The Right to Work Share Code was introduced in July 2019 as part of the UK’s post-Brexit immigration reform. Today, it’s an essential part of the UK’s employment verification system that allows employers to confirm whether a candidate or employee is legally allowed to work in the UK.
For HR professionals, recruiters, and business owners, conducting right-to-work checks is not just best practice — it’s the law. Failure to verify an employee’s right to work could lead to hefty fines and legal penalties.
In this guide, Token Talent explains what a share code is, how it works, and how your HR team can manage the right-to-work process with ease and compliance using modern HR technology.
What Is a Share Code UK?
A share code is a nine-character alphanumeric code issued by the UK Government (GOV.UK). Non-UK nationals use this code to prove their right to work to UK employers.
Each share code is unique and links directly to an individual’s immigration record. Employers can use this code — along with the applicant’s date of birth — to verify their immigration status, work permissions, and duration of stay.
Since the system was introduced, employers can no longer accept EU, EEA, or Swiss passports or ID cards as proof of work eligibility. Instead, HR teams must conduct a digital right-to-work check using the share code process.
Why Employers Must Use Share Codes
Employers are legally required to conduct right-to-work checks before hiring anyone. These checks protect organizations from employing individuals who do not have permission to work in the UK.
If a company fails to perform the proper verification, it may face civil penalties of up to £20,000 per illegal worker.
That’s where Token Talent steps in — our HR management system (HRMS) helps you:
- Track and verify right-to-work documentation easily.
- Store all employee documents securely in one place.
- Automate reminders when share codes or permits are about to expire.
- Reduce manual HR compliance risks.
How Is a Right to Work Share Code Used?
A Right to Work Share Code helps employers quickly confirm an individual’s eligibility to work in the UK. Using the applicant’s share code and date of birth, employers can check:
- The types of work the candidate is allowed to do.
- The duration of their right to work.
- Whether the employee can access public services like the NHS.
- Their benefit eligibility and residency details.
Each code is valid for 30 days only — after expiration, employees must generate a new one.
How to Generate a Share Code (Step-by-Step)
Here’s how a candidate can generate their share code:
- Gather one of the following:
- Biometric Residence Permit (BRP)
- Biometric Residence Card (BRC)
- Passport
- National Identity Card
- Visit www.gov.uk/prove-right-to-work.
- Log in using the ID used in the visa application.
- Enter the 6-digit verification code sent via phone or email.
- View immigration status and select “Create Share Code.”
- Choose the purpose (e.g., “For employer”).
- Share the 9-digit code and date of birth with the employer.
Using Token Talent, HR managers can attach this code directly to a digital employee profile and set up automatic compliance alerts.
How Employers Should Check Right to Work in the UK
Employers can validate a share code by entering the code and date of birth on the UK Government’s Right to Work website.
Follow these steps to remain compliant:
- Obtain valid identity documents.
- Verify authenticity and ownership.
- Record and store secure, timestamped copies.
- Understand how long your legal defense lasts.
Since April 2022, employers can also use Identity Document Validation Technology (IDVT) to verify documents digitally.
Token Talent’s HRMS integrates seamlessly with digital verification workflows, helping your team save time and minimize compliance risks.
Right to Work Legislation UK
The UK Home Office mandates that employers must verify every employee’s legal right to work before hiring.
Failing to do so can lead to:
- Civil penalties up to £20,000 per employee.
- Criminal charges in severe cases.
- Reputational damage for non-compliance.
By using Token Talent, you can ensure your hiring and onboarding processes comply with UK immigration laws — with centralized document storage, real-time alerts, and automated workflows.
What Is Indefinite Leave to Remain (ILR)?
Indefinite Leave to Remain (ILR), also known as settlement, allows individuals to live, work, and study in the UK without time restrictions. However, it does not grant voting rights or citizenship.
Those eligible may include:
- EU, EEA, or Swiss citizens under the EU Settlement Scheme.
- Non-EU nationals with valid work visas (after 2–5 years).
Token Talent helps HR teams track and store ILR documents, ensuring complete visibility over immigration compliance.
What Is a Biometric Residence Permit (BRP)?
A BRP confirms a person’s identity, right to study, and right to access public services, but it cannot prove the right to work on its own.
Those with a BRP typically:
- Have applied to stay in the UK for over six months.
- Extended or transferred visas.
- Applied for settlement or special travel documents.
Using Token Talent, HR professionals can store both BRP and work eligibility documentation in secure, encrypted digital records.
🇪🇺 Right to Work and the EU Settlement Scheme
EU, EEA, and Swiss citizens who lived in the UK before Brexit may apply under the EU Settlement Scheme to retain their right to work.
Token Talent enables employers to verify and manage these digital immigration statuses in one centralized HR platform.
Why Choose Token Talent for Right-to-Work Compliance?
Token Talent helps UK businesses streamline immigration compliance, automate verification, and protect against costly penalties.
Key features include:
- Secure digital document storage.
- Automated reminders for expiring documents.
- E-signature support for digital onboarding.
- Audit-ready compliance logs.
- Smart workflows for HR and recruitment teams.
With Token Talent, your HR team stays efficient, compliant, and focused on what matters most — hiring and supporting the best talent.
FAQs: Right to Work Share Codes in the UK
1. What is the Right to Work Share Code?
It’s a unique code provided by the UK Government to verify non-UK nationals’ work rights.
2. How long is a share code valid?
30 days from the date of creation.
3. Can a share code be used for multiple employers?
Yes — within its validity period.
4. What if a share code expires?
The employee must generate a new one via GOV.UK.
5. What happens if employers don’t check right to work?
They may face fines of up to £20,000 per employee.
💬 Final Thoughts
The Right to Work Share Code is now a vital part of UK employment compliance.
By integrating these checks into Token Talent, employers can simplify verification, maintain full legal compliance, and onboard employees seamlessly.
