Start from your situation
Using subcontractors? Here is what to do, in order.
If you subcontract work, you need to know who is doing it and what you hold on them before work starts. Here is the order, with a link for each step.
Before work starts, and while it runs
7 steps, in order. Each one links to the page that explains it.
Work out how each person works for you
An individual subcontractor, a worker, an employee or an independent business? The right to work engagement questionnaire takes you through the factors, and HRHive records how each person works for you, so the right records and checks apply.
Record each supplier and its place in the chain
Record each supplier by arrangement and tier, and the suppliers beneath them. The chain register shows who is in the chain, so you can answer who is doing the work.
Supply chainGet the right to work written statement signed before work starts
For work you subcontract, HRHive requires a signed right to work written statement before work begins. Signing happens online, and every signer gets a sealed copy.
Record individual subcontractors properly
For an individual subcontractor, record the engagement, their right to work check and any employment-status or off-payroll assessment you have made. HRHive records the assessment. It does not decide anyone's status.
SubcontractorsKeep insurance and other documents in date
Add insurance certificates and other documents with their expiry dates. HRHive reminds you 90, 60, 30, 14 and 7 days before they expire, and on the day.
RemindersRecord who worked where
Record each engagement by site or project, with dates, so you can list who worked where and when. When someone asks, print the Subcontractor Pack or the Chain Register.
Evidence packsCheck you hold everything
Run through the subcontractor compliance checklist for each supplier, and use the compliance overview to see what is missing, what is due and who needs to act.
What you will have at the end
- Each person recorded for how they work for you
- Each supplier recorded by arrangement and tier, with a signed right to work written statement before work starts
- Insurance and other documents with expiry dates, and reminders set
- A record of who worked where and when
- A Subcontractor Pack you can print when someone asks
If an adviser helps you
If your accountant or HR adviser is invited into your organisation, they can chase missing documents and keep the records tidy. The right to work checks are still completed by someone you have authorised. See how advisers work in HRHive.