Every placement, every worker document, every clock - before the hirer asks.
A temp agency runs several clocks per worker at once: the AWR 12-week qualifying period for each assignment, follow-up right-to-work checks for time-limited permission, and the certificates each hirer insists on. ExpiryEdge keeps one record per placement and per document, reminds the consultant who owns it, and collects renewed documents from workers by link.
Last updated · ExpiryEdge editorial team
For branch consultants, compliance leads and agency owners
One record per placement and per worker document
Reminders before week 12 and before permission ends
Workers upload documents from their phone, no login
Per-client export of checks and certificates
Quick answer
Temporary staffing compliance means knowing, for every worker on every assignment, that their right to work is current, their client-required certificates are valid and the dates that change their terms - such as the AWR 12-week qualifying point in the UK - are planned for. ExpiryEdge holds each placement and document as a dated record with an owner, reminds at 90, 60, 30 and 7 days, collects renewals by link and exports proof per hirer.
Where agency compliance breaks
Week 12 arrives unannounced
Nobody noticed the worker had been in the same role with the same hirer for 12 weeks. Pay terms should have changed, and the hirer was never told.
Time-limited permission runs out
The right-to-work check was done at the start. The follow-up check before the permission expired was not, and the statutory excuse lapsed with it.
Hundreds of workers, dozens of clients
Each hirer wants different certificates. The list of who needs what, where, lives in consultants' heads and spreadsheets that are never quite current.
Chasing documents by phone
Workers are on shift and rarely read email. Renewed certificates arrive as blurry photos in WhatsApp chats and never reach the file.
Hirers now ask for proof
Clients are being advised to ask agencies for evidence of right-to-work checks. Pulling that together for one site takes a day.
Your own licence lapses
Agencies supplying regulated sectors need a gangmasters licence that runs for one year. Miss the renewal and you must stop supplying those sectors.
Dates a UK temporary staffing agency has to keep in view
The rules that create recurring dates for an employment business. ExpiryEdge does not decide how these rules apply to a worker - it makes sure the dates your team records are acted on in time.
| Obligation | Date or interval | Basis | What to record |
|---|---|---|---|
| AWR equal treatment | After 12 continuous calendar weeks in the same role with the same hirer | Agency Workers Regulations 2010 reg 7 | Assignment start, role, hirer, breaks |
| AWR breaks that pause the clock | Any reason up to 6 weeks; sickness or jury service up to 28 weeks; leave; hirer shutdowns | AWR 2010 reg 7(8) | Each break, its reason and dates |
| Right-to-work check | Before work starts | Immigration, Asylum and Nationality Act 2006; Home Office employer guide | Check date, method, evidence |
| Follow-up right-to-work check | Before time-limited permission expires | Home Office employer guide | Permission end date, follow-up date |
| Civil penalty for illegal working | Up to £45,000 per worker (first breach), £60,000 (repeat) | Penalties from 13 Feb 2024 | Proof that each check was done in time |
| Gangmasters licence (now Fair Work Agency) | Valid 1 year; reminder from the FWA 6 weeks before expiry | Gangmasters (Licensing) Act 2004; FWA since 7 Apr 2026 | Licence number, expiry, renewal owner |
| Qualifications a role legally requires | Copies obtained and offered to the hirer before supply | Conduct of Employment Agencies and Employment Businesses Regs 2003 reg 22 | Certificate copy, expiry, date offered to hirer |
| DBS Update Service | Annual subscription; register within 30 days of the certificate | gov.uk DBS update service | Subscription renewal, status check dates |
What a placement record looks like in ExpiryEdge
The consultant records the start date, the hirer and the role. Reminders run from there - before week 12, before permission to work ends and before each client-required certificate lapses.
From scattered spreadsheets to one record per placement
A record for every assignment, with its own dates
Create a record when a worker starts with a hirer: start date, role, hirer, branch and owning consultant. Add the dates that matter for that assignment - such as the week-12 point you have worked out - and set reminders ahead of them. Log breaks against the record so whoever picks it up later sees the full history.
Placement, hirer, role and owner on one record
Reminder dates you set per assignment
Breaks and notes kept with the record
Right to work and certificates with their own expiry
Each worker document is a record with its expiry date and a copy of the evidence: time-limited permission, CSCS card, forklift training certificate, food hygiene certificate, DBS. Reminders reach the worker by SMS or WhatsApp and the consultant by email, Slack or Teams, at 90, 60, 30 and 7 days.
Worker and consultant reminded together
Escalation to the branch manager if a date passes
Valid, due soon and expired at a glance
Workers upload renewals from their phone
Send the worker a link. They upload a new certificate, share-code result or ID, fill in the fields you need and sign declarations, without creating an account. ExpiryEdge follows up automatically until it is done. If a photo is unreadable or the wrong document comes back, reject just that item and the same link asks for it again.
No-login upload link per worker
Automatic follow-up until complete
Reject and re-request a single field
Proof per client, ready when they ask
Group workers by hirer and site. When a client asks for evidence that everyone supplied to them has been checked and holds the certificates the role needs, export the list with dates, status and documents as CSV, PDF or XLSX. Every reminder and upload is timestamped, so you can also show the position on a past date.
Workers grouped by hirer and site
Export with dates, status and documents
Timestamped history for audits
Reminders that reach workers on shift
Temps rarely check email. Send their reminders by SMS or WhatsApp, and the consultant's by email, Slack or Microsoft Teams. Start earlier for documents that take weeks to renew.
ExpiryEdge alongside your ATS, or a spreadsheet
| ExpiryEdge | Spreadsheet | ATS / payroll only | |
|---|---|---|---|
| Expiry dates for any worker document | Manual | Varies | |
| Reminders to the worker by SMS or WhatsApp | Varies | ||
| Workers upload documents without an account | Rarely | ||
| Reject and re-request a single document | |||
| Agency licences, insurance and client contracts too | Manual | ||
| Per-client evidence export | Manual | Varies | |
| Timestamped audit trail | Varies | ||
| Pay calculation and timesheets |
Create a record per assignment with the start date, the hirer and the role, and set reminders ahead of the week-12 point. Log breaks against the record, because under regulation 7 of the Agency Workers Regulations 2010 some breaks (for example up to six weeks for any reason, or up to 28 weeks for sickness) pause the clock while others reset it. ExpiryEdge reminds the consultant before the date so pay terms and the hirer's information are ready; your team decides how the rules apply to each case.
When a worker has time-limited permission to work, the check must be repeated before that permission expires, because the statutory excuse only lasts until the expiry date of the permission you checked. Record the permission end date in ExpiryEdge and set reminders at 60, 30 and 7 days so the follow-up check happens in time. The maximum civil penalty is £45,000 per illegal worker for a first breach and £60,000 for repeat breaches.
Hirers are increasingly asking for it. From 1 October 2026 the right-to-work duty is reported to extend to some workers, individual contractors and platform work, and while agency workers appear to sit outside the new rules, advisers are telling hirers to ask agencies for evidence of checks. In ExpiryEdge you group workers by hirer and export the checks and documents on file, with dates.
The GLAA was absorbed into the Fair Work Agency on 7 April 2026, and gangmasters licences are now issued by the FWA. A licence is valid for one year and the FWA sends a reminder six weeks before expiry. If it is not renewed, the licence expires and you must stop supplying workers into the regulated sectors. Track it in ExpiryEdge with an earlier first reminder than the FWA's own.
Send each worker a request link. They upload the new certificate or ID from their phone, fill in the fields you ask for and sign any declaration, with no account to create. ExpiryEdge follows up automatically until the request is complete, and if the photo is unreadable you reject that one item and the same link asks for it again.
No. ExpiryEdge does not calculate pay, run timesheets or decide whether equal treatment applies. It tracks the dates, documents and evidence around each placement and worker, reminds the right people and keeps a timestamped trail. Many agencies run it beside their ATS and push status changes across through the API or webhooks.
Every placement and worker document on one schedule
Import your workers and placements, send the first document request link, set reminders. Free 14-day trial, no credit card.