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HiveRec
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How it works

From first registration to final invoice

HiveRec follows the order your agency works in. Each step hands the next one clean, checked information.

Step 1

Recruit

Bring people in from anywhere, and know where each one came from.

  • Registration links and QR codes for each branch, advert or event.
  • A form built for phones: camera uploads, UK checks on NI numbers, sort codes and mobile numbers, and Save and finish later.
  • Screening rules sort new people into Fast track, Call first or Screened out. A person always reviews anyone screened out.
  • Duplicate checks on email, phone, NI number, licence number, and name with date of birth.
More detail
  • Your own questions and declarations. Health and criminal record answers are only visible to the roles you choose.
  • Vacancies and a careers page for temp and perm jobs, with CV upload.
  • A source report showing where people come from, by source, branch and link.

Step 2

Onboard and comply

One onboarding board, and one gate to Active.

  • An onboarding board with four lanes: Link sent, Started, Waiting for worker and To review, showing how long each person has waited.
  • Guided right to work checks for all three Home Office routes, with follow-up dates for time-limited permission.
  • Documents only count once approved. A review queue shows every upload, oldest first.
  • Signed on the worker's phone: Key Information Documents, terms and policies. Each signed copy keeps the exact wording, the signature and the time.
More detail
  • Reference and work history requests by email, with reminders to referees.
  • Expiry reminders at 60, 30, 14, 7 and 0 days by default, each with a personal upload link.
  • A warning on shared details when a bank account, address or phone number matches another worker's.
  • With the driving tools: licence checks recorded from gov.uk with the driver's consent, and re-checks scheduled by penalty points. Automatic licence checks are coming soon.

Step 3

Book

Fill shifts quickly, without booking someone you shouldn't.

  • A weekly plan with open slots pinned to the top, Copy last week and Fill the week.
  • Shift offers to a ranked shortlist: everyone at once, one person first, or in timed waves. Two people can never take the last place. Offers go by email now; text messages are being connected.
  • The same checks on every booking: documents, right to work, client rules, working time, drivers' hours, do-not-return lists, holidays, double bookings and the AWR clock.
  • Written confirmations to the worker and the client, built around reg 21 of the Conduct Regulations. Every message is kept.
  • The Today board: open places, who hasn't confirmed they're on, late starts and no-shows, for today and tomorrow.
More detail
  • Rate cards by client, site and job title, so every booking knows its pay and charge.
  • One place for changes: cancel a shift, take someone off, record a no-show or change times. It tells the worker and the client, offers to find cover, and can be undone for 10 minutes.
  • Confirm you're on: workers are asked the evening before, with one reminder. Nobody is taken off automatically.

Step 4

Hours and approval

One source of hours, priced as they come in.

  • From the app or the office: workers send hours from the app, or the office types the week into Enter hours.
  • Priced from the right rate card, the one in force on that day, for that site and job title, including nights, weekends, bank holidays and overtime.
  • Client approval in a weekly view by site: approve or query each timesheet. Clients never see pay rates.
  • Reminders to approve: a personal approval link by email, a daily reminder, and escalation to a second contact after 48 hours.
More detail
  • Approved hours are locked. Only an owner or admin can reopen them, with a reason.
  • Workers aren't held up. Hours can be locked for pay before the client approves, with a reason, and it is flagged.

Step 5

Pay and bill

See the margin before you commit.

  • Preview a period from locked timesheets: pay, holiday pay, extras, charge, VAT and margin.
  • Commit the run to raise an invoice for each client, ready to print or save as PDF.
  • A spreadsheet export of pay and bill for your payroll provider or accountant.
  • Holiday pay rolled up at 12.07%, or banked in a holiday ledger.
  • A quote calculator that builds a charge rate from pay, holiday pay, employer NI, pension and your margin, then saves it to a rate card.
Being connected

Sending pay lines straight to IRIS Staffology Payroll · Xero

Coming soon

Payroll files for IRIS Staffology Payroll, BrightPay and Sage 50 · Statutory Sick Pay from day one · holiday built up by pay week for irregular hours (reg 15B) · credit notes and reversals · umbrella company checks · what each client owes, and for how long

The rest of the office

  • Clients

    Sites, contacts, credit limits, on stop, terms of business and each client's own requirements.

  • Leads and pipeline

    Leads that turn into clients, and opportunities valued as weekly gross profit.

  • Search and talent pools

    Find anyone by name, phone, postcode, skills or distance, and save the search as a pool for your team.

  • Timeline and tasks

    Calls, emails and notes on every record, with follow-ups that become tasks.

  • Incidents

    Accidents, damage, complaints and no-shows. A deduction can only be recorded with a signed agreement dated before the incident.

  • Reports

    The month in figures: money, cover and growth.

  • Roles and branches

    Owner, Admin, Consultant and Payroll, each seeing only what their role allows. Branches for each office.

  • Your brand

    Your logo on registration, sign-in, the client portal and invoices, and your colour in the portal.

  • Find anything fast

    Press Ctrl K to jump to any screen, person or client.

  • Getting started

    A checklist that ticks itself off as you set up.

Want to see how the checks work in detail? Read how HiveRec handles compliance.

See it with your own work in mind.

A short video call with the people who build HiveRec. Bring your questions about compliance, bookings or moving across.

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