Identification and record-keeping as a hiring company, here's what you should do

As a hirer, you are required to verify the identity of every worker placed with you through Felix Works. A small task, but an important one. This step-by-step guide helps you get it right from the start.

What do you need to check and how?

Identification happens before someone starts. Always with an original document: passport, identity card or a valid residence document. No photos, no copies, no driver's licence. What to look for is explained in the Felix Works guide you can download below.

For workers from outside the EEA or Switzerland, additional rules apply. They also need a residence permit and sometimes a work permit. A valid one, of course. Otherwise they cannot start.

There is also an important exception for Ukrainian workers. What to do in that situation is covered in the guide.

And then there's the retention obligation.

For workers from outside the EEA, Turkey or Switzerland, you are required to keep a copy of their identity document. At least for the five years after calendar year in which they worked has ended. So if someone worked in May 2025, you keep the copy until the end of 2030.

Please note: if someone works for you but is not employed by you, you are not allowed to make or keep a copy. You can still note their details another way.

👉 Download the guide on identification and record-keeping

We've compiled the complete guide into one clear document.