Start with the care role. Then connect the worker, required evidence and the organisation responsible for each review.
A care provider may manage permanent employees, bank workers and agency placements across several locations. Keep the working arrangement visible rather than treating every record as the same kind of employment.
Define the evidence needed for the role
List the requirements for the care work your team needs to review. Keep right-to-work evidence, training, inductions and other relevant checks distinct.
Use the current Home Office employer guide to determine the appropriate right-to-work method. The guide was updated on 1 October 2026. A document stored in Certifyd is evidence for a review; storage alone does not complete a statutory check.
Confirm responsibilities for agency placements
Agree the agency, worker, client role and workplace before the assignment. Identify who conducts the required checks and where the results are held.
The current Home Office guide covers standard agency supply and more complex contractual chains. Read the relevant arrangement rather than assuming the care provider must repeat every agency worker’s check on every shift. Use the agency-worker guide to prepare the discussion and follow the official source for the rules.
Keep personal and company records clear
Workers hold personal credentials and share the evidence needed for their role. Your organisation maintains its own requirements, inductions and review decisions.
For each reviewed item, keep the evidence, reviewer, date, method and outcome together. Follow missing evidence back to the worker’s record and name the person who will request it.
Separate expiry dates from your review policy
Use an expiry date when the credential states one. Keep your organisation’s next review date in a separate field, with the action it triggers.
DBS guidance for employers explains that a DBS certificate has no official expiry date. Do not turn a company review interval into an invented certificate expiry.
For right-to-work follow-ups, use the check result and the current official guidance. Permission dates, pending applications and verification notices need the process appropriate to their circumstances. Read the follow-up guide before setting that workflow.
Follow visits alongside the wider worker record
Connect a recorded arrival and departure to the person and workplace. Room-level and home-visit scan points can add context to the care team’s review.
A scan records an event at an assigned point. It does not establish uninterrupted presence or replace the checks your organisation needs to make.
Review one worker record before extending the process
Use the worker-record checklist to work through requirements, evidence, dates and actions. Start with one role and one review process, then check how it works across your sites.
Explore care workforce records, follow tracked expiry and review dates or bring a care role to a demo.