Does this subbie need a right-to-work check?
Five quick questions about one person. You get a plain-English answer.
Nothing you enter is saved or sent anywhere. It all stays on your phone.
Likely needs a check before they start
From what you’ve said, this person is likely covered by the rules that started on 1 October 2026.
Do a right-to-work check before they start work. There are three ways to do it:
- Manual check. Check their original documents with them there in person or on a live video call, while you hold the originals.
- Home Office online check. They give you a share code (it starts with W and lasts 90 days). You check it with their date of birth at gov.uk/view-right-to-work.
- Digital check through a registered provider. Use a registered right-to-work digital verification service provider. This is only for British or Irish passports.
Keep copies for as long as they work for you, plus 2 years. Then destroy them securely. If their permission is time-limited, re-check on or before the date it ends.
Every substitute needs their own check before they start, and you can’t leave it to the worker to check them.
This arrangement started before 1 October 2026. Existing arrangements aren’t brought into the new rules just because the work carries on. But new arrangements are, so a new job or a new agreement with them may need a check first. If you’re not sure whether anything has changed, treat it as needing a check, or get advice.
If you don’t know when the arrangement started, treat it as new: arrangements from 1 October 2026 are covered.
If they send other people to do the work, think about who actually turns up. Treat each person who works for you as needing a check, or get advice.
Some of your answers point different ways, for example an independent business that’s also working under you. That’s exactly when to check, or get advice.
Likely outside the new rules
From what you’ve said, they sound like a genuinely independent business contracting directly with your customer. Independent businesses contracting directly with their own customers are outside the scheme.
Write down why you decided this and keep it, in case anyone asks later.
Checking everyone the same way is still sensible. It’s simpler, and it covers you if the arrangement isn’t quite what it seems.
Every substitute needs their own check before they start, and you can’t leave it to the worker to check them.
This arrangement started before 1 October 2026. Existing arrangements aren’t brought into the new rules just because the work carries on. But new arrangements are, so a new job or a new agreement with them may need a check first. If you’re not sure whether anything has changed, treat it as needing a check, or get advice.
If you don’t know when the arrangement started, treat it as new: arrangements from 1 October 2026 are covered.
If they send other people to do the work, think about who actually turns up. Treat each person who works for you as needing a check, or get advice.
Some of your answers point different ways, for example an independent business that’s also working under you. That’s exactly when to check, or get advice.
Unclear: treat it as needing a check, or get advice
We can’t tell from these answers. The safe thing is to treat it as needing a check before they start, or get advice.
There are three ways to do a check:
- Manual check. Check their original documents with them there in person or on a live video call, while you hold the originals.
- Home Office online check. They give you a share code (it starts with W and lasts 90 days). You check it with their date of birth at gov.uk/view-right-to-work.
- Digital check through a registered provider. Use a registered right-to-work digital verification service provider. This is only for British or Irish passports.
Keep copies for as long as they work for you, plus 2 years. Then destroy them securely. If their permission is time-limited, re-check on or before the date it ends.
Every substitute needs their own check before they start, and you can’t leave it to the worker to check them.
This arrangement started before 1 October 2026. Existing arrangements aren’t brought into the new rules just because the work carries on. But new arrangements are, so a new job or a new agreement with them may need a check first. If you’re not sure whether anything has changed, treat it as needing a check, or get advice.
If you don’t know when the arrangement started, treat it as new: arrangements from 1 October 2026 are covered.
If they send other people to do the work, think about who actually turns up. Treat each person who works for you as needing a check, or get advice.
Some of your answers point different ways, for example an independent business that’s also working under you. That’s exactly when to check, or get advice.
Want help with this for every subbie?
SubCheck will handle the check process for you: it collects what’s needed from the subbie, walks you through the check, keeps the evidence and reminds you about re-checks. It’s not live yet. Launching early 2027.
Guidance only, not legal advice. This checker is a rough guide based on the Home Office Employer’s guide (1 October 2026). It can’t cover every situation.