Right to Work Feature

Right to Work, employment documentation

Enabling Right to Work Feature

As a manager/admin, you have the ability to enable or disable the Right to Work feature at the office level.

Log in to your HRLocker account.

Navigate to Office Settings.

Click on Edit to access the office settings.

Find the Right to Work Tab option and enable it if you want to activate the feature.

Configuring Right to Work Document Types

You can add and configure different document types that employees need to provide as proof of their right to work. Each document type can have specific settings:

1. Under the Right to Work Tab settings, click on Add/Edit Document Types.

2. For each document type, provide the following information:

   • Name: The name of the document type (appears in the dropdown).
   • Description: A description (optional) to provide additional details.
   • Prevent Employees from Seeing This Option: If selected, the document type won't appear in the dropdown for regular employees or managers who are not their own manager.
   • Require Expiry Date: Toggle this option if you want employees/managers to enter an expiry date for the document.
   • Email Reminder Interval: Set the interval (1 day, 1 week, 2 weeks, 1 month, 3 months) for email reminders.
   • Upload Document (Optional): If enabled, employees/managers can upload the document.
   • Archive Document Type: If selected, the document type will no longer appear in dropdown menus.

Accessing the Right to Work Tab

Once the Right to Work feature is enabled, it appears on the left sidebar menu of the Employee Directory.

Managing Right to Work Documents

Within the Right to Work Tab, you can perform various actions related to right to work documents:

• Add Documents/Records: Allows you to upload new right to work documents.
• Table Display: Shows properties of each document, including essential documents and whether they are archived or not.
• Pre-populate Table: You can pre-populate the table with essential documents and check for existing non-archived records.
• View (Download): Download documents.
• Delete: Managers/admins can delete documents.
• Archive: Managers/admins can archive documents (archived documents won't appear for employees).
• Active/Archived Dropdown: Allows you to select active or archived documents.
• Reactivate: Managers/admins can reactivate archived files.
• Generate Email: Create custom email reminders to send to employees via HRLocker.
• Right to Work Status: Mark an employee's right to work status as complete/incomplete or as not requiring proof.
• Records complete: Managers/admins can select 'Records Complete and up to date' or 'Records are incomplete/More info required'. This will show in reports.
• Validate: Managers/Admins can validate the records. This will show a record of who validated and the date. 
• Next Review Date: Set the next review date for right to work documents.
• Email Reminder: HRLocker sends an email reminder at a set interval before the review date.

Employee View

Employees can view the Right to Work Tab but cannot edit or delete documents or edit the requirement to prove right to work.

Adding Documents

Employees can upload documents according to the document types available to them. 

If an employee forgets to upload a document, an error message will prompt them to do so.

Email Notifications

HRLocker sends various email notifications to employees and managers based on document expiry and review dates. These emails include:

• Right to Work Document Expiry Reminder: Notifies the employee and manager when a document is about to expire.
• Right to Work Attention Required: Sent when a manager/admin sends an email reminder.
• Right to Work Review Reminder: Reminds the manager to review an employee's right to work documents.

These emails help ensure that all right to work documents are up-to-date and compliant with immigration and employment laws.

Right to Work Reporting

To support your compliance with immigration and employment laws, HRLocker offers two reports in the Employee section of Reports section. 

Employee Right to Work Summary

This report provides a summary of each employee's right to work status.

Columns:

• First Name: Employee's first name.
• Last Name: Employee's last name.
• Employee ID: Employee ID 
• Office: Name of the employee's office.
• Department: Name of the employee's department.
• Teams: A comma-separated list of teams the employee is in.
• Status: Indicates whether evidence has been provided or if evidence is required. Where managers/admins have selected 'Records Complete and up to date' or 'Records are incomplete/More info required'. 
• Next Review Date: The date from the next review date.
• Last Reviewed Date: The date when the manager last confirmed the documents.
• Reviewed By: Name of the manager/admin who last reviewed it.

Employee Right to Work Documents

This report provides detailed information about the right to work documents for each employee.

Columns:

• First Name: Employee's first name.
• Last Name: Employee's last name.
• Employee ID: Employee ID 
• Office: Name of the employee's office.
• Department: Name of the employee's department.
• Teams: A comma-separated list of teams the employee is in.
• Document Name: Name of the document.
• Effective From: The date this record is effective from.
• Expiry Date: The date this record expires.
• Note: Contents of the note associated with the document. 
• Added By: Name of the user who added the document.

If you have any questions or need further assistance with this feature or any other aspect of HRLocker, please reach out to our support team for help.