A range of identity validation services for Right to Work compliance
When it comes to Right to Work software, we know very well that a ‘one size fits all’ approach doesn’t work and that is why we offer a range of identity services. The service you need will depend on your process, in-house knowledge, risk profile, the volume of checks you need, your budget and how you want to make checks and so much more!
We recently spoke to Arc Hospitality about why they introduced ID validation software as part of their Right to Work process, how our range of services helps them to maintain compliance across their business and how they’ve been able to vary the technology they use as their requirements have evolved.
Arc Hospitality are one of the UK’s leading event staff specialists providing top-class people to prestigious sports venues, caterers, hotels and tourist attractions across the UK. With seven offices nationwide, Arc on-board hundreds of new recruits and place staff at various venues each month. They are recruiting and working with candidates from all over the world and applicants are assessed and trained to the highest standard.
In 2017, the business identified that they needed a straightforward way to keep on top of candidate compliance. The recruitment team were often shown time-limited Biometric Residence Permits (BRPs) from candidates as proof of their Right to Work. They visually inspected them and logged details in a spreadsheet which was an inefficient and unreliable way to work.
Maddie Milton, Staff Welfare and Compliance Officer at ARC, told us “finding and compiling information on candidate BRPs, capturing their expiry dates, and ensuring that we didn’t miss follow-up checks was a very time-consuming process. So, our search started originally for a system that could help us reduce our admin.”
The solution: mobile and office-based checks
In 2017, after researching the market, ARC started by introducing the TrustID validation App. This gave them an easier way to validate and capture documents than manual checks and scans with a printer or photocopier. The App also meant that scanned IDs were sent straight to inboxes and ARC no longer had to manually find the scans.
Then, in late 2018, ARC introduced TrustID ID Scanners for each of their 7 main offices. The office-based scanning device checks visible and non-visible security features in identity documents presented by their applicants, including passports, visas and BRPs. Once a candidate’s documents are scanned, the software automatically saves proof of the check in a centralised system. The scanners mean that ARC can now easily track any expiry dates on visas and BRPs and log the date of the follow-up check, if necessary.
Efficient ongoing compliance
Once a new applicant has passed an initial telephone interview, they are invited to an assessment session, usually held in one of ARC’s 7 main offices. No candidate is allowed to start the assessment session without first producing the correct Right to Work documentation and passing the TrustID validation check. “This clear process really helps us with compliance,” says Maddie, “It just helps us to ensure no-one is missed!”
Reduce administration burden
Arc was originally looking for a simple way to administer BRPs but soon realised that the TrustID scanners could reduce administration in other areas.
“Once we saw the ID scanners in action, we realised how good they could be in supporting our whole enrolment process and saving us time in lots of ways” explains Maddie. “The scan results are automatically saved in our systems, meaning we don’t have to photocopy documents. And the scanners are linked to a centralised system which helps us find information about candidate checks really quickly, wherever and whenever the check was done.”
The scanner also captures a candidate’s photograph from their identity document and Arc can use this image to create a security pass, which is a further useful time saving.
Making checks from anywhere
Most recently, earlier in 2019, ARC introduced the TrustID online validation service to help with remote recruitment and add greater flexibility to their recruitment process. This pay-per-scan service allows the team to capture a document image from anywhere. They upload it to a secure validation service and, within minutes, receive an assessment on the document’s authenticity.
“Sometimes, we run ‘pop-up’ assessment days, or two onboarding teams need to make checks at the same time, so the online checking service has been really useful” explains Maddie “It’s really easy to use and it gives us just a bit more flexibility.”
Read the full case study here
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