The Work Rights Report lists every piece of work rights evidence your workers have provided, along with its expiry dates and VEVO check results. Use it to confirm each worker is entitled to work in Australia and to spot documents or visas that need attention.
The report is generated from the Worker list, so it only includes the workers you have filtered for. It is typically used by HR, payroll and compliance teams preparing for audits or routine work rights reviews.
Generating the report
Who can generate this report: only HR Managers and Team Managers. HR Managers can include any worker. Team Managers can only include their direct reports and workers in departments that report to them.
- Go to the Worker list.
- Apply filters to choose which workers to include - for example, by worker name or status (Active, Inactive and so on). Leave filters clear to include everyone.
- Select the Work Rights report from the reports options.
- Download or open the generated report (PDF).
Tip: filter to Active workers for a current compliance snapshot, or to a single worker when checking one person's evidence.
Report header
The top of the report shows the filters used to generate it, so anyone reading it knows exactly what it covers.
| Header field | What it shows |
|---|---|
| Client | The client (company) the workers belong to |
| Worker Name | The worker filter applied — "All" means no name filter was used |
| Status | The worker status filter applied, for example "Active" |
Report columns
Each row is one work rights document recorded against a worker. All dates use DD/MM/YYYY.
| Column | Description |
|---|---|
| First Name / Last Name | The worker's name |
| Reference ID | The worker's internal reference or employee ID, if recorded |
| Position | The worker's current position, if recorded |
| The worker's email address | |
| Document Type | The evidence provided, such as Passport, Birth Certificate or ImmiCard |
| Document Number | The number shown on the document |
| Country | The issuing country of the document |
| Document Expiry Date | When the document expires. Blank for documents that don't expire, such as birth certificates |
| Document Uploaded? (Y/N) | Whether a copy of the document has been uploaded to the worker's record |
| Visa Type | The visa subclass held, for example Student visa (subclass 500). Blank for citizens or where no visa is recorded |
| Visa Expiry Date | When the visa expires |
| VEVO Check Date | The date the most recent VEVO check was run |
| VEVO Result | The outcome of the most recent VEVO check — see the next section |
Understanding VEVO results
VEVO (Visa Entitlement Verification Online) is the Department of Home Affairs service for checking a person's visa and work entitlements.
| VEVO Result | Meaning | What to do |
|---|---|---|
| OK | The check ran successfully and returned the worker's visa details | Review the visa type, expiry date and any work conditions |
| Error | The check could not be completed, often because the document details didn't match Home Affairs records | Confirm the document number, country, name and date of birth with the worker, correct them, then re-run the check |
| Unchecked | No VEVO check has been run for this document | Run a check if the worker isn't an Australian citizen. Australian citizens with an Australian passport or birth certificate generally don't need one |
A result of OK confirms the check succeeded - it does not on its own mean the worker has unrestricted work rights. Always check the visa conditions.
Why a worker may appear more than once
The report shows one row per document, not one row per worker. A worker who has provided several documents - for example a passport and a birth certificate, or passports from two countries (dual citizenship) - appears on a separate row for each.
Each row has its own expiry dates and VEVO result, so review every row for a worker rather than just the first.
Using the report to stay compliant
Work through the report with these checks:
- Expired or expiring visas: compare the Visa Expiry Date with today's date. Contact workers whose visas expire soon about renewal or a new visa.
- Expired documents: a Document Expiry Date in the past means the evidence is out of date. Ask the worker for a current document.
- VEVO errors: correct the document details and re-run the check.
- Unchecked visa holders: run a VEVO check for any non-citizen whose result is Unchecked.
- Missing uploads: where Document Uploaded? shows N, ask the worker to upload a copy.
- Incomplete details: look for blank or placeholder document numbers and update them with the real details.
Re-generate the report after making changes to confirm everything has been resolved.
Handling the report securely
The report contains personal information, including email addresses and identity document numbers. Store it securely, share it only with people who need it, and delete downloaded copies when you're finished.
Frequently asked questions
Why is a worker missing from the report? Check your Worker list filters. A worker is only included if they match the filters applied, such as status. A worker with no work rights documents recorded may also not appear.
Why are some Visa Type and Visa Expiry Date fields blank? These fields are blank when no visa is recorded - usually because the worker is an Australian citizen, or because a VEVO check hasn't returned visa details yet.
Why does a VEVO check show Error for an Australian passport? VEVO checks visa holders. A check run against an Australian passport may return an error because there's no visa to verify. Citizenship evidence generally doesn't need a VEVO check.
Can I export the report to a spreadsheet? Open question: confirm which export formats are available.