Free Right-to-Work Follow-up Check Scheduler
Work out when each worker's follow-up right-to-work check is due. Enter what the last check showed and its date, and get the deadline, the days left and reminder dates for everyone in one schedule, based on the Home Office employer's guide of 1 October 2026. No sign-up, and names never leave your browser.
Who needs a follow-up check?
One row per worker, up to 25. Choose what their last right-to-work check showed and enter the date on it. Settled workers need no date. Names are optional: they stay on your device and are never put in the link or sent anywhere.
Which option do I choose?
- Time-limited permission
- The last check (an online check or a List B Group 1 document) showed permission that ends on a date. The follow-up check is due on or before that date (Home Office guide p.56).
- Positive Verification Notice (PVN)
- The Employer Checking Service sent a PVN. The statutory excuse lasts six months from the date specified in the PVN (guide p.10, p.36). If the PVN states a different date or duration, follow the PVN.
- Online check showing an outstanding in-time application
- The online check confirmed the right to work while an application is pending. It gives a statutory excuse for six months (guide p.38). The tool counts the six months from the date of the online check, which the guide doesn’t specify: if the online check result shows a date by which to do the follow-up check, use that date.
- Settled, EUSS or List A
- No follow-up check is needed for settled status, or settled or pre-settled status under the UK EU Settlement Scheme (guide p.56, p.39), or a List A document. Crown Dependency limited-leave documents are List B Group 1 (p.66) and do need a follow-up, so enter them as time-limited permission.
When do you want reminding?
The date to plan from. Leave it as today, or pick a later date to see what will be due by then.
A planning aid, not legal advice. It doesn’t decide whether a document or check is acceptable. UK only: it doesn’t cover US Form I-9 reverification. Always follow the current Home Office guidance.
Schedule on 10 Nov 2026
1 overdue, 1 in a grace period, next deadline 27 Nov 2026
Fix the highlighted field to update the schedule. You’re seeing the last valid result.
Follow-up deadlines and reminders
A planning aid, not legal advice. Deadlines for PVNs and online checks are the day before the six-month date, a tool convention; the 30, 60 and 90-day groups and the reminder dates are planning conventions, not Home Office rules.
Every reminder and deadline, in date order
From the check date to 12 months on.
What to do next
Keep employee documents and data in one secure place. See HR operations in StaffCircle →
How the follow-up check scheduler works
- Add your workers. For each one, choose what the last right-to-work check showed: time-limited permission with an end date, a Positive Verification Notice (PVN) from the Employer Checking Service, an online check showing an outstanding in-time application, or settled status. Enter the date shown on that check.
- Choose your reminders. Pick when you want to be reminded before each deadline. 90, 60 and 30 days is a suggested starting point.
- Read your schedule. Each worker gets a follow-up deadline, the days left and a status. The timeline and the dated list show what is overdue, what is due in the next 30, 60 and 90 days, and when to send each reminder.
How to read your schedule
The deadline depends on what the last check showed. For time-limited permission, the follow-up check must be done on or before the date the permission ends. A PVN gives a statutory excuse for six months from the date specified in the PVN (if the PVN states a different date, use that). The online check for someone with an outstanding in-time application gives a statutory excuse for six months; to keep your statutory excuse, do the follow-up before the six months run out. If the online check result shows a date by which to do the follow-up check, use that date: the tool counts six months from the date of the online check, which the guide does not specify.
Overdue means the deadline has passed. In grace period appears only when you've ticked that the worker applied to extend: if you're reasonably satisfied on the expiry date that an in-time application, appeal or administrative review is pending, the excuse continues for up to 28 calendar days so you can get a PVN or do an online check. The 30, 60 and 90-day groups and the reminder dates are planning conventions, not Home Office rules.
| Result | Band | What it usually means |
|---|---|---|
| any Overdue or In grace period | Action needed now | At least one worker's follow-up deadline has passed. Where a deadline has passed without a follow-up check, the statutory excuse for that worker may have lapsed. (Home Office employer's guide (1 October 2026), pp.56-57) |
| none overdue, any due in 0-30 days | Due within 30 days | Nothing is overdue, but at least one follow-up check is due within 30 days. (tool convention (30-day bucket)) |
| none overdue or due in 0-30 days, at least one follow-up needed | On track | Every follow-up deadline is more than 30 days away. (tool convention) |
| every row settled | No follow-ups needed | Every worker you entered has settled status, EUSS settled or pre-settled status, or a List A document, so no follow-up check is required. (Home Office employer's guide (1 October 2026), p.56 and p.39) |
Method and sources
Every deadline rule is based on the Home Office Employer's guide to right to work checks (1 October 2026). Where the guide leaves a detail open, the tool's choice is stated here. Time-limited permission: the follow-up is due on, or before, the date permission ends. PVN: the excuse lasts six months from the date specified in the PVN (or for the duration the PVN states), so the follow-up is done before then. Outstanding in-time application checked online: a statutory excuse for six months, counted here from the date of the online check. Settled status, or settled or pre-settled status under the UK EU Settlement Scheme: no follow-up check is required (Crown Dependency limited-leave documents do need one).
Six months is added by calendar month. When the day doesn't exist in the later month, the tool uses that month's last day (31 August plus six months is 28 February, or 29 February in a leap year). Days are whole calendar days. For a PVN or an online check, the tool sets the follow-up deadline as the day before the six-month date: this is the tool's reading, not a Home Office date. The grace period end is shown as 28 calendar days after the permission end date. The reminder dates are a suggested starting point: the guide doesn't set any.
This tool is a planning aid, not legal advice. It doesn't decide whether a document or check is acceptable. Always follow the current Home Office guidance.
Sources
- Home Office, Employer's guide to right to work checks (1 October 2026)
- Home Office, Employer's guide to right to work checks, PDF (1 October 2026)
- Lewis Silkin, Follow-up right to work checks: maintaining a statutory excuse when using the ECS (10 September 2026)
- Lewis Silkin, Employer's guide to right to work checks: further changes in the 1 October 2026 guidance (13 October 2026)
Keep employee documents in one secure place
StaffCircle keeps employee documents and data accurate, centrally stored and secure, and helps you keep on track with progress reminders.
- Centrally stored, accurate employee records
- Secure document uploads
- Keep on track with progress reminders
Right-to-work follow-up checks: common questions
When do I need to do a follow-up right-to-work check?
When a worker's initial check showed time-limited permission to work in the UK and you intend to keep employing them after it ends. The Home Office guide says the follow-up must be done on, or before, the date their permission comes to an end.
How long does a Positive Verification Notice last?
A Positive Verification Notice (PVN) from the Employer Checking Service gives a statutory excuse for six months from the date specified in the PVN. If the PVN states a different duration, follow the PVN. To keep the excuse, do the follow-up check before it runs out.
Do I need a follow-up check for someone with settled status?
No. The Home Office guide says that if the initial check confirmed the worker has settled status in the UK, or status under the EU Settlement Scheme, there is no requirement to carry out a follow-up check. This includes EUSS pre-settled status.
What if a worker has applied to extend their visa before it expires?
If you're reasonably satisfied on the expiry date that the worker has an outstanding application, or a pending appeal or administrative review, your statutory excuse continues for up to 28 calendar days so you can get a PVN from the Employer Checking Service or do a Home Office online check. The grace period ends early if you receive a Negative Verification Notice. The grace period does not apply to checks before someone starts work.
Does the follow-up check have to be the same type as the first check?
No. The Home Office guide says the follow-up check does not have to be the same type of right-to-work check as the initial check.
What is the penalty for employing someone without the right to work?
An employer can face a civil penalty of up to £60,000 per illegal worker. A statutory excuse, kept by doing the prescribed checks and any required follow-up checks, is the employer's defence against that penalty.
How long should I keep copies of right-to-work checks?
The Home Office guide says to keep the copy for the duration of employment and for two years afterwards, then destroy it securely. Repeat this for every follow-up check.
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