The Worker tab shows the worker name, reference, contact details, home address, worker number, national insurance label, rate/pay type, and related compliance data. Worker detail visibility can be restricted by permissions and access control.

Assignment custom-document requirements and uploaded-document details follow assignment visibility. Hirer users subject to Specific timesheet approvers must have access as a selected approver or a current hiring manager on the linked requisition, within their project access. Agency access remains subject to its existing scope. Viewing documents does not grant permission to upload or amend them.

The worker’s Bank Details form includes an optional UTR (Unique Taxpayer Reference). Agency users with worker editing permission can add, update or clear it alongside the account details. Hirers and agencies can review it where bank details are enabled and their bank-details access allows it. UTR is optional for both UK and IBAN accounts and is removed when all bank details are cleared.

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Hirers and agencies who can edit a worker can select Check SIA licence when adding or editing an editable competency whose name contains SIA. Enter the 16-digit licence number in the SIA licence check section and select Check licence. Progress, errors and register results appear in the same upload dialog. Sector and role are returned by the register and do not need to be entered. The check compares the worker's saved first and last name, licence number, status and expiry. For both hirers and agencies, name comparisons ignore case and repeated spaces. The register may omit trailing additional given names from the saved first-name field: Ghulam matches Ghulam jamroz. Any given names shown on the register must match in order from the start of the saved first-name field, and the full surname must match. Review the returned holder, sector, role and conditions. Card images, expiry controls, file uploads and Add attachment appear only after the current licence is verified or the service is unavailable. If a completed check returns an expired, mismatched, missing or review-required licence, these sections remain hidden and the document cannot be saved. If the SIA service is unavailable, hirers and agencies can continue with the normal upload: enter the expiry details and supply all required card images. The document is not marked as SIA verified and still follows the usual document validation rules. A completed invalid or review-required register result is not treated as a service outage. Changing the licence number or document type requires another check. The check result is saved on the worker, and a verified result is retained on the competency when the upload is saved. The register screengrab appears in a supporting-evidence row with a View action and is stored as an additional supporting attachment. Upload the card images in the separate Card images section according to the qualification's minimum upload count. The screengrab does not replace a required card image. The register expiry date is filled automatically. Missing, mismatched, expired, revoked or suspended licences cannot be verified; additional conditions or incomplete details need review. Hirers and agencies with document access can select SIA verified in the Validation column or Verification results in the document viewer to review the saved result and screengrab without running a new check. When document validation is disabled, saving a verified SIA check with the required card images records system validation. When document validation is enabled, the card images follow the qualification's existing checks. A successful SIA check still records system validation when the qualification is excluded from AI validation. Validated documents are locked for editing by hirers and agencies, so their edit icon is hidden. Hirers and agencies can select the SIA verified badge to view the retained result, following the same placement as SmartCheck badges. For agencies, the Validation column on the worker profile and the assignment Worker tab shows Validated when the system or a connected hiring company has validated the document. Select the validation chip to view client validation decisions, reviewer details and dates for hiring companies connected to the selected agency. Validations from unconnected clients are not shown. Agencies cannot add or remove client validations. SmartCheck and SIA verified badges appear in this column, with the SIA badge explaining when editing is locked. Hirers continue to see their existing system and manual validation summary. A licence-number search does not confirm date of birth or physical identity.

When hirers or agencies upload a worker document, the qualification's minimum upload count is the number of required files. They can add more attachments, including supporting evidence such as a deed poll certificate alongside a passport or visa image. Each additional attachment needs a title, which appears when the file is viewed. They can also add, title or remove additional files when editing a document that is still editable.

When hirers or agencies select No to the visa share-code question, the Term and vacation dates section is available to upload education-provider evidence alongside the existing visa PDF. A share code is not required to attach this evidence. Term-date evidence remains required when a Home Office check detects student restrictions.

When hirers or agencies add or review a right-to-work document, the document type dropdown shows a description where one has been configured. Selecting Visa also shows guidance linking to the Home Office online service at https://www.gov.uk/prove-right-to-work/get-a-share-code-online. Ask the worker to generate a right-to-work share code and enter it in Share Code ID.

Hirers and agencies first answer Do you have the worker's right-to-work share code? The Yes/No selector highlights the selected answer, with guidance explaining the Home Office check and existing visa evidence options. Select Yes to enter a Share Code ID and use Check share code. Select No to enter the visa reference or check reference shown on the visa PDF, upload the PDF and enter its expiry details. With document validation disabled, this existing-evidence route saves without a Home Office check or manual approval. It does not retrieve Home Office work conditions or restrictions. Recorded Home Office refusals and existing student-restriction checks still block incompatible visa changes. Check share code is enabled after the share-code field is edited and contains a value. After each check, edit the field again to enable another check. When adding a visa, expiry controls, uploads and the declaration stay hidden until the share-code lookup succeeds or No is selected. Existing editable visas without a saved Home Office check open with the existing-evidence option selected. When editing a visa with an accepted Home Office check and no student restriction, hirers and agencies can select No to replace it with existing evidence under a different visa reference. Upload a replacement PDF and enter its expiry details; the previous check and PDF are removed from that document, while the check history is retained on the worker. Refused or student-restricted checks cannot be removed through this option. Documents locked by completed validation remain uneditable. For both hirers and agencies, the Edit action follows automated validation and the latest applicable manual validation across hiring companies, including when another company’s validation details are not visible in the current view. Share-code checking applies only to Visa right-to-work documents. The check uses the worker's saved date of birth interpreted as a UK calendar date and the name of the agency or hirer performing the check. Agencies can verify a visa before the worker is linked to a hiring company; the agency name is used for the Home Office record. If the Home Office reports that a share code has expired, the warning asks hirers and agencies to obtain a new right-to-work share code from the worker and check again. This refers to the share code, not the expiry of the worker’s permission to work. Errors from share-code checks stay visible as a warning in the document dialog until the user retries or changes the share code or document type. If the Home Office reports that the details do not match its records, hirers and agencies should check the share code and the worker’s saved date of birth before retrying, and request a new right-to-work share code if the code is more than 90 days old. The result shows the Home Office work conditions and any detected student term-time hours limit. The Home Office result is grouped into a panel showing the right-to-work summary and work conditions. When a permission expiry is returned, the expiration field is filled automatically and cannot be edited. When the result explicitly confirms indefinite permission, Indefinite Expiry is selected and locked. A missing expiry date alone is not treated as indefinite permission. A PDF of the Home Office check is retained with the visa. For both hirers and agencies, saving a visa with an accepted Home Office share-code check marks it as system validated and records an automated competency validation, including when AI document validation is disabled. Running the share-code check alone does not validate an unsaved visa. If student restrictions are detected, upload separate education-provider evidence of the relevant course term and vacation dates before saving. Save remains disabled until term-date evidence is selected, and while the documents are uploading. Both hirers and agencies with access to the visa can select Visa verified in the Right to Work table's Validation column to view the Home Office verification result and date, work conditions and term-date evidence. The badge appears only for a saved accepted Home Office check; document titles remain plain text. When opening the file viewer by selecting the document row, select Verification results in the bottom toolbar alongside the document actions to open the same details. This button appears only for the currently selected document when it has a saved Home Office check. The Visa verified badge's tooltip identifies any saved conditions or restrictions. The dialog shows Verified for an accepted check, with the saved check date and time underneath when available, and highlights any student term-time hours limit. Expand Work conditions or Restrictions to read the full Home Office wording. Select Term & vacation dates evidence in the footer to preview an attached term-date file. Editing permission is not required to view these details. Where document validation is enabled, the evidence is also checked for the expected document type; unsuccessful validation can be submitted through the existing manual verification process. The employer must still check the worker's identity and review the evidence. This does not monitor total weekly hours across jobs. For hirers and agencies with access to the documents, the worker Excel export includes saved Home Office check data on the Documents worksheet: outcome and date, reference, permission dates, indefinite permission, student restriction and hours limit, summary, details, conditions, restrictions and links to check and term-date evidence. Fields are blank where no check is saved. The Open API worker responses include the saved check under rightToWork[].rightToWorkCheck, with conditions and restrictions as string arrays; term-date evidence is identified by its file role. Export and API results are retained checks, not new live verifications. Open API visa writes use the latest saved check, including a newer refusal. Adding a visa, changing its share code or changing another document type to Visa requires a completed check; use the portal for share-code checks and manual verification.

Hirers and agencies can use All document files in the document viewer to review uploaded front and back files for documents they can access. The expanded grid includes images and first-page PDF previews. Select a PDF to open a larger view with all pages available to scroll through, plus zoom, rotate and download controls. Use zoom in or zoom out to adjust the PDF size, or select the zoom percentage to reset it to 100%. In the document viewer, drag a zoomed PDF to move across or down the page. Close the larger view to return to the document grid.

After duplicate worker profiles are merged, hirers and agencies should review the documents on the retained profile. Where documents share the same type within attachments, identity or right-to-work records, one version is selected during the merge. Other versions and their document-specific validations are archived in the merge audit rather than applied to the selected version. CVs remain agency-specific.

Right-to-work and competency documents appear as attachment tables. On worker profiles, worker lists and worker exports, hirers can see agency-specific documents, such as CVs, only when the owning agency is connected in the hiring company’s agency configuration. The worker profile’s Agencies tab and agency details returned in worker lists are also limited to agencies connected to the hiring company. Agency-specific documents without an agency owner are hidden from hirers. Shared documents are unaffected. Agencies continue to see their own agency-specific documents in their agency context. Agency-specific worker documents are limited to the agency on the assignment when viewed by the hiring team. Where validation is enabled, document validation changes can be made from the assignment context. Users with competency override permission can amend the assignment's competency matrix requirements, but the assigned worker must still meet the new requirements.

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Custom document requirements can be shown on the Worker tab. A requirement can include a description, upload status, uploaded attachment, and expiry date. Hirers can restrict attachments for individual custom documents through Assignments access control rules. Restricted hirers and agencies can still see whether a document has been uploaded, but cannot open its attachment. Hirers can require an expiry date when configuring a custom document requirement; when enabled, hirers and permitted agencies must select one to upload or replace the document. Required custom documents must be uploaded before the worker start can be confirmed. Uploads and replacements go through the manage custom document endpoint.

A custom document requirement can be limited by configured conditions, including WRA accommodation when WRA accommodation is enabled at company level or by at least one project override.

Hirers can add an Agencies condition to a custom document requirement and select one or more connected agencies. The requirement applies only to assignments placed through a selected agency, together with any other configured conditions. Hirers and agencies see the applicable requirements on those assignments; existing uploaded documents remain available for review if the requirement no longer applies. Upload permissions are unchanged.

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Hirers using a reporting integration can request document validation details from List Workers or Get Worker with a company-scoped API key. Read each right-to-work document's validation status for the relevant hiring company: validated, referred or invalid. Older records with a named validator are returned as validated even if no status was originally saved. An empty status history does not cancel a validation. The endpoint reference tables describe the fields needed for reporting.

Agency-scoped API keys return accessible worker documents without validation expansion. Agencies reviewing validation through an integration should ask the hiring company to confirm its company-specific decision. Automated system validation and saved Home Office check results are separate from manual document validation. For hirers and agencies, an automated validation record is shown as system validation and does not count as a manual validation or identify a human reviewer.

For hirers and agencies with access to a worker document, saved SIA verification is returned by List Workers and Get Worker under attachments[].siaCheck, including the outcome, verification flag, check date, register licence details, reasons and screengrab link. The worker Excel export includes the same saved SIA information on the Documents worksheet. SIA fields are blank where no check is saved. These responses and exports report retained results and do not perform a new register check. Manual validation visibility remains unchanged.

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Hiring companies and agencies can enable a scheduled expiry digest from their notification settings. They can limit the report to workers with live assignments, include KID or custom document expiry sections, and select global qualifications that should be excluded from their own report. An exclusion only affects the organisation that configured it.

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When the company or project enables WRA accommodation, the Overview tab shows the accommodation value (Yes/No). The amendment dialog shows why the value cannot be changed when permission or lodge qualification rules prevent an update.

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When the assignment requires a lodge address, the Overview tab shows the address, travel information, distance and map link. Use Lodge Address to set or edit it. Where accommodation rules require an address before confirmation, address line one, city, country and postcode must be present.

With Lodge-to-project journeys enabled by the hirer, Lodge Address is available even when accommodation is not payable or the worker’s trade is excluded from accommodation. Hirers with assignment allowance amendment permission and agencies viewing their own assignments can maintain it. The lodge postcode must differ from the worker’s home postcode. Entering a lodge address does not enable accommodation or override its eligibility rules.

Journey travel requires the assignment travel flag and a project postcode; fixed-depot workers do not qualify. Lodge to project mileage also requires a lodge postcode. Home to project mileage requires the worker home postcode and can apply without a lodge address. Where daily fallback is enabled, the accommodation flag selects journeys when on and two daily travel legs when off. Travel and accommodation can both apply only if the hirer enables overlap.

To remove a lodge address, open Lodge Address and select Remove address. This is available to hirers and agencies who can edit the address. Removing it clears lodge-to-project routing and recalculates existing unbilled travel. Home-to-project journeys can continue without the lodge address when the assignment accommodation flag remains on. Billed travel stays unchanged and needs separate review. Agencies can review their workers’ expenses, while company and project payment settings remain with the hirer. See WRA Travel and Fare Allowance on Timesheets for the full rules.

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Compliance is often shared between the hiring company and the agency. Each company decides, per requirement, whether the company side, the agency (supplier) side, or both can supply a given document. If you work for an agency, keeping your own workers' documents in order is the main way to keep confirmations moving.