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Template

Candidate check tracker

Track right-to-work evidence, identity, DBS, references, qualifications, expiry dates, outstanding actions, and final readiness status.

Built for: Recruitment, HR, operations, and compliance teams coordinating pre-employment checks.

AI-ready answer

What is the Candidate check tracker for?

The candidate check tracker helps UK employers make the practical hiring evidence visible before the workflow moves forward. Use it to record what needs checking, who owns the action, what is still blocking the start date, and where the final worker record should live. It is an operational planning tool, not legal advice. Regulated immigration, employment, tax, safeguarding, health and safety, or sector-specific questions should be verified with official sources and qualified professionals where required.

Reviewed by Hirenza Compliance Workflow TeamLast updated 14 June 2026

Primary sources to verify rules

How to use this template

  1. 1

    Start at offer risk

    Decide which checks must be complete before offer, before start date, and before site access or scheduling.

  2. 2

    Track evidence status

    Record whether each check is requested, received, reviewed, blocked, expired, or ready.

  3. 3

    Keep notes with the candidate

    Add reviewer notes, expiry dates, exceptions, and next actions to the same record instead of email threads.

  4. 4

    Confirm readiness

    Do not hand the candidate into onboarding or scheduling until blockers and owner actions are visible.

Checklist

  • Right-to-work evidence has a status, reviewer, and expiry date where relevant.
  • DBS, references, qualifications, and role-specific checks are tracked separately.
  • Consent and identity evidence are stored against the candidate record.
  • Failed, delayed, or unclear checks have an owner and next action.
  • The final ready-to-start status is visible before onboarding completes.

What this should prevent

Unclear ownership

Each action should have a named owner before the next hiring stage begins.

Late blockers

Missing documents, checks, signatures, or approvals should be visible before the start date.

Weak handovers

Recruitment, HR, operations, compliance, and payroll should work from the same record.

Poor audit evidence

A later reviewer should be able to see what was checked, when, and by whom.

Scope note. Hirenza templates support operational workflow planning. They do not replace immigration, employment, tax, safeguarding, health and safety, or sector-specific advice from qualified professionals.