A small team benefits from a short, accurate checking process. Review these gaps before adding more reminders or buying a tool to automate a process nobody has defined.
Treat the evidence as a process
An emailed passport image is not a complete manual check. Use the current employer guide for the eligible route, employer actions and retained result. A National Insurance number or bank account is not a substitute for work-permission evidence.
For an online check, retain the employer result and compare it with the person and actual job. Do not rely on the worker's own status screenshot or a physical biometric residence permit.
Avoid blanket document rules
An expired British or Irish passport can be acceptable for the relevant manual route. Digital-provider eligibility and other evidence routes have different conditions. “Every document must be current” is not an accurate replacement for the prescribed lists.
Apply a consistent policy while allowing the acceptable routes. Do not ask only workers with a particular accent or appearance, or insist that every British citizen obtains an immigration share code.
Set the right follow-up
Use the follow-up guide and official requirements. EUSS settled and pre-settled status do not require repeat employment checks. Some pending applications and verification notices have specific rules; an old visa date does not settle every case.
Make a gap actionable
Record the missing result, reviewer and next step. A current check cannot prove that an earlier pre-start check occurred. A missing document also does not, by itself, prove illegal working or an automatic penalty.
Certifyd helps organise worker evidence and review dates. The responsible organisation carries out the prescribed check and employment decision. A well-kept spreadsheet can support records too; accuracy and completed actions matter more than the format.