--- title: Subcontractor and site records for construction canonical_url: https://hrhive.co.uk/solutions/construction/ content_type: solution summary: "HRHive keeps your employees, workers, individual subcontractors and the businesses you subcontract to in one place: who worked at which site and when, what each of them has signed and supplied, and what runs out next. When a client, an adviser or the Home Office asks, the evidence is one print away." audiences: - employer jurisdiction: uk status: published last_updated: 2026-10-05 --- # Know who worked for you, where they worked and what records you held. > HRHive keeps your employees, workers, individual subcontractors and the businesses you subcontract to in one place: who worked at which site and when, what each of them has signed and supplied, and what runs out next. When a client, an adviser or the Home Office asks, the evidence is one print away. ## The problem on site On a Friday afternoon a client's contracts manager asks a simple question. Who was on the Maple Road development in September? Which of them were your own people, which came with Brick & Co, and what do you hold on each of them? The answers exist. They are in a site diary, a shared drive, three inboxes and the memory of whoever set the job up. Nothing is wrong. It is just not in one place, and the insurance certificate that ran out in August is only noticed when someone goes looking. HRHive puts people, suppliers, sites and documents in one record and tells you what is missing or running out. You still run the site. HRHive keeps the evidence. ## What HRHive keeps for a construction business - **Everyone, recorded as what they are.** Employees, workers you engage directly, individual subcontractors, agency workers and other contractors, each with their own details, documents and timeline. - **Every business you subcontract to.** Recorded by arrangement and tier, with the business above it, the date the contract was entered into and the date work starts kept separately, and the person who signs for it. - **The paper that goes with each supplier.** The signed right to work written statement, signed assurances, audits and the actions they led to, and insurance certificates with expiry dates. - **Competence cards.** CSCS, CPCS, NPORS, ECS, JIB and CISRS cards, for your own people and for the workers your suppliers send you. - **Sites and projects.** Who worked where, between which dates, under which manager. - **A sign-in record on site.** A supervisor confirms that the person working is the person who was checked. - **Evidence you can print.** One pack per supplier, a register of the whole chain, and a register of everyone currently engaged. ## Who worked where The picture shows Oakridge Building Services Ltd, a main contractor on two sites. Every person and business is recorded by how it works with you. Brick & Co is a subcontractor, and its three operatives sit beneath it. Danny Walsh's right to work check has not been confirmed yet, so HRHive will not record him on a site until it is. Calder Scaffolding's insurance runs out next week. Northern Skip Hire is a service Oakridge buys for its own use, so it is recorded but sits outside the chain. **Who works on Oakridge's sites** - Oakridge Building Services Ltd (Main contractor) - Brick & Co (Subcontractor. Employers' liability certificate missing) - Callum Reid (Verified 3 September) - Ewa Nowak (Verified 3 September) - Danny Walsh (Not yet verified) - Calder Scaffolding Ltd (Subcontractor. Insurance expires next week) - Sparks & Wire Electrical (Subcontractor) - Northern Skip Hire (Service for own use, outside the chain) - Daniel O'Connor (Individual subcontractor, Maple Road development) - Ibrahim Khan (Individual subcontractor, St Anne's Court refurbishment) Each person or supplier worker is recorded against a site, a project or both, with the dates and the manager responsible. Open **Who worked where**, choose the site and the dates, and you get everyone recorded there, with how they were engaged. Export it as a CSV. It is a record of who was where, not time tracking. Where a supplier needs a signed written statement, HRHive will not record its workers on a site until the statement is in place. If work has started and the statement is still missing, it appears on Home as urgent. ## The Subcontractor Pack Each supplier gets one printable pack. It shows the arrangement, the dates, the signed statement, the assurances, the insurance, the supplier's workers and where they have worked. A missing certificate is shown as missing. It is not left out. _Example output (demo data): a Subcontractor Pack: the supplier, its contract and written statement, assurances, insurance, workers and engagement history._ The pack is a record of what you hold now, with a date on each item. A client or an adviser can see at a glance whether a statement was signed before work began and which certificates are still outstanding. > **The rules, in plain English** > > Which suppliers fall under the extended liability rules, what a written statement has to contain and what counts as a > substitute are explained on three law pages: > extended liability in supply chains, > written statements for suppliers and > substitution in supply chains. HRHive keeps the evidence. The law pages > explain the rules. > **What HRHive does not do yet** > > HRHive does not rebuild which documents you held on a past date. Signed and completed records are locked and dated, so > they show what was known on the day, but there is no "as at" view of everything else. ## Right to work for individuals and workers On a site you engage people in different ways, and the right to work check does not apply to all of them in the same way. For each person HRHive asks a short set of questions: do they do the work personally, who engages them, do they run their own business, are they self-employed. It suggests how to record them, whether as an employee, a worker, an individual subcontractor, an agency worker checked by the agency, or another contractor. It keeps the answers, the date and the name of the person who decided. Where no check is needed by you, it records the reason. The free engagement questionnaire asks the same questions, and the rules are set out in right to work for workers and individual subcontractors. HRHive records the check. It does not make it. For people you engage directly, someone you have authorised makes the check, and the owner is authorised by default. HRHive guides each step, stores the evidence in a dated record that locks when it is complete, and reminds you before a follow-up is due. An outside adviser can see status, request documents and chase, but cannot complete the check for you. HRHive also records the employment-status and off-payroll (IR35) assessments you make for an individual, with the reasons and the date. It records your assessment. It does not decide anyone's status. The background is in employment status and individual subcontractors. ## Cards, certificates and insurance that expire Skills cards and insurance certificates are the records that go out of date on site. HRHive treats them as dates to watch, not files to find. - Each card is recorded with its scheme and expiry date, for your own people and for the workers your suppliers send. HRHive reminds you 30 days before a card expires, and a card that has expired shows in what needs attention. - Each supplier's employers' liability, public liability and professional indemnity certificates carry their own expiry dates. A certificate that is about to run out appears in what needs attention. The **Insurance expiring** list shows every supplier whose cover ends in the next 30, 60 or 90 days, or has already ended. - Documents you hold on a person, such as a driving licence or a qualification, follow the document reminders: 90, 60, 30, 14 and 7 days before an expiry and on the day, with escalation. Each person chooses immediate, daily or weekly emails. When a person's own document, such as a driving licence, is close to expiring, HRHive can ask them for the replacement with a link, so you are not chasing by text message. ## Starting someone on site One emailed link lets a new starter give their details, emergency contact, bank details and documents, sign their contract and acknowledge your site policies, with progress shown to you. Five onboarding templates come with every organisation, including one for construction workers: the standard list plus a CSCS card and a driving licence. The right to work check is a separate step, made by someone you have authorised. The link does not replace it, and HRHive flags anyone who has started without one. ## When someone asks for evidence Printable evidence includes the personnel file, right to work check records, the Subcontractor Pack, the chain register, the Workforce Register, the Compliance Summary, the Incident History and signing certificates. For a Home Office request there is a ZIP pack that brings the chain register and each supplier's pack together. Every printable document carries a quiet "Generated by HRHive" line. ## What HRHive does not do - It does not run the Construction Industry Scheme: no verification and no returns. Keep that where it is now. - It is not payroll, timesheets or clocking in. The sign-in on site is evidence that the person working is the person who was checked. It does not record hours. - It does not contact the Home Office or an identity provider for you. ## How to start on a live job 1. **Add your sites.** Offices and sites are added as locations, so people can be recorded against them. A project can be named when you record who is working there. 2. **Add the people.** Everyone currently working with you, each recorded as an employee, a worker or an individual subcontractor. 3. **Add your suppliers.** For each one: the arrangement, the tier, the contract and start dates, and who signs for it. 4. **Send each statement for signing.** HRHive emails the signer, who reads it, signs online and gets a copy. You can upload a signed paper copy instead. 5. **Record insurance and cards.** Add the certificates with their expiry dates, and each card with its scheme. 6. **Record who is where.** Add each person and supplier worker to the site or project they are working on. After that, Home tells you what is missing, what is due and who needs to act. Everything else stays out of your way. ## Frequently asked questions ### Does HRHive check my subcontractors' right to work for me? No. HRHive records checks. It does not make them, and it does not contact the Home Office or an identity provider for you. For people you engage directly, someone you have authorised makes the check and HRHive records it. For a business you subcontract to, HRHive keeps the signed statement, the assurances and the audits you hold. ### Can I use HRHive for the Construction Industry Scheme? No. HRHive does not verify subcontractors or file returns under the Construction Industry Scheme. Keep that in your payroll or accounts software. HRHive keeps the people, supplier and evidence records beside it. ### Do my records show what was known on a given day? Yes. Each record carries its own dates, such as when a statement was signed or a check was made, and signed and completed records are locked, so they show what was known on the day. Produce the Subcontractor Compliance Pack when it matters and keep a copy. ## About this page - Last updated: 5 October 2026 ## Related **In HRHive** - [Subcontractors and workers](https://hrhive.co.uk/product/subcontractors/) - [Suppliers and your supply chain](https://hrhive.co.uk/product/supply-chain/) - [Right to work checks and records](https://hrhive.co.uk/product/right-to-work/) - [Evidence packs and printable records](https://hrhive.co.uk/product/evidence-packs/) - [Reminders and expiry dates](https://hrhive.co.uk/product/reminders/) - [Compliance overview](https://hrhive.co.uk/product/compliance/) - [Onboarding new starters with one link](https://hrhive.co.uk/product/onboarding/) Canonical URL: https://hrhive.co.uk/solutions/construction/ Start with HRHive: https://app.hrhive.co.uk/sign-in?next=%2Fnew%3Fhh_funnel%3Dconstruction%26hh_route%3Dconstruction%26hh_goal%3Dfirst_person_or_subcontractor_added%26hh_page%3Dsolutions%252Fconstruction