Stop managing Right to Work as a separate recruitment task.
And your recruitment team needs to know:
Identify the route.
Progress the check.
Record the outcome.
Flag exceptions.
Manage follow-ups.
Right to Work requirements depend on the individual’s circumstances and applicable Home Office requirements. Where third-party verification services are used, applicable charges are additional to the YourClouds managed onboarding fee.
01The problem
A candidate completes your recruitment process. You decide to progress them. Their references are underway. Their DBS process has started. Their employment history has been reviewed.
Then someone sends an email:
“Please send us your Right to Work documents.”
The candidate replies. Someone reviews the information. Something is missing. Another email is sent. The candidate provides a share code. Someone completes the check. A record is downloaded. Someone saves it somewhere.
A manager asks:
“Can this person start?”
And your recruitment team has to check several different systems to answer.
A configured workflow could look like:
The Right to Work process becomes part of the candidate’s wider recruitment journey.
YourClouds can connect Right to Work with:
02How it works
1
Once you’ve selected the candidate and decide to progress them into onboarding, the relevant pre-employment workflows can begin.
YourClouds can already know:
Who the candidate is. Which role they’ve applied for. Which organisation is employing them. Which location they’re joining. Which recruitment workflow they’re following.
The Right to Work process can then become another structured part of that onboarding journey.
2
Candidates can receive onboarding actions through the YourRole app or desktop candidate portal.
For example:
ACTION REQUIRED
The candidate is guided through the configured process and asked for the information required for the appropriate workflow.
This reduces reliance on unstructured email exchanges.
3
Not every candidate necessarily follows the same Right to Work process.
Depending on their circumstances and the applicable requirements, the process may involve different routes.
YourClouds can use configurable workflows to guide candidates and recruitment teams through the appropriate process.
The system helps manage the workflow.
It doesn’t replace the employer’s legal responsibility to carry out the appropriate Right to Work check.
4
Where the Home Office online Right to Work service is the appropriate route, the workflow can guide the candidate and authorised recruitment user through the required process.
Relevant information can be associated with the candidate’s onboarding record.
The workflow can then show whether the Right to Work stage is:
Action Required
In Progress
Complete
or
Review Required
5
Where a candidate needs to provide a share code, YourClouds can request the relevant information as part of their onboarding journey.
For example:
Instead of somebody manually remembering to ask for the share code, the workflow manages the action.
6
Where the online share-code process isn’t the applicable route, a different configured workflow can be followed.
The appropriate process depends on the candidate’s circumstances and current Home Office requirements.
YourClouds can support the workflow and record the appropriate outcome without assuming that every candidate should be processed in exactly the same way.
7
Once the appropriate Right to Work process has been completed, the relevant outcome can form part of the candidate’s onboarding record.
The recruitment team can see that the stage has progressed without having to search through emails or separate spreadsheets.
For example:
8
Not every check will progress without an issue.
For example:
The workflow can surface the candidate for attention rather than allowing the issue to remain hidden within an email chain.
The authorised person can then review the relevant information and determine the appropriate next action.
9
Onboarding isn’t always the end of the process.
Some employees may have a time-limited Right to Work.
That creates another administrative requirement.
The organisation may need to carry out an appropriate follow-up check before the existing permission expires.
YourClouds can help record relevant follow-up requirements within the employee journey.
Instead of relying on somebody remembering months or years later, the process can become a managed workflow.
Where a follow-up check is required, YourClouds can help manage the future action.
For example:
As the relevant date approaches, the system can generate the required workflow and notifications according to the organisation’s configuration.
For organisations employing hundreds or thousands of people, manually tracking future Right to Work actions can become difficult.
Instead of maintaining a spreadsheet containing:
| Employee. | Expiry date. | Manager. | Reminder date. | Status. |
|---|---|---|---|---|
YourClouds can connect the follow-up requirement to the employee’s record.
Candidate Right to Work
becomes
Employee Right to Work Monitoring
The recruitment process doesn’t have to lose the information once the person becomes an employee.
Candidates can receive notifications when action is required.
For example:
ACTION REQUIRED
Complete your Right to Work information.
REMINDER
Your Right to Work action remains outstanding.
UPDATE
Your Right to Work stage has progressed.
The objective is to reduce the amount of manual chasing required from your recruitment team.
A traditional ATS might tell you:
Your recruitment team still has to solve the problem.
Instead of simply recording that something hasn’t happened, the workflow helps progress it.
03In YourClouds
AI can help with appropriate administrative parts of the onboarding workflow.
Depending on your configured process, AI can help:
AI isn’t there to make immigration decisions or decide whether somebody has a legal Right to Work.
Candidates can manage their onboarding through the YourRole app.
Their outstanding actions could look like:
Instead of searching through emails, candidates can see what’s outstanding.
Your recruitment team can see Right to Work alongside other onboarding stages.
Instead of opening every candidate record, recruitment teams can concentrate on what’s holding somebody up.
This can create a powerful onboarding status.
That distinction matters.
The system shouldn’t simply say a candidate is “complete” because most tasks are finished.
It should make outstanding actions visible.
Children’s home providers can incorporate Right to Work verification into the same safer-recruitment journey as:
This helps reduce fragmented recruitment administration.
Explore Safer Recruitment for Children’s Homes
High-volume recruitment makes administrative efficiency particularly important in adult social care.
YourClouds can help manage Right to Work workflows across:
Schools, academies and Multi-Academy Trusts can incorporate Right to Work into their wider safer-recruitment workflow.
This helps create a more consistent onboarding process across multiple schools and different employee groups.
Explore Safer Recruitment for Schools & Education
Healthcare organisations can manage Right to Work alongside other pre-employment workflows across:
Central recruitment teams can maintain visibility across multiple services and locations.
Explore Safer Recruitment for HealthcareLarge organisations may have:
Without a consistent workflow, Right to Work information can quickly become fragmented.
YourClouds can provide central oversight while allowing appropriately authorised local users to see the information relevant to them.
Right to Work information should only be available to appropriate users.
YourClouds can use configurable permissions to control access.
For example:
Recruitment Administrator
Manages candidate workflow.
Hiring Manager
Sees appropriate onboarding status.
HR
Manages relevant employee information.
Authorised Reviewer
Reviews exceptions.
Not every user needs access to every document or piece of candidate information.
Depending on the configured workflow, YourClouds can maintain relevant records of:
This provides a clearer record of what happened throughout the process.
One of the biggest opportunities for YourClouds is connecting recruitment with HR.
When the candidate becomes an employee, relevant information doesn’t need to disappear into an archived recruitment file.
Where a future Right to Work action is required, that requirement can continue into the employee record.
One connected journey.
For example:
Appropriate schedules should be configured around current legal requirements and organisational policy.
This can turn a future compliance obligation into a managed process rather than a spreadsheet reminder.
A completed Right to Work check doesn’t necessarily mean the candidate is ready.
They may still have:
Reference outstanding
Employment gap requiring reviewDBS in progress
Contract unsignedQualification check outstandingProfessional registration outstandingThat’s why YourClouds doesn’t treat Right to Work as an isolated check.
It forms part of the complete onboarding status.
04Pricing
YourClouds can help manage the complete onboarding journey for:
£199 + VAT
per candidate entering onboarding
The managed service can include:
DBS application fees, Right to Work verification fees and other applicable third-party charges are additional to the £199 + VAT managed onboarding fee.
Think about the administrative steps.
Ask the candidate for information. Wait. Send a reminder. Receive information. Determine the appropriate process. Complete the relevant check. Save the evidence. Update the candidate record. Tell the hiring manager. Record any follow-up requirement.
Then repeat for every candidate.
Now add:
That’s the wider YourClouds philosophy.
A traditional system might tell you:
Your team has to work out what to do.
YourClouds can instead manage:
The difference is moving from a recording system towards a workflow that actively progresses recruitment.
Right to Work becomes part of the complete candidate journey.
Candidates can manage actions through YourRole.
Different candidate circumstances can follow appropriate workflows.
Help reduce manual candidate reminders.
Use AI to help manage routine workflow activity.
Surface candidates requiring additional attention.
Record and manage future checks where applicable.
Carry relevant follow-up requirements from recruitment into employment.
Manage onboarding across multiple services and locations.
Control access to appropriate candidate information.
Maintain a clearer history of the process.
Connect Right to Work with references, employment history, DBS, contracts and HR.
05Questions
A Right to Work check is the process an employer follows to establish a statutory excuse against liability for employing someone who does not have the right to work, where the prescribed requirements are correctly followed.
The appropriate process depends on the individual’s circumstances and current Home Office requirements.
UK employers must establish the Right to Work of people they employ using an appropriate prescribed process.
The route used can differ according to the individual’s circumstances.
Yes.
Right to Work can be incorporated into the YourClouds recruitment and onboarding workflow.
Yes.
Candidates can use YourRole or the desktop candidate portal to complete relevant onboarding actions.
Where a share code is the appropriate route, the workflow can request and manage the relevant candidate action as part of onboarding.
No.
The appropriate Right to Work checking route depends on the individual’s circumstances and current requirements.
No.
YourClouds helps manage the workflow around the appropriate verification process.
It does not replace the employer’s responsibility to conduct the appropriate check and comply with applicable requirements.
Configured workflows can send candidate notifications and reminders when actions remain outstanding.
AI can assist with appropriate administrative functions such as candidate communication, reminders, workflow monitoring, identifying missing actions and escalation.
It should not independently make immigration or employment-eligibility decisions.
Where a future check is required, relevant follow-up requirements can be incorporated into the employee workflow.
Appropriately authorised users can be given visibility of onboarding status according to configured permissions.
Yes.
Both can form part of the same candidate onboarding journey.
Yes.
References, employment-history checking, DBS and Right to Work can all contribute to the same onboarding status.
Management of the Right to Work workflow can form part of the £199 + VAT managed onboarding service.
Applicable third-party verification charges are additional.
The £199 + VAT managed onboarding fee becomes payable when your organisation chooses to progress the candidate into managed onboarding.
The fee isn’t dependent on the candidate subsequently starting employment.
Managed Safer Recruitment & Onboarding
£199 + VAT per candidate entering onboarding
Right to Work requirements and prescribed checking processes are subject to applicable UK legislation and current Home Office guidance. YourClouds supports the administrative workflow and record-keeping process but does not replace the employer’s responsibility to complete the appropriate Right to Work check. Applicable third-party verification charges are additional.
