Product
Every document filed against the right person, with the dates that matter
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.
What problem does this solve?
Documents gather wherever they were last sent. A passport copy lives in an email, the signed contract is on somebody's desktop, and the insurance certificate expired last month without anyone noticing. When an employee replaces a document, nobody is sure which copy is current. When someone asks to see a file, you have to go and find it.
What HRHive does
- Files each document against a person or the organisation. There are 37 built-in document types, 25 for people and 12 for the company, and you can add your own.
- Keeps every version. A new version joins the history and the earlier ones stay available.
- Tracks issue, expiry and review dates for the documents that have them, such as driving licences, professional memberships, insurance certificates and sponsor licences, and feeds those dates to reminders.
- Asks employees for documents and checks what comes back. A request goes by email with a secure link, and whatever the employee uploads waits in a review queue until you approve it.
- Lets you choose who can read each document: HR only, HR and the employee, or HR, the employee and their manager. Sensitive types, such as sick notes, bank detail forms and identity and right to work documents, are restricted to the roles that need them.
- Keeps company documents beside people's: insurance, a sponsor licence, a lease, a fire risk assessment. Each has its own dates and reminders.
- Locks signed documents. A document signed in HRHive cannot be replaced, renamed or deleted, and a change needs a variation.
- Delivers files through signed links that expire, and records downloads in the audit log.
How it works
- Upload against a person or the organisation. Choose the type, add the dates that type needs and say who can see it. Files can be up to 25 MB.
- Or ask for it. Request a document from an employee. They get an email with a secure link and upload it themselves.
- Check what comes in. An employee's upload waits for review. Approve it after checking its expiry date, or return it with a note saying what to fix.
- Replace, do not overwrite. Upload a new version and the earlier one stays in the history.
- Let the dates do the work. Expiry and review dates feed reminders. By default HRHive also asks the employee for a replacement 60 days before an expiry, or 90 days for visas and passports.
- Archive or delete. Archiving stops a document counting towards compliance and reminders but keeps it on file. Deleting needs a reason, which is recorded, and a signed document cannot be deleted.
What you see
The Documents page has four views: Employee documents, Company documents, Awaiting review and Expiring. Search by title or employee, narrow by section and, for expiring documents, choose those already expired or the next 30, 60 or 90 days. On a person's record, the Documents tab groups their files by section.
The record it creates
Each document records its type, its dates, who can see it and where it came from. Every version is kept with its file name, size and upload date, and each stored file carries a SHA-256 fingerprint. HRHive records uploads, replacements, review decisions, archiving and deletion, including the reason for a deletion, and it records downloads too.
When you need to show what you hold, print a document index for a person, a checklist of the documents each person is still missing, or a personnel file with copies of the documents grouped by section.
Who can do what
Who can read a document depends on the person it belongs to, its type and its visibility setting.
What happens next
Expiry dates drive reminders at 90, 60, 30, 14 and 7 days before and on the day, with escalation if nothing is done, and each person chooses whether to get emails immediately, daily or weekly. Documents that are about to expire or have expired appear on Home and in the Expiring view. The Missing documents, Expiring documents, Expired documents and Company document expiry reports list the gaps and can be exported. You choose which documents every employee should have in Settings, and HRHive starts with an employment contract and right to work evidence. Signed documents come from Contracts and signing.