For you
You manage people in HRHive. Here is what you can see and do.
A manager in HRHive sees the people who report to them, directly or through others. You can approve their holiday, see the basics of their record and raise concerns. Pay, bank, National Insurance and medical details stay with HR.
What HRHive is, and your part in it
HRHive is software your organisation uses to keep records about the people who work there. HR set it up and decide who sees what. You have been given a manager's access so that you can look after your team: approve their holiday, see the basics of their record and raise anything that needs HR's attention.
Who counts as your team
Your team is everyone who reports to you, directly or through someone else. It comes from the manager recorded on each person's employment details. If someone is missing from your team, or should not be on it, ask HR to check who their manager is.
What you can see
| For your team | You can see | You cannot see |
|---|---|---|
| Their record | Personal details, such as name and contact details, and employment details, such as job title and who they report to. | Bank details, salary and National Insurance numbers. |
| Their documents | Documents HR has shared with managers. | Everything else HR keeps, including medical documents such as sick notes and compliance documents such as DBS certificates. |
| Their holiday | Requests, balances and who is away. The type of leave is shown only where you can read that person's leave. | Anything about people outside your team. |
| Right to work and suppliers | Nothing. | Right to work evidence and the supplier register stay with HR and compliance. |
You can also read the organisation's policies and forms, and run reports about your team.
What needs your attention
Your Home screen lists what needs you. It can include holiday requests waiting for your decision, documents that are about to expire for people on your team, and probation reviews coming up. When someone on your team asks for holiday, you get an email as well, with a link to approve or decline.
What you can do
- Approve or decline holiday. You can add a note when you decide. HRHive checks that the person has enough holiday left before an approval goes through, and emails them your decision. You cannot decide on your own leave.
- See who is away. The calendar shows when people are away. The type of leave is shown only for people whose leave you can read.
- Ask someone on your team for something. Send a request, for example for an updated document or to confirm their details. They get one email with a secure link, and you see how far they have got.
- Raise a concern. You can raise an incident, an accident or another concern. It goes to the person HR has chosen to look after it, and you can see its status and outcome. Some cases are limited to named people, so you may not see more than that.
- Confirm who is on site, if your organisation uses identity sign-in. You record that the person working is the person who was checked. You do not see their right to work evidence.
What you cannot do
You cannot change a person's details, pay, contract or employment record. You cannot approve your own leave. You cannot see people outside your team. If you need any of these, ask HR.
How your own actions are recorded
Important activity is recorded in an audit log that shows who acted, from which device and address, and what changed. A holiday decision, for example, is recorded with your name and the time. That protects you as well as the people whose records you look after.
Looking after what you see
What you can see about your team is there so that you can manage them. Please keep it to that purpose. If you think you can see something you should not, tell HR. They can check that your role is the right one.
Getting help
- Using HRHive, such as signing in or finding a screen: ask HR. There are no passwords. You sign in with a one-time link, an emailed code or a passkey.
- Who your team is, what you can see, or a question about someone's record: HR, or the person who gave you access.
- Your own record, holiday and details: your employee portal. See for employees.
If this is not the right page
There are separate pages for employees, workers and subcontractors.
The facts behind this page
Each of these is something HRHive does today.