--- title: Staff records for care providers canonical_url: https://hrhive.co.uk/solutions/care/ content_type: solution summary: HRHive helps a care provider keep each member of staff's checks, references, certificates and registrations together, shows who is missing something, and keeps sensitive documents such as DBS certificates away from people who do not need them. It holds staff records. It is not a care records system. audiences: - employer jurisdiction: uk status: published last_updated: 2026-10-05 --- # A complete file for every member of staff, seen only by the people who should see it. > HRHive helps a care provider keep each member of staff's checks, references, certificates and registrations together, shows who is missing something, and keeps sensitive documents such as DBS certificates away from people who do not need them. It holds staff records. It is not a care records system. ## What a new starter's file has to hold A new carer starts on Monday. Their DBS certificate arrived on paper, their reference is in somebody's email, their right to work check is a photocopy in a folder and their certificates are in a plastic wallet. Everything is there. But ask whether the file is complete, and it takes an hour to answer. HRHive keeps the file in one place and shows what is missing. It also keeps the sensitive parts away from people who do not need to see them. ## What HRHive does for a care provider - **Holds the documents.** DBS certificates, references, qualifications, professional registrations, driving licences and the contract, each against the person, with versions and dates. - **Shows what is missing.** Choose the documents every employee should have, and see who has gaps. - **Reminds before dates come round.** Review dates for DBS certificates, expiry dates for registrations and licences. - **Records the right to work check properly.** HRHive guides each step and keeps the evidence in a dated, locked record. Someone you have authorised makes the check. HRHive does not. - **Controls who sees what.** DBS certificates, sick notes, bank details and salary are each shown only to the roles that need them. - **Prints a personnel file,** with a document index and a missing document checklist to go with it, ready when someone asks. **Records for a new member of care staff** - [x] Right to work check made - [x] DBS certificate recorded — Review date set - [ ] Reference — Not yet uploaded - [x] Qualification certificate - [ ] Driving licence — If they drive for work - [x] Contract signed and policies acknowledged Anyone missing a required document appears in the Missing documents report. ## DBS certificates and references A DBS certificate is held as a document with an issue date and a review date. It does not expire in the way a passport does, so HRHive asks you to pick the date you want to look at it again, and reminds HR when it arrives. A reference is a document too: upload it against the person, and by default only HR can see it. HRHive does not apply for DBS checks, check a certificate with the DBS or tell you what a certificate means. It holds what you receive and keeps it where it should be. ## A complete file for everyone Open **Settings** and choose the documents every employee should have. The list offers a DBS certificate and a reference as well as the contract and right to work evidence. The **Missing documents** report then shows who has gaps, each person's record lists what is missing for them, and you can print a missing document checklist. The list applies to everyone in the organisation, so it suits a provider where everyone needs the same things. HRHive shows the gap. It does not stop anyone starting. ## Who sees what Sensitive documents are shown only to the roles that need them. DBS certificates and driving licences sit in the compliance group, so owners, admins, HR and compliance users can open them and auditors can read them. A manager cannot open them, and neither can payroll. A manager sees the people who report to them, and not their pay, bank, National Insurance or medical details. Sickness is recorded as leave, with a medical-restricted sick note and a return-to-work form. HRHive does not calculate sick pay. A case about a concern has four confidentiality levels, down to named people only. ## Registrations, licences and certificates A professional registration, a driving licence for staff who drive for work and a training certificate each carry their own dates. Reminders go out 90, 60, 30, 14 and 7 days before an expiry and on the day, with escalation. By default they go to HR and to the person, and HRHive can ask the person for the replacement with a link. Each person chooses immediate, daily or weekly emails. ## Training records HRHive gives people short training as a video or PDF, with an optional quiz, an acknowledgement and a renewal date, and keeps a completion record for each person. Keep each training certificate as a document with an expiry date too, and use the [training acknowledgement template](https://hrhive.co.uk/templates/training-acknowledgement/) where you need a signature on paper. See [training](https://hrhive.co.uk/product/training/). ## What HRHive does not do - It is not a care records system. It holds no care plans, medication records or clinical records, and it has no rotas. - It has no features specific to the Care Quality Commission or any other inspector. - It does not apply for DBS checks or check a certificate with the DBS. - It does not contact the Home Office for you. You make the right to work check and record it. - It is not payroll. ## How to start 1. **Choose the documents every employee should have** in settings, including a DBS certificate and a reference. 2. **Add your people.** A name and an email address is enough to begin. 3. **Send each starter a link.** They give their details, upload documents, sign and acknowledge policies, and you see their progress. 4. **Upload what you hold,** with issue, review and expiry dates. Import an existing HR folder if that is quicker. 5. **Look at Home and the Missing documents report** to see what is still to do. ## Frequently asked questions ### Does HRHive carry out DBS checks? No. HRHive does not apply for DBS checks or check a certificate with the DBS. It holds the certificate you receive, with an issue date and a review date, and keeps it visible only to the roles that need it. ### We sponsor workers from overseas. Does HRHive help? HRHive can hold a worker's visa and certificate of sponsorship and your sponsor licence as documents with expiry dates, and remind you before they run out. If you tick that you hold a sponsor licence, it also shows reporting deadlines. It does not report to the Home Office for you. ### Do my staff need an account to complete their records? No. A link in an email is enough to give their details, upload documents, sign their contract and acknowledge policies. They can activate the employee portal afterwards and sign in with a secure email link, an emailed code or a passkey. There is no password. ## About this page - Last updated: 5 October 2026 ## Related **In HRHive** - [Documents, versions and expiry dates](https://hrhive.co.uk/product/documents/) - [Employee records and personnel files](https://hrhive.co.uk/product/employee-records/) - [Reminders and expiry dates](https://hrhive.co.uk/product/reminders/) - [Policies and acknowledgements](https://hrhive.co.uk/product/policies/) - [Onboarding new starters with one link](https://hrhive.co.uk/product/onboarding/) - [Incidents and cases](https://hrhive.co.uk/product/incidents/) - [Sickness and absence records](https://hrhive.co.uk/product/sickness-absence/) - [Right to work checks and records](https://hrhive.co.uk/product/right-to-work/) - [Training](https://hrhive.co.uk/product/training/) - [Compliance overview](https://hrhive.co.uk/product/compliance/) **Templates** - [Training acknowledgement form template](https://hrhive.co.uk/templates/training-acknowledgement/) Canonical URL: https://hrhive.co.uk/solutions/care/ Start with HRHive: https://app.hrhive.co.uk/sign-in?next=%2Fnew%3Fhh_funnel%3Dcare%26hh_route%3Dcare%26hh_goal%3Dfirst_person_added%26hh_page%3Dsolutions%252Fcare