Ensuring compliance with UK employment law is one of the most important responsibilities for both employers and employees. Among the most common requirements is the right to work share code, an online system introduced by the UK Home Office to make right to work checks more secure, consistent, and easier to complete.
Whether you’re a job applicant who needs to prove your eligibility or an employer responsible for verifying new hires, understanding how share codes work is essential. In this guide, we’ll break down what a share code is, how it can be used, and why it matters for UK workplaces.
What is a Right to Work Share Code?
A right to work share code is a nine-character alphanumeric code provided by the UK Government’s online checking service. Non-UK nationals (including EU, EEA, and Swiss citizens) who have immigration status under the EU Settlement Scheme or another visa type can generate this code through their UK Visas and Immigration (UKVI) account.
The code allows an employer to securely access the applicant’s immigration and work status online. Instead of sharing physical documents such as passports or residence permits, applicants can provide the code to their prospective employer, who then uses the official GOV.UK service to verify eligibility.
This process ensures accuracy, prevents fraud, and provides employers with an official confirmation that their hiring decision complies with immigration law.
Why is the Share Code Important?
For employees, the share code provides an easy way to demonstrate work eligibility without needing to send original documents or risk delays. For employers, it offers legal protection.
Failing to carry out proper right to work checks can result in significant fines or even criminal liability. By using the official online system with a valid share code, employers create a clear compliance trail that proves they have fulfilled their legal obligations.
In short: the share code isn’t just convenient — it’s a safeguard for both sides of the hiring process.
How to Get a Share Code
If you are an employee or job seeker, you can generate a code through the GOV.UK portal. The steps are simple:
- Log in to your UKVI account using the ID and password you created when you applied for your visa or immigration status.
- Select “Prove your right to work” from the available options.
- Generate a code, which will be valid for 90 days.
- Provide the code to your employer, along with your date of birth, so they can check your right to work online.
How Employers Use the Share Code
Employers can use the code by entering it on the official GOV.UK right to work check service. The system will confirm whether the individual is eligible to work, and if there are any restrictions (such as limited hours for student visas).
Employers should save evidence of the check — either a PDF copy of the results or a secure screenshot — as proof of compliance. This step is critical in avoiding future disputes or liability.
Streamlining Right to Work Checks
For many organisations, especially those hiring regularly, carrying out right to work checks manually can become repetitive and time-consuming. Businesses often need a clear, consistent process to avoid mistakes or missing records.
Digital tools can help here. They allow employers to request, verify, and store share codes in a secure and central place. This reduces paperwork, ensures compliance evidence is always available, and makes onboarding faster for new employees.
At the end of the day, platforms like Zelt HR can support businesses by making right to work checks part of a smoother onboarding process, while also keeping compliance simple and reliable.
Benefits of Using Online HR Software in the UK
Right to work checks are just one piece of the wider HR puzzle. Modern businesses increasingly rely on digital solutions to manage compliance, onboarding, and employee data securely.
By investing in Online HR software in the UK like Zelt HR, companies can centralise their HR operations, reduce errors, and create a better experience for employees. Instead of juggling multiple systems, platforms like Zelt allow organisations to manage everything from payroll to leave requests — all in one place.
This level of integration ensures that compliance doesn’t come at the expense of efficiency. For growing companies, it’s an investment that saves both time and risk in the long run.
Key Takeaways
- A right to work share code is an essential tool for verifying work eligibility in the UK.
- Employees can generate the code through their UKVI account and provide it to employers.
- Employers must carry out checks using the GOV.UK system and keep a record of the results.
- Digital tools can simplify the process, and solutions like Zelt HR help integrate these checks into wider onboarding workflows.
- Broader adoption of Online HR software in the UK can ensure businesses remain compliant while reducing manual admin.
Final Thoughts
Right to work checks are a legal necessity, but they don’t have to be a burden. By understanding how the share code system works and adopting technology to streamline processes, UK businesses can protect themselves from risk while creating a smoother experience for employees.
For employers who want to ensure compliance while scaling efficiently, tools like Zelt HR can help make right to work checks — and wider HR management — simple, secure, and effective.
