Solutions
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 is different here
A DBS certificate has a review date, not an expiry date
HRHive's DBS Certificate document type carries an issue date and a review date. You decide when you want to look at it again, and HRHive reminds HR when the date comes round. The certificate itself is held in the compliance group of sensitive documents.
A complete file means the same things for everyone
In settings you choose the documents every employee should have, for example a DBS certificate and a reference alongside the contract and right to work evidence. Anyone missing one appears in the Missing documents report. HRHive shows the gap. It does not stop anyone starting.
Sensitive records stay with the right people
DBS certificates can be opened by owners, admins, HR and compliance users, and read by auditors. A manager cannot open them, and neither can payroll. Sick notes are restricted in the same way, and a case about a concern can be limited to named people.
Registrations and certificates expire on different dates
Professional registrations, driving licences for staff who drive for work and training certificates each carry their own dates. HRHive reminds HR and the person before they run out and can ask the person for the replacement with a link.
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.
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
Training videos, short quizzes and completion records are planned. They are not built. Until they are, keep each training certificate as a document with an expiry date, and use the training acknowledgement template where you need a signature. The planned training feature is described on its own page.
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.
- Training records are planned, not built. HRHive is not payroll.
How to start
- Choose the documents every employee should have in settings, including a DBS certificate and a reference.
- Add your people. A name and an email address is enough to begin.
- Send each starter a link. They give their details, upload documents, sign and acknowledge policies, and you see their progress.
- Upload what you hold, with issue, review and expiry dates. Import an existing HR folder if that is quicker.
- Look at Home and the Missing documents report to see what is still to do.