---
title: Supply chain and site records for facilities management
canonical_url: https://hrhive.co.uk/solutions/facilities-management/
content_type: solution
summary: HRHive helps a facilities management business record every supplier in its chain by arrangement and tier, hold the signed statements, assurances and audits for each, and show who worked on which client site. When a client asks about the chain, you print the answer.
audiences:
  - employer
jurisdiction: uk
status: published
last_updated: 2026-10-05
---

# Your suppliers' people work on your clients' sites. Keep one record of who, where and on what terms.

> HRHive helps a facilities management business record every supplier in its chain by arrangement and tier, hold the signed statements, assurances and audits for each, and show who worked on which client site. When a client asks about the chain, you print the answer.

## When a client asks about the chain

Your client's procurement team writes with a short question. How many levels of subcontractor sit between you and the
people on our site, and who signed what? For one contract the answer is three businesses. For dozens of contracts it is a
spreadsheet nobody quite trusts.

HRHive keeps the chain as records, not as a spreadsheet: each supplier, the business it contracts through, the paper you
hold on it and the people it sends. When someone asks, you print the answer.

## Which suppliers are in your chain

HRHive offers four arrangements. Three of them are likely to apply to a facilities management business.

| How you work with the supplier                            | A facilities example                                        | What HRHive does                                                                                                        |
| --------------------------------------------------------- | ----------------------------------------------------------- | ----------------------------------------------------------------------------------------------------------------------- |
| We subcontract work we are contracted to deliver          | A mechanical and electrical contractor on a client contract | Extended liability applies. HRHive tracks the signed written statement, substitution, assurances, audits and insurance. |
| We buy a service for our own use                          | Cleaning for your own head office                           | The supplier is recorded and sits outside the chain.                                                                    |
| An agency supplying temporary workers into our operations | Cover for a vacancy at a client's reception                 | The agency is recorded, with its confirmation that it checked the worker.                                               |

The fourth is for service providers on an online matching service. HRHive also keeps the date each contract was entered
into, because the extended liability rules look at it. How they work is explained in
extended liability in supply chains.

## What HRHive keeps for each supplier

**Sparks & Wire Electrical** — Electrical contractor, tier 1 [Active, Statement not signed]

- Arrangement: We subcontract work we are contracted to deliver
- Contract entered into: 2 October 2026
- Work starts: 12 October 2026, in 7 days
- Written statement: Sent for signature
- Substitution: Not allowed
- Assurances and audits: Every 90 days and every 365 days

Timeline:
- 2 Oct 2026: Supplier added and arrangement recorded
- 2 Oct 2026: Right to Work Written Statement sent for online signature

- **The arrangement, the tier and the business above it.** A subcontractor's subcontractor is recorded at tier 2, under
  the business that engaged it.
- **The right to work written statement.** Sent to the supplier's signatory for online signing, or uploaded as a signed
  copy. HRHive will not record a supplier's workers on a site until a statement that is needed is in place. What the
  statement must say is in
  written statements for suppliers.
- **Substitution.** You record whether the supplier's workers may send a substitute. If they may, each substitute is
  registered and cannot be recorded on a site until their right to work check is confirmed. See
  substitution in supply chains.
- **Assurances.** The supplier signs an assurance online, naming the workers it covers and the period.
- **Audits.** The date, scope, sample, outcome, findings and actions, with a due date and a completion date for each
  action.
- **Insurance.** Employers' liability, public liability and professional indemnity certificates with expiry dates, and an
  **Insurance expiring** list for the next 30, 60 or 90 days.
- **Variations.** If an older contract is varied or renewed, you record it and HRHive flags it for a legal check on
  whether it is now a new arrangement.

## The chain register

The register lists every business in your chain, at every tier, with its official name, company type, registered address
or principal place of business, and company number. Export it as a PDF or a CSV. For a Home Office request there is a ZIP
pack that brings the register and each supplier's pack together.

## On your client's premises

The people your suppliers send are working on a site you do not control. HRHive's identity sign-in log is how a
supervisor confirms that the person at the gate is the person whose right to work was checked. The supervisor compares
photo ID or a site pass with the person and records the result. HRHive records when, where and how, and who confirmed it.

Sign-in is due at least once in any 24 hours of activity, and anyone overdue shows on Home. A mismatch alerts the owner
and admins straight away. Managers can record sign-ins. They cannot see the right to work evidence behind them. HRHive is
not timekeeping software, and no hours are recorded.

## What HRHive does not do

- It does not carry out audits or assurances. It records the ones you carry out and the ones suppliers sign.
- It does not check a supplier with the Home Office, Companies House or an identity provider for you.
- It is not payroll, timesheets or a rota.
- It does not decide whether extended liability applies to a contract. You record the arrangement and the dates, and the
  law pages explain the rules.

## How to start

1. **Add each supplier** with its arrangement, tier, contract date, start date and who signs for it.
2. **Send the written statement** for signing, or upload a signed copy.
3. **Record whether substitutes are allowed,** then add the workers each supplier sends.
4. **Add insurance certificates** with their expiry dates.
5. **Set how often assurances and audits are due,** and record each one as it happens.
6. **Record who is where,** adding each person to the client site or project they are working on.

## Frequently asked questions

### Do I have to treat every supplier the same way?

No. You choose an arrangement for each supplier and HRHive asks for different records depending on the choice. If you are unsure which applies, the law pages explain the difference, and the free subcontractor compliance checklist helps you decide what to hold.

### How often should I audit a supplier?

You set it for each supplier. HRHive starts each one at an assurance every 90 days and an audit every 365 days, lets you change both, and tells you when one is overdue. It records the audit you carry out, with the scope, sample, findings and actions. It does not carry it out for you.

### Do agency workers count as part of my chain?

An agency supplying temporary workers into your own operations is recorded as its own arrangement, and HRHive records the agency's confirmation that it has checked their right to work. It does not repeat the check. The agency workers law page has the background.

## About this page

- Last updated: 5 October 2026

## Related

**In HRHive**

- [Suppliers and your supply chain](https://hrhive.co.uk/product/supply-chain/)
- [Subcontractors and workers](https://hrhive.co.uk/product/subcontractors/)
- [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/)
- [Organisation chart](https://hrhive.co.uk/product/org-chart/)

Canonical URL: https://hrhive.co.uk/solutions/facilities-management/
Start with HRHive: https://app.hrhive.co.uk/sign-in?next=%2Fnew%3Fhh_funnel%3Dfacilities_management%26hh_route%3Dfacilities_management%26hh_goal%3Dfirst_person_or_subcontractor_added%26hh_page%3Dsolutions%252Ffacilities-management