Overview
Live attendance
Today's schedule
Document expiries — next 30 days
Timesheets
Only timesheets that differ from the rota. Matches are auto-approved overnight and don't appear here. Run close now →
Holiday requests
💡 Click any cell to add a shift (saves as draft). Click Publish week to make all drafts live and notify staff. Click Copy week to duplicate to next week(s).
| Name | Role | Site | PIN | Status |
|---|
HMRC-compliant onboarding
Each new starter walks through Right to Work check + Starter Checklist (Statement A/B/C → tax code). Stored encrypted, retained per HMRC rules. To onboard a new staff member: add them via Staff → Invite. They'll get an email with a link to complete their profile, upload their Right to Work doc, and sign their contract.
In-progress onboarding
Upload payslips
Upload PDF payslips and allocate to a staff member. Each employee sees only their own — managers cannot view payslips (HR/Owner only).
| Pay period | Staff | Net | Hours | Holiday | Uploaded | Viewed |
|---|
📜 Employment contracts
Draft a UK-compliant employment contract (or write your own), then issue it to a staff member — their name, address, job and pay are merged in automatically. They sign in the app; you get a signed copy here. HR / Owner only.
| Title | Source | Updated |
|---|
| Staff | Title | Status | Issued | Signed |
|---|
Document expiries
Driving licences, DBS, training certs, Right to Work expiry — all flagged before expiry.
📚 Resources
Org-wide library of policies, training materials, handbooks. Visible to all staff in their app.
📝 Reviews due in next 30 days
10-week probation reviews are auto-scheduled when a new starter is added. Other types (3m, 6m, annual) can be added manually.
🚨 Overdue reviews
Completed reviews (last 6 months)
📋 Return to Work — pending your sign-off
⚠️ These staff have returned but RTW form needs manager sign-off. Until then, shifts cannot be assigned to them (database-enforced).
🤒 Currently off sick
Recent sickness history (last 12 weeks)
Payroll period export
Pull approved hours, holiday pay, and SSP into a CSV ready for Xero, Sage, BrightPay, or any UK payroll software. Close & lock a period after running it so the system can auto-detect any post-close changes (sickness, holidays, hour corrections) and surface them as adjustments on your next run.
Forms
Build forms staff or managers fill in. Choose audience, add file/photo upload, optionally let AI auto-review the answers.
Form templates
Recent submissions
📣 Announcements
Send an update to everyone, a site, a department or specific people. Optionally require a read-receipt and block clock-in / shift-accept until they confirm.
Per-staff engagement
Click a column header to sort. Disengaged staff (red) may need a check-in.
| Staff | Site | Last login | Messages read | Announcements ack'd | Score |
|---|---|---|---|---|---|
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Per-site engagement
Compare engagement across all your sites.
Pending acknowledgements
Required-ack announcements with staff who haven't read them yet — click to send a reminder.
📊 Attendance report — scheduled vs actual
Per-staff breakdown of every shift in the period: scheduled hours, clocked in/out, worked hours, variance, and no-shows highlighted. Open in a new tab — use your browser's Print → Save as PDF.
💰 Premium hours report — for time-and-a-third / shift premiums
Splits each shift into standard hours and premium hours (e.g. nights, Sundays). Useful when staff get a higher rate for unsocial hours. Set the premium window and multiplier below.
⏰ Lateness, absence & sickness report
Late clock-ins, no-shows, and sickness episodes in one report. Per-staff summary — useful for HR reviews, Bradford Factor, 1-to-1s, and disciplinary records.
🤒 Sickness — Bradford Factor
Standard UK HR absence metric: Bradford = S² × D where S = number of separate absence episodes and D = total days lost. Scores >50 are typically grounds for an informal review; >200 for formal action.
🏖️ Holiday usage
Per-staff: entitlement, taken, booked, remaining. Flags staff at risk of forfeiting days as the holiday year ends. Filter by site.
📈 Weekly trend
This week vs last 4 weeks: scheduled hours, worked hours, lateness, sick days, no-shows, holiday usage. Spot drift early.
⏰ Overtime & WTR compliance
Working Time Regulations: 48h/wk average over 17 weeks, 11h between shifts, 20-min breaks for shifts >6h. Surfaces anyone in breach. Tribunal evidence.
🎯 Coverage gap & no-show heatmap
Per-day per-site: scheduled vs actually-worked. Highlights days where you were short. Heatmap shows pattern (e.g. Saturday nights are always short).
💷 Labour cost per site
Hours × hourly rate, broken down by site and week. Useful for monthly P&L, area-manager comparisons, site-specific labour ratios.
🏃 Turnover & retention
Quarterly leaver count + turnover % + avg tenure. Useful KPI for boards and for spotting site-specific churn problems.
🏆 Site KPI scorecard
Sites ranked across: lateness, sick days, no-shows, holiday balance, document compliance. Each site's overall score. Benchmark area managers against each other.
🪪 Document & training expiry register
Forward-looking expiry register: DBS, Right to Work, driving licence, training certs. Surfaces anything expiring in the next 90 days. Compliance backstop.
Quarterly compliance report
Printable PDF with attendance, WTR compliance, document expiries, training completion. Useful for tribunals, audits, and accountants.
🗳️ Roadmap & votes
What customers want next. Vote for features that matter to you — the most-voted items get built first. Suggest something new that's not on the list.
📡 Live workspace pulse
What's actually happening in your workspace right now. Refreshes when you open this tab.
🔔 Push notification test
Send a test push to your own phone to verify the whole chain works. Make sure you've enabled push in the staff app first (Profile → 🔔 Notifications).
💬 Feedback inbox
Bug reports, ideas and questions submitted via the 💬 button in the staff app and dashboard.
🔑 Dashboard password
Set or change the password you use to sign in here (min 12 characters).
Prefer not to use a password? You can always sign in with “Email me a magic link” on the login screen instead.
💳 Billing & Subscription
Status: — · Plan: —
Organisation
Staff can always reply in channels they're in. This only controls who can start a new private chat.
📅 Holiday year
When does your holiday entitlement reset?
💰 Pay rate rules
Smart pay rates per (staff, site, time-of-day). When you book a shift the system auto-applies the matching rule. More-specific rules win. Manual rate override on a shift always takes precedence.
How time-bands work
- AM — shift starts 04:00–11:59
- PM — shift starts 12:00–21:59
- Night — shift starts 22:00–03:59
- Any — applies regardless of time
📅 Auto-publish rotas
Once a week, system auto-publishes any draft shifts for the upcoming Mon–Sun. Saves you remembering. Each org can pick the day + hour.
📩 Daily briefing email
Owner + HR get a 7am summary email each day: clocked in, late, on holiday, off sick, pending approvals, open feedback. Stops you logging in just to check.
⏱️ Auto clock-out
When staff forget to tap clock-out, WorkHive can close the entry automatically so payroll stays clean.
If a clock-in is still open this long after the scheduled shift end, the system clocks them out at the scheduled end time, marks "pending approval", and notifies you. Staff get paid for their full scheduled hours — if they worked over, the manager must update the rota and re-approve.
🛡️ Hard cap (always on): No clock-in can run longer than 14 hours, regardless of policy. Compliance backstop — prevents 24h+ entries breaking payroll or WTR.
Sites
Each site can override the org's holiday year start if needed.
🔐 Permission roles
Controls what each person can see and do in WorkHive. Pick a level (the permission tier) and give it a title that fits your business (e.g. "Site Manager", "Shift Lead").
What does each level do?
- Staff — staff app only (clock in, rota, holiday, payslips)
- Manager — adds dashboard access, HR Helper, manages their site's rota and staff
- HR — adds access across all sites, sickness/disciplinary admin
- Owner — adds billing, organisation settings, ability to delete data
👔 Job roles
Define your standard job titles with default pay rates. Used when inviting/onboarding staff.
⏸️ Setup mode
Pause ALL outgoing notifications across your workspace while you set up. Useful while bulk-importing staff, building rotas, or preparing payslips. Notifications resume immediately when you turn this off — nothing is lost.
🤖 HR Helper (AI assistant)
Manager-only AI for ACAS guidance and ACAS-template letters. Each manager must accept the disclaimer before using.
🛡️ GDPR & Compliance
Tools for honouring UK GDPR Articles 15 (Right of Access) and 17 (Right to Erasure). All exports and erasures are logged.
Download a JSON file containing every row about you in this workspace — emergency contacts, shifts, time entries, holiday, payslips, messages. Anyone can run this for themselves.