Right to work and vettingThe problem: a busy morning and a check somebody skipped

One gate. Every route to a shift.

However a worker reaches a shift, the same checks run at the moment of assignment. A failed or expired right to work is a hard stop. The exceptions that exist need a named person and a written reason.

Talk to us See how it works

5 routesOne set of rules for all of them.
No overrideOn a failed or expired right to work.
Told whyIn plain words, there and then.

Routes to a shift

Assigned from the booking
Dragged onto the planner
Picked by Mira's shift fill
Accepted by text
Placed from the mobile app

Assign to Thu 06:00 Depot 1, Example Foods

Kay D.Right to work verified. No expiry.
Assigned
!
Raj K.Right to work is not verified yet.
Assigned, with a warning
Lena B.Right to work document expired on 9 November.
Blocked, no override
Dev C.DBS overdue for this client. Complete DBS or grant an override.
Blocked
Omar S.Right to work could not be checked. Assignment refused.
Refused

Screens are drawn from the real product with made-up data.

What it doesThe problem: everyone knows the rule, and it slips under pressure

Enforced at assignment, not left to memory.

The software holds the line on a busy morning. People do the checks, hold the conversations and own every exception.

1CheckThe result arrives by itself
2GateOne set of rules
3DBS clockCounted for you
4ExceptionName, reason, end date

Step 1

Digital right to work checks, with the result arriving by itself

TalentCore connects to Credas, a digital identity verification service. You start a check from the worker record. The worker completes it on their phone. The result comes back into their compliance record without anyone pressing refresh, and the outcome and any expiry feed the worker's score.

Results arrive automatically and are also re-checked on a schedule.
Needs a Credas account.
Send the check, carry on with your day, and the record updates itself.

Tia F. Right to work not verifiedRight to work verified

W-01311 · Warehouse operative

Compliance50%100%

Check started by Priya R.Sent from the worker record, 09:14
Waiting for the workerTia completes it on her phone
Completed by the worker09:31
Result received: passedArrived by itself at 09:33. No expiry.

Nobody pressed refresh. The outcome is on Tia's compliance record and in her score.

Step 2

One set of rules that every route has to pass

Whether a worker is assigned from the booking, dragged onto the planner, picked by Mira's shift fill, accepts an offer by text or is placed from the mobile app, the same gate runs. A failed or expired right to work stops the assignment. An unverified one warns. Overdue DBS and blocking inductions stop it too.

Failed or expired right to work: blocked, with no override path.
If the check itself cannot complete, the gate refuses.
You are told why in plain words, while you can still pick someone else.

CHECK Kay D. Thu 06:00, Depot 1

Right to work verified and in date
DBS in place where the role needs it
No blocking induction outstanding

Clear to assign.

CHECK Lena B. Fri 06:00, Depot 2

Right to work expired on 9 November

Blocked. There is no override.

Step 3

A DBS clock for every worker and client

Where a site and role needs DBS, assigning a worker starts a grace period for that client. You can start someone while the DBS is in progress, and the system keeps count. If no valid DBS is in place by the deadline, further DBS-required assignments at that client are blocked.

Default grace period of 42 days.
Alerts at 14, 7 and 1 days before the deadline.
The block applies to that client's DBS-required work, not to everything.

DBS clock Nia W. at Example Care

Grace periodBlocked

Day 0Assigned 14 left 7 left 1 left Day 42Deadline

Day 0Assigned. No valid DBS, so the grace period starts.
Day 28Alert: 14 days to the deadline.
Day 35Alert: 7 days to the deadline.
Day 41Alert: 1 day to the deadline.
Day 42Cannot assign: DBS overdue for this client.

Step 4

Exceptions with a name, a reason and an end date

A manager with the override permission can grant a time-limited DBS override. A reason is mandatory and all of it is logged. Each client can also carry its own grace period on its compliance tab, so the rule for a care client and the rule for a warehouse can differ.

Overrides of 3, 7, 14 or 30 days.
Only admins and branch managers can change a client's grace period.
Workers already overdue are never quietly unblocked.

Also in this area

And the paperwork around it.

A change of bank detailsTwo people, enforced in the software
Proof of the checkEvidence captured on a phone
Key information documentsA template for each worker type
Your own staffThe same discipline

The problem: a request to change bank details looks routine

Detail changes that wait for a person

Workers ask to change their address, contact or bank details. Nothing changes until it is approved. Requests arrive in a queue with a one-word verdict from automatic consistency checks. Bank changes need a separate permission, and a second person must ring the worker first.

Verdicts: Checks out, Worth a look, Not consistent, Not enough to say.
The person who made the call cannot be the person who approves.
Payment diversion fraud meets a two-person rule, enforced in the software.

Detail change Mo O., bank details

Worth a look

Field	We have	They sent
Account name	Mo O.	Mo O.
Sort code	••-••-14	••-••-62
Account number	••••3391	••••8205

Ring the worker to confirmNot done yetDone by Sam P., 10:02. Mo confirmed the change.
ApproveWaits for the callSam P. made the call, so he cannot approve.Approved by Jo M., 10:20. Bank details updated.

Proof the check happened, not only the document

For checks done without a digital identity provider, a phone camera page captures the evidence there and then: a selfie, a video call screenshot or a document photo. Tag it with location if permitted, and it attaches to the right to work record.

Three evidence types: selfie, video call screenshot, document photo.
An optional location tag.
The evidence is on the record before the worker has left the room.

Right to work evidence

Tia F. What are you capturing?

Selfie
Video call screenshot
Document photo

Tag with location

Take photo

Document photo attached to the right to work record.

Example Recruitment

On the right to work record

Document photoSam P., 10:03, location tagged
SelfieSam P., 10:04, location tagged

Attached before Tia left the room.

Key information documents, from one controlled template

Templates for the key information document you give each agency worker are kept per worker type, with a default for each. Edit them in the browser and produce the document as a PDF for the worker.

4 worker types: PAYE, Umbrella, CIS and Ltd/PSC.
The right document for the right pay arrangement, without hunting for the latest Word file.

KID templates

PAYEDefault template
Default
UmbrellaDefault template
Default
CISDefault template
Default
Ltd/PSCDefault template
Default

Key information documentPAYE
Kay D.

Who is paying you

Your pay and deductions

An example of your pay

Example gross pay	£544.00
Deductions required by law
Other deductions
Example take-home pay

Holiday and other benefits

Example RecruitmentPDF

The same discipline for your own staff

Each staff profile carries a right to work card recording the outcome, the date, how the check was done and when permission ends if it is time limited. Only HR can record it, and nobody can record their own. Permissions running out are chased to the manager or HR, never to the employee.

Chasing starts 60 days before a permission ends.
Check methods: List A, List B, online share code, other.
Your own employees are checked with the same care as the workers you supply.

HR for your own team

Priya R. Right to work: passed

Recruiter · reports to Jo M.

Outcome: Passed
Checked on: 3 February 2026
Method: Online share code
Permission ends: 8 January 2027
Recorded by: Alex L., HR
Days left: 58

Permission ends in 58 daysSent to Jo M. and HR. Not sent to the employee.

The key information document each worker is given, the same discipline for your own employees, and a two-person rule on the changes fraudsters ask for.

Why it matters

The software holds the line. People own the exceptions.

For recruiters and for leaders

For recruiters

Nobody without a right to work gets placed, however busy the morning.

You are told why in plain words, while you can still choose someone else.
Start someone while the DBS is in progress. The system keeps count so you do not have to.
A worker updates their own details and you approve with the checks already done.

TalentCore for recruiters

For business leaders

The costly mistake, made hard to make.

Placing someone with no right to work is the mistake you cannot afford. The system makes it structurally hard to make.
Safeguarding rules that cannot be quietly skipped, with a logged reason on every exception.
Proof of the check itself, not only of the document: what was captured, by whom and when.

TalentCore for business leaders

The specifics

The deadlines and the evidence.

8 rules

Each line is how the product behaves today.

42days: Default DBS grace period, from the first DBS-required assignment at a client.
14 / 7 / 1: Days before the DBS deadline at which alerts are sent.
3 / 7 / 14 / 30: Days a DBS override can run. A reason is mandatory.
60days: Before a member of staff's permission ends, chasing starts.
4: Worker types with their own key information document template.
3: Evidence types on the capture page: selfie, video call screenshot, document photo.
No override: A failed or expired right to work blocks the assignment. If the check cannot complete, the gate refuses.
Two people: On a bank change, the caller and the approver must be different people. Enforced in code.

How it connects

The same gate, everywhere.

7 links

Tell us how a worker reaches a shift today.

Get in touch and a person who knows recruitment will reply. We will walk every route with you and show where the gate sits.

Talk to us info@talentcorecrm.com