Right to Work Checks for Care Home Staff: The 2026 Guide

Most care home managers I've spoken with have experienced the anxiety of an impending Right to Work (RTW) check. Picture this: it’s the day before an inspection and you’re frantically rifling through files, trying to ensure that every staff member’s documentation is up to date. You find a mix of handwritten notes, spreadsheets, and scattered documents. As the clock ticks down, you wonder: what if you miss a vital check? What if one expired document leads to a sponsor licence breach? It’s a stressful scenario, and unfortunately, it’s all too common in our sector.

Manual vs Digital RTW Checks

Relying on a manual process for RTW checks in a care home is like trying to steer a ship with a broken compass. You may have the right intentions, but the risk of losing your way is high. Manual checks often involve paper files, checklists, and handwritten notes that can easily become disorganised. In my experience, many care homes attempt to track RTW compliance using spreadsheets — but this approach has significant pitfalls.

For instance, a manager I worked with recently failed a compliance audit because a staff member’s right to work expired unnoticed due to a spreadsheet oversight. The inspector pointed out the lapse, which undermined the entire compliance standing of the home. This is where digital solutions shine. A dedicated platform can automatically alert you when documents are near expiry, allowing you to focus on providing care instead of drowning in paperwork.

Understanding Share Codes

With the introduction of the digital RTW check system, share codes have become a vital component in ensuring compliance. Each employee must provide a unique share code linked to their immigration status, which you can verify online. This system is designed to be straightforward, but I’ve seen countless managers get it wrong. They either request the code too late or fail to follow up on it once it’s been shared.

A key mistake I frequently encounter is not documenting the verification process properly. You must keep a record of the date you checked the share code along with the details of the employee's immigration status. A straightforward approach is to create a standard operating procedure that includes this documentation step. If you’re using a digital platform, it can automate this tracking and ensure that you’re compliant with UKVI requirements.

Follow-Up Checks: What You Need to Know

Once an initial RTW check has been performed, the process doesn’t end there. For employees with time-limited visas, follow-up checks are essential. UKVI requires that you conduct repeat checks on a specific timeline based on the employee's visa conditions. The challenge is that many care homes either forget about these follow-ups or mismanage them due to staff turnover. For example, I advised a care home that lost a key member of staff who was responsible for tracking these checks. When the new manager took over, they discovered several employees had not had their follow-up checks conducted. This oversight could have led to severe consequences, including licence revocation.

Retention Requirements and Common Mistakes

UK law mandates that you retain RTW check records for at least two years after the employment ends. However, many care homes lack a clear retention policy, leading to confusion about what to keep and for how long. I’ve seen managers discard vital documents too soon or, conversely, hold onto unnecessary paperwork that clutters filing systems.

When it comes to common mistakes, here are a few that consistently pop up:

• Failing to check documents in the presence of the employee.


• Not keeping a record of who conducted the RTW check.


• Overlooking checks on agency staff, which can lead to significant compliance gaps.


• Relying solely on verbal assurances without documenting them.

Streamlining Your RTW Process

If you’re still managing RTW checks manually, it’s time to consider a dedicated platform that caters to the specific needs of care homes. ilmove HR is tailored for maintaining CQC-ready records and tracking sponsored workers' compliance. It automates the processes that can often slip through the cracks, providing peace of mind and freeing up your time to focus on what truly matters — delivering quality care.

As we approach 2026, the importance of rigorous RTW checks will only increase. Ensure your compliance processes are not just sufficient but robust enough to withstand scrutiny. By investing in the right tools and establishing solid procedures, you can significantly reduce compliance risks and enhance the operational efficiency of your care home.