CheckWorkRights is a compliance focused background checking tool. The application is used by HR teams to efficiently and effectively; collect, review, verify, check, re-check, renew, alert and report, on a range of requirements and documents needed for employment purposes in Australia.
Ensuring your business is compliant with its VEVO checking requirements is simple with CheckWorkRights. Our ongoing checking schedule will give you up-to-date information on the status of your employee's work rights.
When getting your account set up there are three 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?
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 and Removing Employees in CheckWorkRights
Automated Document Collection with the Email Self-Onboarding Workflow
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.
When the Email Self-Onboarding workflow is triggered for new employees, they will receive a one-time link to upload the documents required to complete their checks. They'll then be added to your CheckWorkRights dashboard with their current work entitlement status, any other relevant check status' & a copy of their documents to be verified by the relevant line manager or HR officer. 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.
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).
One-time Passport Data Upload
For companies with an accurate set of Work Entitlement documents & data for each employee, we can also perform a one-time bulk upload of the relevant data to create employee records in CheckWorkRights and perform the initial checks for all employees. This process can only be completed once at the commencement of your account and cannot be utilised for new hires ongoing.
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.
Making Employees Historical
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.
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 on a regular basis, receiving notifications of any issues within their employee cohort and managing these exceptions.
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 all the way 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. Visiting Admin > Business Units in the sidebar of our web application will allow you to create a list of business units for your staff to be grouped into. 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.
Individual employees can then be allocated to these business units, and users within your organisation can be given segmented access to view only specific business units in their email reports or when logging in.
Understanding The Dashboard
Broadly, every section of the dashboard can be grouped into three colours. Green means everything is as it should be or the employee has unlimited work rights. Yellow suggests these employees are worth keeping an eye on as they have outstanding checking requirements or limited work rights. Red employees should be followed up as soon as possible, as they are likely without work rights.
Unable to check is a common status for employees to fall into if their data is incorrect either in CheckWorkRights or in their record with the Department of Home Affairs.