Can I keep my staff's details and right to work checks?

Yes. Each person on your team has an employee record: their home address, date of birth, start date and an emergency contact (name, relationship and phone). Their job title stays with their name and role.

Before you start

Have the person's details to hand, and any paperwork as a PDF or a photo (JPEG, PNG or WebP), up to 10 MB each.

  1. Fill in their home address, date of birth, start date and emergency contact.
  2. Under right to work, tick that you checked it, the date you checked, the document you saw (a passport, a BRP or eVisa share code, a birth certificate and National Insurance number, or other) and when it expires, if it does.
  3. Add documents: a contract, a DBS check, a driving licence, a training certificate, a right to work scan or anything else. Give each a name and, if it has one, an expiry date.
  4. Owners only: add their National Insurance number, tax code and, for subcontractors, their UTR.

What happens next

The person sees their own details, their right to work status and their own documents, and can change their home address and emergency contact themselves. Other cleaners never see them. A manager sees them only if you tick Can see and change staff records for that manager, and never your own unless you switch on Let managers see my employee details. On the phone app: open Me, tap your name, then My details. Change your home address or emergency contact and tap Save. It needs a connection; offline you see your details but can't change them. Tap a document to open it. When someone leaves the team, their record and documents are kept: employers must keep right to work records for 2 years after someone leaves. Removing their details after that is up to you: delete the documents and clear the fields.

Reminders when something runs out

30 days before a right to work check or a document runs out, a card in To do says so, such as: Sam Taylor's DBS check runs out on 1 December. Another card comes once the date has passed. Tap Do it to open their Employee details and add the new date or document. Each card comes once. Change the date or remove the document, and its card goes. Cards about you, the owner, show only to owners unless you let managers see your details.

If something goes wrong

  • “Enter a full UK postcode, like DN4 0AB.”: check the postcode.
  • “Enter a phone number, like 07700 900123.”: use numbers only, with spaces or a + if you like.
  • “Enter a National Insurance number like AB 12 34 56 C.”: two letters, six numbers and a letter from A to D.
  • “Enter a tax code like 1257L.”: copy it from their payslip or P45.
  • “A UTR is 10 digits.”: copy it from their HMRC letters.
  • “That file is too big. Documents can be up to 10 MB.”: choose a smaller file.

Who can do this

The owner sees and changes everything, their own record too. A manager sees and changes other people's records and documents only when the owner ticks Can see and change staff records for them. It's off for every manager until then, and it needs Can approve timesheets and manage stock and vans too. Managers never see the owner's own record unless the owner switches on Let managers see my employee details, and never see National Insurance numbers, tax codes or UTRs. Only the owner can record their own right to work check: anyone else's is recorded by someone else. Each person sees their own record and documents, and changes only their home address and emergency contact. Other cleaners, accountants and customers see none of it.

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