Trust ID Integration and Process flow

Overview

Configuration

Account Setup

Sending Guest Links to Workers

Verification Steps/Process

Reporting

As a payroll company, you onboard new workers regularly. The number of workers may vary, and they are often based at different sites, making it impractical to verify right-to-work documents in person. To address this, HMRC permits right-to-work checks through a recognised Digital Identity Validation Technology (IDVT) provider. This allows employers to conduct electronic right-to-work verifications efficiently.

One such recognised provider is Trust ID, which has been integrated into My Digital to streamline the right-to-work verification process.
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​There are two ways to set up this integration in My Digital:

Navigate to Settings > Organization Settings and click on the Right to Work section.​

You can also access the right-to-work screen from the CRM Settings Screen. Go to CRM > CRM Settings > Right to Work.
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Upon accessing the Right to Work section, a panel will appear where you can enter your Trust ID credentials. Credentials will only be saved if they are valid; otherwise, an error message will be displayed.

Once the account setup is completed, you can send the right-to-work checks to the workers.

Right-to-work checks will expire if the workers haven't completed the checks within the standard 14-day period.

If you have linked an external Trust ID account, you can set a custom expiry period under settings. The checks will be marked as expired after the days set in the "Expires in(days)" field if the worker haven't completed the check before that.

Expired checks can be removed by using the delete icon, and new guest links can be generated for workers.

To follow up with workers who have not completed the right-to-work check (Pending status), enable Auto Resend Guest Link. The system will automatically resend pending guest links at 9 AM daily.

Once it is turned on, the "Resend guest link automatically after" field will be enabled. You need to enter the number of days, like after how many days you want to resend the guest link.

E.g., if pending guest links are set to be resent after 2 days, you need to set this as 2. Then all the "Guest Links" that were created the two days before will be resent. This will help you reduce sending guest links manually to workers whose RTW status is pending.

You can input the company name that should appear on the share code check PDF, and it will be shown on the second page of the PDF under the "Details of check" section.

It will display like below in the share code report.

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Guest links can be triggered in three ways:

Under People Hub -> Worker's Record -> Personal Section, there is a subsection called the "Right to Work" tab.
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You would need to click the "Create Guest Link" button. It will be sent only if the worker has an email address saved in the People Hub.

Delete: You can click remove the pending or expired right-to-work check link by clicking on the delete icon.

Re-send: You can click the "Re-send" icon on the pending/expired right-to-work checks to resend the guest link to workers.
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In the starter pack section, once you have selected a template, there will be an option to send a guest link. You need to click the check box "Send Guest Link" when sending starter packs.

When clicking send on the starter pack, the system will send the starter pack and trigger the guest links for right-to-work checks. The starter pack and right-to-work emails will be sent separately. We have provided this option to make the onboarding process easier.
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You can send guest links in bulk for the workers to do their right-to-work checks. To do this, please go to CRM > Bulk Actions > Bulk Guest Link.

In the screen, choose the custom people list, select the workers and click the "Send Bulk Guest Link" button to send the emails.

When a guest link is sent, workers receive an email prompting them to complete the right-to-work verification process. The email will have the following subject:
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The umbrella company's name will be there instead of My Digital(Dev) in the worker's email.​

The worker has to complete the below steps of the process

Here is an overview of the steps the worker needs to follow for uploading a document and a selfie based on whether they're British/Irish/Others.
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Trust ID will then review submissions and update the verification status in My Digital. The status may be Pass, Fail, or Review. Employers can download verification reports from People Hub. The status will be updated by the Trust ID webhooks.
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You can see the report verified by Trust ID. It will have two pages explaining the below-mentioned checks they have done since the contractor uploaded the document and their identity.
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1) Document Verification
2) Liveness Check
3) Face Match​

Below is the sample document for the successful right-to-work check.​
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You can also download the verification report for the failed status using the same icon and see why it failed.
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Below is the sample document for the failed right-to-work check.
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After identifying why verification failed the checks, you can re-send the guest link by clicking "Create Guest Link" to ask the contractor to upload the documents correctly once again (correct the mistakes made earlier).
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Occasionally, a digital right-to-work check may not pass if the individual is not a UK citizen and requires the employer to further review the person's visa status and check for any restrictions. To support this process, we have introduced a new status called "Review". This will also be displayed in the People Hub > People List grid screen.

In the "Right to work" tab, you can see the "Review" status.

After reviewing the report from Trust ID, if you are satisfied that the individual has the right to work in the UK under your employment, you can update the status by marking it as either pass or fail by clicking on the icon in the action column.

In the system, we have "RTW - Application Status" (Pending, Completed, Expired) and "RTW - Result" (Pass/Fail/Review) fields, which you can use in the People Hub > People List filters and grid settings.

You can also use this in the custom people list to create a report. You can also use a custom field to capture additional details to do a report based on that.

We hope you enjoyed this article. If there’s anything you’re unsure about or need help with, please contact our support team. We’re here to assist you! 😄