An onboarding checklist should tell the manager whether the person is authorised for the actual work and what remains unresolved. A collection of uploads cannot answer that question without a review.
Define the person, role and arrangement
Record the employer or supplying organisation, proposed role, work location and planned start. Identify the party responsible for each check. Use the current employer guide for the relevant contractual arrangement rather than assuming every supplied worker requires duplicated checks by agency and hirer.
Complete the prescribed initial right-to-work process at the required time before work begins. Inspect restrictions against the actual job and retain the result and check date. A missing check can affect the employer's statutory excuse, but it does not by itself prove the person has no permission to work.
Review role-specific requirements
Identify qualifications, professional registration, safeguarding and safety requirements. Use the relevant sector rules. DBS check eligibility depends on the role, and certificates have no official expiry date. KCSIE paragraph 326 provides a bounded example where a school or college may allow work before an enhanced certificate arrives, with supervision and all other checks completed, including a separate barred-list check. It excludes starting before the certificate arrives in settings covered by EYFS. Do not apply that exception across other sectors.
Keep permission and suitability decisions separate. A person may meet one requirement while another needs review. Restrict sensitive evidence to appropriate reviewers and give the scheduler the decision and any limits they need.
Record the start decision and next action
List each outstanding item, owner and deadline. The authorised manager should record the deployment decision and its basis. A “complete” flag should reflect reviewed requirements, rather than documents merely being received.
Set subsequent review dates from the evidence and applicable rules, including follow-up checks. Do not turn every visa or document date into an automatic termination instruction.
Certifyd connects worker evidence, role requirements and review dates. The organisation performs the prescribed checks and makes the decision to assign work.