Right to Work Checks: AI-Powered Document Fraud Detection

The core purpose of the right to work check is to ensure that no one is employed unlawfully in the UK. Employers who conduct a valid check gain a statutory excuse — a legal protection against civil penalties if it turns out the employee did not, in fact, have the right to work. But that protection only applies if the check is done correctly, and if the records are complete, dated, and stored properly.
 

A compliant RTWC requires verifying identity and work eligibility. A right to work check can be conducted in several ways, depending on the employee's settled / immigration status:

• For UK/Irish citizens and individuals on ILR:
  • Manual right to work check using their passport, biometric residence permit, etc.
  • Digital right to work check, using Home Office-approved electronic verification system – Identity Document Validation Technology (IDVT)
     
• For overseas nationals: Right to work share code system to verify their immigration status online. 

In a manual check, employers inspect physical documents face-to-face and keep a signed and dated copy. This method is still acceptable for British and Irish citizens. But for most others — including EU nationals with settled status, or candidates with digital visas — the process must be conducted online with a share code check.

The IDVT and share code check processes are not only faster — they're safer. Online right to work checks reduce the risk of accepting forged or expired documents and also create a legal "paper trail". Employers must retain evidence of the check, including the verification result and the date the check was conducted.

The role of AI in HR is no longer limited to CV screening and chatbots — it’s transforming how UK employers carry out the right to work check (RTWC). As document fraud becomes more sophisticated, artificial intelligence is now essential in verifying identity, automating checks, and safeguarding your business from risk.
 

Modern digital compliance platforms are using AI-powered tools to detect tampered documents, verify facial identity, and automate the share code check process — ensuring every RTWC is both fast and secure. AI verifies that the person submitting the share code is not only real, but the rightful holder of that status. When a candidate is invited to generate a share code, the system can automatically confirm their work eligibility through Home Office records, conduct biometric validation, and securely store the results for audit.
 

This approach dramatically reduces human error, prevents costly onboarding of ineligible workers, and ensures you’re prepared for any Home Office inspection. It also reinforces trust in the hiring process: when candidates get a share code and go through a verified digital process, employers receive tamper-proof confirmation of their legal work status.
 

Using AI also automates the follow-up process. When an employee’s permission to work is time-limited, smart systems send reminders to repeat the right to work check share code verification before it expires — closing a major compliance gap for busy HR teams.
 

In short, integrating AI in HR recruitment and automating your RTWC procedures isn’t just a time-saver. It’s a legal and reputational safeguard. Employers who adopt secure, AI-enabled checks — including digital share code check employer workflows — are better positioned to avoid fines, defend their hiring practices, and scale international recruitment without risk.

At NationBetter, we understand that employers don’t have time to manage complex right to work procedures manually. That’s why we’ve embedded a RTWC tool into our compliance platform — available at no extra cost to clients.
 

How it works:

• Fast, Accurate Checks: Manual checks or chasing share codes can take hours, so we streamline these processes – cutting admin time from hours to minutes.
   
• Employee-Friendly: Staff follow simple instructions to submit details; you review a ready-to-confirm report and save it.
   
• Never Miss a Beat: The platform schedules future checks, ensuring compliance even with high turnover.
   
• Audit-Ready Records: Securely stored, retrievable checks keep you prepared for Home Office inspections.
   
• Expert Guidance: Combines cutting-edge tech with our immigration know-how to eliminate paperwork headaches and meet Home Office rules.

This isn’t just a feature. It’s a safety net — one that protects your business while freeing up time for your team to focus on hiring the right people.