Onboarding a staff member whose physical passport has expired

The Digital Staff Passport service alerts employer portal users when:

• you're onboarding a staff member who is moving to your trust
• they have previously signed up for Digital Staff Passport with another trust
• their physical passport was valid when they signed up but it has since expired

As a member of the HR team of the trust this staff member is moving to, you can issue them with an identity credential so their onboarding can proceed. However, you will not be able to issue a right to work credential until either:

• you have checked their new passport
• they have provided you with a verified digital identity by using the Yoti or Post Office EasyID app

Log in to the Digital Staff Passport employer's portal using your email address and password.

 

Note: for extra security, multi-factor authentication (MFA) has been added to the Digital Staff Passport login process. Read our user guide on logging in with MFA.

If a staff member's physical passport has expired, it will be included within the 'Identity credentials to verify section'. Select 'View' on the right-hand side.

 

All outstanding identity credential submissions will be shown, along with additional details about the staff member. Select the staff member’s name.

 

At this point you will see the banner stating that the user's physical passport has expired.

 

Proceed to confirm the user's identity. If you are satisfied that their information is correct, select 'Confirm identity'.

 

The next page will show all information shared by the staff member including additional fields such as address and identity documentation numbers. If you are satisfied that this information is all correct, select 'Yes, I confirm this identity'.

 

A confirmation message will appear, indicating that identity has been confirmed and that the staff member can obtain their access key.

 

Select the link to go back to the staff member’s digital passport.

You'll now see a new banner saying that the staff member has been sent an email explaining that their identity needs to be re-checked.

 

The staff member must now log in to the employee self-service portal to continue the process. Once they've re-shared their identity, their Digital Staff Passport will now appear in the employer portal under the 'Staff passports (awaiting credentials/pending)' section, within 'Identity credentials to verify'. Select 'View'.

 

You'll see the staff member in the list of Digital Staff Passports requiring a new identity check. Select their name to continue.

 

You will see two banners on this user's Digital Staff Passport page. The first, 'New credential to review', is shown because the user has shared their right to work credential. This credential needs to be rejected so that a new right to work credential can be issued based on the staff member's new passport.

To do this, select 'Review credentials'.

 

On the 'Review shared credentials' screen, select the reason 'The credential has expired' and reject the credential.

 

You'll be returned to the user's Digital Staff Passport. In the remaining banner, 'Review digital identity', select the link to 'Review identity details'.

 

You'll now see the staff member's updated details, including their new passport. Once you've checked the details are correct you can issue the right to work credential.