When submitting a worker's Right to Work, we'll need one of the following documents. This guide covers what's accepted, what to watch out for, and how to handle visa sponsorship case:

UK Passport
Irish Passport/Passport Card
UK Birth/Adoption/Naturalisation Certificate (requires NI Number as supporting document)
Share Code
Employer Checking Service (ECS check)

Please note we can't accept a BRP card for right to work, we would require a share code in this case. Short Birth Certificates also can't be accepted, must be a Full Birth Certificate.

More information can be found here: Agency Manager: What is acceptable for Right to Work?

To streamline our compliance checks and ensure all essential information is centralised, we are updating the way Right to Work (RTW) details and supporting documents are uploaded to the platform.

What's changed:

The upload process is now more structured, making it easier to track compliance and keep everything in one place.

Does this affect my existing workers?

Most changes apply to new registrations only. However, some currently active

candidates may need their records updated, we'll let you know if this applies to anyone on your account.

Action Required
To ensure these accounts remain compliant and active, please perform the following for any affected candidates:

Re-upload the Share Code or ECS Check: Even if previously provided, please re-submit the current share code or ECS check result.
Attach Supporting Documents: Once the check has been approved, you will be prompted to upload any necessary supporting documents (COS letter or university letter)

Tier 2 and Tier 4 Visas

Skilled Worker (formerly Tier 2) or Student (formerly Tier 4) Visa: If your worker is on a sponsorship visa, you must provide the following details:

Sponsorship Letter: Upload a clear, legible copy of the worker's official sponsorship letter.
Sponsor Company Name: Manually type the full name of the company sponsoring the worker.
Occupation Code: Enter the worker's specific occupation code as stated on their Certificate of Sponsorship (CoS).

Completing the Declaration (Skilled Worker)

Once you've entered the sponsorship details, click Complete Declaration. This confirms that the worker's secondary work via Florence doesn't conflict with their Skilled Worker visa conditions.

You'll be asked to agree to a short statement, this is a required step and keeps the worker's record compliant.

Managing Student (Tier 4) Visa Holiday Periods

For workers on a Student (formerly Tier 4) visa, UK regulations restrict their working hours during term time but often allow for full-time work during official holiday periods.

Our platform allows you to log these official holiday periods for your student workers. By adding their university-approved holiday dates, the system will permit them to be booked for shifts that exceed their term-time hour restrictions.

If a worker has completed their course, you can add in a holiday period until the end of their current visa to lift the restriction and allow them to work full time hours.

To add a holiday period:

Navigate to the worker's profile.
Locate the holiday management section.
Click to add a new holiday period, and input the start and end dates.

This ensures compliance is maintained while maximising the worker's availability during their approved holidays.

Notes:

When uploading these documents please ensure that any images are clear so our team can review these in full.

Please ensure any documents you upload are not password protected also as we are unable to access these and will need to reject them.

When uploading share codes we cannot accept the raw share code and need you to provide us with the result from this.

Please note: That NI numbers are not Proof of Right to Work on their own, and are only accepted as a supporting document.