The compliance passport that follows your workers

A passport is a single record for one person, tied to their National Insurance number so it can never be duplicated. It holds their documents, checks, qualifications, training and site check-in history, and shows a clear Good / Due soon / Action needed status for each item. Because the Worker ID belongs to the worker, it travels with them — when they change employer, their compliance history comes too.

1. 1

   Add the worker

   Go to Workers → Add worker, enter the worker’s name, date of birth and National Insurance number, and save. Everything else — job title, trade, membership number — is optional and can be added later.

   What you’ll see: Their passport opens with a freshly allocated Worker ID. The ID is permanent and follows the worker between companies.
2. 2

   Build the passport

   Upload their documents (CSCS card, plant tickets, insurances) and add any checks your company requires. Complys reads each expiry date and colour-codes it, so anything due or overdue stands out at a glance and feeds the worker’s compliance score.

3. 3

   Give them app access

   Open the worker’s record and use Send app invite (an email address is needed). They can then view their passport, get expiry reminders and show their credentials on any site from their phone.

   What you’ll see: The worker receives a secure link and can sign in with their Worker ID and date of birth.
4. 4

   Generate a badge

   Produce a printable/scannable worker badge from the passport for site entry. Site managers scan it to see live compliance status rather than a photocopied card.

1. 1

   Find or register a Worker ID

   A worker can go to /worker/find-id and enter their National Insurance number and details to look up or register their Worker ID — they don’t need an employer to do this first.

   What you’ll see: If a passport already exists for that NI, the worker recovers their existing ID — nothing is duplicated.
2. 2

   Sign in to the passport

   At /worker/login they sign in with their Worker ID and date of birth, landing on their passport with every document, check and expiry in one place.

3. 3

   Share it

   From the passport the worker can share a read-only link with any site manager or contractor — instant proof of compliance, no paperwork.

Workers move between companies, and a passport can belong to several at once. Connecting works both ways — a company can invite an existing worker, or a worker can ask to join a company — and the other side always approves, so nobody is added without consent.

A company invites an existing worker

1. 1

   Add the worker as normal

   When you add a worker whose National Insurance number is already registered, Complys recognises the existing passport rather than blocking you.

   What you’ll see: Instead of a dead-end error, you get a “This worker already has a passport” screen with a Send connection request button — their details stay private until they approve.
2. 2

   Send the request

   Add an optional message and send. It appears under Workers → Connections as “Awaiting approval”.

3. 3

   The worker approves

   The worker sees the request on their passport (and by email/app notification) and taps Approve. Both sides are notified.

   What you’ll see: Once approved, the worker appears in your Workers list tagged “Connected”, and you can open their passport.

A worker asks to join a company

1. 1

   Worker searches for the company

   Signed in to their passport, the worker taps Connect to a company, searches by name and sends a request.

   What you’ll see: The company search lives at /worker/connect.
2. 2

   The company approves

   The company sees it under Connections → Requests from workers (with a red badge on the Connections button) and approves.

   What you’ll see: The worker moves into the company's Workers list tagged “Connected”.