--- title: Licence and training records for security services canonical_url: https://hrhive.co.uk/solutions/security/ content_type: solution summary: HRHive can hold any licence or certificate as a document with an expiry date, remind the right people before it runs out and ask the person for the replacement. It is a document record. It does not check a licence with any regulator. audiences: - employer jurisdiction: uk status: published last_updated: 2026-10-05 --- # Licences run out one officer at a time. See every end date coming. > HRHive can hold any licence or certificate as a document with an expiry date, remind the right people before it runs out and ask the person for the replacement. It is a document record. It does not check a licence with any regulator. ## Licences run out one officer at a time Dozens of licences and certificates reach their end dates in a year, each for a different person on a different day. The one that matters is the officer who is on a client's site next Tuesday. Today the dates probably live in a spreadsheet one person looks after, and it is only as accurate as the last time someone opened it. HRHive holds each licence as a document with an end date and watches the date for you. ## What HRHive does for a security business - **Holds any licence or certificate** as a document with an expiry date, against the person it belongs to. - **Reminds the right people** before it runs out, asks the person for the replacement and escalates if nothing arrives. - **Lists what is ending.** The Expiring documents report shows every employee and company document ending in the window you choose. - **Records who is placed where,** by client site or project, with dates and the manager responsible. - **Records equipment out and back,** with a signature each way. - **Keeps each person's file complete,** with their contract, policies, emergency contact and right to work check record. **Good morning.** 3 things need attention - **Door supervisor**: Security licence expires in 21 days (replacement requested). _(View)_ - **Mobile patrol officer**: First aid certificate expired 3 days ago. _(Request document)_ - **Control room operator**: Security licence expires in 58 days. _(Request document)_ Everything else is up to date. The picture is the Home screen. In the example, "Security licence" is a document type the business created for itself. ## Licences are documents Open **Settings**, then **Documents**, and add a document type. Name it, choose **Employees**, and tick **Has an expiry date**. Tick **Employees can see their own copy** if the officer should see it in their portal. Then upload each person's licence with the expiry date shown on it, or send them a request link so they upload it themselves. HR checks an upload before it joins the record. > **What HRHive does and does not know about licences** > > HRHive has no feature specific to security licensing or to the Security Industry Authority. It does not check a licence > against any register, does not know which licence a role needs and has no licence number field. Put the number in the > document's title or notes. HRHive holds the document you upload and watches its expiry date. Your own document types are not on the list of documents every employee should have, which offers HRHive's built-in types. So HRHive cannot tell you that someone has no licence on file. It does tell you when a licence you have uploaded is about to expire. ## Reminders that close the loop Reminders go out 90, 60, 30, 14 and 7 days before an expiry and on the day, with escalation. By default they go to HR and to the person. At 60 days HRHive can create a request for the replacement and email the person a link to upload it. You can change the schedule and who is told. Each person chooses immediate, daily or weekly emails. > **What the person receives** > > A request headed "We need an updated security licence", with the message: "Your current security licence expires on 26 > October 2026. Please upload a replacement." The link works without an account. ## Training certificates Training videos, short quizzes and completion records are planned. They are not built, and nothing on this page depends on them. Today a first aid or other training certificate is a document with an expiry date, with the same reminders. Where you need a signature to show that someone took part, the [training acknowledgement template](https://hrhive.co.uk/templates/training-acknowledgement/) is a printable starting point. ## Who is placed where Record each officer against the client site or project they are working on, with the dates and the manager responsible. Open **Who worked where**, choose a site and a date range, and you see everyone recorded there. You can export it as a CSV. It is a record of who was where, not a rota and not time tracking. ## Radios, keys and passes The built-in **Equipment Issued** form records what was handed over, with a description and serial number, and the person signs it. **Equipment Returned** records it coming back. When someone leaves, the leaver checklist includes getting equipment and company property back and confirming that accounts and access are removed. Home flags a checklist that is still open after the leaving date. ## What HRHive does not do - It does not check a licence against any register, and it does not issue or apply for licences. - It does not run a rota, record hours or clock people in, and it is not payroll. - Incident and accident cases record what happens to your people at work. They are not a site occurrence log for clients, and HRHive does not file RIDDOR reports. - Training videos, quizzes and completion records are planned, not built. ## How to start 1. **Add a document type** for each licence or certificate you track. Choose **Employees** and tick **Has an expiry date**. 2. **Add your people.** A name and an email address is enough to begin. 3. **Add each licence with its expiry date,** or send a request link so the officer uploads it. 4. **Check the reminder schedule** in settings, and who is told. 5. **Record who is where,** so you can answer which officers were at which site and when. ## Frequently asked questions ### Does HRHive check licences with the Security Industry Authority? No. HRHive has no feature specific to the Security Industry Authority and does not check a licence against any register. It holds the licence you upload as a document and reminds you before its expiry date. ### Can I make a licence a required document? The list of documents every employee should have offers HRHive's built-in document types. A licence you set up as your own document type is not on it, so HRHive cannot tell you that someone has no licence on file. It does tell you when a licence you have uploaded is about to expire, in reminders and in the Expiring documents report. ### How early will I know? The default schedule starts 90 days before the expiry date, with reminders at 60, 30, 14 and 7 days and on the day. You can change it in settings. ## About this page - Last updated: 5 October 2026 ## Related **In HRHive** - [Documents, versions and expiry dates](https://hrhive.co.uk/product/documents/) - [Reminders and expiry dates](https://hrhive.co.uk/product/reminders/) - [Employee records and personnel files](https://hrhive.co.uk/product/employee-records/) - [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/) - [Compliance overview](https://hrhive.co.uk/product/compliance/) - [Training](https://hrhive.co.uk/product/training/) **Templates** - [Training acknowledgement form template](https://hrhive.co.uk/templates/training-acknowledgement/) Canonical URL: https://hrhive.co.uk/solutions/security/ Start with HRHive: https://app.hrhive.co.uk/sign-in?next=%2Fnew%3Fhh_funnel%3Dsecurity_services%26hh_route%3Dsecurity_services%26hh_goal%3Dfirst_person_added%26hh_page%3Dsolutions%252Fsecurity