Product
Know what is on file, what is missing and what is due.
HRHive keeps the records for everyone who works with you: their details, contracts, right to work checks, leave, policies and documents. It compares what should exist with what does, tells the right person what is missing or due, and keeps the evidence ready for when someone asks.
How it works
The same six questions, answered for every person
HRHive asks them for you, and answers them in plain words.
What should exist
For each person, HRHive works from rules and from what you tell it your organisation expects: a contract or written statement, right to work evidence, policies acknowledged, and the documents you ask every employee to have.
What exists
Everything you have actually recorded: documents, checks, signatures, leave and acknowledgements, each with a date and the person who added it.
What is missing
The difference between the two, in plain words and ranked by importance. "Sarah Morgan: contract awaiting signature." The compliance overview shows it all in one place, and what is complete stays out of your way.
What is due
Dates that are coming: an expiry, a follow-up, a probation review, a policy review, a leaving date. HRHive tells the right person before each one arrives. See Reminders.
Who needs to act
Every item names a person and offers the next step: request the document, send a reminder, ask for a signature, assign the check to someone you have authorised.
Evidence it was done
When something is done, HRHive keeps the record: dated, attributed, and locked where it should be. Print it when someone asks. See Evidence packs.
In the product
Everything HRHive keeps in order
Each part is useful on its own and better together. Training is planned, and its page says exactly what exists.
Right to work and suppliers
Compliance overview
HRHive compares what each person and supplier should have on record with what is there, and ranks the gaps across five areas. It works from rules and your records, not guesses, and what is up to date stays out of your way.
Read more →Evidence packs
HRHive turns the records you already keep into formal, printable packs. They include the personnel file, right to work check records, the Subcontractor Compliance Pack, the Workforce Register, the Compliance Summary, the Incident History, and ZIP packs for an employee, a sponsor audit or a Home Office request.
Read more →Reminders
HRHive watches the dates that matter, such as document expiries, right to work follow-ups and supplier insurance, and reminds the right people before they arrive. Each reminder goes out once, on a schedule you can change, and each person chooses how they hear.
Read more →Right to work
HRHive guides each right to work check, keeps the evidence together in a locked, dated record, and reminds you before a follow-up is due. It records the check. It does not make the check for you.
Read more →Subcontractors
HRHive records how each person works for you, whether they are an employee, worker, individual subcontractor or agency worker. Status assessments, agency details and skills cards sit beside the person. HRHive does not handle CIS.
Read more →Supply chain
HRHive records each supplier by arrangement and tier. It asks for the signed right to work written statement before work starts, holds back substitutes and workers until they are verified, and tracks assurances, audits and insurance expiry. It keeps a chain register and an identity sign-in log. It does not rebuild what you held on a past date.
Read more →People and records
Contracts and signing
HRHive fills a contract from the employee record, sends it for simple electronic signature and files a sealed, locked PDF with an audit certificate. Written statements are built from plain questions, and the date a statement was given is recorded separately from any signature.
Read more →Documents
HRHive files each document against a person or the organisation, keeps every version and tracks expiry and review dates. Employee uploads wait for you to check them, and every document has its own setting for who can read it.
Read more →Employee records
Every person has one record: their details, address history, emergency contacts, employment history, documents and a timeline of what changed and who changed it. You can see what is missing, and sensitive fields stay with the roles that need them.
Read more →Employee self-service
Employees sign in to their own portal to request holiday, read and acknowledge policies, see the documents shared with them, update their details, send their right to work share code and raise a concern. They see only their own information.
Read more →Offboarding
Setting a leaving date creates an offboarding checklist and tells payroll, HR and the person's manager. After the last day the portal closes, and you archive the record, which is kept until its retention date. The checklist has nine fixed items that you cannot edit.
Read more →Onboarding
A new starter gets one email with a secure link. They give their details, emergency contact and bank details, upload documents, complete forms, sign their contract and acknowledge policies, and you see their progress. It is one request, not a full onboarding workflow.
Read more →Day to day
Grievances and cases
HRHive records a grievance, complaint or concern as a case with an owner, a next action and a date. Notes and evidence stay with it, and only the right people can see it. It records the process. It does not give legal advice, run mediation or manage a tribunal claim.
Read more →Leave
Employees request holiday and managers approve or decline it. HRHive counts working days, keeps each person's balance for the holiday year, adds bank holidays and company closures, carries unused days forward, and builds up holiday for irregular hours at 12.07% of the hours worked.
Read more →Incidents and cases
HRHive records incidents, accidents, complaints, grievances, whistleblowing and other matters as cases. There are nine types and four confidentiality levels, with an access list, a timeline of notes and evidence, and an outcome. HRHive does not file RIDDOR reports, and it has no disciplinary letters or hearing workflow.
Read more →Org chart
Record departments, positions and locations, then set each person's manager. HRHive draws the chart from those links and keeps it current as people join, move and leave. You can print it, or print a hierarchy by position.
Read more →Policies
Upload or write a policy, choose who it applies to, and HRHive asks each person to acknowledge receipt, online or on paper. Every version is kept, outstanding acknowledgements show on Home, and the register can be printed.
Read more →Notices
HRHive holds privacy notices for four groups: employees and workers, job applicants, supplier contacts, and supplier workers whose details you receive. You start from a template, publish a version and record who has been given it. HRHive has no general announcements feature.
Read more →Questionnaires and forms
HRHive has a lightweight form builder with 19 field types and 20 built-in forms, from emergency contacts to incident reports. Every form works online and as a printable A4 form, and a completed form is filed on the person's record. It is not a survey tool and it does not score answers.
Read more →Reporting
HRHive has sixteen reports on people, documents, holidays, policies, onboarding, cases, compliance and payroll changes. Search, filter and sort them, then print them or export to Excel, CSV or PDF. Each person sees only what their role allows.
Read more →Sickness and absence
Managers and HR record sickness as leave that needs no approval and does not use the holiday allowance. Sick notes are filed as medical-restricted documents, and a Return to Work form is built in. HRHive does not calculate sick pay.
Read more →Training
Training is not available in HRHive yet. We are planning short training that ends in a record. It is not a full learning management system. This page describes the design and links to guidance that exists today.
Read more →Boundaries
What HRHive deliberately does not do
HRHive is for people records and the evidence behind them. These are the things it leaves alone, so you know what to expect.
Payroll
HRHive does not run payroll or work out pay. Your payroll provider does that. HRHive keeps the people records payroll relies on, and tells payroll when something changes.
Timesheets and clocking in
HRHive has no timesheets and no clocking in. It records who works for you, where and when, not the hours they put in each day.
Shift scheduling
HRHive does not build rotas or schedule shifts. The holiday calendar shows who is away, not who is working which shift.
Productivity or monitoring
HRHive does not track productivity, activity or screen time. It keeps the records an employer needs to hold, not measures of how people work.
Recruitment and applicant tracking
HRHive does not advertise jobs or manage applicants. It starts once someone has accepted: add them, send one onboarding link and the record begins.
Questions
Questions people ask before they start
Is HRHive payroll software?
Do I need a demo or a setup call?
Can my accountant use it?
Does it check right to work with the Home Office for me?
What does it cost?
What is not available yet?
See what is missing before someone asks.
Add your first person with a name and an email address. HRHive shows you what is on file and what is not.
No implementation project. No sales call required.