One missing check can cost you more than you think.
An unmatched UTR or an unchecked Right to Work isn’t a problem until it’s a big one.
HardHats Connect puts every subbie, every check and every document on one screen. See who’s ready to start, who’s missing something, and what needs chasing, without digging through emails or spreadsheets.
What is
HardHats Connect?
Most firms check a subbie once, when they start, and never look again.
HardHats Connect does the onboarding properly, then keeps an eye on things after. It collects the evidence, stores the documents and runs the checks in a system your team and your subbies will actually use.
And it doesn’t stop once they’re through the door. It keeps monitoring their CIS details, so you’ll know if anything changes long after they’ve started.
It’s not just a form-filling tool. It’s a practical system built for construction firms, so you can onboard faster and stay compliant well beyond day one.
Most subcontractor onboarding is a mess.
For a lot of firms, it’s still bits of paperwork, WhatsApp’s, phone calls, screenshots, unsigned contracts and someone in the office trying to piece it all together.
That’s fine with a couple of new starters.
It falls apart when you’re growing, bringing in labour every week, or need records that actually stand up.
That’s where HardHats Connect comes in. It’s built to handle five new subbies or fifty, with the same process from the first invite to the signed contract.
How HardHats Connect works.
Every subbie gets an onboarding journey built around the job they’re doing.
You decide the steps, documents and evidence for each role. A groundworker and a site manager don’t need the same things, so they don’t get asked for them.
Then they do it all through WhatsApp. No app to download, no login to forget.
They can:
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- Upload documents & ID
- Share Right to Work evidence
- Submit evidence of tickets & CSCS cards
- Sign contracts on their phone
What HardHats Connect does.
Everything you need to bring subbies on properly, and keep them that way.
Bespoke onboarding journeys
Set the steps, tasks and evidence for each role.
Right to Work checks
Check every subbie is legally allowed to work in the UK before they start.
CIS verification
Verify each subcontractor with HMRC so you know the right deduction rate from day one.
VAT and bank checks
Validate VAT numbers and match bank details, so you know you're paying the right person.
Ongoing CIS monitoring
Keeps checking CIS details after they've started, so you'll know if anything changes.
Document storage and expiry alerts
Store driving licences, tickets, CSCS cards and public liability insurance, and get a heads up before anything expires.
Digital contract signing
Contracts signed on their phone. No printing, no scanning.
Automatic contract renewals
Your contracts and policies stored and ready to issue, and sent back out automatically when they're due for renewal.
WhatsApp onboarding
Subbies complete everything through WhatsApp, an app they already use every day.
Why firms use HardHats Connect.
It saves time, cuts admin and helps you stay on top of compliance without making life harder for your team.
Less admin
No sending the same message ten times or rechecking paperwork by hand. Your team gets their time back.
Compliance you can prove
Every check and signature is recorded. If HMRC ever asks, you've got the evidence.
Better visibility
Know where every subbie is up to at a glance, without guessing or hoping.
Peace of mind
Know every subbie on site has been properly checked, and keeps being checked. One less thing keeping you up at night.
Better organisation
Contracts, documents and checks filed properly against each subbie, so nothing gets lost and anyone in the office can pick it up.
Who is HardHats Connect for?
HardHats Connect is built for construction firms that:
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- Use self-employed subcontractors regularly
- Are growing and bringing labour in often
- Want a proper record of every check, not just a tick in a box
- Want onboarding to feel professional without it getting complicated
If you’re onboarding lives inside someone’s head. It’s probably time to switch to a better system.
Why onboarding matters more than most firms realise.
It’s the first proper conversation you have with a subbie.
Get it right and they know what they’re signing, what’s expected and how you work. Get it wrong and the relationship starts on a handshake and a hope.
It’s also where compliance is won or lost.
The checks you run, the contract they sign and the way they’re brought on all shape their self-employed status, long before anyone questions it.
Questions people usually have.
Is this just another HR system?
No. It’s built around how construction firms actually use subcontractors, not office HR processes.
Can it be tailored to our business?
Yes. You set the steps, documents and checks for each role, so it fits how you already work.
Do subcontractors need to download an app?
No. They do it all through WhatsApp, which they already use every day.
Can it handle contracts and renewals?
Yes. Contracts are signed digitally and sent back out automatically when they’re due.
Does it help with compliance?
Yes. It runs Right to Work, CIS, VAT and bank checks, keeps monitoring CIS details, and records everything. It doesn’t replace good contracts and working practices, but it gives you the evidence to back them up.
Where good compliance starts.
Onboarding is only the first step.
Staying compliant means getting employment status right and paying subbies properly, week in, week out.
That’s where the rest of HardHats comes in.
HardHats Protect – Our employment status guarantee. We make sure your subbies are genuinely self-employed, and we stand behind it.
HardHats Direct – Pays your subbies, creates their invoices and sends remittances, so paying them is as tidy as bringing them on
HardHats Connect feeds straight into both. Bring them on, engage them compliantly, pay them correctly.
Want a better way to onboard subbies?
Book a call and we’ll show you how HardHats Connect works, how it fits your business, and whether it’s right for the way you use subbies.
No hard sell. Just a straight answer.