--- title: Contractor and certificate records for property maintenance canonical_url: https://hrhive.co.uk/solutions/property-maintenance/ content_type: solution summary: HRHive helps a property maintenance business record every tradesperson and contractor by how they work for you, keep the certificates and insurance that must stay in date, and show who attended which property. It keeps the records beside your job system. It does not replace it. audiences: - employer jurisdiction: uk status: published last_updated: 2026-10-05 --- # Your tradespeople, their certificates and the addresses they worked at, in one record. > HRHive helps a property maintenance business record every tradesperson and contractor by how they work for you, keep the certificates and insurance that must stay in date, and show who attended which property. It keeps the records beside your job system. It does not replace it. ## A week of call-outs A housing client asks which of your people attended a block of flats in March, and whether the electrician held the right paperwork. Your engineer is employed. The roofer is self-employed and sends a relative when busy. The gas contractor is a two-person company. Their certificates are photos on somebody's phone. None of this is unusual. It is how maintenance work is staffed. The records just have to catch up with it, and HRHive is built to do that. ## What HRHive does for a property maintenance business - **Records each person as how they work for you.** Employee, worker, individual subcontractor, agency worker or other contractor, with the answers behind the choice. - **Keeps contractor businesses as suppliers,** with their insurance certificates and expiry dates. - **Holds certificates and licences** as documents with expiry dates, and tells you before they run out. - **Records who attended which property,** by site or project, with dates and the manager responsible. - **Prints evidence** for a client or an adviser: a pack for each supplier and a register of everyone currently engaged. **Ibrahim Khan** — Electrician, individual subcontractor [Active] - Engaged as: Individual subcontractor - Engaged on: 2 October 2026 - Employment status: Self-employed, assessed 2 October 2026 - Right to work: Checked 3 October 2026 by Sarah Morgan - Driving licence: Expires 12 February 2028 - Site: St Anne's Court refurbishment Timeline: - 2 Oct 2026: Engaged as an individual subcontractor - 2 Oct 2026: Employment status assessed: Self-employed - 3 Oct 2026: Right to work check made, record completed and locked ## How each person works for you Before you can say what you hold on someone, you need to say what they are. HRHive asks a few questions about each arrangement and suggests how to record it. The status assessment goes further. It asks whether the person must do the work personally, whether they can send a substitute you must accept, who controls how, when and where the work is done, whether they run their own business and whether they risk their own money. Each answer is noted, and none decides the outcome on its own. The result is a record, with the date and the name of whoever decided. HRHive does not decide anyone's status. The engagement questionnaire asks the first set of questions for free, and employment status and individual subcontractors explains the background. For the right to work side, see workers and individual subcontractors. HRHive records the right to work check. It does not make it. Someone you have authorised makes the check, and HRHive keeps the evidence in a dated record that locks when it is complete. ## Certificates, licences and insurance A tradesperson's qualification, a van driver's licence and a contractor's insurance all carry dates. HRHive holds them as documents with expiry dates, against the person or the contractor business. - Reminders go out 90, 60, 30, 14 and 7 days before an expiry and on the day, with escalation. Each person chooses immediate, daily or weekly emails. - For a person's own document, HRHive can ask them for the replacement with a link, so you are not chasing by text message. - The **Expiring documents** report lists every employee and company document ending in the window you choose. - For contractor businesses, an **Insurance expiring** list shows the next 30, 60 or 90 days. HRHive does not check a certificate with the body that issued it, and it does not know which certificates a job needs. ## Who attended which property Record each person or contractor's worker against the property they attended, using the address as the site. Add the dates and the manager responsible. Later, open **Who worked where**, choose the property and the dates and you have the answer, which you can export as a CSV. It is a record of who was where, not time tracking, and it is not a job management system. Keep scheduling, quoting and invoicing in the system you use now. ## When a different person turns up For each contractor business, you record whether it may send substitutes. If it may, every substitute is registered and cannot be recorded on a job until their right to work check is confirmed. The check is never left to the person they are replacing. The rules are in substitution in supply chains. ## What HRHive does not do - It does not schedule jobs, quote or invoice. It keeps the people and paper behind them. - It does not run the Construction Industry Scheme, and it is not payroll, timesheets or clocking in. - It does not contact the Home Office for you, and it does not check a certificate with its issuer. ## How to start 1. **Add the people you engage directly.** Record each as an employee, a worker or an individual subcontractor. 2. **Add your contractor businesses** as suppliers, with the arrangement, dates and who signs for them. 3. **Upload certificates and licences** with their expiry dates, or send people a request link. 4. **Record insurance** for each contractor business. 5. **Record who attended which property,** so you can answer a client's question in minutes. ## Frequently asked questions ### Does HRHive check a contractor's certificates with the body that issued them? No. HRHive holds the certificate you upload as a document with an expiry date and reminds you before it runs out. It does not check a certificate with the body that issued it, and it does not know which certificates a job needs. ### Should I record a sole trader as an individual subcontractor or as a supplier? It depends on how they work for you. HRHive's questions help you decide, the free engagement questionnaire asks the same questions, and the law pages explain the difference. A business that supplies people or services is a supplier. A self-employed individual who personally does the work for you is recorded as a person. ### How do I get a contractor's insurance into HRHive? For a contractor business, add it as a supplier and record its insurance certificates with their expiry dates. For an individual you engage directly, upload their documents to their record, or send them a request link so they upload them themselves. ## 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/) - [Documents, versions and expiry dates](https://hrhive.co.uk/product/documents/) - [Reminders and expiry dates](https://hrhive.co.uk/product/reminders/) - [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/) Canonical URL: https://hrhive.co.uk/solutions/property-maintenance/ Start with HRHive: https://app.hrhive.co.uk/sign-in?next=%2Fnew%3Fhh_funnel%3Dproperty_maintenance%26hh_route%3Dproperty_maintenance%26hh_goal%3Dfirst_person_or_subcontractor_added%26hh_page%3Dsolutions%252Fproperty-maintenance