Build your Crew Matrix

1. 1. Input

   Worker added

   • Add workers one at a time or bulk import them from a CSV file.
   • Invite them to the worker portal.

2. 2. Process

   Record set up

   • Each worker has one record for their documents, requirements and status.

3. 3. Review

   Office manages the record

   • Hold a record, archive it, or reactivate it.
   • In the worker portal, workers upload documents, submit a share code and acknowledge site documents.

4. 4. Status

   Readiness shown

   • Each worker shows their current readiness status.

5. 5. Evidence

   History kept

   • Changes to the record are written to the audit trail.

1. 1. Input

   Document uploaded

   • The worker or the office uploads it, or files a batch of certificates in bulk.
   • A person confirms every item in a bulk upload.

2. 2. Process

   Awaiting review

   • It enters Pending and appears in the Awaiting review queue.
   • The expiry date is recorded.

3. 3. Review

   A reviewer opens it

   • Approve it, reject it with a reason, or request a replacement.

4. 4. Status

   Status recalculates

   • Site Clear updates.
   • Documents show as expiring soon 30 days before expiry. Workers get daily email reminders and the office gets a daily digest.

5. 5. Evidence

   Evidence kept

   • An audit entry is written and the document and review record go into the evidence pack.

1. 1. Input

   Requirements set

   • Your company sets default required training types, or you set them per worker.
   • A certificate is uploaded against the requirement.

2. 2. Process

   Expiry recorded

   • The certificate expiry date is recorded against the requirement.

3. 3. Review

   Reviewed like any document

   • Approve, reject with a reason, or request a replacement.
   • Marking a requirement Not required needs a reason.

4. 4. Status

   Requirement state

   • Missing, pending approval, expiring soon, approved, or not required with a reason.
   • This feeds Site Clear.

5. 5. Evidence

   Evidence kept

   • The document, review record and audit history are retained.

1. 1. Input

   Card recorded

   • Upload the card and record its expiry against the worker.

2. 2. Process

   Expiry tracked

   • Email reminders go out 12, 8, 4, 3, 2 and 1 weeks before expiry.

3. 3. Review

   Reviewed by the office

   • Approve, reject with a reason, or request a replacement.

4. 4. Status

   Feeds Site Clear

   • An expired or missing card is picked up in the worker status.

5. 5. Evidence

   Evidence kept

   • The card image, review record and audit history are retained.

1. 1. Input

   Worker added, route chosen

   • Once the worker is added, the employer chooses the appropriate checking route.
   • Routes: manual document check, Home Office online (share code) check, or a check through a Right to Work digital verification service provider. The Employer Checking Service applies in specific cases, such as an outstanding application.

2. 2. Process

   Check carried out and recorded

   • The employer carries out the check, following the prescribed steps for the route chosen.
   • Crew Matrix records the check and the evidence. It does not perform the legal check.

3. 3. Review

   Review and sign-off where required

   • Upload the evidence, record the result and confirm the photo matches the person.
   • A person signs off where the route requires it.

4. 4. Status

   Status recorded

   • Awaiting verification, Verified, Failed check or Follow-up required.
   • A follow-up date is set for time-limited permission.

5. 5. Evidence

   Evidence retained

   • Evidence is retained and follow-up alerts are raised.
   • Employers keep copies for the length of employment and two years afterwards.

1. 1. Input

   Check requested

   • The office requests the check. The worker receives a link by email.

2. 2. Process

   Worker completes the check

   • The worker completes the check on their own device.
   • TrustID notifies Crew Matrix that the result is ready, and Crew Matrix retrieves the result and report.

3. 3. Review

   A person signs off

   • A person completes sign-off where required, including the in-person likeness check where needed. There is no automatic pass.
   • On the Conditional pathway, the person also confirms the originals were seen.

4. 4. Status

   Readiness updated

   • The worker readiness updates once sign-off is recorded. Until then Site Clear is held.

5. 5. Evidence

   Evidence retained

   • The report and the sign-off record are retained.
   • Pathways: Digital Right to Work Scheme, Share Code Scheme and Conditional.

1. 1. Input

   Worker, documents, training and Right to Work

   • Site Clear draws on the worker's required documents (including training certificates) and their Right to Work.
   • Per-site requirements are coming soon.

2. 2. Process

   Readiness evaluated

   • Each applicable requirement is evaluated.
   • Missing, rejected, expired and pending items are identified.

3. 3. Review

   Office reviews

   • The office sees the full reasons and works through the items.
   • It recalculates on upload, approve, reject and expiry, and hourly.

4. 4. Status

   Status produced

   • The worst state wins: Expired, then Action Needed, then Pending Review, then Site Clear.

5. 5. Evidence

   History retained

   • Status transitions, gate decisions, stored documents and Right to Work checks are retained in the audit history.

The statuses you will see

• Site Clear

  Every applicable requirement is approved and in date.

  Site manager sees: No action needed

• Action Needed

  Something is missing or was rejected.

  Site manager sees: Worker action needed

• Expired

  A required item is out of date.

  Site manager sees: Not currently Site Clear

• Pending Review

  Evidence is waiting for a person to review it.

  Site manager sees: Office review pending

Where a requirement does not apply, the status shows Not applicable. Site managers see the broad wording shown on each card, not the full reasons. A Right to Work check waiting on its human likeness check holds Site Clear.

1. 1. Input

   Site created, workers assigned

   • Sites move through planned, active, paused and completed.
   • Assign workers to each site.

2. 2. Process

   Assignments recorded

   • Each worker's site assignment is held on their record.

3. 3. Review

   Office manages sites

   • The office updates a site's stage and who is assigned.

4. 4. Status

   Site status shown

   • Each site shows its stage and the workers assigned to it.

5. 5. Evidence

   Audit trail

   • Site and assignment changes are kept in the audit trail.

1. 1. Input

   Document issued

   • Issue RAMS, site inductions, toolbox talks, method statements, the construction phase plan, emergency procedures and site rules as site documents.

2. 2. Process

   Versioned

   • Each change is published as a new version.

3. 3. Review

   Workers acknowledge

   • Workers acknowledge the exact version in the worker portal.

4. 4. Status

   Acknowledgement shown

   • The office sees who has acknowledged which version.

5. 5. Evidence

   History kept

   • Document versions and acknowledgement history go into the evidence pack.

1. 1. Input

   Subcontractor added

   • Add the company and engage it on a site.
   • Request their workforce and declarations: send a Right to Work assurance request (a signing link with five undertakings), or issue an assurance notice.

2. 2. Process

   Evidence requested where needed

   • Your office adds the subcontractor's workers as worker records. Subcontractors do not have their own login.
   • Company documents such as insurance, H&S policy, accreditations and declarations are recorded with expiry.

3. 3. Review

   Readiness assessed worker by worker

   • Every subcontractor worker is still checked through Site Clear. A subcontractor's company evidence does not make a worker Site Clear.

4. 4. Status

   Gaps surfaced

   • Missing and expired documents appear in the due diligence view, with reminders to your office.

5. 5. Evidence

   Evidence history retained

   • Signatures, notice versions, acknowledgements and the audit trail are retained.

1. 1. Input

   Pack requested

   • The office picks a worker and generates their evidence pack as a ZIP.

2. 2. Process

   Records gathered

   • Crew Matrix collects what is already held on the worker.

3. 3. Review

   Office reads it

   • The pack opens with an index and a manifest.

4. 4. Status

   Status explained

   • It includes the Site Clear status and the explanation, and the requirements with review outcomes.

5. 5. Evidence

   One ZIP

   • A Right to Work summary, site-document versions with acknowledgement history, and the evidence files.
   • The audit trail records actor, action, subject and time.

1. 1. Input

   Records already held

   • Reports draw on the documents, reviews and expiry dates already in Crew Matrix.

2. 2. Process

   Current picture

   • Open a report for the latest position.

3. 3. Review

   Office acts on it

   • Chase the items that need attention.

4. 4. Status

   Reports available

   • Expired documents, Expiring soon, Missing documents, Awaiting review, Site Clear and Site compliance.

5. 5. Evidence

   Export

   • Worker compliance export as CSV.