Staff documents and right to work

Staff documents (under Checks in the sidebar) shows what you hold for each person and when it expires, so a lapsed right-to-work check or training certificate is spotted before it matters. Documents are filed on each person’s profile; this page is the whole-team view.

Filter by Everyone, Needs action (the default), Expired, Expiring, No right to work or Leavers, or search by name. Each row shows the person’s status (Up to date, Expiring soon, Missing or Expired), their right to work, the next thing to act on, and a link to open their documents.

Staff upload their own #

1. 01

   From their Profile

   In the staff app, under My documents, they tap Upload a document, say What is it, add an Expiry date if it has one, and take a photo or choose a PDF (up to 10 MB).

2. 02

   Waiting for check

   The upload shows as Waiting for check until you look at it. Staff documents are visible to the business’s owners and managers, not to other staff.

3. 03

   You approve or reject

   It appears under Uploaded by staff, waiting for you. Approve it and it counts towards their checks and expiry tracking. Reject it with a note saying What needs fixing, and they are told why.

Right to work: how long copies are kept #

The Immigration (Restrictions on Employment) Order 2007 requires you to keep a copy of the right-to-work check for the whole employment and for 2 years after it ends. WagePilot follows that rule:

• When someone leaves, their right-to-work copies stay under the Leavers filter for 2 years after their last day, and cannot be deleted early.
• If you erase a person’s data, right-to-work copies are kept until 2 years after employment ended (their leaving date, or the erasure date if none is recorded), then removed automatically. Their other documents are deleted straight away.
• A kept copy shows a Kept until date on the document row.