Home Office and payroll compliance for UK hospitality. Right to work, visas, hours and tips, watched for you.
Feazio tracks every person’s papers, warns HR before anything runs out, stops an expired visa from working another shift, checks the rota against the law and pays only from approved hours, with a record of every step.
- Expiry alerts
- Automatic lock
- Working-time rules
- Audit trail
Ravi
Papers
- VisaExpires 14/10/2026Valid
- Right to workValid
- PassportValid
08:57
Ravi
HR · Ravi: Visa expires in 7 days
What happens when a visa expires
Ravi’s visa is on his profile with its expiry date. Here is what Feazio does, day by day, with nobody having to remember.
- 7 days before
1. HR is warned
The owner and HR get a notice on their bell: Ravi’s visa expires in 7 days. It stays there until the paper is renewed.
- Expiry day
2. Still a reminder
Ravi works his last valid day as normal; the notice now says the visa expires today.
- Next business day
3. Ravi is locked out
With the visa lock switched on, Ravi can no longer sign in or clock in, at the kiosk or on his phone. He sees why and is asked to speak to his manager.
- Same morning
4. HR knows who and why
The bell names everyone locked out and the paper that did it, so nobody works a shift without the right to.
- On renewal
5. New visa, checked twice
The new visa is uploaded on his profile, or sent by Ravi from the staff app. It counts once a second person has checked it.
- Straight away
6. Access is restored
Ravi can sign in and clock in again. The old visa is kept as superseded, so the history is there for any inspection.
The lock is switched on in Settings and never applies to the owner, admins or the last person who can manage staff, so nobody is locked out of their own business.
A visa expiry, from warning to renewal
Ravi · Visa
Home Office and payroll compliance in the UK
Built for the Home Office’s right-to-work duties, the Working Time Regulations and the way UK payroll is run.
Home Office: right to work
- Right-to-work record, passport and visa for every employee, British and Irish too
- Visa, right to work and passport all lock when they expire
- Scans and every renewal kept as evidence for an inspection
- NI number on file and on the payroll export
Visa conditions
- Student visa holders: the rota checks the 20-hour weekly limit
- Alerts 7 days before any visa or right to work runs out
- Renewals sent from the staff app count only once checked
Working Time Regulations 1998
- 11 hours’ rest between shifts, a 20-minute break after 6 hours
- 48 hours a week (with opt-outs), a day off a week
- Under-18s: 8 hours a day, 40 a week, 12 hours’ rest, 30-minute breaks
- Holiday built up by hours worked for irregular-hours staff
Payroll compliance
- Tips and service charge passed to staff in full (Employment (Allocation of Tips) Act)
- BrightPay and Sage 50 export files, headers word for word
- Pay only from approved, locked timecards
- Food hygiene, allergen and personal licence certificates tracked
One system watches the papers, the hours and the pay
Every paper, every person
Passports, visas, permits, ID and certificates, with scans stored privately and only for people allowed to manage staff.
Alerts before expiry
Papers warn 7 days ahead and certificates 30 days ahead, on the bell of the owner and whoever manages that person.
Automatic lock
Optional: from the business day after a locking paper expires, the person cannot sign in or clock in until it is renewed.
Four-eyes check
A paper someone enters counts at once but stays “not checked” until the owner or another admin verifies it.
Staff send their own
People photograph a renewal in the staff app; it counts only once a manager has accepted it.
Working-time rules
The rota warns on rest, breaks, daily and weekly hours and young workers’ limits, set to your country’s law.
Contracts, e-signed
Contracts signed on the phone, with a fingerprint of the document and a trail of who signed, when and from where.
Pay from approved hours
Timecards are approved and locked before payroll, so the payslip pays exactly the hours that were checked.
A record of everything
Renewals keep the old paper, timecard changes keep the clocked times, and every punch is stamped.
Feazio helps you keep records and spot problems early; it does not replace your own legal duties or professional advice.
Answers before you ask
Does Feazio help with Home Office right-to-work checks?
Yes. Each employee’s right-to-work record, passport and visa are kept with their scans and expiry dates. You are warned 7 days before any of them runs out, and with the lock on, nobody can clock in from the business day after one expires. Every renewal keeps the old paper, so you have the history for an inspection. The check itself is still yours to carry out.
What about students on a visa?
Mark the student visa on their profile and the rota warns when a week goes over the 20-hour limit.
Does Feazio deactivate someone whose visa expires?
It locks them out rather than deleting or deactivating them: from the business day after a visa, right to work or passport expires, they cannot sign in or clock in. Their record, pay history and papers stay as they were, and access comes back as soon as a renewal is checked.
Is payroll compliant with the Tips Act?
Yes. Service charge and tips are booked as owed to staff, never as income, so all of it goes to them, and payroll exports for BrightPay and Sage 50 carry the hours exactly as approved.
Can the lock lock out the owner?
No. The owner, admins, support sessions and the last person who can manage staff are never locked out.
Never miss an expiry again
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