code + DOB to employer |
For Employers
| Step | Action |
|---|---|
| 1 | Go to checking service |
| 2 | Enter share code |
| 3 | Enter date of birth |
| 4 | View results |
| 5 | Compare photo |
| 6 | Save confirmation |
What the Check Shows
Information Displayed
| Element | Detail |
|---|---|
| Photo | Of the person |
| Name | Full name |
| Date of birth | DOB |
| Immigration status | Type |
| Work rights | Restrictions if any |
| Valid until | Expiry date |
Work Rights Display
| If Shows | Meaning |
|---|---|
| "Can work" | Unrestricted |
| Restrictions listed | Must follow |
| "Cannot work" | Do not hire |
| Hours limit | Maximum stated |
Verifying Identity
Photo Check
| Action | Purpose |
|---|---|
| Compare photo | To person present |
| Same person | Must be |
| Live check | In person or video |
Video Calls
| Method | Rules |
|---|---|
| Video call | Acceptable |
| Must see face | Clearly |
| Real-time | Not recording |
| Same person | As photo shown |
Recording the Check
What to Keep
| Record | Format |
|---|---|
| Screenshot | Of confirmation |
| Or print | Of results |
| Date checked | Noted |
| Who checked | Optional |
How Long to Keep
| Period | Duration |
|---|---|
| During employment | Continuous |
| After leaving | 2 years |
| Secure storage | Data protection |
If Employee Can't Generate Code
Common Issues
| Problem | Solution |
|---|---|
| No UKVI account | Must create one |
| Forgotten login | Recovery process |
| Technical issues | Try again |
| Status not showing | Contact Home Office |
If Still Can't
| Option | Action |
|---|---|
| Employer Checking Service | You contact |
| Home Office | They check status |
| Takes longer | Than share code |
Employer Checking Service
When to Use
| Situation | Use ECS |
|---|---|
| Employee can't get code | Yes |
| Online shows no status | Yes |
| Discrepancy | Yes |
| Outstanding application | Yes |
How It Works
| Step | Action |
|---|---|
| 1 | Complete form online |
| 2 | Provide employee details |
| 3 | Home Office checks |
| 4 | Response sent |
| 5 | Follow response |
Response Times
| Service | Time |
|---|---|
| Standard | Up to 5 working days |
| Complex cases | May be longer |
Positive Verification Notice
What It Is
| Document | Detail |
|---|---|
| From ECS | Confirmation |
| Shows status | Of employee |
| Valid for hiring | If positive |
| Evidence | Of check |
How to Use
| If Positive | Action |
|---|---|
| Can employ | Person |
| Keep record | Of notice |
| Follow instructions | If any |
Follow-Up Checks
When Required
| If Status | Follow-Up |
|---|---|
| Has expiry | Before expiry |
| Time limited | At stated point |
| Pre-settled | Before expiry |
| Student visa | Check hours |
Setting Reminders
| Action | Method |
|---|---|
| Note expiry | In HR system |
| Set reminder | Before date |
| Allow time | For process |
| Contact employee | In advance |
Common Scenarios
Scenario 1: Settled Status
| Step | Action |
|---|---|
| Request share code | From applicant |
| Enter online | With DOB |
| Shows settled | Unlimited work |
| Save confirmation | No follow-up needed |
Scenario 2: Pre-Settled Status
| Step | Action |
|---|---|
| Check online | Via share code |
| Note expiry | Date shown |
| Set reminder | For follow-up |
| Recheck | Before expiry |
Scenario 3: Status Pending
| If Shows Pending | Action |
|---|---|
| May mean | Application in progress |
| Use ECS | For confirmation |
| May have right | While pending |
| Get verification | Before hiring |
Statutory Excuse
What You Get
| If Checked Properly | Result |
|---|---|
| Online confirmation | Statutory excuse |
| Defence | To civil penalty |
| If person illegal | Not your fault |
| Evidence | You checked |
Losing Excuse
| If | Consequence |
|---|---|
| Didn't check | No excuse |
| Didn't follow up | Excuse lost |
| Ignored restrictions | Excuse lost |
Technical Issues
If Service Down
| Problem | Solution |
|---|---|
| Service unavailable | Wait and retry |
| Temporary outage | Document attempts |
| Contact Home Office | If prolonged |
Browser Issues
| Problem | Fix |
|---|---|
| Won't load | Try different browser |
| Can't submit | Clear cache |
| Error messages | Note and retry |
Tips for Employers
Best Practices
| Tip | Why |
|---|---|
| Check before start date | Allow time for issues |
| Save confirmation properly | Evidence |
| Track expiry dates | For follow-ups |
| Use consistent process | For all workers |
Common Mistakes
| Mistake | Problem |
|---|---|
| Not saving confirmation | No evidence |
| Not comparing photo | Identity not verified |
| Missing expiry | No follow-up |
| Accepting expired code | May not work |
Summary
Process
| Step | Action |
|---|---|
| 1 | Employee generates share code |
| 2 | Employer enters online |
| 3 | Verify photo matches |
| 4 | Save confirmation |
| 5 | Note any expiry |
Key Points
| Element | Detail |
|---|---|
| Required | For digital status |
| Share code | From employee |
| Save confirmation | As evidence |
| Track expiry | For follow-up |
Related answers
Right to Work Checks: UK Employer Guide
UK employers must verify every employee's right to work before they start. Learn the 3 methods, required documents, and penalties for non-compliance.
Manual Right to Work Check
How do you conduct a manual right to work check? Understand the document-based checking process for physical documents.
Statutory Excuse for Right to Work
What is a statutory excuse? Understand how to establish and maintain your defence against civil penalties for illegal working.
Frequently Asked Questions
- When must I use the online right to work check?
- You must use the online check for anyone with an eVisa, BRP card, EU settled/pre-settled status, or other digital immigration status. Physical documents alone are not sufficient for these workers.
- How do I get a share code from an employee?
- The employee generates a share code by logging into their UKVI account at gov.uk. The code is valid for 90 days and is given to you along with their date of birth to complete the check.
- What if the online check shows no right to work?
- If the system shows no right to work or an expired status, do not employ the person until the issue is resolved. They should contact the Home Office's Employer Checking Service to resolve any discrepancies.