Employee onboarding software with built-in right to work compliance
Give every new UK hire a fast, paperless start — with Right to Work checks, DBS check tracking, and written statement of particulars built into the onboarding flow. Support your compliance efforts from day one without the admin burden.
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Right to Work check collection and digital storage
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DBS check tracking by role and clearance level
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Written statement of particulars from day one (ERA 1996)
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UK GDPR-compliant document handling
Simple, compliant onboarding for every UK hire
RosterElf sends onboarding tasks automatically when you add a new hire, eliminating manual follow-ups and ensuring Right to Work and policy compliance is captured before the first shift.
Add new hire
Add an employee to the system and onboarding tasks — Right to Work docs, contracts, policies — are sent instantly to their email.
Complete compliance steps
New employees complete Right to Work verification, DBS declarations, personal details, and bank information online — on any device.
Ready to work
Once complete, staff are ready to be rostered. All documents and compliance records are stored securely in their digital HR profile.
Protect your business with Right to Work checks
Up to £60,000 per illegal worker — don't leave it to chance
Right to Work checks are mandatory for every UK employer under the Immigration, Asylum and Nationality Act 2006. Failing to carry out a compliant check before or on day one can result in a civil penalty of up to £60,000 per illegal worker — and if you knowingly employed someone without the right to work, you face potential criminal prosecution.
RosterElf's onboarding flow includes a dedicated Right to Work step: employees provide their share code (for UKVI digital checks) or upload their original documents. Records are stored securely in their digital HR profile with a timestamp for your audit trail.
- UKVI share code support for digital Right to Work checks
- Timestamped verification records stored against employee profile
- Mandatory step enforced before onboarding is marked complete
Eliminate paper forms and manual data entry
New hires complete everything online before their first shift
Stop spending the first shift on paperwork. With RosterElf, new employees complete all required forms online — personal details, National Insurance number, bank details, emergency contacts, and pension auto-enrolment information — before they arrive.
HR teams track progress in real time and automated reminders chase incomplete submissions. All data syncs directly to employee profiles, rostering, and payroll — no re-keying required.
- Collect NI number, bank details, and pension opt-in/out online
- Mobile-friendly for frontline and shift-based staff
- Real-time progress tracking with automated reminders
Track DBS checks and meet ERA 2025 day-one obligations
The right checks for every role, from day one
UK employers in healthcare, childcare, education, and security must hold valid DBS (Disclosure and Barring Service) checks for relevant roles. RosterElf lets you assign DBS check requirements by role — Basic, Standard, or Enhanced — and track status and store uploaded DBS certificates against each employee.
Under the Employment Rights Act 2025, all employees are entitled to a written statement of particulars on day one. RosterElf's onboarding flow ensures contracts and written statements are issued, signed, and stored before the first shift — giving you timestamped evidence of compliance.
Benefits of digital employee onboarding for UK teams
Right to Work compliance from day one
Mandatory Right to Work step prevents new hires from being rostered until verification is complete and recorded.
DBS tracking by role and clearance level
Assign Basic, Standard, or Enhanced DBS requirements per role. Track submissions and flag gaps before scheduling staff in regulated positions.
Written statement issued on day one
Employment Rights Act 1996 s.1 compliance — digital contracts with all mandatory particulars, signed and stored before the first shift.
Faster employee productivity
New hires complete all paperwork before their first shift, so they arrive ready to work instead of buried in forms.
UK GDPR-compliant data collection
All personal data collected during onboarding is handled in accordance with UK GDPR and the Data Protection Act 2018. Employees enter their own information directly, reducing risk.
Customisable for your industry
Tailor onboarding requirements by role and employment type — from zero-hours hospitality staff to permanent healthcare employees needing Enhanced DBS.
Onboarding data flows into rostering and payroll
Employee information captured during onboarding automatically syncs with RosterElf's rostering and time tracking features — no duplicate data entry required.
What is employee onboarding software?
Employee onboarding software is a digital platform that streamlines the process of integrating new hires into your organisation while meeting UK employment law obligations. It automates collection of Right to Work documents, DBS check declarations, written statements of particulars, and policy acknowledgements — allowing new employees to complete everything online before their first day. This eliminates manual data entry, reduces compliance risk, and creates a professional first impression for your new UK team members. As part of RosterElf HR Hub, onboarding data flows directly into digital HR records and payroll — no duplicate entry required.
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Start your free 15 day RosterElf trial today
Join thousands of UK businesses using RosterElf to onboard new hires compliantly and paperlessly.
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Read articleUK employee onboarding FAQs
- Yes, Right to Work checks are a legal requirement for all UK employers under the Immigration, Asylum and Nationality Act 2006. Before or on the first day of employment, employers must verify every new hire's right to work in the UK. Failure to carry out compliant checks can result in a civil penalty of up to £60,000 per illegal worker, plus potential criminal prosecution. RosterElf's onboarding flow prompts collection of the required documents and stores verification records digitally.
- Since April 2022, UK employers can verify the right to work of eligible employees online using the UKVI's Employer Checking Service and share code system. The employee generates a share code on the UK Visas and Immigration online portal and gives it to the employer, who checks it online. This replaces the need to see and copy physical documents for eligible workers. RosterElf's onboarding process supports collection of share codes and their verification status during digital onboarding.
- A DBS (Disclosure and Barring Service) check is a background check that reveals spent and unspent criminal convictions. There are three levels: Basic (any role), Standard (specific regulated roles), and Enhanced (work with children or vulnerable adults). DBS checks are legally required for roles in healthcare, education, childcare, and security. RosterElf lets you set mandatory DBS check requirements by role, track status and store uploaded DBS certificates, and store certificates digitally in each employee's HR profile.
- Under section 1 of the Employment Rights Act 1996, employers must provide all employees with a written statement of particulars from day one of employment. It must include: job title and start date, pay rate and pay interval, working hours and days, holiday entitlement, notice periods, and pension arrangements (among other fields). The Employment Rights Act 2025 strengthens these requirements. RosterElf employment contract templates include all mandatory s.1 fields.