What is a Workplace Passport?

What Is a Workplace Passport?
A Workplace Passport is a simple, supportive document that helps you and your workplace work better together.
Think of it as a personal guidebook: it shares what helps you thrive at work, what gets in the way, and what adjustments or preferences help unlock your best.
At Mosaic, we’ve reimagined the traditional Workplace Passport to make it fast, friendly, and actually useful—for employees, managers, and HR alike.
Why Use a Workplace Passport?
Because one-size-fits-all rarely works—especially when it comes to brains, bodies, and workstyles.
A Passport can help:
- Employees reflect on what they need to do their best work and feel confident in asking for it.
- Managers support team members in practical, consistent ways—without guesswork or awkwardness.
- HR & EDI teams track and follow through on workplace adjustments—without the chaos of emails, sticky notes, or relying solely on memory.
It's especially powerful for neurodivergent or disabled employees, or anyone who benefits from more clarity, flexibility, or predictability at work.
What’s Inside a Mosaic Passport?
Each Passport includes:
- A snapshot of how someone works best – e.g., communication preferences, focus tips, environmental needs.
- Any adjustments or supports that help – from flexible hours to captioning in meetings.
- Key things to avoid – like sensory triggers or stressful communication styles.
- Optional context – to humanize the needs without oversharing personal info.
- Agreed actions – so everyone knows what’s been requested, supported, and implemented.
Mosaic turns this into a neat, shareable Passport—with the option to download a PDF, generate a secure link, or integrate it into your team's manager flow.
Not Just a Form—A Conversation Starter
A Workplace Passport isn’t a one-and-done checklist. It’s a tool for:
- Opening up conversations around needs and strengths.
- Aligning on what support looks like in practice.
- Building psychological safety without putting the burden on individuals to explain everything from scratch.
How Is It Different from an Access to Work Letter or Occupational Health Report?
Great question. A Workplace Passport:
- Is co-created by the employee and their employer—not just a report about someone.
- Is living – it can be updated as needs or roles change.
- Focuses on practical, day-to-day support.
- Complements (but doesn’t replace) more formal documentation like OH reports or Access to Work letters.
It can also support organisations in meeting their legal duty to make reasonable adjustments under the Equality Act 2010—while centering dignity, trust, and collaboration.
Managers: You Don’t Have to Be an Expert
Supporting adjustments can feel overwhelming for managers. What’s okay to ask? What’s the process? What if you forget?
Mosaic makes it easy:
- Clear, friendly summaries for each team member.
- A record of what’s agreed (no more memory games).
- Nudges and reminders so nothing gets dropped.
Why Organisations Struggle to Build This Themselves
Some organisations try to create their own Workplace Passport system—from scratch, in a spreadsheet, or with a well-meaning Google Form. But here’s why that often falls short:
1. Executive Function Is Real—for Everyone
Even the most motivated employee might struggle to complete a long, open-ended form. Even the kindest manager might forget to follow up. And even the most inclusive HR team might find it hard to track what’s been agreed and when.
That’s not laziness—it’s executive function.
Mosaic reduces cognitive load at every step:
- Structured, guided questions instead of blank boxes.
- Friendly nudges and reminders (for managers and employees).
- Clear, actionable outputs that don’t require interpretation.
When the process supports working memory, mental clarity, and emotional safety, everyone wins.
2. Lack of Psychological Safety
Without clear guidance or secure handling, employees often worry:
- “Where does this info go?”
- “Who will see it?”
- “Will this be used for me or against me?”
Mosaic is designed with privacy, consent, and dignity baked in—so people feel safe sharing what they actually need.
3. No Workflow = No Follow-Through
Even with the best intentions, custom systems often get stuck:
- Managers forget to check back.
- Adjustments aren’t documented.
- HR has no visibility.
Mosaic includes built-in workflows, reminders, and dashboards—so nothing slips through the cracks.
4. Hard to Scale or Track
Spreadsheets get messy fast. Emails vanish. And good luck trying to spot patterns or report on impact across teams.
Mosaic gives HR and EDI teams secure, aggregate insights—without compromising individual privacy.
5. Reinventing the Wheel Wastes Time
You could build your own system. But you’d need:
- UX design for accessibility and clarity.
- Secure data infrastructure.
- Consent and sharing logic.
- Manager guidance and nudges.
- Reporting tools.
- Maintenance, support, and updates.
Mosaic does all that—so you can focus on what really matters: making inclusion real.
TL;DR
A Workplace Passport is:
- A personalised summary of what someone needs to thrive at work.
- A bridge between reflection and action.
- A small document with a big impact—for productivity, trust, and inclusion.
Mosaic helps you create, share, and action Passports with ease—so every brain gets what it needs to do brilliant work.
Ready to Give It a Go?
Whether you're an employee wanting to feel heard, a manager juggling support needs, or an HR leader ready to scale inclusion—Mosaic is here to help.
Visit Mosaic to find out more, or book a quick demo to see how it works.