Set up work rights checks

Formhub can check a job applicant's visa and work rights with the Department of Home Affairs.

To do this, your business sets up its own digital key with Home Affairs, once. Home Affairs calls it a machine credential. It's made just for checking visas, so you never give Formhub (or anyone) your Home Affairs password or your personal login. The checks are your business's own, and Formhub doesn't charge for each one.

Before you start

Work rights checks are part of some packages, not all. See Packages and billing or our pricing.

Steps

1. In the menu, under Settings, click Settings for all forms.
2. Find the Check work rights (Home Affairs) box and open How to set it up.
3. Register your organisation with Home Affairs for visa checks (VEVO for organisations). Ask for the (Visa) Entitlements API with work entitlements. The link is on the screen.
4. In Home Affairs Access Manager, register a machine credential. Save the file it gives you, its password and the client ID.
5. Back in Formhub, fill in:
   • Machine credential file: the .p12 or .pfx file from Access Manager (or the certificate and key as one .pem file).
   • File password
   • Client ID
6. Click Save and test. Formhub tries your key with Home Affairs straight away.

When it works, the box shows Connected. If it shows Not working yet, read the message at the top of the page. It tells you what Home Affairs didn't accept.

Once you're connected

• Add the Check work rights block to a form. See Add a work rights check to a form.
• Or check anyone from their response. See Work rights results.

Looking after your key

• The box shows the credential's name, its expiry date and the last 4 characters of your client ID.
• Click Test the connection to check it still works.
• Credentials expire. From 30 days before, Formhub warns you. Make a new one in Access Manager, then use Upload a new machine credential.
• Click Remove to take your key out of Formhub. Checks already done stay on their responses. You can also cancel the key in Home Affairs Access Manager at any time.

Good to know

• Formhub keeps your key encrypted and only uses it when someone presses a work rights check button, on a form or a response. It is never shared with anyone else.
• The file password is only used to open the file when you upload it. Formhub doesn't keep it.
• Each business uses its own key. Formhub doesn't share one between clients.
• If Home Affairs says your organisation isn't allowed to check work rights, check your access in Home Affairs Access Manager.