Pro UK Right to Work Check Register

Every UK employer must check that each person has the right to work before they start, keep a dated copy, and do a follow-up check before time-limited permission ends. Miss one and the business can face a civil penalty of up to £60,000 per illegal worker. This register keeps every check, share code and follow-up date in one place and tells you what to do next.

Made for small UK employers: shops, cafés, restaurants, care, cleaning, warehouses and delivery firms. Add each person and each check, and it shows who is fine, who needs a follow-up check soon, who is working without a complete check, and whose records can now be deleted.

▶ Easy Start Here guide included – video tutorial coming to our YouTube channel

Works in Microsoft Excel and Google Sheets, with no macros.

What it does for you

• Checks log for all 3 Home Office methods: manual document checks (List A and List B), online checks with a share code (including eVisa holders) and digital ID checks through a certified RtW DVSP, plus Employer Checking Service PVNs
• Share code column: codes that do not start with W or do not have 9 characters are flagged (codes starting R or S are for other checks and are not accepted)
• Every check flagged until complete: photo matched to the person, dated copy kept, permission end date for time-limited permission, and manual checks of expired BRPs (they need an online check)
• Follow-up dates worked out: the date permission ends, or 6 months from a PVN
• Automatic status per person: OK, Recheck due soon, Check before start, Late check, No valid check, Expired - act now, Left - keep records, Delete records
• Delete-after dates for leavers (2 years after the work ends by default, editable)
• Engaged as column: employee, worker or individual sub-contractor, for the wider scope from 1 October 2026
• Worker File: pick a person to print every check on file, with a signature line
• Dashboard: people working today, act-now, follow-ups and records to delete, by department, follow-ups by month, a "What needs your attention" list and 3 charts
• Room for 400 people and 2,000 checks

How it works (3 steps)

1. Set up once: Settings (business name, who does checks, departments, warning window), about 5 minutes
2. Add people on Workers and each check on Checks, initial and follow-up
3. Act on the Dashboard weekly and print a Worker File when you need it

What's included

• UK-Right-to-Work-Tracker.xlsx: filled with fictional example data (32 people, 32 checks) so you can see how it works
• UK-Right-to-Work-Tracker-BLANK.xlsx: an empty copy, ready for your own team
• Works in Google Sheets: upload the .xlsx to Google Drive, right-click > Open with > Google Sheets, then File > Save as Google Sheets (tested: formulas and charts kept)
• Start-here.pdf: one-page quick-start guide, including how to open it in Google Sheets

Compatibility

• Microsoft Excel 2010 or newer (Windows & Mac) and Microsoft 365
• Google Sheets (free Google account). Set File > Settings > Locale to United Kingdom for £ and UK dates
• Not designed for Apple Numbers or mobile-only editing. A computer is recommended
• No macros, add-ons or subscriptions

Instant download

This is a digital product. Nothing physical will be shipped. Your download link appears straight after checkout and is also emailed to you. Stuck or have a question? Email info@phkmedia.co.uk and I'll gladly help you set it up.

Good to know

• Cream (pale yellow) cells are for your input. White and grey cells are worked out for you, and the sheets are protected (no password) so formulas are not overwritten by mistake
• A Health check on the Start Here tab and a Check/Status column on every log flag missing or odd entries
• Rules follow the Home Office "Employer's guide to right to work checks" (1 October 2026) and gov.uk/check-job-applicant-right-to-work (checked 02/11/2026)
• Right to work share codes start with W, have 9 characters and last 90 days. Use them with the date of birth at gov.uk/view-right-to-work and save the profile page. eVisa holders, and anyone who had a BRP, must be checked online
• From 1 October 2026 checks also cover workers and individual sub-contractors (Border Security, Asylum and Immigration Act 2025)
• Not covered: it does not connect to the Home Office or check documents, and it does not model every case (for example the 28-day period for pending applications)
• Dates show as DD/MM/YYYY
• FAQ: Can I keep copies of documents in it? No. Keep the copies in your secure files; the register records that you kept them and where
• FAQ: Does it work on a phone? You can view it in the Google Sheets app, but entering data is easiest on a computer

DISCLAIMER

This register is a record-keeping aid, not legal or immigration advice. Check gov.uk or call the employer helpline on 0300 790 6268 if you are unsure. All names and figures in the example file are fictional.

Licence: Licensed for use within one business. Please do not resell, share or redistribute the files.

AI disclosure: This template and its listing images were designed by PHK MEDIA LTD with the help of AI tools. All formulas were tested and the files were reviewed and finalised by the seller.

© PHK MEDIA LTD

Licence: Licensed for use within one business or household. You may edit and print the files for that business. You may not resell, share or upload them for others.