Whether you’re a small business hiring your first employee or a large HR team onboarding hundreds, the goal is always the same: getting the right people into the right roles as quickly and safely as possible.
But the way we verify whether a candidate is allowed to work in the UK has changed a lot in recent years.
The introduction of remote ID checking has moved the process away from paper-heavy admin and into a faster, digital-first era. If you’re looking to simplify your onboarding while staying 100% compliant, understanding how to use digital tools is the best place to start.
Managing the shift towards remote working with remote ID checks
A 2025 Forbes Advisor study found that 63% of UK employees worked remotely, either all or part-time, showing that hybrid and fully remote teams have become the norm for many businesses across the country.
As the working world has evolved to accommodate remote working more, the way that employers remotely verify their employees’ identities has also changed.
If you’ve got employees across the country or around the world, verifying someone’s identity in person isn’t feasible. Instead, employers can use remote ID checks. A remote ID check is any method of verifying a candidate’s identity without being in the same room as them.
Identity Document Validation Technology (IDVT) is the gold standard for remote ID checks for employment, Right to Work, or DBS checks. It’s a secure, all-in-one digital method for remotely verifying the identity of applicants. IDVT uses a combination of high-tech methods to do the work for you:
- Automated document verification: This part of the IDVT process uses advanced AI software to scan a photo of an ID document. The AI checks security features — like holograms and watermarks — to make sure it isn’t a forgery.
- Biometric verification: Once the document is verified, the technology performs a liveness check. The candidate takes a live selfie or a short video, and the AI compares their facial landmarks to the photo on their ID to check that the person applying is the rightful owner of the document.
Using a certified IDVT provider, or Digital Verification Service (DVS) provider, is the best option for employers. It’s faster, more secure, and helps you avoid the risk of accepting forged or fraudulently obtained documents.
How digital identity verification has changed
The heavy emphasis on digital-first verification is a relatively new development. To understand where we are now, it helps to look at how much the rules have shifted over the last few years — not just for Right to Work, but for DBS checks too.
Manual checks (Pre-2020)
Before the COVID-19 pandemic, employers had a legal duty to physically check every document. The Immigration (Restrictions on Employment) Order 2007 meant you had to physically hold the original passport or visa, check it in front of the candidate, and make your own copies, which you then had to store.
DBS checks followed a similar path, needing a face-to-face meeting to verify physical ID documents.
Adjusted checks for COVID-19 (2020-2022)
When the world went remote during the COVID-19 pandemic, the Home Office and the DBS introduced adjusted checks as a temporary measure to the Right to Work (RTW) and DBS checking processes. This let employers check scanned copies of documents over a video call as a temporary remote measure, rather than meeting in person.
While it was much more convenient, as it meant applicants didn’t need to send originals, the government always intended for these video-checking measures to be temporary. They officially ended on 30 September 2022, and are no longer allowed.
The Digital Identity Verification Scheme (April 2022)
In April 2022, the government moved toward a permanent digital identity verification scheme. This was a massive shake-up because it defined the digital identity standards for DBS and Right to Work checks for the first time.
It was a big shift because it introduced two distinct digital routes:
- Mandatory online checks
For anyone with a Biometric Residence Permit (BRP) or Biometric Residence Card (BRC), checking the physical card was no longer enough for Right to Work. Legally, you had to use the Home Office Right to Work online service to verify their status. Even if a candidate tried to hand you their original BRP, you couldn’t accept it as proof of their Right to Work.
- The IDVT option
Whilst employers could always use IDVT to support their verification process, April 2022 was the first time the government officially allowed employers to introduce a fully remote verification process, working with a certified Digital Verification Service in line with the UK Digital Identity and Attributes Trust Framework (UKDIATF).
This meant employers could finally use a DVS provider to remotely verify British and Irish citizens with valid passports. It was a formalised process that allowed the same digital check to verify a candidate’s identity for both their Right to Work and their DBS check at the same time.
Digital ID checks (2025-present)
We’ve now reached a point where physical BRPs and BRCs have been replaced by digital eVisas. Most physical documents officially expired on 31 December 2024, meaning the transition to a ‘digital by default’ system is complete, and physical biometric cards have been fully phased out.
This hasn’t just changed what documents look like; it’s changed the whole verification process. For most non-UK citizens, their immigration status is now held entirely online in a UK Visa and Immigration account.
Likewise, for many UK and Irish candidates, digital ID checks are now the standard way to prove their status without risking their original documents in the post, whilst giving employers a real-time, verified answer straight from the source.
What is a digital Right to Work check?
Right to Work checks were first introduced back in 1996 as part of the Asylum and Immigration Act to prevent illegal working.
A digital Right to Work check is a way of verifying a candidate’s immigration status to make sure that they’re legally cleared to work in the UK by using secure online systems instead of physical paperwork.
The process is slightly different depending on the candidate’s nationality:
- For British citizens — There are two types of checks that can be carried out here: Digital Scheme checks or manual checks.
- For non-UK citizens — This always involves a Home Office online check. Instead of showing you a physical visa, candidates with a UKVI account use a share code to let you view their live status online.
If you carry out a digital RTW check correctly in line with Home Office guidance, you establish a ‘statutory excuse’. This is your legal protection — it means that if an employee is found to be ineligible to work, but you can demonstrate that you conducted the digital check correctly, you won’t be liable for a civil penalty.
The introduction of the Digital Identity Verification scheme in 2022 was a huge shake-up because it modernised the process. For many, it removed the need to meet in person or handle original documents, making it much easier for businesses to stay compliant in a remote-first world while maintaining that all-important statutory excuse.
Digital Right to Work checks for British citizens
As an employer, you have a legal duty to verify the status of all your employees, including British citizens, before they start their first day. For these candidates, you have two main routes: the modern Digital Scheme or a traditional manual check.
Digital Scheme checks
The fastest and most secure way to check British and Irish citizens with valid passports or passport cards is through the Digital Right to Work Scheme. This allows you to verify a candidate remotely by partnering with a certified Digital Verification Service (DVS) provider.
What makes this a game-changer for many businesses is that the Digital Identity Trust Framework allows this same technology to be used for DBS identity verification.
The process uses Identity Document Validation Technology to match the candidate’s biometric data with their passport, then all you need to do is carry out a likeness check. This makes sure the person in the final report is the same person starting work.
By using a DVS (formerly known as an IDSP) for digital ID checks, you can run a single digital check that covers the identity requirements for both the Right to Work and DBS check in one go.
Manual document checks
If a candidate doesn’t have a valid passport or doesn’t want to use a digital service, you can still carry out a manual document check.
To do this properly, you have to physically hold the original document and verify it in the presence of the holder. You then need to make a clear, dated copy and keep it for the duration of their employment, plus an extra two years.
If they don’t have an in-date passport, they can use a combination of other documents, like a full birth certificate alongside an official letter showing their National Insurance number.
Digital Right to Work checks for non-UK citizens
As part of the digital Right to Work check, citizens who aren’t from the UK or Ireland will need a share code.
A share code is a unique, nine-character alphanumeric code generated by a job applicant and issued by the Home Office. It lets candidates prove their status without having to hand over sensitive physical documents.
Think of it as a secure, temporary digital token that gives you, the employer, permission to view the candidate’s Right to Work status directly on the Home Office database.
Using a share code for employer checks is a lot more secure than the old way of doing things, because the information comes directly from the Home Office in real-time.
For a code to be valid for employment, it must start with the letter ‘W’ (for Work). Codes starting with ‘R’ are for Right to Rent checks, and ‘S’ are for proving general immigration status; neither of these will give you the legal protection you need as an employer.
It’s a transparent and instant way to confirm that your new hire is eligible, protecting your business from the risk of illegal working.
Who needs a share code?
Any non-British or non-Irish citizen with a digital immigration status will need a share code to prove their right to work for a UK employer.
You should ask for an RTW share code if your candidate is:
- A non-UK or Irish citizen
- Anyone with a Biometric Residence Permit (BRP) or Biometric Residence Card (BRC)
- A citizen of the EU, EEA, or Switzerland who has been granted settled or pre-settled status under the EU Settlement Scheme
- Someone who applied for a visa that allows them to work in the UK
- A student or temporary worker from overseas
What information is provided with a share code?
When a candidate hands over their share code for verification, you aren’t given a backstage pass to their entire life history. The system is designed to be transparent and secure, only showing employers the specific details required to confirm they can legally do the job.
Once you enter the code and the candidate’s date of birth into the official portal, you’ll see:
- A photo of the candidate: This allows you to verify that the person you are hiring matches the record held by the Home Office.
- Their Right to Work status: The system clearly states whether the person has a continuous right to work or not.
- The expiry date: If their right to work is temporary, the portal will tell you exactly when it expires and how long they’re legally allowed to work until. This will help you stay on top of future follow-up checks.
- Work conditions: If there are any restrictions, they will be listed here. For example, if you’re hiring a student, the system will specify if they are limited to 20 hours of work per week during term time. Any jobs that they’re not permitted to perform will also be outlined here.
- Rights and benefits: This is a summary of the candidate’s legal rights while working in the UK, ensuring they’re treated fairly and in accordance with their status.
- Access to public services: Confirmation of whether they’re entitled to use government services like the NHS.
- Financial eligibility: Verification that they’re legally able to open a UK bank account or apply for credit.
By providing this data in real-time directly from the Home Office, the share code removes the guesswork and helps you hire with confidence.
How to get a share code
To get a share code, candidates will need to head to the official GOV.UK website and use its ‘Prove your right to work to an employer’ service. They’ll also need their:
- Passport, national identity card, or biometric residence card or permit
- Mobile number and email address used for their UK Visa and Immigration (UKVI) account
Once they have these things on hand, the process for completing the service and generating a share code is fairly straightforward.
- Visit the ‘Prove your right to work to an employer’ service page.
- Hit the ‘Get a share code online’ link.
- Answer the questions by selecting the reason for accessing the service and the documentation that will be used.
- Input the required information.
- If all the details are correct, the service will generate a share code for the candidate. It’s recommended that they note down or save the share code to share with their employer.
The benefits of a remote ID checking
Remote ID checks not only help you follow the rules but also make your recruitment process better for everyone involved.
Whether you’re using digital identity checks for British citizens or share codes for those with an eVisa, here are the main benefits for your business:
- Compliance — By following a standardised digital process, you can be confident that every check is performed to the same high standard, ensuring compliance. It helps you establish that ‘statutory excuse’, which is your best defence against illegal working penalties that can now reach £60,000 per worker.
- Faster onboarding — No more waiting for candidates to travel to your office or send valuable documents through the post. Digital identity verification happens in minutes, helping you get your new starters through the door and into their roles much faster.
- Stronger fraud protection — Spotting a high-quality forged document is incredibly difficult for the untrained eye. Digital systems use AI to scan security features like holograms and watermarks, and many DVSs also have a team of trained document experts to support the check process.
- Secure record keeping — Digital checks provide a clear, timestamped audit trail. Instead of overflowing filing cabinets, you’ll have a secure digital record that’s easy to retrieve if the Home Office ever requests an audit.
- Remote-friendly hiring — Remote ID checks allow you to verify candidates from anywhere in the country without the need for in-person meetings. This can significantly widen your talent pool, which is especially handy for remote roles or digital recruitment.
FAQs
What are the penalties for employers who breach Right to Work checks?
The penalties for getting this wrong are more serious than ever. As of early 2025, the penalty for employing someone who doesn’t have the right to work in the UK and not completing the correct Right to Work checks is up to £60,000 per worker.
However, it’s also important to remember that if an employer carries out a check and finds evidence that a candidate doesn’t have the Right to Work — but chooses to employ them anyway — they are committing a criminal offence. This can lead to unlimited fines and even up to five years in prison.
How long does a share code last for?
A RTW share code is valid for 90 days from the date that it’s generated, giving you plenty of time to complete the check during the recruitment process. If the 90 days pass before you’ve had a chance to verify it, the candidate will need to log back in and generate a new one.
Can a share code be used more than once?
A share code can be used multiple times, as long as it’s within its 90-day validity period. This is helpful for candidates who may be applying for several roles at once or for employers who need to re-verify a status during an internal audit. As long as the code is active, it’ll pull the most up-to-date information from the Home Office.
Simplify your recruitment with uCheck
At uCheck, we’re all about taking the stress out of background screening. As a DBS check provider trusted by over 80,000 businesses, we’ve spent years helping organisations simplify their vetting processes.
Whatever your onboarding and recruitment process, and whether you’re dealing with UK or non-UK nationals, our platform brings all your checks together in one place, helping you to hire with confidence.
Ready to see how we can speed up your onboarding process? Take a look at our Digital Identity Verification and Identity Check services.
