Work permit expiry2026-11-30Current
Permit expiry corrected: 2026-11-30 replaces 2026-10-15
Version 2
Worker records and evidence
One record for each worker, with the evidence behind it
Keep worker and employment history, passport, work permit, and medical records, and the documents that support them, in one place your whole team can find.
Everything about a worker, in one place
Each worker has a record with tabs for the work your team does every day.
A worker is shown as Active or Exited based on their employment facts. It is not a field someone edits.
Evidence is uploaded and reviewed by people
Upload a document against the right record. It enters as Pending review. A reviewer approves or rejects it, and approved documents count toward the rules for that worker.
- Needs review
A list of documents waiting for a person to look at them.
- Approved or Rejected
The review result stays with the document.
- Original files
The original upload is preserved.
Worker Vault does not read documents automatically. A person enters the facts and reviews the evidence.
Corrections keep their history
When a record is corrected or a new version of a document is uploaded, the earlier version stays. Your team can see what the record said, and what replaced it.
After deployment
Documents and costs carry into the worker record
When a placement is deployed, the worker record starts with the evidence and registers your team already captured in the pipeline.
- Documents and compliance records carry forward.
- Recruitment costs and passport custody stay with the worker.
- The same history feeds import and compliance follow-up.
Workers arrive from deployment, or from your files
The same worker record holds facts whether the worker came from a deployed placement, was added directly, or was imported from your files.
See compliance follow-upFrom a placement
At deployment, the worker and employment record is created and documents, compliance records, recruitment costs, and passport custody carry forward.
Add a worker
Create a worker directly when you already have the facts.
Import Workers
Bring in existing workers from an XLSX or CSV template in four steps: Upload, Validate, Preview, Confirm. Files can hold up to 5,000 rows and be up to 10 MiB.
Import existing workers
Create workers directly or import them from XLSX or CSV using a template. Review rows before they become records, then continue into documents and compliance follow-up on the same worker history.
Questions about records
Does Worker Vault extract data from documents automatically?
No. People enter the facts and review the evidence. There is no OCR or AI extraction.
What file types can we import?
XLSX and CSV, using the template. Files can hold up to 5,000 rows and be up to 10 MiB.
Do deployed workers keep their documents?
Yes. At deployment, documents, compliance records, recruitment costs, and passport custody carry forward into the worker record.
Is the passport record a certificate of lawful custody?
No. Passport custody is a factual register of who held the passport and when. It does not certify that retention was lawful.
How does employer client scope work?
Admins and managers see the whole agency. Clerks work inside assigned employer clients. Invited employer contacts get read-only access to their permitted information.
Related reading from the blog
Worker records
How to keep worker records and document expiry in order
A practical routine for recruitment agencies - one record per worker, expiry dates kept as data, a human check on every document, and one list to work from.
Agency operations
A glossary of recruitment and worker record terms
Plain definitions for recruitment stages, worker evidence and compliance follow-up, with a note on what an agency can record and where to learn more.
Worker records
What should travel with the worker at deployment
At deployment a candidate file becomes a worker record. A checklist of what to carry across so documents, clearances, costs and custody history do not stay behind in the recruitment folder.
Assisted onboarding
See Worker Vault with your own employer clients.
Tell us how your agency works. We will walk through Worker Vault with your employer clients in mind, starting from the workers and clients you already manage.