Right To Work

Note: Screenshots in this article use data from our internal demo organisation. Any organisation IDs or user IDs visible in the screenshots reference our demo dataset, not your or any other customer's data.

🎯 Overview

Track your employees' Right to Work documents in one place, with expiry dates, document details, and compliance information at your fingertips.

This report:

• Lists every employee with their uploaded Right to Work document details — type, number, issue and expiry dates, country of issue, share code, and any associated notes.
• Surfaces employees who have no Right to Work document loaded yet, so you can chase outstanding paperwork.
• Respects your permission settings — you'll only see employees you're authorised to view under Right to Work or HR Employee Management.

Use this dashboard to:

• Stay ahead of expiring Right to Work documents and prompt employees for renewals.
• Identify employees missing a Right to Work record so onboarding gaps can be closed.
• Pull a quick compliance view by location, job title, or contract type for audits and reporting.

➕ Benefits

• One central view of Right to Work compliance across your organisation.
• Filter by document type, expiry window, or whether a document has been uploaded — useful for both day-to-day chasing and audit prep.
• Drill straight to the employees and locations that need attention, without exporting from multiple HR screens.

🗂️ Dashboard Tabs

This is a single-page dashboard, so there are no tabs to switch between — everything lives on one screen.

The page leads with a Latest Data Sync indicator showing when the underlying data was last refreshed, followed by the main report:

• Right to Work (RTW) Report — one row per employee Right to Work document entry, with First name, Last name, Employee ID, Job title, Contract type, Document type, Document number, Notes, Issue Date, Expiry Date, Country of issue, Share code, COS field 1, COS field 2, Nationality, Date Document Checked, Location, Email, and Phone. Employees with no document uploaded still appear when Has Document Loaded is set to All or No, so you can see who's missing paperwork alongside everyone else.

🎛️ Filters

Standard Filters

• Location / Parent Location / Grandparent Location — filter by organisational hierarchy
• Job Title — filter by employee role
• Contract Type — filter by employment contract
• Full Name / Employee ID — find a specific employee
• Status — employee status (Active, Leaver, Left, Starting Soon, Deactivated). Defaults to Active.

Report-Specific Filters

Filter	Default	What it does
Has Document Loaded	All	Choose All, Yes (employees with an uploaded document), or No (employees with no document on file).
Document type	--	Narrow to a specific Right to Work document type (e.g. passport, visa, share code).
Document Expired?	--	Filter to documents that are past their expiry date.
Issue Date Range	--	Limit results by when the document was issued.
Expiry Date Range	--	Limit results by when the document expires — useful for surfacing upcoming renewals.
All Locations Downstream From	--	Include every location nested under a chosen ancestor in the organisational hierarchy.

📅 Date Filtering

Two date filters narrow the report by document lifecycle: Issue Date Range uses the date the document was issued, and Expiry Date Range uses the date it expires. Combine Expiry Date Range with Document Expired? to focus on documents expiring in a given window, or to confirm what's already lapsed.

❗️ Important Definitions

• Document Expired? — a document is flagged as expired when its Expiry Date is earlier than today's date in the employee's primary location timezone. Documents with no expiry date (e.g. some permanent right-to-work statuses) are not flagged as expired.
• Has Document Loaded — distinguishes employees who have at least one Right to Work document uploaded against their record from those who have none. Selecting No is the quickest way to see who still needs paperwork.

❓ Common Questions

Why can't I see every employee in my organisation?

The dashboard only shows employees you're authorised to view under Right to Work or HR Employee Management permissions. If an employee is missing, check that your role grants access to their record — speak to your Sona administrator if you need broader visibility.

Why does an employee appear with blank document fields?

When Has Document Loaded is set to All or No, employees without any uploaded Right to Work document still appear in the report so you can spot missing paperwork. Their document columns (type, number, issue date, expiry date, etc.) will be blank because there's nothing on file yet.

🗓️ Data Coverage

• Data freshness: Refreshes every 30 minutes via the automated data pipeline. Check the Latest Data Sync indicator on the dashboard for the exact timestamp.

⬇️ Downloading Data

• To download the current view as a PDF, click the download button in the top-right corner of the dashboard.
• To download the Right to Work report as CSV or Excel, click the download button in the top-right corner of the table.