Expert Opinion: The transition to eVisas

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People planning consultant, Caroline Patten from Stockport’s Grassroots Consulting, explains what HR Managers and Recruiters need to know about the transition to eVisas and other digital documents for proving immigration status.

Heard about the transition to eVisas from 31st December 2024? If, like many of my clients, you’ve missed the radio adverts and online publications, you should know this represents a significant shift in how individuals prove their immigration status in the UK with implications for both your existing employees and future hires.

For HR Managers and Recruiters, the change brings both opportunities and responsibilities. If you’re already familiar with online checks and share codes, great news—you’re ahead of the curve! But there’s still plenty to consider in supporting your workforce and ensuring compliance.

Who is Affected by the Transition to eVisas?

By 2025, most individuals who need to prove their immigration status will use eVisas instead of physical documents. This includes:

• EU, EEA, and Swiss citizens granted status under the EU Settlement Scheme.
• Those with visas under the UK’s points-based immigration system.
• Certain British citizens without passports, such as those born abroad or with historical migration.

If you’ve already been using the government’s View and Prove service to check right-to-work status for new hires, you’ll find the eVisa system works in a similar way. But even experienced recruiters will need to stay updated on changes to ensure a smooth transition for all employees.

You can view a full list of who’s affected and who isn’t here

How Do eVisas work?

eVisas allow individuals to share their immigration status online through a “share code” generated via the government’s View and Prove service. Employers use this share code to verify the individual’s right to work or live in the UK.

While the system is designed for convenience, it does rely on digital literacy and access. Some employees—especially those less familiar with technology—may face challenges. A proactive approach from employers can make all the difference.

Top Tips for Employers and Recruiters

1. Support Existing Employees

• Communicate Clearly: Many employees may already know about eVisas, but not everyone understands what the transition means for them. Share updates early and often to keep everyone informed.
• Offer Assistance: Help employees who may struggle with digital platforms. Whether it’s offering one-on-one support, providing language assistance, or signposting resources, a little help can go a long way.
• Encourage Verification: Suggest employees log into the system and check their eVisa status now, so they’re prepared to share it when needed.

2. Conduct Right-to-Work Checks Accurately

• Leverage Your Experience: If you’re already familiar with share codes and the online system, use this knowledge to train others in your team.
• Stay Updated: The rules are evolving, so make sure you’re across the latest guidance on eVisas and right-to-work checks.
• Be Consistent: Apply the same checks for all employees, regardless of nationality, to ensure compliance and avoid discrimination.

3. Foster Confidence and Inclusivity

• Be Reassuring: Some employees might feel anxious about the change. A supportive, approachable tone can help ease their concerns.
• Tailor Support: Consider the diverse needs of your workforce. Tailored communication and resources can bridge gaps in understanding and ensure no one is left behind.

Why This Matters

Getting this right isn’t just about compliance—it’s about creating a workplace culture where all employees feel valued and supported. A smooth transition to eVisas reflects well on your organisation and strengthens your commitment to good employment practices.

Where to Turn for Help

Greater Manchester has produced a fantastic LinkTree with all the key resources you’ll need in one place (including guides in different languages). You can also visit:

• Official Government Guidance: The UK government website provides step-by-step instructions for using eVisas and conducting right-to-work checks.
• Local Support: The Greater Manchester Good Employment Charter has resources, webinars, and expert advice tailored to employers.
• Specialist Advice: Immigration advisory services can offer tailored support to you and your employees.

Summary

For many HR professionals, the transition to eVisas is simply an evolution of the digital checks you’ve already been performing. For others, this might be a bigger shift—but one that brings an opportunity to modernise your systems and support your people in new ways.

Let’s ensure Greater Manchester continues to lead the way in good employment practices and help make this transition work for everyone.