From 1 October, a new Right to Work & ID check appears on every worker's record in Agency Manager.
Any worker without a completed check by 1 November will be blocked from picking up shifts, so it's worth working through your roster before the deadline rather than on the day.
You have two ways to complete the check for each worker. You can mix and match — some workers done one way, some the other.
Your two options at a glance
| Option 1: You run the check | Option 2: Florence runs the check |
Who does the checking | Your team, outside Florence | Our digital identity provider |
What you do | Upload the evidence to the worker's record | Buy a check, send the worker a link |
Cost | Nothing to pay Florence, but your own provider may charge | £4.99 + VAT per check (cheaper in packs) |
How long | Up to 3 working days for our team to approve | Usually clears automatically once the worker finishes |
Best for | Workers you've already checked, or where you have the documents to hand | Workers you haven't checked yet, and bulk catch-up |
Where to find the check
Open the worker's record.
Go to the Compliance tab.
Open the Right to Work section.
You'll see a new Right to Work and ID check row, along with a banner at the top of the record reminding you the check is required by 1 November. Once the check is complete, the row turns green and the banner disappears.
Option 1: Complete the check yourself
If your team has already carried out a Right to Work and identity check, or you'd rather do it outside Florence, you can upload the evidence yourself.
In the worker's Right to Work section, use the Right to work document option.
Choose your document type. As well as the existing options, there's a new Digital identity check document type for evidence from an external identity service.
Upload the document and submit it.
There's no charge from Florence for uploading your own evidence. Bear in mind that the check itself may not be free to you — if you use a certified identity service provider or another paid tool to carry it out, you'll pay their fee.
Your upload goes through the standard Right to Work document review process — the same one you already use — and appears in the Documents tab for admins.
Approval timeline: please allow up to 3 working days for documents to be approved. Our team usually get through them sooner.
Once approved, the Right to Work and ID check turns green and the banner clears.
Option 2: Run the check through Florence
We can run a digital identity check for you. The worker gets a link, completes the check on their phone, and their record updates automatically.
What the worker does
The worker opens the link and is asked to:
Take a photo of their face
Record a short video of their face
Photograph their passport or other Right to Work document, and upload any supporting documents
It takes a few minutes and they can do it on their phone.
Running a single check
Go to the worker's Compliance tab, then the Right to Work section.
Click Run Right to Work and ID check.
If you have no check credits, you'll be prompted to buy one check for £4.99 + VAT and taken to a secure card payment page.
Once payment goes through, you're returned to the worker's record and the check is created. You'll see a Payment received confirmation and the worker's status moves to awaiting.
Copy the RTW & ID Check Link and send it to your worker.
If you already have credits on your account, step 3 is skipped — the check runs straight away, uses one credit, and gives you the link immediately.
When the worker completes the check, the status updates to green on its own. No action needed from you.
Buying check credits in bulk
If you have more than a handful of workers to get through, buy a pack up front. It's cheaper per check and means you can run checks without going through payment each time.
Go to the Billing page in Agency Manager. You can buy:
Pack | Price per check |
Single check | £4.99 + VAT |
25 checks | £4.49 + VAT |
50 checks | £3.99 + VAT |
Payment is by card. Your credits then appear in the Check credits section of the Billing page, showing how many you have left.
Getting a receipt
Receipts are available directly from the Billing page — click the receipt button against any purchase and you'll get a full receipt including the VAT amount. You shouldn't need to ask us for a copy.
Running checks in bulk
Once you have credits, you can start checks for several workers at once.
Go to the ID check section, which lists your staff and their check status.
Select the workers who don't yet have a check in place.
Click Run checks.
This creates a check for each selected worker and uses one credit each. You then send each worker their individual check link as normal — the bulk action saves you creating the checks one at a time.
Need more help?
Still stuck? Message us from the app and we'll help.