Solutions
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.
What is different here
Some suppliers are in your chain and some are not
You subcontract a mechanical and electrical contract you have promised to a client. You buy cleaning for your own head office. An agency covers a vacancy. HRHive asks you to choose which arrangement each supplier is, because the choice decides what you need to hold. The arrangement you choose decides it, not the label on the contract.
Chains run through several tiers and many sites
Each supplier records the business it contracts through, so a subcontractor's subcontractor appears at tier 2. The chain register lists every party at every tier with its official name, company type, registered address or principal place of business and company number, as a PDF and a CSV.
Contracts are long, and they get varied
HRHive keeps the date each contract was entered into separately from the date work starts. If an older contract is varied or renewed, it is flagged for you to review with your adviser. Statements, assurances and audits have their own dates, and HRHive tells you when the next assurance or audit is overdue.
Your suppliers' people are on someone else's premises
HRHive keeps an identity sign-in log. A supervisor compares a person's photo ID or site pass with the person and records when, where and how. It is due at least once in any 24 hours of activity, and HRHive flags anyone who is overdue. It is evidence that the person working is the person who was checked. It does not record hours.
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
- 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
- Add each supplier with its arrangement, tier, contract date, start date and who signs for it.
- Send the written statement for signing, or upload a signed copy.
- Record whether substitutes are allowed, then add the workers each supplier sends.
- Add insurance certificates with their expiry dates.
- Set how often assurances and audits are due, and record each one as it happens.
- Record who is where, adding each person to the client site or project they are working on.