Solutions
Your people are spread across dozens of sites. Their records should not be.
HRHive keeps one record of everyone a cleaning business engages, including agency cover and staff who transfer with a contract: where they work, what has been checked, when an agency worker is approaching week 12 and whether pay looks right for their age.
What is different here
Your people work at many small sites
A school, two offices and a shop in one week. HRHive records where each person works by site, project and dates, with the manager responsible, so "who was at the school in March?" is a search, not an email chain. A supervisor sees only the people who report to them, and pay, bank and medical details stay with the roles that need them.
Agency cover is part of the rota
Agency workers are recorded as agency workers, with the agency's confirmation that it has checked their right to work. HRHive keeps the start date and any breaks, follows a simplified 12-week count for equal treatment and puts it on Home about two weeks before a worker reaches week 12. Where an umbrella company is involved, the checks you made on it are recorded too.
A contract changes hands and people come with it
When a contract transfers to you under TUPE, record the transfer date for each employee who comes across. HRHive shows a TUPE grace period status, offers a fresh check for them and warns you before the grace period ends. The folder of files and the spreadsheet from the outgoing contractor can be imported, matched to people and reviewed before anything is saved.
Pay sits close to the minimum, so small mistakes matter
HRHive compares the pay on each person's record with the national minimum wage for their age band, using the salary and contracted hours you have entered, and flags anything that looks too low. It is an estimate to check with payroll, not a payroll calculation. For people whose hours vary, holiday builds up from the hours you record.
A week across the sites
Your newest contract is a school. The cleaners who worked there are coming across to you, and the outgoing contractor has sent a folder of files and a spreadsheet. Meanwhile an agency is covering two evening shifts at an office, one of those agency workers has been with you nearly three months, and a weekend cleaner has just turned eighteen.
Each of these has a record you should be able to find, a date that matters and a check someone has to make. HRHive keeps them together, and Home tells you which one needs you today.
What HRHive does for a cleaning business
- Records where everyone works. By site, project and dates, with the manager responsible. It covers employees, individual subcontractors and the people suppliers send you. It is a record of who was where, not time tracking.
- Keeps each manager to their own team. A supervisor sees the people who report to them. Pay, bank, National Insurance and medical details stay with the roles that need them.
- Follows agency cover. The agency, the assignment, the 12-week count and the umbrella checks, in one place.
- Handles a contract that changes hands. The TUPE transfer date, a fresh check and an import of the files you receive.
- Flags pay that looks too low for the person's age band.
- Records keys, fobs and uniforms. The built-in Equipment Issued and Equipment Returned forms record the items, with descriptions and serial numbers, signed by the person.
Agency cover
Agency workers are recorded as agency workers. HRHive keeps the agency, the role, when the assignment started and any breaks, and it records the agency's confirmation that it has checked their right to work. It does not repeat the check. The background is in agency workers.
The 12-week count is a simplified model. Weeks run from the start day, short breaks and leave pause the count, and longer breaks or a change of role restart it. About two weeks before a worker reaches week 12, HRHive puts it on Home so you can give the agency your comparator pay and conditions. When they have qualified, it asks you to confirm equal pay and basic conditions with the agency. If an umbrella company pays the worker, you can record the checks you made on it.
HRHive does not model every case. Several assignments with the same hirer through different agencies are not covered, for example. Treat the count as a prompt to look.
When a contract changes hands
If employees join you under TUPE, record the TUPE transfer date on each one's right to work record. HRHive then shows a TUPE grace period status for them, offers a "fresh check after a TUPE transfer" and puts it on Home when the grace period is about to end. How the grace period works is explained in right to work checks.
The files that come with the contract can be imported. Give HRHive a ZIP of HR folders or a spreadsheet. It matches files to people by folder, file name, ID or email, sorts them into document types and shows you everything to review before anything is saved. An import can be rolled back. It reads expiry dates from file names only, so check them.
Pay and hours
HRHive compares the pay on each person's record with the national minimum wage for their age band: 21 and over, 18 to 20, under 18, and apprentices. It works from the salary and contracted hours you have entered, so it gives an estimate. Allowances and unpaid working time can change the answer, so a flag is a reason to check with payroll, not a verdict. People paid by an agency are not checked, because you do not pay them.
If someone's hours change from week to week, holiday builds up at 12.07 per cent of the hours they work. Record the hours for each pay period and HRHive shows the holiday that has built up, in days. The holiday entitlement calculator works through the same sums.
People who are self-employed
Some cleaners work for themselves. HRHive asks a few questions about each arrangement and suggests how to record the person: as a worker, an individual subcontractor, an agency worker or another contractor. It keeps the answers with the name of whoever decided and the date. The free engagement questionnaire asks the same questions, and employment status and individual subcontractors explains the background. HRHive records your assessment. It does not decide anyone's status.
What HRHive does not do
- It does not schedule shifts or run a rota, and it does not tell you who should cover which site.
- It is not payroll, timesheets or clocking in.
- It does not contact the Home Office or an agency for you. You make the checks and record them.
- The 12-week count is simplified. It is not a complete calculation.
How to start
- Add your sites. Each one is a location, so people can be recorded against it.
- Add the people working for you now. A name and an email address is enough to begin.
- Record your agency workers. Add the agency, the assignment start date and the agency's confirmation.
- Record who is where. Add each person to the site they work at, with dates and a responsible manager.
- Import what you have inherited. If a contract is changing hands, import the files and check what HRHive has matched.