Manual or Offline Verification

In some instances, employees may refuse to upload copies of their documents for privacy purposes. We have a process by which you can keep a record of sighting these documents in person.

If you need to view documents in person (offline) and want to keep a record of this process, you can follow these alternative approaches to remain compliant with legislative requirements:

Option 1: Manual Process

To comply with the legal requirement to sight and record the document:

1. Sight the document in person and verify its validity.

2. In CWR, manually complete the verification process:

   • Add your employee, or navigate to their existing employee profile

   • Enable work entitlement check completion, and click to complete check manually

   • When prompted, mark the individual as an "Australian Citizen" and "Passport Biodata Page"

   • Upload a placeholder document, such as a blank piece of paper

   • Verify the record using the usual verification process

This triggers CWR’s document deletion policy, ensuring the placeholder is automatically removed after 30 days.

Then, use the notes section in that employee's profile in CWR to document the process:

• Example: “Australian passport sighted by [Name] on [Date]. Candidate’s preference was for no copy of the document to be taken or retained.”

Option 2: External Verification for a Group

For a cohort of individuals you are confident have been verified externally, you can provide CheckWorkRights with a list of names. These will be marked as verified outside the system.

Important considerations:

• This approach won’t include any notes in CWR about the sighting or verification process.

• Ensure this method aligns with your organisation's compliance policies.

By using either of these approaches, you can remain compliant with legislative requirements while accommodating specific preferences or system limitations.