How do I run right-to-work checks that stand up to a UKVI audit trail?

By Syed Sajjad Zaidi · 2 min read

The short answer

To ensure your right-to-work checks meet UKVI audit requirements, implement a system that automates the process from start to finish. ilmove HR captures and securely stores documents, sets reminders for expirations, and generates audit-ready reports, ensuring compliance without manual tracking.

Running right-to-work checks is crucial for maintaining your sponsor licence and ensuring compliance with the UKVI. Many care homes rely on manual processes or spreadsheets to manage these checks, which can lead to significant risks and inefficiencies. In my experience, this approach often breaks down under pressure, especially during audits or inspections.

Why Manual Approaches Fail

The traditional manual approach to tracking right-to-work checks relies heavily on spreadsheets, which can become unwieldy and prone to human error. For instance, with multiple staff members and various documentation requirements, it becomes easy to overlook expiry dates or fail to document checks entirely. This not only makes it difficult to prepare for an audit but can also result in serious compliance issues if records are incomplete or inaccurate.

How a Proper System Handles It

Implementing a dedicated HR platform like ilmove HR changes the game. This system automates the right-to-work verification process by:

Document Capture: Capturing and securely storing essential documents such as passports and visas, ensuring they're accessible when needed.

Automated Reminders: Setting up alerts for document expirations, so you never miss a renewal deadline.

Audit-Ready Reporting: Generating comprehensive reports automatically, providing a clear audit trail that demonstrates compliance with UKVI requirements.

Concrete Example in Practice

Consider a scenario where a care home manager is onboarding several new sponsored workers. With ilmove HR, as soon as the decision is made to hire, the system prompts the manager to initiate right-to-work checks. The manager uploads the required documents directly into the platform. ilmove HR automatically verifies these documents, flags any missing information, and sends reminders about the expiry dates. When it’s time for a UKVI audit, the manager can quickly generate a report detailing each worker's right-to-work status, complete with documentation, thus ensuring compliance and peace of mind.

In conclusion, relying on manual processes can put your sponsor licence at risk. By transitioning to a dedicated platform like ilmove HR, you can significantly mitigate these risks while saving time and resources in the process. For more information on managing sponsor licence compliance, check out our guide on [Certificate of Sponsorship Assignment in Care Homes](https://hr.ilmove.com/blog/certificate-of-sponsorship-assignment-in-care-homes-a-guide) and [Right to Work Checks for Care Home Staff: The 2026 Guide](https://hr.ilmove.com/blog/right-to-work-checks-for-care-home-staff-the-2026-guide).