Advisers
Know about workforce changes before payroll day.
When a client sets a leaving date, or an employee changes their bank details or address, HRHive tells the payroll role in that client's organisation. Today you are invited into each client and work in one at a time. HRHive is not payroll software and does not send data to yours yet.
Available in partSome of this exists today. The rest is in development.
Create your account, then ask each client to invite you with the payroll role.
What you can do now
Each client has its own organisation in HRHive. You are invited into it with the payroll role, and one login covers every client. Everything in this section works today. HRHive is not payroll software: pay is still worked out and paid in yours.
- Your client invites you with the payroll role. Their owner or an administrator invites you by email.
- You sign in. With a one-time link, an emailed code or a passkey. There are no passwords.
- You switch between clients. The organisation switcher at the top of the menu shows the client you are in and lists the others you belong to, with your role in each.
- You work in one client at a time. Home shows what needs attention in that client, such as bank detail changes to confirm before payroll. Nothing from another client appears there.
The payroll role shows people's details and employment records, leave, bank details, salary and National Insurance numbers, and it lets you run and export reports. Medical information is not shown to it. Each client's data is kept apart from every other organisation's, and important activity is recorded in an audit log that shows who acted and what changed.
What reaches you before payroll day
When something changes in a client's organisation, the people with the payroll role in it are told. Each person chooses whether notices reach them straight away, in a daily summary or in a weekly digest.
| When this happens | What reaches payroll |
|---|---|
| A leaving date is set | A notice saying who is leaving and on what date, with a prompt to review final pay, outstanding holiday and the offboarding checklist. HR and the manager are told too. |
| An employee changes their own bank details | An urgent notice to confirm the new details with the employee before the next pay run, and a line on Home such as "1 bank detail change needs confirming before payroll". Someone other than the employee confirms the change. |
| An employee changes their own address | A notice, sent to payroll and HR. |
| A starter is added | Use the starters and leavers report. It lists everyone who starts or leaves in a period you choose. |
Leaving dates and address changes reach you as notifications. Bank detail changes arrive as notifications too, and they also appear on Home, alongside pay that looks low. This is a client's Home screen with the payroll role.
Starters, leavers and reports
- Starters. A new starter gives their details, emergency contact, bank details and P45 or starter information through one emailed link, so the details payroll needs arrive in their record.
- Leavers. Setting a leaving date creates an offboarding checklist and tells payroll, HR and the manager. The checklist includes informing payroll and reviewing outstanding holiday.
- Starters and leavers report. Lists everyone who starts or leaves in a period you choose, with the details payroll needs. A second report lists bank detail changes still waiting to be confirmed. Sixteen reports export to CSV, Excel and PDF.
- Employee details. One record per person, with employment history and a timeline. Date of birth, National Insurance number and bank details are encrypted individually, with a separate key for each organisation. Bank details are shown to payroll, owners and administrators, not to HR.
- Holiday and sickness. Holiday requests, approvals, balances and carry-forward are recorded, and sickness absence is recorded as leave. HRHive records them. It does not calculate sick pay or run payroll, so pay stays in your payroll software.
- Pay that looks low. HRHive flags pay entered on a person's record that appears to fall below the national minimum wage for their age band. It checks the salary held in HRHive. It does not run payroll.
- Contract records. Contracts and written statements are built and signed in HRHive, and the signed copy sits with the person's record. What you see of it depends on your role.
- Workforce documents. Documents are held against each person, and a starter uploads their P45 to their record. Documents can carry issue, expiry and review dates, and those dates feed reminders.
- Subcontractors. Each person is recorded as an employee, worker, individual subcontractor, agency worker or other contractor, so you can see how each person works for the client.
- Compliance actions. The compliance overview covers right to work, supply chain, contracts and data protection, so it is for roles that can see those. As payroll you see what needs attention for payroll on Home instead.
Right to work: what a bureau can and cannot do
Right to work checks by third parties explains the rule in plain English.
Planned: what is in development
- Payroll handoffs, webhooks and a public API. So that starters, leavers and changes can reach your payroll software without being keyed in again. Today you read the notices and reports and enter the changes yourself.
- A portfolio view across your clients. Actions, expiries and urgent items from every client together on one screen. Today you switch into each client to see them.
- Referral and wholesale arrangements. Ways to work with HRHive commercially if you bring clients to it. See the partner programme.
Who this is for
HRHive suits payroll bureaux whose clients are small employers, and who want to hear about starters, leavers and changes from the client's own records instead of chasing them.
It is a good fit if your clients are happy to invite you in with the payroll role.
It is not the right fit yet if you need changes to flow straight into your payroll software, or to see every client's changes on one screen. Both are in development. HRHive does not run payroll, produce payslips or submit anything to HMRC.
What it costs
The adviser account is free. Each client organisation is priced on its own active workforce, not on how many advisers work in it. Adviser pricing has the detail.