--- title: Starters, shifts and holiday records for hospitality canonical_url: https://hrhive.co.uk/solutions/hospitality/ content_type: solution summary: HRHive helps a hospitality business get people started in days, keep proper records for part-timers, students and young workers, work out the holiday that irregular hours build up, and close a leaver's record in one step. audiences: - employer jurisdiction: uk status: published last_updated: 2026-10-05 --- # People come and go fast. Their records should keep up. > HRHive helps a hospitality business get people started in days, keep proper records for part-timers, students and young workers, work out the holiday that irregular hours build up, and close a leaver's record in one step. ## A busy week On Thursday the rota says three people start on Saturday. One is seventeen. One is a student whose permission to work has limits. One worked for you last summer and is coming back for the season. By Saturday each needs the same things: a contract, a right to work check, bank details, an emergency contact and the fire safety policy read, plus a record that it all happened. Meanwhile two people have given notice, and the holiday your part-timers have built up is anyone's guess. None of it is hard. It is a lot of small things for the person who also runs the Saturday service. HRHive keeps the small things in one list and tells you what is left. ## What HRHive does for a hospitality business - **Gets people started quickly.** One emailed link for details, emergency contact, bank details, P45 or starter information, documents, contract and policies. The starter can stop and come back, and you see their progress. - **Records the check, not just the date.** HRHive guides the right to work check step by step and keeps the evidence in a dated record that locks when it is complete. Someone you have authorised makes the check. HRHive does not. - **Works out holiday for irregular hours.** It builds up from the hours you record, so nobody has to guess. - **Flags pay that looks too low for the age band.** A prompt to check with payroll, before it becomes a problem. - **Keeps the policies people have read.** Fire safety, health and safety, dress code and social media are among the policies HRHive suggests. Each person acknowledges receipt online or on paper, and you can print the register. - **Closes a leaver in one step.** One leaving date starts the checklist and tells the people who need to know. ## A starter before their first shift Here is one starter's list. Three things are done. One is waiting for the starter to read the second policy. The last is yours: the right to work check is a separate step, and HRHive records it when you make it. **A new starter before their first shift** - [x] Details and emergency contact - [x] Bank details and P45 or starter information - [x] Contract signed - [ ] Fire safety and health and safety policies acknowledged — 1 of 2 acknowledged - [ ] Right to work check made by someone you have authorised — A separate step. HRHive records it HRHive records the check. It does not perform it. ## Part-time, casual and seasonal staff Each person is recorded as how they work for you: full time, part time, fixed term, casual, zero hours or apprentice, and as an employee or a worker. That choice decides what is asked for and what is followed up. A written statement is built from a few plain questions, and the date it was given is recorded separately from the signature. If a seasonal worker leaves in October and returns in May, their archived record can be restored rather than started again. For people with irregular hours, record the hours worked in each pay period. HRHive adds 12.07 per cent of those hours to what they have built up, shows it in days next to their booked and taken leave, and leaves the pay to payroll. The holiday entitlement calculator works through the same sums, and irregular-hours holiday accrual explains where the rate comes from. ## Young people and students **Pay.** 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, not a payroll calculation, and allowances or unpaid time can change the answer. Treat a flag as a prompt to look. **Right to work for students.** For a student whose permission to work is limited, the right to work record asks for their term and vacation dates and their weekly hours limit, and keeps a copy of the dates from their education provider. The rules are explained in right to work checks. ## Several venues Add each venue as a location. Policies can be sent to everyone at a location, so the kitchen at one site and the bar at another each see what applies to them, and you can print who has acknowledged what. ## When someone leaves A leaving date creates a nine-item checklist. It includes recording the final working date, reviewing outstanding holiday, getting equipment and company property back, and confirming that accounts and access are removed. It tells payroll, HR and the manager, closes the portal after the last day and archives the record with a retention date. The checklist is fixed. You tick it off rather than edit it. ## What HRHive does not do - It does not schedule shifts or run a rota. - It is not payroll, timesheets or clocking in, and it does not calculate holiday pay. - It does not contact the Home Office or an identity provider for you. ## How to start 1. **Add your venues.** Each one is a location. Policies can then be sent to the people at that location. 2. **Add the people working for you now.** A name and an email address is enough to begin. 3. **Switch on irregular hours** for anyone who needs it, and start recording hours for each pay period. 4. **Send the next starter a link.** They give their details, sign and acknowledge, and you see how far they have got. 5. **Send your fire safety and health and safety policies,** then check who has acknowledged them. ## Frequently asked questions ### Does HRHive replace my rota or my payroll? No. HRHive is not payroll, timesheet or rota software, and it does not work out holiday pay. It works out how much holiday has built up, in days, from the hours you record. Pay stays with payroll and shifts stay with your rota. ### Can my staff ask for holiday themselves? Yes. Employees have their own portal to request holiday, see their documents and policies, update their details, raise a concern and send a right to work share code. They sign in with a secure email link, an emailed code or a passkey, so there is no password to forget. ### I take on extra staff for the summer. Does that change what I pay? Plans are based on the people currently working with you. People who have left, and people who have not started yet, do not count towards your plan. See the pricing page for the plan sizes. ## About this page - Last updated: 5 October 2026 ## Related **In HRHive** - [Onboarding new starters with one link](https://hrhive.co.uk/product/onboarding/) - [Offboarding, a tidy finish for every leaver](https://hrhive.co.uk/product/offboarding/) - [Right to work checks and records](https://hrhive.co.uk/product/right-to-work/) - [Holiday and leave](https://hrhive.co.uk/product/leave/) - [Policies and acknowledgements](https://hrhive.co.uk/product/policies/) - [Employee self-service](https://hrhive.co.uk/product/employee-self-service/) - [Contracts, written statements and signing](https://hrhive.co.uk/product/contracts/) Canonical URL: https://hrhive.co.uk/solutions/hospitality/ Start with HRHive: https://app.hrhive.co.uk/sign-in?next=%2Fnew%3Fhh_funnel%3Dhospitality%26hh_route%3Dhospitality%26hh_goal%3Dfirst_person_added%26hh_page%3Dsolutions%252Fhospitality