Change Log

2 September 2024

3.3 – Police Checking

CheckWorkRights is pleased to announce that we’re now able to offer Police Checking along side our existing Work Entitlement and National RSA services. Once set up for your account, users can create a request for a police check by providing some key information about the employee. A request will be issued alongside other checks on the employees unified MyCheck Dashboard email. More information Police Checking with CheckWorkRights can be found here via our support hub.

We’ve also made a significant update to the design of the CheckWorkRights Dashboard. Users now have a clearer snapshot of the key information that matters to them, especially as the number of checks on their dashboard grows.

Other improvements and bug fixes

Unify the display of verification across the app to aid user recognition.
A new multi check dashboard to make it easier to see the status of all your checks at a glance.
Add force webhooks on specific employees to the admin area bulk actions screen.
Refine critical summary dashboard load times.
Improve load speeds on dashboard and employee list screens for larger accounts.
New all check summary column set for multi-check accounts.
Create flexibility in naming for pending statuses across different checks.
Add new columns to the Admin > Data Download export schema
Fixed an issue with the business unit dropdown on certain accounts
Add RSA Training Provider and Issue Date to RSA email reporting.
Rate limit bulk web hooks in certain contexts to prevent throttling or crashes.
Improve the UI for webhook logs to assist in troubleshooting complex cases.
Fix an issue showing incongruent counts between employee numbers and check numbers.
Add a new excel export report for all approved student visa holiday periods across an account.
Fix an issue with the job role dropdown that selects multiples of the same job role if their name is the same.
Improve the handing of documents on accounts who opt out of the verification feature.
Log the user who assigned a job role or location to an employee in the app, or via the API.
Ensure web hooks fire when an employee is reinstated.
Enhance the audit log with multiple new events.
Multiple security fixes to prepare for our SOC2 Audit period.
Add tooltip to remind verifier when the verifier is an inactive account.
Update to angular version 18 in the web application.
Ensure consistent filter labelling for RSA when filtering from the dashboard.
Expose API logs via the web UI on individual employee records.
Fix an issue showing incorrect business units for employees in certain locations.
Refine the design of the employee MyCheck email.
Fix an issue displaying the RSA UI on mobile for accounts without RSA enabled.
Remove some deprecated fields from the production database to increase performance.
Add additional data to API logs for employees created via SmartRecruiters to increase audit log capability.

5 August 2024

3.24 – Platform improvements and Bugfixes

Fix bug preventing the editing of web hook configuration in certain contexts.
Remove irrelevant webhooks from force webhook list for ease of use.
Allow the storage of integration keys against a check per integration platform for mapping in the V3 API.
Reprioritise the employee status summary values to reflect changes to the checking process.
Fixed a bug that would display past student visa periods in exports instead of future periods.
Remove employee-level webhooks from admin-level webhook list for ease of use.
Add an addition layer of encryption to the document number when aggregated at the top level of the V3 API response.
Rename the send email parameter on the V3 API to ensure clarity and consistency with naming convention.
Aggregate information pertaining to an employee legal name and DOB via the V3 API response.
Address an issue preventing users from forcing a webhook in certain contexts.
Include filters for location and job role in the web application UI.
Enforce uniqueness of job role and location reference when they’re create and edited via the web UI.
Allow or deny creation of new Business Units, Job Roles and Location via the V3 API according to a preference.
Fixed a bug preventing the column headers from displaying in bulk job mapping screens for csv uploads.
New assessments created via SmartRecruiters integration for employees that are historical in CheckWorkRights will now also reinstate that employee.
Created a new verification configuration option that allows accounts to specify a verifier for a specific document type that should be used as an absolute priority.
Text updates for clarity in the reporting tab.
Large security update to the mobile application to ensure all dependant code is compliant with internal policies.
Now showing a meaningful error for mobile only users who try to log in on web
Fixed a bug displaying RSA on the critical summary dashboard for accounts without RSA enabled.
Combine date and time column in the contracts export for simplicity.
Add a rotate button to the file verification view to assist with the review process.
Allow webhook firing to be limited on the basis of populated integration keys or specific employee statuses only.
Update the design of email templates to reflect refreshed design style.
Refine text prompts within the web app to increase clarity in certain contexts.
Fix a bug that prevented deselection of employees in a bulk job after all employees were selection.
Update send test email functionality to include status descriptions.
Reformat web hook response UI into tabs for ease of use.
RSA report verification links now take users directly to the file to be verified.
Include business unit references as searchable field when selected business units from a dropdown.
Include a download file button for certain files within the Web UI.
Fix a bug sending MyCheck email in bulk to all employees in certain context instead of filtered employees.
When multiple checks are added simultaneously, only one webhook will be fired instead of many.

5 July 2024

3.23 – Platform improvements and Bugfixes

Refactor work entitlement manual submission to use our new generic architecture
Refactor alignment functions for RSAs to be generic
Overhaul and simplify employee profile summary area
Update to the API to return student holiday periods in date order
Allow the creation of business units with a business unit reference only
Add generic Document Number, Issue Date and Expiry Date in the API
Prevent manual completion for some checks based on a 3rd party requirement
Refactor employee onboarding notification triggers to be based on completion status
Simplify the document resubmission flow for employees with multiple documents outstanding
Resolved a bug preventing some users from loading the login page
Ensure at least one check is mandetory in the case of a bulk alignment on a payroll spreadsheet
Streamline verification filtering to support the recent addition of a verification specific view
Change new user email setup flow in the case of magic linking enabled on an account
Show OAuth2 request, response and headers in webhook log
Fix a bug displaying incorrect counts on user deactivation in some contexts
Add a dynamic filter for the dashboard when employees fall into Awaiting Vevo Check
Unify employee thank you email templates for consistency of messaging
Fix a bug that produces different results for the same search in certain contexts
Fix a bug that removed business units from a user after changing reporting preferences
Refine email verification to expand support for mobile devices
Refactor recent webhook failures filter to increase performance
Added the option to select a grant type when configuring an OAuth2 Webhook

3 June 2024

3.22 – Updated Verification and File UI

We’re happy to announce the release of the new verification interface within CheckWorkRights.
This enhanced user experience allows web app users and email verifiers better visibility of what is required during the verification process. It also introduces new sorting and filtering functionality to find employees with outstanding verification requirements more easily.

You can learn more about the basic verification process here or read on to learn about the changes to the verification and file UI.

Other improvements and bug fixes

Allow users to force a webhook on employees in bulk via the employee list
Fixed a bug preventing some VIC RSA employees from uploading their documents.
Refactor dashboard to ensure accurate counts of employees for new multi-check users
Update the SmartRecruiters integration to work with
Fixed a bug issuing org summary emails to users with no assigned employees.
Refactor the File UI tile to show previews of many different data types not just dates.
Add a new employee filter to find employees by the date they were added to the platform.
Add new employee filters to find those with certain integration keys populated
Resolved a bug preventing the critical summary dashboard from loading for some users.
Remove data exception flags for those that didn’t require them.
Add a new filter to show only historical employees.
Refactor final submission process in MyCheck flow to ensure employees can always go back and edit documents with issues
Streamlined the UI for the MyCheck process for all checks to reduce visual clutter and increase consistency between screens.
Add a view profile button to the new verification flow to easily see more about the current employee.
Ensure historical employees have their RSAs expired, such that they can be easily identified if reinstated.
Add a new webhook event for any change in employee or check status
Refactor alignment functions for RSAs to be generic
Refactor MyCheck flow creation process to enable faster check creation
Refactor pending and manual completion actions to be generic
Refactor RSA report to include all newly added states
Enhance MyCheck date validation to include min and max dates by day

1 May 2024

3.21 – Platform improvements and Bugfixes

Added searchable dropdown lists in contexts with a large number of options in the list
Update student visa export to contain correct data in all instances
Fix a bug adding deleted employees to the count of total employees on certain views
Update styling for certain links in the app, increasing usability
Refactor date validation on legacy API endpoints to fail meaningfully
Included RSA state grouping on the critical summary dashboard
Addressed firewall issue preventing some users from uploading valid documents
Fixed a bug in the align payroll spreadsheet function that prevented counts of employees from displaying accurately
Fixed a bug preventing users from entering certain dates due to a validation issue
Addressed a bug preventing verification filtering options from displaying for some users
Streamlined the storage and management of business units alocated to different user types
Improve reporting on failed checks as a result of missing passport information
Deployed an update to improve data security and log monitoring of our infrastructure

10 April 2024

3.2 – New South Wales RSA

We’re pleased to announce the release of a new check type to the CheckWorkRights application, New South Wales RSA Certificates. This joins the release of the Victorian RSA certificate on our path to a national solution for RSA.

This check, modelled on the relevant legislation, collects proof of a valid RSA from employees and serves it up for verifiers to review. Verified certificates are added to a weekly register that can be distributed to venue managers directly for compliance purposes. This process is conducted with the existing CheckWorkRights MyCheck email document collection process for simplicity, enhanced security and privacy.

Other improvements and bug fixes

Ensure consistency between check history design and employee profile
Fixed a bug showing previous 8105 holders on the student visa report with current 8105 holders
Fixed a bug preventing verification buttons from appearing for some employees
Widen MyCheck dashboard custom logo display
Fixed a bug causing inconsistency between different bulk functions
Fixed a bug resulting in empty critical summary reports being issued
Fixed a bug preventing PDF exports of check results due to a new Home Affairs date format
Added functionality to bulk change historical employee business units
Fixed a bug preventing certain individuals from appearing on the student visa filter
Allow admin users to add custom headers to webhook requests
Update architecture for MyCheck work entitlement flow to be more flexible
Design updates to the critical summary email template
Design updates to the organisation summary email template
Add a maximum length to employee status descriptions to ensure consistency in the API

13 March 2024

3.11 – Business Unit and Verifier Bulk Alignment and MyCheck Design Updates

We’ve recently deployed several updates to assist organisations in managing their data in bulk. These enhancements will dramatically reduce the time it takes large organisations to keep their data up to date in CheckWorkRights by building on top of the existing Align Payroll File functionality.

Admin Users can now also align their business units and verifiers to account for employee movement between venues and manager turnover at individual sites. This is in addition to adding new employees, reinstating returning employees and making terminated employees historical, all with one spreadsheet upload.

Design enhancements have also been made to the employee-facing MyCheck Dashboard, to segment the required checks by urgency and completion status. This will make it clearer to your employees what they still need to do to complete their requirements with CheckWorkRights.

This accompanies a design update to the Organisation Summary reporting template to make the process of receiving status updates for your visa-holding employees clearer.

We’ve also expanded filtering options for Student Visa Exemption Periods to include past submissions or only approved submissions to allow more nuanced auditing of current, past and future exception periods for rostering teams.

Other improvements and bug fixes

Fixed a bug causing some date formatting issues in the Visa Change emails
Fixed a bug breaking some data transfer for bulk users
Fixed crash in android app after QR code scan
Update the ‘Opt-Out’ link on MyCheck email notifications
Show the Check Now button in certain new UI locations in certain statuses
Escaped leading zeros in bulk functions comparing payroll IDs
Hiding MyCheck UI flyout after manual email issued.
Added the option for various integration keys to be stored against an employee
Update MyCheck pending date calculation to include employees who have had their check re-requested
Added a new bulk function to set a certain check as active for a group of employees
Add a new data exception filter for employees with no email address
Update the process of deactivating a verifier to include reassigning their documents awaiting verification
Add counts of all employees with active checks on the Dashboard
Assign verifiers dropdown lists now only include active users
Various text updates throughout the app to make certain processes clearer
Minor updates to email template footers
Created API v2.6 update to deal with new types of integrations

30 January 2024

3.10 – Victorian RSA Certificates

We’re pleased to announce the release of a new check type to the CheckWorkRights application, Victorian RSA Certificates.

Other improvements and bug fixes

Added a function to each check to push an employee back to the start of the checking process
Mobile applications can now be locked biometrically, in addition to your CWR authentication.
MyCheck email is now sent in place of the reminder email in all scenarios
MyCheck email is now sent in place of the initial work entitlement email in all situations
Added tips sections to student visa document collection flow
Removed the confusing back button on the employee profile screen
Add the ability to find an employee by email using the API v2.6+
Employee email address is now present in the employee export list
Added visa condition code to the data returned to SmartRecruiters
Added generic consent declaration across all check types for simplicity
MyCheck email and link can now be issued from the mobile application
Add a UI for customisation of the SmartRecruiters integration
Add review requests to mobile applications
Add employee IDs to the verification UI so verifiers can more easily identify individuals
Add a preference to issue org summaries weekly rather than monthly
Add a welcome email for new user accounts with login privileges, including some handy getting started support articles
Update check tiles in mobile and web applications to be more in line with one another
Added the ability to issue checks by e-mail as part of the bulk alignment function
Created a new email template to remind admin users to periodically review the list of admins with access to sensitive data
Fixed a bug preventing business unit search in the Admin > User Config area
Fixed a bug hiding the consent declaration checkbox on some browsers, preventing check completion
Fixed a bug causing the PDF check result email to be issued twice
Fixed bulk export and filter using different functions which produced inconsistent exports
Added a new critical summary tab on the dashboard, to consolidate only the red statuses
Certain checks have their documents verified automatically upon completion by a CheckWorkRights user instead of an employee

29 November 2023

3.05 – Student Visa Holiday Exemptions & MyCheck Dashboard

Primary student visa holders have visa condition 8105 which limits work to 48 hours per rolling fortnight while their course of study is ‘in session’. After a course has commenced, and when it is on a defined holiday break or suspension, a primary student visa holder is able to work without limitation.

CheckWorkRights can now request holiday dates and supporting evidence directly and electronically from the student visa holder, and then distribute this information to a designated manager for confirmation and verification. A record of this exemption period is stored within the application and featured on automated reports. This process enables student visa work hours to be maximised over holiday periods.

This is available now for all users and has no additional cost. We also have a variety of filtering, reporting and exporting options available for those looking to distribute the collected information throughout their organisation.

Learn more about this new feature in our support hub.

Introducing the MyCheck Dashboard for Employees

We’ve also recently launched the MyCheck Dashboard and MyCheck Email process for employees, providing a centralised hub for them to complete any outstanding check actions. This allows employees with one or multiple outstanding checks to view them in one consolidated email, with clear instructions as to what needs to be completed.

Other improvements and bug fixes

Add a welcome email for new user accounts with login privileges, including some handy getting started support articles
Update check tiles in mobile and web applications to be more in line with one another
New preference to disable verification reminder emails company-wide
Updates to the document resubmission and verification process for clarity
Elevate pieces of file metadata to the file row to prevent users from needing to expand the file view to see key information
Change some filters from a series of boxes to a date range slider where appropriate
Add additional filter and export options in the Admin > Users area to assist with user management and auditing
Expire user login at a minimum of one week on both mobile and web to force regular logins for enhanced security
Refine employee list UI for easy scanning
Add HTML styling to certain document verification guidelines for increased clarity
Fix the display of expiry and grant dates in some contexts
Address a bug preventing some filters from being applied to bulk events
Add custom labels for Payroll ID and Recruitment ID where necessary and not otherwise applied
Fix visa-specific filters from the dashboard not applying correctly for some users
Label missing on business unit list dropdown when creating a user
Fix a permission issue restricting the dataset un-necessarily for certain users

3 October 2023

3.03 – SmartRecruiters Integration, Magic Linking For Login Security & Verification Process On Mobile

CheckWorkRights is now listed on the SmartRecruiters marketplace. Australian recruitment teams are able to add new candidates to their SmartRecrutiers instance and have their Work Entitlement checks conducted automatically by CheckWorkRights using our email workflow. The results of these checks will be returned to SmartRecruiters in real time upon their completion.

We have also recently launched a new measure for login security that we call Magic Linking. This allows customers to forgo passwords, instead relying on a single-use code or link sent to an email address when attempting to log in. This ensures there are no complex passwords to remember or to be compromised, and only users with access to their email address at the time of login can access sensitive CWR data.

It is best practice when using CheckWorkRights to ensure documents are verified by a team member as part of the checking process. Verification on mobile allows users to conduct this process on the mobile app as part of the document upload workflow. For example, passports can now be scanned and verified by the same person, or scanned by a central HR team member and assigned for verification to a line manager at a particular site or location.

Other Improvements and Bugfixes

Add multi-select fields for certain filters in the employee screen to enable greater flexibility
Add magic linking login options for mobile users, including code and link-based options
Add CWR ID to employee list export for bulk data management.
Fix the UI issue breaking the display of the business unit list on the edit employee profile screen.
Add a preference for domain name restriction on user creation to prevent users from being created using unauthorised email addresses.
Fix the issue stopping certain users from viewing the data exceptions area of the dashboard
Fix bug that shows upcoming visa expiries count incorrectly for some users

28 August 2023

3.02 – Dashboard for Data Exceptions & Payroll Alignment Bulk Operation

To assist users with large employee populations we’ve introduced two new key features, the dashboard data exceptions area and the payroll alignment bulk operation.

The new Dashboard Area for Data Exceptions gives users visibility over any anomalies in the employee dataset that may need to be resolved. This could include recent webhook failures, duplicate payroll IDs and email addresses, or documents with no assigned verifier, among others. These employee cohorts can now be identified and managed individually, or exported via Excel spreadsheet to resolve in bulk.

The new bulk function for Payroll Alignment allows teams with a unique payroll ID per employee to upload an ‘active list’ of all employees in their payroll system. CheckWorkRights then treats this list as a source of truth to do the following:

Make historical employees who aren’t on the list
Reinstate employees who are on the list but are historical in CWR
Add and request checks from employees who are on the list but missing from CWR
Identify data issues like duplicate payroll IDs that prevent the above actions from running correctly

Other Improvements and Bugfixes

Added ability to support subclass-specific conditions for those customers ingesting the CheckWorkRights daily condition data. In particular, this supports the change to 8104 where in some instances a 40-hour restriction applies while in other instances it’s a 48-hour restriction.
Show employee email opt-out preference on the web application in the Employee Profile view
Refresh the web application immediately when a change is made on the mobile application
Overhaul ‘make historical from active list’ function into the new Align Payroll File function, including reinstatement and identification of duplicate records
Configure a new preference to stop reminder emails for Work Entitlement
Relocate unable to check resolution text to ensure consistency across views
Add relevant primary or secondary visa application information to the PDF check report export
Added a view all button to timeline components on the Dashboard
Add search and keyboard navigation to dropdown menus
Added intercom support to the web application
Add the option to include historical records in bulk changes Admin functions
Update email workflow text for work entitlement to be more intuitive
Reintroduce error report to bulk operations in the admin area
Add a link to our support articles from directly within the application
Add business unit default verifier column to business units admin view table
Review in-app text prompts to increase clarity
Consolidate expanded document view to increase readability
Optimised speed of Excel export function on the employee list view.
Update text when creating a business unit to prove clarity
Fix certain reports missing from the user email log view in the Admin area
Fix certain custom email reports not arriving regularly
Disabled browser autofill on key fields where inconsistent data is inserted

5 July 2023

3.01 – File Deletion Rework and Enhancements

As a company, we’re committed to providing an industry best practice solution to right-to-work declaration, evidence collection, and verification. In response to the very public data breaches of the past two years, as well as some valuable client feedback, we have conducted a review and overhaul of our application architecture, data security processes and customer workflow in relation to the retention of Personally Identifiable Information (PII).

The result is a new smart File Deletion system based on a number of cascading rules to ensure minimum necessary PII data retention while still offering a compliment and easy-to-use work entitlement checking platform.

Reissue Work Entitlement Document Requests By Email

To supplement our new file deletion workflow we’ve made it easier than ever to recollect evidence documents from existing employees. The new ‘Request New Documents By Email’ check action allows users to push an employee back to the start of the email workflow, reissuing the invite and reminder emails and setting their status back to pending. Once a new document is submitted it will replace the existing document and the check status will be updated. This can also be done in bulk from the Admin > Bulk Operations area.

Streamlined Employee Management

In response to user feedback as part of our version 3 release we have made some small workflow adjustments to reduce friction during basic employee management tasks such as adding a new employee, uploading documents to complete a check manually, and reviewing or updating existing documents.

Other Improvements and Bugfixes

Update employee profile field order to match in edit and non-edit state.
Updates to the configuration of loading state animation.
Add a link to the privacy policy in key email templates.
Add a notice about deleting employees permanently to the employee profile.
Fixed an issue stopping single business unit users from adding a verifier or business unit to new employees.
Various text changes to the document collection and verification workflows
Automatically label employees with incomplete or insufficient passport data as Unable to Check
Calls to the UpdateEmployee API endpoint will now automatically reinstate employees when the remove parameter isn’t 1.
Reword email templates to ensure consistency from template to template
Fix to ensure only the most recent documents are visible in the documents area
Verification can now be enabled or disabled as required and will hide/show mention of verifiers and file verification in all relevant places.
Fixed an issue causing business unit employee counts to display incorrect values in some contexts
Fixed a bug preventing verifier users from being created during the employee bulk upload process
Fixed passport expiry missing on some data exports.
Remove non-utf8 characters from certain webhooks to prevent signing errors.
Resolved an issue preventing certain business unit updates via API from being saved.
Resolved an issue with search and filter windows in the user creation area.
Resolved a bug duplicating data entered as part of email document upload.
Add an explicit error when a check is requested via API for an employee that hasn’t completed their document upload yet.
Resolve a bug showing incorrect due dates in reminder emails to some employees
Resolved an issue showing the No Payroll ID flag on records without this issue
Fixed missing formatting on the employee ‘No Longer Employed’ page
Resolve a bug setting the incorrect employee status on a successful passport scan
Resolve bug for passport scan matching when employees passport is present on two different records
Add empty response body on webhook response body empty events to explicitly show nothing has been returned
Update missing data fields on web browser-based QR code scans
Resolve a bug showing the primary/secondary visa applicant column as a blank pill
Add HTML to discourage autofill on the global search and other form fields
Make the verifier selection dropdown component consistent across all views
Aggregate the verification status of all documents into one verification column in the employee list
Aggregate the verification status of all documents into one verification property on the API response
Fixed an issue causing some bulk functions to display an error on success
Updated export PDF with correct visa conditions
Create a daily job to align the next check date in the new version 3 structure
Resolved an issue allowing single business unit users on mobile
Update scheduling and criteria for reminder emails
Resolved an issue preventing single business unit users from receiving the correct permissions
Fixed a bug displaying no valid visa as VEVO error in the check history tab
Resolved an issue where document guidelines in the web app were sometimes out of date
Resolved an issue preventing some API requests from adding an active status log to employees
Ensured covid 19 manual document upload replaces existing document instead of adding a new second document
Fix a bug making dropdowns illegible on some browsers

10 May 2023

CheckWorkRights Version 3

Multi Check Capability

We have received many requests from our customers for additional types of documents to be collected / checks to be completed all from the same workflow within CWR. We will be making available new check types in the coming months, and you will see these displayed as options in your account in the future.

User Interface Improvements

In line with our new multi-check capability, one of the major differences in the user interface separates each check type (current Work Entitlement and Covid 19 Vaccination) into its own tile with the employee profile. You can select each tile to view the details of a particular check, and perform actions related to it.

Document Verification Overhaul

To enhance the optional verification of all documents, verifiers can now be set at the company or business unit level, instead of just employee-to-employee. This means when a new line manager starts at a venue, updating verifiers is only done once at the business unit level, and any employees without a verifier don’t get missed, instead they are assigned to your company default verifier.

The verifiers tab has been removed, with the existing verification metrics and reporting migrated to the dashboard and the employee list. All verifiers are now listed in the ‘Users’ list in the admin area with reporting-only permissions. Their functionality otherwise remains the same. As verifiers only they are still unable to login to the application with access credentials.

Increased Data Security

Security improvements to minimise the risk of collecting, storing, and disposing of PII including; architectural changes, higher levels of encryption, application firewalls, 2FA, and a comprehensive automated file deletion schedule (further email on this will be sent to account managers only).

New optional reports

Weekly notifications sent to visa holders with visas expiring in the next 30 days
Weekly visa expiry report listing employees with visas expiring in the next 30 days
Notification of candidate completion of check for new hires, if using the email self-onboarding workflow (Add employee by email)
Improved ability to customise data exports from the employee list on the web application