Product
Employees look after their own details, holiday and documents
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.
What problem does this solve?
Most small HR questions are about the employee's own information. How much holiday do I have left? Where is my contract? Can you change my address? Which policy was I given? Each is quick to answer and slow to look up, and the answers travel by email, text message and conversation in the corridor. A new bank account sent by text message is hard to check.
What HRHive does
- Gives each employee their own portal, by invitation from HR. They sign in with a one-time link, an emailed code or a passkey, so there is no password to remember or lose.
- Shows a home page with their holiday balance, upcoming leave and anything they still need to do, including their own right to work status and a place to send a share code.
- Lets them request holiday, cancel a request and see their balance.
- Shows their documents, including their signed contract and anything else you have marked visible to them, and lets them upload one. What they upload waits for HR to check.
- Lists the policies that apply to them to read and acknowledge.
- Lets them update their own preferred name, contact details, address, emergency contact and bank details. A new bank account waits for payroll to confirm it before the next pay date.
- Gives them a way to raise a concern: an incident, accident, complaint, grievance or whistleblowing concern, with updates they can follow.
- Lets them ask about their data: read the privacy notice, ask for a copy of what you hold, or ask for something to be corrected, deleted or restricted, and raise a complaint.
- Works without an account for one-off tasks. Onboarding, a document request or a contract to sign can all be completed through an emailed link.
How it works
- Give them access. On the person's record, choose Give employee portal access. They need an email address on their record. They are sent a secure link and sign in without a password.
- They use it when they need to. They request holiday, update their details, read policies, upload documents or raise a concern.
- HRHive tells the right person. HR is told when an employee updates their details, and HR and payroll when they change their address. Payroll is asked to confirm new bank details, managers are asked to approve holiday, and uploads wait for review.
- When someone leaves, the portal closes. After their last day their employee login is disabled and any links they were sent stop working.
What you see
The portal has six pages: Home, Holidays, Documents, Policies, My Details and Cases. On a phone, the main five sit in a bar along the bottom of the screen. People who also have an HR role see a link back to HR. On Home, the employee sees their holiday balance and what is waiting for them, with a due date on each item. When there is nothing to do, it says they are up to date.
The record it creates
Whatever an employee changes lands on their record with the date, and the timeline shows that they made the change. A change of address keeps the previous address in the history. Bank details are stored encrypted, with earlier details kept, and a new account is marked as waiting for payroll to confirm it. Holiday requests, uploaded documents and policy acknowledgements are recorded in the same way, and nothing an employee does in the portal erases the history of the record.
The example shows the employee record that these changes build up.
Who can do what
Employees see only their own information. Everyone else works from the HR side, with the role you have given them.
What happens next
An employee's changes reach the right people. HR sees them on Home and on the timeline, payroll gets a prompt to confirm new bank details before the next pay run, managers see holiday requests waiting for them, and uploads appear in the review queue. Employees' policy acknowledgements and holiday balances feed the same records HR works from, so there is one set of facts. See Leave and Policies for how those parts work, and Onboarding for the link a new starter receives first.