Employment Records compliance for UK premises
Produce the record when you're asked,
not a week later.
Right-to-work checks, working time records, tipping allocations, and policy renewals, per site. A minimum wage check starts the day the enforcement agency gets in touch; the record should already exist.
14-day free trial. No credit card. From £59/site/month
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Shared with your HR adviserOne shared view with your HR adviser
Your HR adviser sees follow-through in real time. No status emails, no chasing between reviews.
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From £59
Per site, per month
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14-day free trial
No credit card required
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UK-hosted
Secure AWS data centres, in-country
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Full export
Your data is always yours
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All compliance areas included
Employment records plus fire, food, H&S, gas, and licensing.
The gap between HR advice and day-to-day action
The Employment Rights Act 2025, Working Time Regulations, tipping legislation, and the new Fair Work Agency bring a steady flow of obligations. Your HR adviser flags what needs doing. Weeks later, nobody is sure which records are current or where they live.
- Average NMW penalty per employer1
- £5,545
- HMRC also names underpayers publicly: around 491 employers in the October 2025 round alone
Today
- Right-to-work copies taken, but no follow-up scheduled for time-limited permissions
- Working time notes in payroll, nowhere in a format you can share
- Tipping allocations worked out in a spreadsheet that only the manager knows
- Harassment prevention policy on file, but no record of training or review
- Written statements of particulars handed over verbally or not at all
- Area manager chasing sites for missing records
With Duty Room
- Live employment records per site
- Right-to-work register with follow-up reminders per person
- Working time records kept alongside opt-out and night worker details
- Tipping policy and per-worker allocation record, period by period
- Harassment prevention file with policy, training, and review dates
- Export or share in one click
How it works
Records, follow-through, shared view
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Load the records your HR adviser has flagged
Work with your HR adviser or employment lawyer to add the records and policy renewals you need to keep. Set the frequency, owner, and evidence for each one.
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Your team completes tasks on any device
Right-to-work checks, working time sign-offs, tipping allocations, policy acknowledgements, new-hire information. Step-by-step guidance built into every task.
3
Your HR adviser sees follow-through
Every completed task and uploaded document is visible to you and your HR adviser. They can see what is current and what still needs doing, without asking.
Common UK employment records Duty Room tracks
Working Time Record
Right-to-Work Register
Tipping Policy & Allocation Record
Harassment Prevention File
Staff Training Register
Written Statement of Particulars Record
Set up alongside your HR adviser's recommendations.
What's in your Proof Pack
Employment Records Proof Pack
High Street Site 7, 14 High Street, London SE1
Generated
11 Aug 2026
Contents
- Working Time Record 48 of 48 weekly records on file
- Right-to-Work Register 14 of 14 checks documented
- Tipping Policy & Allocation Record 12 of 12 periods recorded
- Harassment Prevention File Policy current, 7 of 8 training records on file
- Staff Training Register 9 of 9 staff current
- Written Statement of Particulars Record All contracts on file
No more digging through binders. No more hoping someone remembered to sign the log.
Your records build up as your team works, and your HR adviser sees them as they happen.
Blueprints
Start with Employment Records. Expand from there.
Every blueprint comes with practical resources
What the records cover, how operators and HR advisers typically use them, and how to run them in Duty Room. Starter blueprints are kept up to date as UK rules change. You and your adviser decide what to adopt.
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Fire Safety Fire risk assessments, alarm tests, and drill records.
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Gas Safety CP42 certificates and appliance records.
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Health & Safety Risk assessments, COSHH, and accident records.
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Food Safety Temperature logs, HACCP, and allergen records.
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Licensing Licence conditions, refusals log, and incident records.
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Martyn's Law Public protection procedures, drills, and staff awareness records.
Same model, same follow-through. Add more areas as your needs grow.
Employment Records resources for UK operators
Your current method vs Duty Room
| Paper / Spreadsheets | Generic checklist app | Duty Room | |
|---|---|---|---|
| Working time records | Payroll system (maybe) | Some | Kept alongside opt-out evidence |
| Right-to-work tracking | Photocopied passport | Some | Follow-up reminders per person |
| Tipping records | Nothing | — | Policy + per-worker allocation |
| Harassment prevention | Policy in a folder | — | Policy, training, review tracked |
| Training records | Spreadsheet | Some | Per-person with refresher reminders |
| Record-pack export | Hours of assembly | — | One click |
| Shared view with adviser | Email threads | — | Live view |
| Multi-site visibility | Chase each manager | Varies | Built in |
| Export if you leave | Already in payroll | Varies | Full export |
Paper / Spreadsheets
- Working time records (Payroll system (maybe))
- Right-to-work tracking (Photocopied passport)
- Tipping records (Nothing)
- Harassment prevention (Policy in a folder)
- Training records (Spreadsheet)
- Record-pack export (Hours of assembly)
- Shared view with adviser (Email threads)
- Multi-site visibility (Chase each manager)
- Export if you leave (Already in payroll)
Generic checklist app
- Working time records (Some)
- Right-to-work tracking (Some)
- — Tipping records
- — Harassment prevention
- Training records (Some)
- — Record-pack export
- — Shared view with adviser
- Multi-site visibility (Varies)
- Export if you leave (Varies)
Duty Room
- Working time records (Kept alongside opt-out evidence)
- Right-to-work tracking (Follow-up reminders per person)
- Tipping records (Policy + per-worker allocation)
- Harassment prevention (Policy, training, review tracked)
- Training records (Per-person with refresher reminders)
- Record-pack export (One click)
- Shared view with adviser (Live view)
- Multi-site visibility (Built in)
- Export if you leave (Full export)
Employment Records questions and answers
Does Duty Room replace our HR adviser or employment lawyer?
No. Your HR adviser or employment lawyer decides what applies to your business. Duty Room helps you and your adviser stay aligned on the records, deadlines, and follow-through.
How long does setup take?
Under 10 minutes to activate and invite your team. Loading the records your adviser has flagged takes as long as you have time for. Start with the most important ones and add as you go.
Do I need to be technical?
No. If your team can use a phone, they can use Duty Room.
What happens when the Fair Work Agency comes?
Legal responsibility for minimum wage and labour-market enforcement moved to the Fair Work Agency on 7 April 2026, though HMRC keeps running the wage checks and underpayment notices on its behalf until the operational transfer completes in April 2027. Either way the mechanics are the same: an officer can enter premises where work happens without a warrant, visits can be unannounced, and a check normally starts the moment you are first contacted about it. Fix an underpayment before that moment and you usually avoid an underpayment notice; fix it the morning after and the notice stands. What an FWA inspection involves walks through it.
How public do minimum wage failures get?
Very. HMRC's naming rounds publish employer names, arrears, and worker counts, and household-name operators have appeared in them: Mitchells & Butlers with £565,095 in arrears across 16,187 workers, and the May 2025 round alone named 518 employers owing £7.4 million. Our analysis of the naming rounds reads the lists.
We provide staff accommodation. What's the NMW catch?
The accommodation offset. Accommodation is the only benefit in kind that counts toward minimum wage, and from April 2026 the offset is £11.10 a day. Charge a worker more than that, counting rent, utilities, furniture, and laundry as one charge, and the excess comes off their pay for NMW purposes, whatever the market rent. How the offset works does the arithmetic.
What makes a right-to-work check actually count?
The statutory excuse. A correctly conducted check before the first day of work protects you from a civil penalty even if the worker turns out to have no right to work; a skipped, late, or badly done check leaves you exposed to a penalty of up to £45,000 per worker for a first breach and £60,000 for a repeat. Viewing the worker's phone screen does not count; retained copies in the prescribed form do, kept for the employment plus two years. How to run compliant checks covers the three routes.
What changed on harassment prevention?
Since October 2024, employers carry a proactive duty to take reasonable steps to prevent sexual harassment, and a tribunal can uplift compensation by up to 25% where the duty is breached; discrimination awards are uncapped, so the uplift is too. The EHRC's guidance treats a risk assessment as the foundation of a reasonable-steps defence, and its absence as a material weakness. Our tribunal exposure report sets out the numbers.
Do I need tipping records?
Your HR adviser can confirm what tipping legislation applies to your business. Where it does, Duty Room tracks your written policy, per-site tip totals, and per-worker allocation records, period by period.
Can my HR adviser access the account?
Yes. Invite them in and they see the same live view of records, deadlines, and follow-through. No extra cost.
Where is my data stored?
Secure AWS data centres in the UK. Your data never leaves the country.
Is this proof of legal compliance?
No. Duty Room gives you organised records of the work you have done. Your HR adviser or employment lawyer is the one who judges whether those records meet your obligations.
What can I export if I leave?
Everything. Your data is yours.
Start keeping your UK employment records in one place.
Duty Room is operational compliance software: workflows, checklists, and evidence. It is not a substitute for professional legal, regulatory, or compliance advice. You are responsible for understanding and meeting the obligations that apply to your business.