CheckWorkRights integration overview

By setting up PICMI’s integration with CheckWorkRights correctly, businesses can ensure smooth, compliant hiring processes with minimal administrative burden for checking the right to work and monitoring visa conditions (in Australia).

note

CheckWorkRights in not available for provisional users because they do not have a valid deliverable email address.

Integration configuration

Configuration	Description	Values
Token	Token provided for authentication	Retrieve the API key from CheckWorkRights by application user
Send email	Prevent issuing the initial request email—reminder emails will still be issued	Send email to start verification, Never send email automatically

PICMI-CheckWorkRights integration fields

Field Name	Description	Validation/Constraint/Default Value	Source
First name	First name of the employee	Mandatory	Personal Information
Last name	Last name of the employee	Mandatory	Personal Information
Email address	Email address of the employee	Mandatory	Personal Information
ID	Unique external identifier for the employee (if set, ensure enabled with CheckWorkRights)		Integration Configuration
Send email	Prevent issuing the initial request email—reminder emails will still be issued	Default: off	Integration Configuration

How PICMI works with CheckWorkRights

PICMI integrates with CheckWorkRights to simplify the right to work checks as part of your hiring process. Here's how:

Integration options

• Manual integration: For businesses verifying only visa holders, CheckWorkRights integration in PICMI can be configured to require manual checks.
• Automatic integration: When verifying both citizens and visa holders, PICMI can automatically send accepted applications to CheckWorkRights for processing.

note

PICMI recommends automatic integrations when using CheckWorkRights but billing may affect your decision

Separation of identity and hiring

PICMI recommends handling proof of identity documentation and right to work status separately from the application process. This ensures that hiring decisions and compliance checks remain distinct but aligned.

Audit and compliance benefits

• Since auditing and identity verification often overlap but serve different purposes, a single, streamlined process through CheckWorkRights simplifies operations.
• Even for citizens, performing a one-time right to work check through CheckWorkRights provides significant compliance benefits for a minimal fee.

Best practices for right to work management

To ensure robust compliance, best practice recommends:

• Centralised data: Storing all right to work information (for both citizens and visa holders) in one system for easy access and audits.
• Consistent process: Applying the same process to Australian citizens and visa holders, even though citizens typically require only a one-time check.

Why use CheckWorkRights for all workers (including citizens)?

• Simplifies compliance by using one consistent process.
• Enhances audit readiness and reduces risk.
• The cost of adding citizens to the system is minimal, while the compliance improvement is substantial.

How CheckWorkRights works around billing

CheckWorkRights offers flexible billing options based on the type of right to work checks performed. Here’s a breakdown of how it works, simplified for easy understanding:

• Pay-As-You-Go (one-off charge): you are charged a one-time fee for a single check (e.g., verifying someone's right to work during their first application).
• Subscription (ongoing monitoring): for ongoing monitoring of a person's visa conditions (e.g., visa holders with expiry dates), a subscription fee applies until they are no longer eligible.

How right to work checks apply to different groups

Worker type	First-time check	Ongoing monitoring
Australian Citizens	One-time check only	Not required
Visa Holders	One-time check initially	Ongoing checks required

note

All groups must consent to run the check and store proof of documentation

Mixing manual scanning passports with PICMI to prevent duplicate records

When scanning passports in CheckWorkRights, please search for the employee by name first before scanning. If they already exist, use the update passport function instead of scanning from the Home Screen. This will prevent duplicate records.

If the person is not already in CheckWorkRights from the PICMI integration, you can proceed with scanning as usual.

note

Duplicate records must be manually resolved in CheckWorkRights.

Retrieving a token

Log in to CheckWorkRights with your credentials that access to setting up an API

1. Locate the left-hand menu, click Admin
2. Select API tab
3. Turn on API Status
4. Click Generate Key

This is the key to use in PICMI

note

Only update the key using Refresh Key if you are sure that what you want to do as it will cancel the previous key from usage and must be updated in PICMI

FAQs

What should we expect as the completion rate of Australian citizens as a percentage?

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If an applicant does not complete their CheckWorkRights submission, will their application contract be terminated in PICMI?

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What happens if an employee’s does not complete their submission or fails and turns up onsite?

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Do you charge for applicants who do not complete the process, particularly in the case of Australian citizens?

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What to do with 'The foreignkey_id is not found' error on the integration?

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General troubleshooting

• General integration troubleshooting
• Integration FAQs ::::