Solutions
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.
What is different here
To HRHive, a licence is a document with an end date
HRHive has no feature specific to security licensing. You create a document type for it, such as "Security licence", tick that it has an expiry date and upload each person's licence with its end date. HRHive does not check a licence against any register and does not know which licence a role needs. It holds the document and watches the date.
Every officer has a different end date
Document expiry reminders go out 90, 60, 30, 14 and 7 days before an expiry and on the day, to HR and to the person. At 60 days HRHive can send the person a link to upload the replacement, and it escalates if the document is still out of date a week later. You can change the schedule and who is told.
Training evidence is a certificate with a date
Training videos, quizzes and completion records are planned, not built. Until then a first aid or other training certificate is a document with an expiry date and gets the same reminders, and a printable training acknowledgement can record that someone took part.
Radios, keys and passes go out and have to come back
The built-in Equipment Issued form records the items and their serial numbers, signed by the person, and Equipment Returned records them coming back. The leaver checklist includes getting equipment and company property back and confirming that access is removed.
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.
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.
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.
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 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
- Add a document type for each licence or certificate you track. Choose Employees and tick Has an expiry date.
- Add your people. A name and an email address is enough to begin.
- Add each licence with its expiry date, or send a request link so the officer uploads it.
- Check the reminder schedule in settings, and who is told.
- Record who is where, so you can answer which officers were at which site and when.