An online right to rent check is a specific verification process, not simply the collection of an image sent by an applicant. GOV.UK describes the available checking routes for England, including the online route where a person has a share code. Start with the current instructions and follow the route appropriate to that person.
Use the correct service
Navigate through the official government guidance rather than a link in an unexpected message. An image of an account screen or an email saying that a check has passed should not be treated as the official result. Keep the identity and purpose of the service clear, particularly where an organisation also performs employment or other checks.
Connect the result to the person
Follow the official instructions for confirming that the person presenting for the tenancy matches the checking result. Do not substitute a casual impression or an assumption about nationality. Where the process cannot be completed, use the guidance on appropriate alternatives or further checks rather than making up a workaround.
Record completion clearly
Maintain an organised record of who completed the check, which route was used and when it took place. Follow the official requirements for evidence and any follow-up. A diary entry saying “documents received” should not be confused with confirmation that the required verification has actually been performed.
Handle information carefully
Limit access to staff who need it and use an agreed secure storage process. Avoid copying identity material into informal group messages or leaving it in shared download folders. Ask your organisation’s adviser to confirm the applicable retention and deletion arrangements instead of keeping extra copies indefinitely for convenience.
Make responsibility explicit
Where an agent is involved, clarify the checking responsibility in writing and confirm how completion will be recorded. Apply a consistent process to applicants without discriminatory assumptions. This guide concerns administration of checks in England; it does not determine an individual’s immigration position. Use current official guidance and specialist advice where a result, checking route or required follow-up is unclear.
Source and further reading: https://www.gov.uk/check-tenant-right-to-rent-documents/how-to-check