When setting your account up with CheckWorkRights there are four major decisions you need to make:
How will you add your existing workforce to the application?
What process will you use to add new employees to the system?
Who will verify the documents submitted to CheckWorkRights?
How will you remove terminated employees from the system?
Since your legal right to check an employee's visa status ends when they leave your employment the final step is just as important as the requirement for ongoing checks.
Adding Employees to CheckWorkRights
Many companies do not have a complete picture of their employee's work entitlement when they start using CheckWorkRights. We recommend that most employers conduct a complete audit of their workforce when they first open an account with us to best ensure compliance in the future. This audit can be conducted quickly and easily with our automated document collection email workflow.
MyCheck - Automated Email Document Collection
Before getting started with the email workflow, please contact our team to ensure this functionality is enabled for your account.
When the MyCheck workflow is triggered for new employees, they will receive a link to their own MyCheck Dashboard to upload the documents required to complete their checks. We recommend companies communicate internally with their employees before using the email workflow to ensure a smooth process.
Once established, this process can also be used for onboarding new employees when they commence employment and is by far the easiest for managers of large distributed workforces as it removes the need for ongoing document administration.
MyCheck - Bulk Employee Upload & Payroll Sync
Employees can be added in bulk via a spreadsheet. This process will also allow you to enable checks for the employees and issue MyCheck emails to them for document collection. After account setup, using our active payroll list sync process allows you to easily keep your employee population in sync with CheckWorkRights.
MyCheck - Manually Adding Employees via the Web App
Businesses with a small group of employees may find it easiest to manually create the records for each employee using the web app, or a combination of the passport scanning mobile application and the web application.
Scanning a Passport via the Mobile App
The quickest and easiest way to get an employee into CheckWorkRights is to scan the individual's passport using our smartphone app. This scan will quickly create their record in CheckWorkRights and perform the initial check using the document details. The entire process takes about 5 seconds and doesn't require an original document (the scan can be done on a copy of the passport on paper or a computer screen).
Verifying Documents
Verification in CheckWorkRights means a team member in your organisation reviews and approves each document submission from your employees. This is important for two reasons:
Citing documents for Australian Citizens ensures the documents submitted are fit for purpose, and
Citing all documents ensures no risk of worker substitution, when you're comparing the photo ID of an employee against the employee you know.
Removing Historical/Terminated Employees
When an employee leaves your business they need to be made a historical record in CheckWorkRights as quickly as possible to disable further ongoing checks. Alternatively, speak to us about an integration solution to manage this process automatically.
Using CheckWorkRights Day-to-Day
Configuring Email Reporting
CheckWorkRights has a variety of email reports that can be configured and segmented based on the needs of your management team. For many customers this is the main way they interact with CheckWorkRights regularly, receiving notifications of any issues within their employee cohort and managing these exceptions.
Adding Users
Adding a variety of users within your organisation can be a good way to separate responsibility and visibility over your workforce, this can include line managers for specific venues up to a centralised HR manager in the head office. Each user has a configurable level of access to the application, email reporting and your employee data.
Creating Business Units
Segmenting your workforce within CheckWorkRights can allow for a greater deal of control and shared visibility when setting up user groups or verifying documents. This could include individual sites, groups owned by the same franchisee, geographical groups like states or cities or any other logical grouping of your workforce.