WFM UK | HR UK: Right to Work Checks with TrustID

Overview

The new TrustID integration in the HR module enables employers to manage Right-to-Work (RTW) checks directly within the platform. It simplifies verification, reduces manual tasks, and supports compliance with current legislation.

This integration utilises the non-digital TrustID method, where RTW checks on behalf of employees are made through an embedded iframe. Documents are securely submitted to TrustID for verification. Unlike the digital version, the employee does not complete the check independently.

This article covers setup, usage, and best practices. For more information on TrustID, please visit the TrustID website.

If the TrustID integration will not be used for RTW checking, then refer to this article for guidance on manually recording Right to Work information in the HR module - WFM UK: HR: Right to Work & Proof of Eligibility 

Contents

• Integration & Global Settings
• User Access
• Right to Work Checks with TrustID
  • Initiating and Submitting to TrustID
    • Example - UK/Irish Passport Document Type
    • Example - Share Code Document Type (Student)
    • After Submission
    • Right to Work History
  • TrustID Response & Confirmation
    • Student Visa
      • Exemption Periods
    • Right to Work History
    • TrustID PDF Report
• Reminders & Alerts
• Reporting
  • Employee Right to Work Status
  • Employee Right to Work Check Status
• Appendix
  • Rota Module Settings & Validations
  • Scheduling Module Settings & Validations

Integration & Global Settings

• Contact your Fourth Customer Success Manager or Fourth's Customer Care team to arrange the TrustID integration
• TrustID will provide your new account credentials to Fourth - this can take up to 5 working days

• Fourth will configure your portal with TrustID credentials

The Global Setting for TrustID can then be enabled (if not already)

• Go to HR > Administration > Global Settings > Edit Portal Configuration
• Scroll down, enable Enable TrustID Right to Work Checks, and then Save

User Access for RTW Checks

To use the TrustID integration, users must be assigned the correct access permissions and have the necessary access to view the relevant employee records. At a minimum, three permission settings affect the ability to perform and view RTW checks.

To apply these permission settings to an individual user:

• Go to HR > Users > Assign User Access
• Search for and select the User and go to User Profile (top right corner)
• Scroll down to the 'Employees' section
• Apply the following settings as required
  • Edit Employee Eligibility to Work Details Permission - Determines whether the Initiate RTW Check button will be visible for the user. Set to Enabled or Disabled
    Important: Even with the correct Personal Details permission, a user will not be able to initiate a check if this setting is disabled
  • Personal Details - Controls whether a user can access an employee's 'Personal Details' page, where the TrustID functionality is located
    • Full Access - User can view employee details and initiate an RTW check
    • Edit Only - User can view employee details and initiate an RTW check
    • Read Only - User can see the TrustID functionality and view the results of an RTW check, but cannot initiate or update one
  • Documents - Controls access to the 'Document Management' area within an employee's record, where a TrustID Report will reside following a response from TrustID
    • Enabled – User can view the TrustID report in the employee's 'Document Management' area
    • Disabled – User cannot see the TrustID report in 'Document Management', but will still be able to view it via the employee’s 'Personal Details' page (using the PDF Report button)
• When all permissions are applied, scroll down and select Next (and again through Location and Division access - these should remain unchanged)

To apply these permission settings to a group of users via permission templates:

• Go to HR > Users > Templates > Create a New Template or select an existing template and select Assign Permissions
• Go to Employees and apply the same permissions (see Fig.3 - scroll down to find the other two permissions)
• Then select Save

Right to Work Checks with TrustID

Initiating and Submitting to TrustID

To initiate a Right to Work check with TrustID, go to:

• Go to HR > Employees > Employee List > search for and select the Employee
• Use the employee side menu and go to HR > Employee Info > Personal Details
• Scroll down to the 'Employee Right to Work (TrustID)' section and select Initiate RTW Check

The TrustID platform will then open within a pop-up window.

If the pop-up does not appear, check that pop-ups are allowed within the browser being used.

• To continue on the computer currently being used, select Continue on Desktop
  or
• Scan the QR code, or email a link to open on a different device if required - the integration will continue to operate as normal

• Review the next page, reading the TrustID Privacy Policy if necessary, then select Get Started

• Read and review the information, as consent is required to continue. When ready, select I Consent

• Select the Document Type to be used for the Right to Work Check

Depending on the Document Type selected, the screens may have different requirements and ask different questions, but the TrustID platform has a simple step-by-step process detailing all of the information required. Below are a couple of different examples: UK/Irish Passport and Online Share Code.

Contact TrustID if further guidance is required, especially in cases of determining what information is right or wrong to submit.

UK/Irish Passport Document Type

• Take a picture of the document, using the onscreen guide to take the best image possible for the TrustID check
• When ready, select Upload Image

Once the image has been uploaded (a confirmation message will be displayed - this could take up to two minutes), TrustID will ask if there are any further documents to upload.

• If Yes, then continue with the process to upload any further documentation
• If No, then continue on

After uploading further documents or continuing without, a series of questions will be asked, such as 'Seen originals of all documents?', 'Checked photographs?', 'Dates of birth consistent with person's appearance?', etc.

• Answer these questions accurately - some answers may affect the outcome of the check

Once all questions have been answered, the form can be submitted to TrustID

• When ready, select Submit form, or, if anything needs to be reviewed or changed in the submission, select Back

Once submitted, confirmation that the submission has been made for verification will be displayed, and the pop-up window can be closed.

Share Code Document Type

• Enter the employee's Date of Birth & their Online Share Code

• Select whether the employee is a student or not - Yes or No

This example continues with Yes having been selected.

For Students, TrustID will ask for term & vacation time information, which must be provided to proceed with the check.

• To provide this information, select Continue - I have this, or to stop the check, select Cancel Check - I don't have this (the check can be restarted later once this information is obtained)

• Similarly to the previous step, if the information is correct, select Continue - it contains this, or if not, Cancel Check - it does not contain this (and restart the check once this information is obtained)

• Take a picture of the document, using the onscreen guide to take the best image possible for the TrustID check.
• When ready, select Upload Image

• Once the image has been uploaded (a confirmation message will be displayed - this could take up to two minutes), TrustID will ask if there are any further documents to upload
• If Yes, then continue with the process to upload any further documentation
• If No, then continue on

After uploading further documents or continuing without, a series of questions will be asked (as with the passport option).

• Answer these questions accurately - some answers may affect the outcome of the check

Once all questions have been answered, the form can be submitted to TrustID

• When ready, select Submit form, or, if anything needs to be reviewed or changed in the submission, select Back

Once submitted, confirmation that the submission has been made for verification will be displayed, and the pop-up window can be closed.

After Submission

• Exit the employee's Personal Details screen, and navigate back for the page to update

 The TrustID section will update with the check being 'In Progress'.

TrustID responses can take anywhere from a few minutes to two hours, aiming for one-hour response times. TrustID will send responses between 8 am and 12 am, 7 days a week.

Right to Work History

After submitting a check to TrustID, the employee's Right to Work History will update.

• In the employee's Personal Details page, within the TrustID section, select RTW Check History

The history will update with the date when the check was started and the date it was in progress.

If the History shows a status of “Awaiting Upload”, it means the “Initiate RTW Check” button was clicked and the pop-up window opened but was closed before submission (see Fig. 19). This status can also appear if the user chose to send the request to an email or mobile device. The status will change to “In Progress” only after the submission is completed (Fig.22/23).

This history will be further updated following a response from TrustID. See the next section.

TrustID Response & Confirmation

Once TrustID have completed the check, they will send a response back to the HR module. The 'TrustID' section in the employee's Personal Details page will then be updated.

Right to Work Statuses

• Continuous - This means the individual has an ongoing, unrestricted legal entitlement to work in the UK, without the need to renew or reapply for permission. There will be no Expiry/Follow Up Date provided, as one is not required
• Time Limited - This means the individual has legal permission to work in the UK for a fixed period, which must be renewed before it expires. There will be an Expiry/Follow Up Date provided, to which the employer must re-complete the employee's right to work with TrustID if still employed, in advance of this date
• Rejected - This means the individual does not have valid permission to work in the UK and therefore cannot be employed. There will be no Expiry/Follow Up Date provided, as one is not required

When a TrustID response is returned and processed, then the manual "Worker Eligibility Documents" section will be updated and populated with a Proof of Eligibility type called 'Third Party (TrustID) Proof of Eligibility'. Details for this proof of eligibility cannot be adjusted (read-only), but the Proof of Eligibility can be changed to override if required: 

TrustID PDF Report

Following the completion of an RTW check with TrustID, a full report will be available to review. These reports will differ for every employee; an example containing test/dummy information is shown below in Figs 25 & 26.

To access the PDF report:

• Go to HR > Employees > Employee List > search for and select the Employee
• Use the employee side menu and go to HR > Employee Info > Personal Details
• Scroll down to the 'Employee Right to Work (TrustID)' section and select PDF Report
  • The PDF Report button is also available on the page shown when selecting RTW Check History

The PDF report for that specific RTW check will then open.

TrustID PDF reports can also be viewed from an employee's 'Document Management' area.

• Go to HR > Employees > Employee List > search for and select the Employee
• Use the employee side menu and go to HR > Employee Info > Document Management

All documents specific to that employee will be listed. 

• Use the Document Type drop-down if needed to find all TrustID Reports for that employee, and use the View button(s) to see them

Student Visa

If an employee is on a 'Time Limited' right to work, and is a student, then this information will be returned by TrustID in the TrustID Status Notes (also available to see in the PDF Report - Fig.29).

The HR module will intelligently review the notes, looking for the 'Student' keyword, and if available, will also look for the 'Hours Limitation' of that student visa. This information will then be automatically applied to the 'Student Visa Details 'section of the employee's personal details screen (see Fig.30), replacing any existing information that may have been manually entered.

• With Student Visa selected, a working limitation in hours will be set, determining the hours an employee can work each week:
  • All Other Courses (20 Hours)
  • Below First Level Degree (10 Hours)
  • Foundation Degree Course (10 Hours)

Please note: The different student visa types and their hour limitations can be updated via a Rota module setting. See the Rota Module Settings & Validations section in the Appendix.

• A Visa Start Date will be populated, which will be the date the check was started
• A Visa Expiry Date will be populated, which will be the date of the right to work expiry
• A Visa Number can be manually entered if required, but it is non-mandatory (Share Code can be entered here if required)

See the Exemption Periods section below for more information on Exemption Start Date and Exemption End Date.

• Tick Documents Seen And Copied?
  • Regardless of the Global Setting being set to Mandatory, this does not need to be ticked if populated via the TrustID integration
• Select Save at the bottom of the 'Personal Details' page

Exemption Periods

With Student Visas come 'Exemption Periods' for vacation or out-of-term time periods. Previously, only one exemption period could be set, meaning users would have to constantly review and change the exemption periods to match the right date range of the working hour limitation exemption. The HR module will now allow for the addition of multiple exemption periods.

• Within the 'Student Visa Details' section, select Dates within the Exemption Periods field

This will present a pop-up window to configure exemption periods

• Select Add Date

• Enter a Date From and a Date To, clicking Save to create the Exemption Period

This will create the exemption period.

• Repeat the process for every exemption period that is applicable during the time of the employee's Student Visa

Depending on the Rota Module validation in the section below, full Rota weeks (and Scheduling) within the exemption period will not validate the Hours Limitation set by the student visa, as the employee is allowed to work more than the limit during these periods.

Please note: This validation is subject to the rota week, not each individual day. If a rota week includes a day where the limitation applies, the entire rota week will be subject to the validation.

Right to Work History

Once a check has been completed and returned, again, the Right to Work History will update:

• In the employee's Personal Details page, within the 'Employee Right To Work TrustID' section, select RTW Check History

The history will show the new 'Completed' status, 'Check Completed Date', and 'RTW Status' values. The example shown in Fig.36 is for a 'Time Limited' RTW status so there is also an 'RTW Follow Up Date' value.

Reminders & Alerts

As part of the TrustID integration, the HR module now includes alerts and reminders to notify users when an employee’s right to work is nearing expiration.

For guidance on how to create reminders and alerts in the HR module, please see

• WFM UK: UI Refresh HR: Setting Alerts
• WFM UK: UI Refresh HR: Setting Reminders

Specifically for TrustID-related Reminders & Alerts:

• When creating a Reminder or Alert, the following fields will be available when selecting Assign Events

Reporting

As part of the TrustID integration, the HR module has two new exports available to monitor employees' current RTW statuses and the progress of the RTW checks themselves.

Employee Right to Work Status Export

This export shows the latest Right to Work status for employees who’ve completed a TrustID check, with multiple rows appearing if more than one document was used, such as a share code and term-time student visa evidence.

• Go to HR > Reports > Exports > TrustID - Employee Right to Work Status
• Select a specific Location if required, or continue with All selected
• Enter an RTW Status or leave blank to return all Right to Work statuses
  • Continuous, Time Limited or Rejected
• To return all checks since a specific date, choose an RTW Check Initiated From Date
• Select to Include Terminated Employees or not
• Select Run Export

• Once the export has run, open it in Excel, and the following data will be presented:

Employee Right to Work Check Status Export

This export will show a list of Right to Work Checks initiated with TrustID up until the point of completion.

• Go to HR > Reports > Exports > TrustID - Employee Right to Work Check Status
• Select a specific Location if required, or continue with All selected
• To return all checks since a specific date, choose an RTW Check Initiated From Date
• Select to Include Terminated Employees or not
• Select Run Export

• Once the export has run, open it in Excel, and the following data will be presented:

Appendix

Rota Module Settings & Validations

As mentioned in the Student Visa section above, the different student visa types and their hour limitations can be updated via a Rotas module setting.

• Go to Rotas > Administration > Global Settings, scroll down and select Edit Student Visa Settings under the Student Visa Settings section

The three different Student Visa Types will display and allow for reconfiguration, if desired.

• The Number of hours permitted to work in UK for each type can be adjusted
• Restrict those on student visas from working more than 20 hours/week ? can be disabled/enabled for each type

Please note: If the number of hours for a type is adjusted, it will not update the label name to state 20 or 10 hours.

Another setting available in the Rota module is Warning Settings for Confliction shifts on Rota. Depending on the option selected, this will prevent rotas from being saved, or submitted, or both when it comes to shift conflicts and limitations such as Student Visas. 

This can be found by going to:

• Rotas > Administration > Global Settings > Edit Rota Settings

• Scroll down to Warning Settings for Confliction shifts on Rota
• There will be six available options, with the recommended setting being Warn on Save and Block Submission

This recommended setting will warn the manager when saving the Rota, but not prevent them from doing so. The manager will be prevented from submitting the Rota to payroll if they have not rectified the scheduled hours.

With this setting enabled, when scheduling a qualifying employee and calculating or saving the rota, a pop-up will appear.

An asterisk is displayed to remind the manager that the employee is restricted from working more than the allowed hours.

Scheduling Module Settings & Validation

Ensure that the above Rota module global settings are applied before following these steps:

• Go to Scheduling > Settings > select Location
• Select Edit against the required Organisation and tick the box against Use Student Visa Functionality
• Scroll down and select Save

With this setting enabled, when scheduling the employee, a pop-up will appear, warning that "The shift cannot be created as the total hours worked will exceed the hours allowed limit on the employee's student visa."

From December 2025, new validation has been implemented to further enforce Right to Work compliance in WFM UK. This means that when an employee has an expired Right to Work, regardless of the type, when attempting to schedule the employee, the following error(s) will be received:

The employee's Right to Work status should be reviewed and updated when an applicable and active Right to Work has been achieved by the employee and provided to users.

This validation will always operate using the latest updated section, either Worker Eligibility Documents or the TrustID section, even if the expiry entered in the latest updated section is before the other.

Please Note: If the Worker Eligibility Documents or Trust ID section is not used in the system, then this validation will not apply, and a valid Right to Work will be assumed.