Product
Subcontractors and workers, recorded for what they are
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.
Add your first supplier or subcontractor.
What problem does this solve?
The people who work for you are not all employed the same way. A bricklayer on a casual contract, a self-employed electrician, someone an agency sends and a plant operator whose card runs out next month all need different records. When they are filed the same way, or not filed at all, simple questions get slow answers. How does this person work for us? What did we decide about their status, and why? Is their card still valid?
What HRHive does
- Records how each person works for you: employee, worker, individual subcontractor, agency worker, other contractor or service arrangement, or through your matching service. That choice decides what HRHive expects to hold for them.
- Helps you decide when it is not clear. A few plain questions about the arrangement suggest an answer, and HRHive keeps your answers. What matters is how the work is done in practice, not what it is called.
- Records employment-status and off-payroll (IR35) assessments, with your reasons and a date to review them. For off-payroll it also holds the small-company test and the 45-day clock for answering a disagreement with a status determination. HRHive records the assessment you make. It does not decide anyone's status.
- Tracks agency workers: the 12-week qualifying period, any breaks, and the checks you make on an umbrella company.
- Records competence cards (CSCS, CPCS, NPORS, ECS, JIB and CISRS) for your own people and for your suppliers' workers, with expiry dates and a copy. HRHive flags a card 30 days before it expires.
- Keeps who worked where: the site or project, the dates and the manager responsible.
How it works
- Say how they work for you. Choose the nearest description. If you are not sure, answer a few questions and HRHive suggests one. Add the date the arrangement was made.
- Right to work follows from that choice. Whether a check is needed is decided in right to work, from the capacity you chose and the date. Nothing on this page changes it.
- Assess status where it is not clear. For anyone who is not plainly an employee, answer seven questions about the work. Must they do it personally? Can they send a substitute you must accept? Do you control how, when and where it is done? Must you offer work and must they accept it? Are they part of your organisation? Do they run their own business? Do they risk their own money? Then record the outcome (employee, worker or self-employed), your reasons and a date to review it.
- Add what goes with the arrangement. For an agency worker, the agency, role, start date and umbrella checks. For a skills card, the scheme, number, expiry date and a copy. For someone who works through their own limited company, the off-payroll determination and, where it applies, the status determination statement.
- Let HRHive keep watch. It tells you when a review is due, when an agency worker reaches week 12, when a disagreement needs an answer and when a card is about to expire.
What you see
Each person has an Engagement tab with their employment status, off-payroll assessment, agency assignments, competence cards and worker protections. Under Compliance, Engagement and status lists them for the whole organisation.
The record it creates
Each assessment, agency assignment and card stays on the person's record with who made it and when. When you assess someone again, the earlier assessment stays as history. The Workforce Register shows everyone you engage directly, with the capacity you chose, and lists supplier workers separately.
Who can do what
Status assessments are sensitive, so they are limited to people who can see everyone's employment records. Managers and employees cannot see them.
What happens next
Dates from this page feed your reminders and the compliance overview. If a business sends you its own workers, record the business and its workers in supply chain.