Solutions
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.
Tell us whether you employ people, use subcontractors or both.
What is different here
A site holds four kinds of people
Your own employees, labourers you engage directly, individual subcontractors such as a plant operator or an electrician, and the operatives sent by the trade subcontractors you use. HRHive records each person as what they are, because the records, the right to work scope and the follow-ups are different for each.
The chain runs more than one tier deep
A scaffolder you subcontract to, the labour firm below them and a skip hire firm you pay for your own use are three different things. HRHive records every supplier by arrangement and tier, asks you which is which, and prints the whole chain as one register.
Substitutes turn up on site
An operative is off sick and someone else arrives. HRHive asks you to record whether a supplier may send substitutes at all. If it may, each substitute is registered and cannot be recorded on site until their right to work check is confirmed.
Cards and insurance run out mid-project
CSCS, CPCS, NPORS, ECS, JIB and CISRS cards are recorded with their expiry dates, for your own people and for the workers your suppliers send. Each supplier's insurance certificates carry theirs. HRHive reminds you before they run out, and lists every supplier whose insurance ends in the next 30, 60 or 90 days.
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.
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.
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.
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.
- Videos, quizzes and training completion records are planned, not built. Today a training certificate can be held as a document with an expiry date.
How to start on a live job
- 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.
- Add the people. Everyone currently working with you, each recorded as an employee, a worker or an individual subcontractor.
- Add your suppliers. For each one: the arrangement, the tier, the contract and start dates, and who signs for it.
- 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.
- Record insurance and cards. Add the certificates with their expiry dates, and each card with its scheme.
- 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.