Compliance & Insurance

Compliance is the single most important factor in determining whether companies can book you. NexusRMS enforces compliance at the system level — if your documents are expired or missing, the platform will automatically block booking requests. This article explains every compliance requirement and how to stay bookable.

Public Liability Insurance (PLI)

PLI is the most critical compliance requirement for any freelancer working in the events and production industry. Without valid PLI, no company on NexusRMS can book you — the system enforces this automatically through the ComplianceBlockingService.

PLI fields

Your PLI details are stored across five fields in your profile:

• pli_provider — The name of your insurance provider (e.g., Hiscox, Markel, Kingsbridge)
• pli_policy_number — Your policy reference number
• pli_coverage_amount — The coverage value in GBP (typically £1,000,000 to £10,000,000)
• pli_expiry_date — The date your policy expires, used for automatic status calculation
• pli_certificate_url — An uploaded copy of your PLI certificate (stored securely in S3)

PLI status calculation

The system automatically computes your PLI status based on pli_expiry_date:

• Valid — Expiry date is more than 30 days away. No issues.
• Expiring Soon — Expiry date is between 0 and 30 days away. A warning severity issue is raised, but you can still be booked.
• Expired — The expiry date has passed. A critical severity issue is raised and can_book is set to false. All booking requests are blocked.

If pli_expiry_date is not set at all, the system treats PLI as “not provided” — this is also a critical issue that blocks bookings.

Right to Work

The right to work check confirms that you are legally permitted to work in the United Kingdom. Three fields track this:

• right_to_work_uk — A boolean indicating whether you have confirmed your right to work
• right_to_work_document_url — An uploaded supporting document (passport, visa, share code)
• right_to_work_expiry — The expiry date of your right-to-work documentation, if applicable

If right_to_work_uk is false or unset, the system raises a critical compliance issue. This blocks all bookings, just like expired PLI. Companies that enable the require_right_to_work tenant setting will not be able to book any freelancer who has not confirmed their right to work status.

Compliance status computation

The getComplianceStatusAttribute on the NodeUser model evaluates all compliance fields and returns an overall status. Three possible outcomes exist:

• Compliant (can_book = true) — No critical or warning issues. You are fully bookable.
• Attention needed (can_book = true) — One or more warning-level issues exist, but you can still be booked. Companies will see a yellow indicator.
• Non-compliant (can_book = false) — One or more critical issues exist. All bookings are blocked until resolved.

Critical issues (block booking)

• PLI not provided (no pli_expiry_date)
• PLI expired (pli_expiry_date is in the past)
• Right to work not confirmed (right_to_work_uk is false)

Warning issues (allow booking but flagged)

• PLI expiring within 30 days
• Emergency contact incomplete (missing next_of_kin_name or next_of_kin_phone)
• One or more qualifications in the qualifications array have an expiry_date in the past

Compliance page

Your Compliance page provides a full overview of your compliance status. It displays colour-coded indicators — green for compliant, amber for attention needed, and red for non-compliant. Each individual check (PLI, right to work, emergency contact, qualifications) is listed with its current status and any actions required.

Auto-reminder emails

NexusRMS sends automatic reminder emails when your PLI or certifications are approaching expiry. Reminders are dispatched via the ComplianceExpiringNotification and ComplianceExpiredNotification classes at the following intervals:

• 90 days before expiry — Early notice to begin the renewal process
• 30 days before expiry — Urgent reminder that your PLI will expire soon
• 7 days before expiry — Final warning before your status changes to non-compliant
• On expiry day — Notification that your PLI has expired and bookings are now blocked

Ensure your notification settings have email_job_reminders enabled to receive these alerts.

How companies see your compliance

On the company side, the FreelancerConnection model tracks a compliance_status field with values: compliant, expiring_soon, non_compliant, or unknown. When a company views your freelancer detail page (ShowFreelancer.vue), they see a compliance card in the left sidebar displaying:

• PLI status with provider name, expiry date, and coverage amount
• Right to work status
• Certifications list with individual expiry dates
• Last sync timestamp (snapshot_synced_at)

Compliance data is synced between your Node database and each connected company’s tenant database as a snapshot, ensuring companies always have up-to-date information without cross-database queries.

Passport details (encrypted)

Passport information is stored using Laravel’s encryption:

• has_valid_passport — Boolean indicating whether you hold a valid passport
• passport_country — Country of issue
• passport_number_encrypted — Encrypted at rest; never visible in plain text to companies
• passport_expiry_date — Used for expiry tracking

Driving licence (encrypted)

Driving licence information is also encrypted and supports multiple vehicle categories:

• has_valid_driving_licence — Boolean confirmation
• driving_licence_categories — Array of categories: B (Car), C1 (Medium vehicle 3.5–7.5t), C (Large vehicle >7.5t), D1 (Minibus), D (Bus), BE/CE/DE (with trailer)
• driving_licence_number_encrypted — Encrypted at rest
• driving_licence_expiry — Expiry date for tracking
• is_over_21 — Required for certain vehicle hire and insurance policies

Medical information

Three free-text fields capture health and safety information that is shared with companies when relevant:

• medical_conditions — Any conditions companies should be aware of on site
• medications — Current medications
• dietary_requirements_allergies — Relevant for catering on multi-day events

Tips

• Upload your PLI certificate immediately after registration — this is the single most impactful action for becoming bookable.
• Set calendar reminders for renewal dates at least 90 days before your PLI expires.
• Keep right-to-work documents current — if your visa or share code expires, update it promptly to avoid being blocked.
• Check the Compliance page regularly to ensure no new warning or critical issues have appeared.

Next steps

Continue to the next article to learn about subscription tiers and billing for your Freelancer Node.