https://heartcorehr.hibob.com On the Forum you can ask questions or take part in discussions. https://heartcorehr.hibob.com/performance-181/workaround-for-end-of-probation-period-review-1944 Considering that the feature Employee Lifecycle Feedback is only avilable to gather feedback from the employee and not the manager, there is a workaround that you can use from the Performance Review feature:From the top left, click on Bob products Select Talent  You will find in the left menu the option Performance Select Manage cycles Click on the already created cycle or create a new one on + New CycleYou can create a Performance Cycle with a manager review type (call it for example "end of probation period") and leave it open for a long period (you can extend it as much as you want):Then, every time you have a new employee that reaches the end of probation date, you'll need to manually add them to the cycle.If you'd like to share this with the employee, please do not select the option to share it when the cycle ends, because the cycle won't end as this will always be extended in order to add new employees:In order to remind this, you can create a task list and set the end of probation date as the anchor event so every time any employee is close to this date, a reminder is sent to you to add the employee to the performance cycle:Hope that this helps! Performance Wed, 01 Jul 2026 18:20:20 +0200 https://heartcorehr.hibob.com/employees-322/uk-payroll-tax-codes-aren-t-updating-7983 If a tax code isn't updating in UK Payroll, it's usually caused by missing employee data or HMRC notice preferences. This article walks through the most common causes and how to resolve them. One of the most common reasons is that the employee record is missing a National Insurance (NI) number. Without an NI number, HMRC can't match the employee to any P6 or P9 tax code notices, so the updated tax code won't be received. To check where the NI number is mapped in HiBob:Go to Payroll > Settings > Bob.Scroll down to Sync Configuration.Check which Bob field is mapped to the employee's National Insurance number.Add the employee's NI number to the corresponding field in Bob. Once the NI number has been added:Go to Payroll > Employees.Select the employee.Click Actions > Sync Now. The sync will pull the latest employee information into Payroll and allow HMRC notices to be matched correctly. Another possible cause is that the company's HMRC account is configured to receive tax code notices by post rather than electronically. In this case, HMRC won't send P6 and P9 notices directly to Payroll. To update the HMRC notification preferences:Log in to your HMRC account.Under PAYE for Employees, select View tax codes or notices and set up alerts.Under Notice Preferences, select Change how you get tax codes and student loan notices.Change the relevant options to Yes.Click Next and then Submit. It can take up to 24 hours for HMRC to apply the change. If the tax codes need to be updated immediately, you can manually import them while waiting for the HMRC update to be processed:In UK Payroll, go to Employees.Click Import/Export in the top-right corner.Select Import Tax Codes.Click Import Data Manually.Enter the employee ID and the required tax code.Click Confirm. To review tax code updates received from HMRC:Go to Payroll > HMRC Documents > Employee Updates from HMRC.Adjust the date range as needed.Select Tax Codes to view a summary of the P6 and P9 notices received from HMRC. Employees Wed, 01 Jul 2026 14:45:49 +0200 https://heartcorehr.hibob.com/time-off-173/create-a-formula-to-track-time-off-usage-in-reports-7982 Use report formulas to monitor when employees reach a specific amount of time off taken or when usage falls below a target percentage.Bob doesn’t currently send a native notification when an employee reaches a specific sick leave or time off usage threshold. As a workaround, you can use report formulas to flag employees who meet your conditions, then review the report regularly. For a simple threshold, create a formula like:IF(Time off days taken > 5,"Reached Limit","Not Reached")  This example returns Reached Limit when the number of time off days taken is greater than 5.  You can use this type of formula in the Time Taken by Policy Type report to monitor usage for a specific policy, such as sick leave. You can build on this approach by adding additional conditions and results. For example, a formula could: Flag employees who have reached an initial threshold Highlight employees who have reached a higher threshold requiring review Apply different thresholds based on a specific site, entity, department, or policy type Return different statuses for different groups of employees within the same report  For example:IF(Time off days taken > =8,"Notify HR - Review Future Sick Time",IF( Time off days taken >=5,"Notify Employee & Manager","No Action Required"))  This formula returns different statuses based on the number of time off days taken, making it easier to identify employees who may require follow-up. In more advanced use cases, you can combine IF, AND, and OR functions to apply different thresholds and statuses for specific sites, entities, departments, or policy types. This allows a single report to visually highlight different employee groups based on your organisation's requirements.  To add the formula to your report: Go to the relevant report. Open the Column Picker. Select Formulas. Add the saved formula to the report.  Important to knowThis setup works best with the Time Taken by Policy Type report, as it combines the time off days taken and policy information needed for the formula.Be mindful of the date range selected in the report. Formula results are calculated based on the data included in the selected period. For example, if you're monitoring annual sick leave usage, make sure the report date range covers the relevant year. Choosing a different date range may result in lower or higher totals than expected.  Time Off Wed, 01 Jul 2026 14:34:55 +0200 https://heartcorehr.hibob.com/integrations-188/using-employee-data-fields-in-zapier-6719 This article explains which employee data fields are available when you connect Bob to Zapier, so you know what to expect while setting up your automations.When you configure the Bob–Zapier integration, you can map predefined core employee data fields provided by Bob. These include standard employee details that are available out of the box and can be selected directly in Zapier’s field mapping step.At this time, custom employee fields created in Bob are not available in Zapier’s field mapping options. This means they won’t appear when you’re choosing which fields to send to or use within a Zap.Our team is aware of this limitation and is actively working on improving integrations and expanding supported field options over time. Integrations Tue, 30 Jun 2026 22:26:44 +0200 https://heartcorehr.hibob.com/us-payroll-304/difference-between-payroll-hub-us-payroll-benadmin-benefits-7976 If your company uses both US Payroll & Benefits and Payroll Hub, selecting the correct product area when creating a support ticket helps ensure your request is routed to the right team and resolved as quickly as possible.Although both products support payroll processes, they serve different purposes. US Payroll & Benefits is HiBob's native payroll platform. Use this product area when your issue is related to payroll processing within HiBob, including:Payroll runsPayroll calculationsTaxes and filingsPay statementsBenefits deductionsPayroll processing errorsUS-specific payroll and benefits functionality Payroll Hub helps manage payroll data transfers from Bob to third-party payroll providers. It supports integrations with external payroll systems and is used to prepare and send payroll data outside of Bob. Use this product area when your issue is related to:Payroll integrationsData transfers to third-party payroll providersPayroll exportsPayroll data validationEmployee payroll data preparationPayroll workflows that support external payroll processingChoosing the wrong product area can delay resolution because the ticket may need to be reassigned to a different team before troubleshooting can begin. A good rule of thumb is:If the issue is related to processing payroll directly in HiBob, select US Payroll & Benefits.If the issue is related to transferring payroll data from Bob to an external payroll provider, select Payroll Hub.   US Payroll Tue, 30 Jun 2026 16:23:54 +0200 https://heartcorehr.hibob.com/payments-325/set-up-a-salary-sacrifice-pay-item-for-holiday-buy-and-sell-schemes-in-bob-and-uk-payroll-7975 Use this guide to manage holiday buy and sell schemes by combining employee request workflows in Bob with salary sacrifice deductions in UK Payroll. Holiday buy and sell schemes typically involve two parts:Employees requesting to buy or sell annual leave through BobPayroll processing the associated salary sacrifice deductions through UK Payroll Because Bob doesn't currently offer a fully automated holiday buy and sell feature, you can create a streamlined self-service process using custom fields and People Data Update Flows, then manage the salary sacrifice deductions through UK Payroll. Manage Holiday Buy and Sell Requests in BobCreate a simple workflow that allows employees to submit requests, managers to approve them, and HR or Payroll to track and process them. Create custom fields to track requests Go to Settings > People's data fields. Create a new custom category, for example, Holiday buy/sell requests. Add any fields you want to track, such as: Date of request Days to buy/sell Status Pending Approved Processed  Create a People Data Update Flow Go to Flows > People Data Update Flows. Create a new flow that allows employees to submit holiday buy or sell requests. Add approval steps, such as: Direct manager HR Payroll Configure notifications as needed.  Configure permissions Give the appropriate users access to the request data: Grant eligible employees view access to the custom category. Grant managers, HR, or Payroll edit access so they can review and update requests. If needed, create a custom employee permission group to control visibility. Process approved requests  Once a request has been approved:Manually adjust the employee's time off balance to add or remove days.Update the request status to Approved or Processed for audit and tracking purposes. This approach gives employees a self-service experience while allowing HR and Payroll teams to maintain control over entitlement changes and payroll processing. You can also review ideas and experiences shared by other customers in the Heartcore HR community discussion about holiday buy and sell schemes. https://heartcorehr.hibob.com/time-73/buying-and-selling-leave-2320?tid=2320&fid=73 Set Up the Salary Sacrifice Deduction for UK PayrollAfter a holiday purchase has been approved, create a Deduction Pay Item in Bob. Here's a link to a handy Help Centre article, which explains the full process:https://help.hibob.com/hc/en-us/articles/30665566499217-Enter-deductions-and-entitlements-in-Bob#h_01JC3K5WT6EJPDP8SW5P1FQNZH The newly created Deduction Pay Item will need a few more payroll-centric details added for tax purposes. Once the Deduction has been created, head over to UK Payroll. From Bob Products click Payroll > UK Payroll.On the Overview page, click Manage Pay Items and select the Pay Item. In here, the tax treatment can be entered ready for payroll processing. What Happens Next?Once the recurring pay item is active: Employees continue to request holiday purchases or sales through Bob.Managers and HR approve requests through the configured workflow.Time off balances are adjusted manually in Bob.Salary sacrifice deductions are automatically processed through UK Payroll according to the recurring pay item schedule. Payments Tue, 30 Jun 2026 16:10:22 +0200 https://heartcorehr.hibob.com/time-off-173/who-receives-notifications-when-a-time-off-request-is-cancelled-7379 When an employee cancels a time off request, Bob sends a cancellation email notification to: The employee who cancelled the request The first approver defined in the time off approval flow  This behavior applies even if the approval was completed by a different user (for example, an admin approving the request instead of the employee's manager). Important to know: Only the first approver in the approval flow receives a cancellation notification. If your approval flow includes additional approvers, they won't receive a cancellation email. For example: First approver: Team manager Second approver: HR or Finance  If the employee cancels the request, the cancellation email is sent to: The employee The first approver (manager)  The second approver won't receive a cancellation notification. Time Off Tue, 30 Jun 2026 14:39:31 +0200 https://heartcorehr.hibob.com/employee-profile-and-fields-185/difference-between-last-day-of-work-and-termination-date-3544 The last day of work is the final day an employee is required to perform their job duties and be present at work. After this day, the employee no longer needs to report to work or carry out any work-related tasks.The termination date, however, is the official end date of the employee's employment with the company. This is the date when the employment contract formally concludes.This distinction is particularly important for employees on garden leave. In such cases, the last day of work may occur well before the termination date.During garden leave, employees are still technically employed and may receive pay and benefits, but they do not perform their job duties or come to the workplace.  Employee profile and fields Tue, 30 Jun 2026 11:47:25 +0200 https://heartcorehr.hibob.com/surveys-182/resolve-the-days-must-be-smaller-than-the-duration-error-when-duplicating-a-survey-7972 If you receive the error "days must be smaller than the duration" when duplicating a survey, it's usually caused by a mismatch between the survey's reminder schedule and its duration.  This can happen if the survey duration was changed after reminder notifications were already configured. To duplicate the survey successfully:1. Reactivate the survey for one day.2. Open the survey and edit its launch plan.3. Remove all configured reminder notifications.4. Save your changes.5. Try duplicating the survey again. Once the survey has been duplicated successfully, you can manually close the original survey by setting its end date to a date in the past. This workaround resolves conflicts between reminder settings and survey duration that can prevent survey duplication.  Surveys Tue, 30 Jun 2026 11:24:09 +0200 https://heartcorehr.hibob.com/tasks-flows-170/assign-tasks-differently-for-managers-and-employees-7971 Use task conditions to trigger different tasks for managers and employees. You can create a task list that includes different tasks for different employees by adding conditions to each task. For example, you can create two tasks in the same task list:One task for employeesSet the condition to: Is a Manager equals NoOne task for managersSet the condition to: Is a Manager equals Yes This way, Bob triggers the relevant task based on whether the assignee is a manager or not. Tasks & Flows Tue, 30 Jun 2026 10:49:27 +0200 https://heartcorehr.hibob.com/surveys-182/employee-has-not-received-the-survey-link-how-to-resend-it-to-those-who-didn-t-receive-the-email-1883 As first troubleshoot, it's important to make sure to check if the employee doesn't have a firewall setting that could block our IP, or it is not reaching the spam folder.Secondly, if an employee is not active in the platform, they will not receive the invitation for the survey. If employees are in the participants list and become active after the survey has been launched, they will receive the reminder.If both of the situations mentioned previously were cleared, you can create and send a new survey link for the employee by removing them from the participants list and then adding again. Alternatively, you can also schedule a reminder for the survey, so that (if there is any issue with the first sending) it can be sent again.It's important to be mindful that surveys are anonymous and, for this reason, a unique link is sent to each employee. Sharing a survey link you receive is NOT recommended, as others will be able to see any answers, and have the ability to overwrite any answers you've written already. Last edited on June 30th, 2024 Surveys Tue, 30 Jun 2026 09:13:58 +0200 https://heartcorehr.hibob.com/employee-profile-and-fields-185/end-effective-date-in-tables-5384 The End of Effective Date field can be found in tables within employee's profile, such as work, employment, or lifecycle tables, ensuring a seamless timeline without gaps or overlaps.The End of Effective Date is tables is automatically set to the day before the Effective Date of the next row.Since it’s system-generated, no manual adjustments are needed, it simply reflects the next row’s Effective Date. As shown in the table below, this pattern applies consistently across all rows.  Employee profile and fields Tue, 30 Jun 2026 03:50:08 +0200 https://heartcorehr.hibob.com/employee-profile-and-fields-185/updating-the-original-start-date-6238 Need to fix an incorrect Original Start Date for an employee?Here's how to do it safely without disrupting their historical employment timeline.In HiBob, there are two start date fields—and they work differently:Start Date – Reflects the start of the employee’s current employment. You can update this directly from their profile:Profile → Actions → Change work details → Change start date Original Start Date – A system-calculated field that reflects the employee’s very first employment with your company. This can’t be edited directly.The Original Start Date is pulled from the earliest "Employed" row in the employee’s Lifecycle table. If someone was rehired, the Start Date updates to reflect the new employment, but the Original Start Date stays tied to the first record.Why can’t I just edit the Original Start Date?Because it’s meant to preserve historical accuracy—for tenure tracking, compliance, and reporting. If this field were editable, it could cause data conflicts across systems and reports.Workaround: How to update the Original Start DateIf the Original Start Date is incorrect, you can update it by temporarily adjusting the employee’s Lifecycle history:Go to the employee’s profile > Lifecycle tab Find the earliest “Employed” row—this sets the Original Start Date Temporarily delete all rows after it (terminations, rehires, changes, etc.) Go to Actions > Change work details > Change start date, and enter the correct date Rebuild the Lifecycle by re-adding the rows you removed, with the correct dates and detailsBefore you startThis process rebuilds the entire Lifecycle table, so proceed with caution:Be sure to manually restore all lifecycle events after updating the dateFor rehired employees:Start Date = current employment Original Start Date = first employment (unless adjusted using this workaround)If you’re unsure whether to proceed, check with your HRIS admin or contact HiBob Support to confirm the safest approach.  Employee profile and fields Mon, 29 Jun 2026 17:27:39 +0200 https://heartcorehr.hibob.com/welcome-51/welcome-to-the-evolved-heartcore-hr-7960 Hey everyone,The wait is over, the new Heartcore HR is officially live. Four years ago, we opened our doors with a simple idea: that HR is better when we figure it out together. Since then, you've turned this community into something we could only have hoped for: a place where questions get real answers, where peers become friends, and where the future of HR is being shaped one conversation at a time. As HR continues to evolve through AI, changing employee expectations, and new ways of working, community matters more than ever. That's why we've reimagined Heartcore HR, to make it even easier to connect with peers, discover practical guidance, and find the conversations that help you move forward with confidence.Today, the community evolves to match everything you've built into it.What’s new:‍ A platform built for how you actually work: A reimagined login and homepage, sticky mega-navigation, smarter content discovery, gamified onboarding, and a new architecture that brings every Bob module into a single, intuitive home. Psst… and much more, see for yourself. 🧵 A more connected experience: Enhanced groups and regional discovery, and new ways to find peers, expertise, and conversations that move your work forward 🧙 Built for what's next: The foundation for everything we're rolling out over the rest of the year: deeper peer-to-peer learning, expanded executive programs, and a community that connects you more closely to the future of Bob Everything you rely on is still here: your login, your contributions, your conversations. What's changed is how you experience it.Thank you for helping make Heartcore HR what it is today. Every question you've asked, every answer you've shared, and every connection you've made have helped shape this community.We're excited for everything we'll build together next.- The Heartcore HR Team  Welcome Mon, 29 Jun 2026 13:13:10 +0200 https://heartcorehr.hibob.com/welcome-51/heartcore-hr-community-faqs-7959 Welcome to the Heartcore HR - your space to connect with fellow HR professionals, ask questions, discover best practices, and stay up to date with the latest HiBob resources.This guide answers some of the most common questions about accessing and using the community. Click Show content below each question to view the answer. We'll continue updating it as new questions come up! Access and login  I can't access the Heartcore HR CommunityIf you're a HiBob customer, there are two ways to access the community:Single Sign-On (SSO): Recommended for admins. This gives you immediate access using your HiBob credentials. Create an account: Available for non-admin users. Your request will be reviewed before your account is activated, thus, there might be a slight delay. If you're not sure which option to use, start with our Access the HiBob Customer Community guide. I'm a non-admin user. How do I join?If you don't have access to Heartcore HR through SSO, you can create an account from the login page.Select Create an account. Complete the registration form using your work email address. Wait for your account approval email before signing in.Account approvals may take a little time, so thanks for your patience. I see an "Author does not exist" errorThis usually happens when:You're signing in with a different email address than the one you registered with. Your account is still being activated.First, make sure you're using your company email address.If you're using SSO and still see this message, or your account has been pending for longer than expected, contact us at community@hibob.io.  I receive a "Username already exists" messageThis can happen if:You've previously joined the community using another company email address. Your preferred username is already taken.Try signing in with your email address instead of your username.If you've changed employers and previously had a Heartcore HR account, email community@hibob.io with both your previous work email and your current work email. We'll help update your account.  I see "It seems like you don't have access" (404)This usually means:Your account is still awaiting approval. You signed in using a different method than the one you registered with.If you've recently manually registered, wait for your approval email before trying again.If you've already been approved and still can't access the community, contact community@hibob.io. Your Heartcore HR Membership  I've left my company. Can I keep my community account?Mostly Yes. If you've been an active member of the Heartcore HR Community, you can, in certain cases, continue participating using a personal email address.Email community@hibob.io and include:Your previous work email address The personal email address you'd like to useOnce your account has been updated, you'll be able to continue participating in the community and exploring opportunities through the Heartcore Jobs Board. Community Participation  Can I edit or delete one of my posts?If you'd like to edit or remove one of your posts, click on the three dots under your post and click on report. Type your reason and explain what you’d like to do, we will then review it in due time and make the changes.  Events  I can't RSVP for an event or webinarStart by confirming that you're signed in to the community.If you're still unable to register, contact community@hibob.io with:The name of the event The email address you're using to sign inWe'll help you get registered if you're eligible to attend. Still need help? Can't find the answer you're looking for? Start by asking your question in this thread below. Chances are another member has had a similar question, and your post could help others, too. Welcome Sun, 28 Jun 2026 15:32:39 +0200 https://heartcorehr.hibob.com/reports-177/identify-active-rows-in-history-reports-7459 History reports show all records over time but don’t indicate which row is currently active.These reports include tables like Employment, Work, Salary, Variable pay, and any report that uses Effective date and End date fields. They’re typically used to review changes over time, for example, tracking job title or salary updates across different periods. To identify the active row, you can add a formula column:- Open your report- Go to the Column picker- Select Manage formulas- Click Add formula Use the row’s date fields (Effective date and End Effective date) to determine status:- No end date (or a future end date) → Active- Past end date → InactiveThis adds a clear indicator to each row so you can quickly distinguish current vs historical data. The formula answers this question:Is this record currently active or inactive, based on its effective dates compared to today and considering that if the employee is terminated, the row is no longer active? Check Active Row - Termination Sensitive  This approach also works for custom table reports, as long as the table includes date-based fields. Reports Fri, 26 Jun 2026 15:53:35 +0200 https://heartcorehr.hibob.com/compensation-management-179/closing-a-compensation-event-3926 In order to close a compensation event, all worksheets will need to be in the "Pending approval" status. As soon as all worksheets are in "pending approval" status, the admin can "share all with approver" by clicking on the three dots on the right. All worksheets will be sent to the event approver for their review. Afterward, the final approver can approve all worksheets individually or in bulk.After that, the final approver will be able to select all worksheets and approve them. When all worksheets are in “approved” status, the admin can update the changes in the employees' profiles (Update all in EE card) and/or request signatures from the relevant employees.The next and final step would be to end the event - to do so, click "End Event". Compensation management Thu, 25 Jun 2026 22:12:52 +0200 https://heartcorehr.hibob.com/tasks-flows-170/set-up-notifications-and-approvers-for-default-flows-like-change-site-6390 Bob comes with 6 default flows: Change email, Reports to, Start date, Department, and Job title. These default flows don’t support adding approvers or notifiers, so if you want to build in automation or task management, you’ll need to create a custom flow from scratch. Here's how to do it: Head to System settings > Flows > People data update, and click Create template. Choose the Work table: this includes fields like Site, Department, Reports to, and Job title.     In the Approval flow or Access section, add the approvers or notifiers you want to be alerted when this field changes. (Optional) Click Set task list to add any follow-up tasks that should be triggered. This workaround gives you flexibility that default flows don’t—so you can manage updates more intentionally, with the right stakeholders looped in at every step.   Tasks & Flows Fri, 19 Jun 2026 11:05:03 +0200 https://heartcorehr.hibob.com/employee-profile-and-fields-185/changing-the-work-email-of-an-employee-1742 Go to employee profile → Actions button → Work changes → Change Email. Note: once you change the email, a new invitation will be sent automatically to the employee.If the employee was in “Active” status, their status will change to “Invited”  Employee profile and fields Thu, 18 Jun 2026 15:46:38 +0200 https://heartcorehr.hibob.com/homepage-and-the-org-chart-162/why-the-percentage-in-our-people-doesn-t-match-the-work-site-distribution-7917 The percentage shown in Our People is calculated using employees' City values from their address records, not their assigned work site. If the percentage you're seeing doesn't match the number of employees assigned to a specific work site, it's worth checking the employee address data instead. For example, if Our People shows that 18% of employees are located in London:  Review the total number of employees in the Employed lifecycle.Create a report using the City field.Filter the report for London.Compare the number of employees returned against the total employed population. In the example below:Total employed employees: 49Employees with London as their city: 9   Calculation:9 ÷ 49 = 18% This matches the percentage displayed in Our People, confirming that the value is based on employee address data rather than work site assignments. If the percentage appears incorrect, review the City field in employee records to ensure the data is accurate and up to date.  Homepage and the org chart Thu, 18 Jun 2026 13:32:44 +0200 https://heartcorehr.hibob.com/docs-esign-169/allow-managers-to-cancel-esign-requests-7916 Managers can't decline eSign requests in Bob because there isn't a built-in Reject option within the eSign workflow. If a manager doesn't want to approve a request, they can only cancel it—provided they have the required permissions. If they don't have access to cancel requests, an Admin will need to cancel the request on their behalf. To allow managers to view and cancel eSign requests:1. Go to System Settings > Permission groups.2. Select the relevant permission group (i.e. Managers).3. Open the People's data tab.4. Under Docs > eSign templates > Requests, enable:* Manage selected employee requests* View selected employee requests ==> Link to the image showing the required permissions: https://app.screencast.com/9oEmxS78l0LYU Once these permissions are enabled, managers will be able to access employee eSign requests and cancel them when needed.  Docs & eSign Thu, 18 Jun 2026 13:13:58 +0200 https://heartcorehr.hibob.com/us-payroll-304/prepare-for-end-of-quarter-payroll-review-7914 A quick review at the end of each quarter helps ensure payroll records are accurate, tax obligations are met, and reporting remains aligned across payroll, finance, and HR teams.Payroll data plays an important role in tax filings, financial reporting, and employee records. Taking time to review key areas before quarterly filings can help identify issues early and reduce the need for corrections later.Review Payroll DataCheck all payrolls processed during the quarter and confirm that:Employee wages, bonuses, and commissions were paid correctly Employee classifications are accurate Off-cycle payrolls were processed as intended There are no duplicate or missing payroll entriesIdentifying discrepancies before quarter-end can help avoid additional adjustments and reporting complications.Verify Employee InformationReview employee records to ensure key information is up to date, including:Legal names Social Security Numbers Tax withholding elections Work locations and tax settings Benefits and deduction configurationsAccurate employee information supports correct tax calculations and reporting.Review Tax Withholdings and LiabilitiesConfirm payroll taxes have been calculated and processed correctly, including:Federal income tax Social Security and Medicare taxes State and local taxes Employer tax liabilitiesIt's also a good idea to verify that required tax deposits have been submitted according to applicable filing schedules.Confirm Tax Account InformationBefore the end of the quarter, ensure all required tax account information has been provided and validated, including:Federal tax ID numbers State and local tax ID numbers Agency account numbers Newly issued tax registrations Updates to existing tax accountsMissing or incorrect tax account information can delay tax payments and filings, which may result in penalties, interest, or additional compliance requirements.If any tax ID numbers or agency account numbers are outstanding, provide the required information as soon as possible to help ensure taxes can be filed and paid on time.Important: If required tax ID numbers are not provided before the end of the quarter, tax funds associated with those agencies may be refunded to your organization. In that case, your organization will be responsible for filing the applicable tax returns and remitting payments directly to the appropriate tax agencies.Reconcile Payroll RecordsCompare payroll data across your systems to ensure consistency.Common reconciliation checks include:Payroll registers against the general ledger Payroll reports against tax filings Year-to-date totals against internal recordsRegular reconciliation can help identify discrepancies before filing deadlines.Review Benefits and DeductionsVerify that employee deductions and employer contributions are accurate, including:Health and insurance benefits Retirement contributions Garnishments and other withholdingsReviewing deductions each quarter can help catch unintended changes before they affect reporting.Validate Contractor PaymentsIf your organization works with contractors, review payments made during the quarter and confirm that:Payments were recorded correctly Contractors are classified appropriately Payroll taxes were not applied where they should not beAccurate contractor records support year-end reporting requirements.Common Issues to Watch ForSome of the most common quarter-end payroll challenges include:Missing payroll entries Duplicate payments Incorrect employee setup Outdated tax withholding information Missing tax ID numbers or agency account information Last-minute payroll adjustmentsAddressing these issues before filing deadlines can help reduce administrative effort later.Recommended Best PracticesTo help keep payroll records accurate and compliant:Conduct a payroll review before quarterly filing deadlines Verify all tax account numbers and registrations are on file Maintain supporting payroll documentation Resolve discrepancies as soon as they are identified Keep payroll, finance, and HR teams aligned on changes Process corrections separately when appropriateAfter Your ReviewOnce your review is complete:Finalize payroll data for the quarter. Confirm tax liabilities, deposits, and account information. Prepare any required quarterly filings. Resolve outstanding discrepancies before the next quarter begins.A consistent quarter-end review process helps support accurate payroll reporting, compliance obligations, and smoother year-end preparation.  US Payroll Thu, 18 Jun 2026 12:06:19 +0200 https://heartcorehr.hibob.com/us-payroll-304/us-benadmin-scheduled-maintenance-and-release-dates-for-2026-7912 If your organization uses the BenAdmin integration powered by PlanSource, review the upcoming maintenance and release schedule to help plan around potential service disruptions. PlanSource, HiBob's BenAdmin integration provider, has published its 2026 maintenance, deployment, and release schedule. During scheduled maintenance windows, customers may experience temporary interruptions affecting BenAdmin-related processes and data exchanges. Scheduled Maintenance Windows The following maintenance windows are expected to result in downtime: Date Time (ET)January 24, 2026 8:00 AM – 4:00 PMFebruary 21, 2026 8:00 AM – 4:00 PMMarch 21, 2026 8:00 AM – 4:00 PMApril 18, 2026 8:00 AM – 4:00 PMMay 30, 2026 8:00 AM – 4:00 PMJune 27, 2026 8:00 AM – 4:00 PMAugust 29, 2026 8:00 AM – 4:00 PMSeptember 19, 2026 8:00 AM – 4:00 PMOctober 23, 2026 11:00 PM – 3:00 AMNovember 20, 2026 11:00 PM – 3:00 AMDecember 18, 2026 11:00 PM – 3:00 AM  Scheduled Code Deployments The following deployment windows are planned: March 28, 2026 — 12:00 AM–4:00 AM ETMay 16, 2026 — 12:00 AM–4:00 AM ETJuly 4, 2026 — 12:00 AM–4:00 AM ETAugust 22, 2026 — 12:00 AM–4:00 AM ETOctober 10, 2026 — 12:00 AM–4:00 AM ETDecember 5, 2026 — 12:00 AM–4:00 AM ETScheduled Releases The following releases are planned with no expected downtime: January 31, 2026May 28, 2026 (updated from May 26)August 26, 2026 If you plan to process benefits enrollments, eligibility updates, or other BenAdmin-related activities, consider these dates when scheduling your work to minimize potential disruption. US Payroll Thu, 18 Jun 2026 10:56:07 +0200 https://heartcorehr.hibob.com/settings-321/approving-payroll-for-viewers-editors-and-admins-7911 This article explains which payroll users can approve payroll based on their payroll permission level and highlights an important limitation for Editors. Payroll permissions can affect whether users can view payroll data, make changes, submit payroll for approval, and approve payroll runs. Viewers can view payroll information but cannot approve payroll. Editors can make payroll changes and can approve payroll. Admins/Support users have full payroll access, including imports and approvals. A point to keep in mind is that Editors cannot import payroll data, even though they can make changes in other areas. Below shows the different user roles and their different functionalities.   Settings Thu, 18 Jun 2026 10:53:31 +0200 https://heartcorehr.hibob.com/employees-322/does-uk-payroll-enrol-employees-automatically-after-the-postponement-period-7910 When an employee reaches the end of their auto-enrolment postponement period, UK Payroll will identify that they are ready to be enrolled, but it does not enrol them automatically. Once the postponement period ends, the employee will be flagged on the payroll summary page as requiring enrolment. An Admin must then complete the enrolment process manually. This allows payroll teams to review eligible employees before they are enrolled into the pension scheme.  Good to know:- Reaching the end of the postponement period does not automatically enrol the employee.- Employees who are ready for enrolment will appear on the payroll summary page.- An Admin must manually complete the enrolment process. Employees Thu, 18 Jun 2026 10:45:24 +0200 https://heartcorehr.hibob.com/imports-187/why-you-can-t-import-into-historical-fields-in-bob-and-what-to-do-instead-5789 Historical fields in Bob are great for tracking changes over time like bonus plans, performance grades, or cost center updates. They allow clean, simple reporting that always shows the most recent value.But there’s one big limitation: you can’t import data into them in bulk.That means if you’re updating data for large groups (say, annual bonuses for 400 employees), you’d need to do it manually, one by one. Not ideal for scale.What can you do instead?Many teams use custom tables. Tables support bulk imports with effective dates, making them a flexible option for regular updates. Just note: table data is a bit trickier to report on. Bob doesn’t automatically surface the most recent row, so you might see multiple rows per person or miss data entirely if filtering by date.To sum it up: Historical fields give you clean, simple reporting—but no import Tables support bulk updates—but need a little more setup to report clearly There’s currently no feature that combines the best of both—but our Product team is aware of the need and it’s on their radar.Tips: Use custom tables for high-volume or annual updates, and build reports to show the latest row Use historical fields for changes that happen rarely, or when you need reliable one-value-per-person reporting Not sure which to use? Reach out—we’ll help you pick the best fit for your setup   Imports Thu, 18 Jun 2026 03:13:38 +0200 https://heartcorehr.hibob.com/legislation-323/recalculate-smp-after-a-pay-rise-alabaster-ruling-7902 If an employee receives a pay rise between the start of the period used to calculate Statutory Maternity Pay (SMP) and the end of their statutory maternity leave, their SMP may need to be recalculated under the Alabaster ruling. Use HMRC's SMP calculator to determine the revised average weekly earnings and any additional SMP due. In UK Payroll, open the employee record and navigate to the Parental tab. Before making any changes, make a note of the existing maternity schedule or take a screenshot for reference. Update the average weekly earnings with the recalculated amount and save your changes. The maternity schedule will automatically recalculate any remaining SMP payments based on the updated earnings figure. Compare the original schedule with the recalculated schedule to identify any difference in SMP already paid. If the employee should have received a higher SMP amount, add the difference to their payslip as a Gross Pay Item using Statutory Maternity Pay as the pay item type. This ensures the payment is included in statutory reporting and can be reclaimed correctly through the EPS submission. Legislation Wed, 17 Jun 2026 16:42:11 +0200 https://heartcorehr.hibob.com/legislation-323/set-up-small-employers-relief-in-uk-payroll-7901 If your organisation qualifies for Small Employers’ Relief (SER), you can reclaim more of the statutory family-related payments you make to employees through HMRC. From 6 April 2026, eligible employers can reclaim 109% of qualifying statutory payments, increased from the previous rate of 108.5%. Eligible employers can recover:100% of qualifying statutory paymentsAn additional 9% compensation This applies to:Statutory Maternity Pay (SMP)Statutory Paternity Pay (SPP)Statutory Adoption Pay (SAP)Statutory Shared Parental Pay (ShPP)Statutory Parental Bereavement Pay (SPBP) Note: Statutory Sick Pay (SSP) cannot be reclaimed. You may qualify if your total Class 1 National Insurance contributions for the previous tax year were £45,000 or less. If you're unsure whether your organisation is eligible, check with HMRC before enabling the setting. To enable Small Employers’ Relief in UK Payroll:Go to Settings > Policies.Under Statutory pay claims > enable small employer relief.  Once enabled, qualifying statutory payment claims will use the Small Employers’ Relief reclaim rate.  Legislation Wed, 17 Jun 2026 16:39:25 +0200 https://heartcorehr.hibob.com/running-payroll-324/setting-up-and-managing-payroll-payments-with-modulr-7900 This article explains how the Modulr integration works, how payroll payments are processed, and common setup requirements. For full instructions on how to set up Modulr, please see the Help Centre article: https://ukpayroll.hibob.com/hc/en-us/articles/31987965739793-Modulr-integration Modulr allows you to manage payroll payments directly from UK Payroll in Bob. To avoid setup issues, the integration should always be initiated from within UK Payroll, rather than creating an account directly with Modulr. Funding payroll paymentsPayroll payments must be fully funded by 11:59 PM on the night before payday. Manual and automatic paymentsYou can choose whether payments are triggered manually or automatically using the dedicated toggles within UK Payroll Settings. This applies to payroll-related payments, including:Salary paymentsHMRC paymentsAttachment of earnings payments Two-factor authenticationTo approve payroll payments through Modulr, two-factor authentication (2FA) must be configured. Without 2FA, payroll payment confirmations cannot be completed. Here is a link to the Help Centre for full guidance on setting up 2FA: https://ukpayroll.hibob.com/hc/en-us/articles/30386632048273-Confirm-payroll-with-two-factor-authentication#:~:text=go%20out%20automatically.-,How%20to%20set%20up%20two%2Dfactor%20payroll%20authentication,-From%20the%20left  Running payroll Wed, 17 Jun 2026 16:12:22 +0200 https://heartcorehr.hibob.com/time-attendance-174/configure-attendance-for-an-hourly-employee-7899 Use this guide to set up attendance correctly for employees who are paid hourly, ensuring their reported hours and payroll calculations are handled as expected. Before configuring attendance, update the employee's employment details:Go to the employee's profile.Open the Employment table.Set Salary pay type to Hourly. This setting ensures the employee is treated as an hourly worker for attendance and payroll purposes. Next, create a dedicated attendance policy for hourly employees rather than using the same policy assigned to salaried employees. Some attendance settings should be configured differently for hourly workers. When creating the policy:Go to the attendance policy settings.Review the Paid statutory and bank holidays setting.Disable this setting for hourly employees if you don't want holiday hours to be automatically added to their payable hours. If the employee works variable days and should only report hours on days they actually work:Open the employee's Employment table.Set the Working pattern to FLEXIBLE.Enter the appropriate FTE percentage based on the employee's weekly working hours. Using a flexible working pattern allows the employee to submit attendance only for the days they work, without requiring hours to be entered every day. After assigning the attendance policy to the employee, attendance can be managed through the attendance sheet. If adjustments are needed, use Quick Fix to record or update hours, then submit and approve the timesheet for payroll processing. Key configuration checklistSet Salary pay type to Hourly in the Employment tableSet Working pattern to FLEXIBLE in the Employment table (if applicable)Define the correct FTE percentageCreate a separate attendance policy for hourly employeesDisable Paid statutory and bank holidays in that policy when requiredAssign the attendance policy to the employee For additional details about attendance policy configuration, refer to the relevant attendance policy documentation. https://help.hibob.com/hc/en-us/articles/19045068293265-Set-up-an-attendance-policy Time & Attendance Wed, 17 Jun 2026 15:23:07 +0200 https://heartcorehr.hibob.com/tasks-flows-170/why-you-can-t-delete-the-payroll-or-self-triggered-task-folders-7898 The Payroll and Self-triggered folders are system-generated folders that come built into Bob by default. Because these folders are part of the system, they have built-in restrictions that prevent them from being deleted. If you try to delete either folder, you may see an error message after confirming the deletion. This is expected behavior and not a bug. These folders are reserved for specific task types, and Bob keeps them in place to maintain system integrity. Payroll folderCannot be deleted.Can be renamed if you'd like it to appear differently in your task list. Self-triggered folderCannot be deleted.Cannot be renamed due to stricter system restrictions. If you see an error when attempting to delete either folder, no action is required—the folder is working as designed. Tasks & Flows Wed, 17 Jun 2026 14:23:02 +0200 https://heartcorehr.hibob.com/tasks-flows-170/send-quarterly-reminder-tasks-using-a-scheduled-task-list-7897 Use a scheduled task list and a custom date field to automatically send quarterly reminder tasks. While Bob doesn't currently support fully automated recurring task lists, this setup provides a reliable alternative. Start by creating a custom date field in employee profiles. This field will act as the trigger date for the task list. Set the initial date to the beginning of the first quarter when you want the reminders to start. Next, go to Tasks > Task list settings, select Add new, and enable Add scheduling. Choose the custom date field as the anchor event for the task list. After creating the task list, add the quarterly tasks and configure each one to trigger based on a day offset from the anchor date:| Quarter | Trigger Offset || ------- | -------------- || Q1 | Day 0 || Q2 | Day 90 || Q3 | Day 181 || Q4 | Day 273 |  Configure each task as an Email task so the reminder is sent automatically at the scheduled time. You can assign the task to the relevant team members and customize the email content. Keep in mind that this setup must be refreshed each year. At the start of a new year, update the custom date field with the new annual trigger date. This can be done efficiently using a bulk import. This approach helps maintain a consistent quarterly reminder process without manually triggering the task list every quarter.  Tasks & Flows Wed, 17 Jun 2026 14:14:13 +0200 https://heartcorehr.hibob.com/time-off-173/remove-a-half-day-time-off-policy-without-creating-negative-balances-7896 Learn how to safely unassign a half-day time off policy from employees while preventing negative balances and removing the policy from attendance reporting. When a time off policy is unassigned during an active cycle, Bob recalculates the employee's entitlement based on the shortened assignment period. If employees have existing approved or pending requests linked to that policy, those requests remain in place and can cause balances to become negative after the policy is unassigned. To fully remove a policy and avoid balance discrepancies, follow the process below.Review existing time off requests associated with the policy.Go to Time > People's time off > Manage requests.Filter requests by:PolicyEmployee (optional)Date range (optional)Identify any approved or pending requests related to the policy that will be unassigned. Delete future requests linked to the policy.Select the relevant requests.Click Actions > Delete.Enter a reason if required.Confirm the deletion. Unassign the policy from employees.Go to Time off > Policy assignment.Select the relevant policy.Select the employees.Click Actions > Unassign policy.Set the effective date to the desired date (for example, 01/06/2026).Click Apply. This action can be completed in bulk for multiple employees.Review employee balances.Go to Time off > Policy balances.Select the relevant policy and employees.Verify that balances are correct after the unassignment. Adjust balances if required.Select the affected employees.Click Actions > Adjust balance.Set the effective date to match the unassignment date.Enter the required adjustment to bring balances to the desired value.Click Apply.*This action can also be completed in bulk. Why balances may become negativeWhen an employee is unassigned from a policy before the end of the policy cycle:The entitlement is recalculated based on the assignment period up to the unassignment date.Existing approved or pending requests are not automatically removed.Future requests linked to the policy continue to affect the balance unless they are deleted.As a result, the remaining balance may appear negative after recalculation.Attendance reporting Once employees are unassigned from the policy and any required balance adjustments are completed, the policy will no longer appear as an active policy for those employees from the effective unassignment date onward.    Time Off Wed, 17 Jun 2026 14:10:07 +0200 https://heartcorehr.hibob.com/time-attendance-174/time-off-request-approval-limitations-7891 Bob currently supports up to two approvers in a time off approval flow. If your organization requires additional approval layers or more flexible approver coverage, there are a few workarounds available, but some scenarios are not currently supported. Can I create a three-step approval flow?No. Time off policies support a maximum of two approvers. For example, a flow such as:HR generalistManagerExecutive approvercannot be configured natively in Bob. A common workaround is to use the two most critical approvers in the approval flow and use task lists or notifications to keep additional stakeholders informed. However, the third stakeholder will not be able to approve the request as part of the formal workflow. Can I assign a group of approvers instead of a single person?No. Bob does not currently support assigning a team or group as a time off approver. If multiple people need visibility into requests, consider using task lists or internal processes to distribute notifications. For manager-based approval scenarios, indirect managers can be granted permissions to approve requests within their reporting line. How do indirect manager approvals work?You can enable the following permission for the Managers group: View all fields, approve or decline requests that are pending approval of othersWhen enabled:Second-level managers can approve requests within their reporting hierarchy.Managers cannot approve requests outside their reporting line.The permission does not automatically send notifications when a direct manager is unavailable.Indirect managers must proactively review pending requests when needed. How can I change a time off approver?There are several ways to manage approvers depending on your setup. Change approvers globallyTo update approvers for all employees using the default approval flow:Go to Time > Time off settings > Approvers.Update the relevant approver settings. Change an approver for a specific employeeTo update approvers for an individual employee:Go to Time > People's time off > Policy balances.Select the employee.Click Actions > Change approver. This change applies to all policies assigned to the employee except policies that use a custom approval flow.Changes only affect future requests. Requests that have already been submitted keep their existing approvers. Change approvers in bulkTo update approvers for multiple employees:Go to Time > People's time off > Policy balances.Select the relevant employees.Use the bulk action to change approvers.  Set approvers at the policy levelTo configure approvers for a specific policy:Go to Time > Time off settings > Policies.Open the relevant policy.Click Actions > Edit.Open the Approval section.Select Create a custom approval flow and configure the approvers.  Why can't I change an approver for a specific employee?If a policy uses a custom approval flow, the approvers defined in that policy override employee-level approver settings. Because custom approval flows sit at the top of the approval hierarchy:Employee-level approver changes do not apply.Individual approvers cannot be overridden for that policy.Existing submitted requests cannot be reassigned by changing employee approvers.What can I do if a custom approver is unavailable? Current options include:Updating the custom approval flow to use a backup approver.Moving the policy back to the default approval flow and managing approvers through employee-level settings.Using indirect manager approval permissions where applicable. Is there a way to override a custom approver for a single employee?No. This is not currently supported.Organizations that use custom approval flows with approvers based on reference fields (for example, an employee's manager plus a specific executive approver) cannot currently replace an approver for a single employee without affecting the policy configuration. This limitation has been raised with the Product team as a product feedback request and is under consideration for future development. Time & Attendance Tue, 16 Jun 2026 18:31:27 +0200 https://heartcorehr.hibob.com/documents-reports-327/processing-p11ds-for-companies-that-cease-trading-mid-year-7890 If a company ceases trading during the tax year, HMRC allows P11Ds to be submitted using paper forms instead of requiring an electronic submission. This exception applies only to employers that have ceased trading during the tax year. All other employers must continue to follow the standard P11D submission process. Although the submission requirements have changed, all other P11D obligations remain the same, including meeting the applicable filing deadlines. One benefit of the paper submission option is that employers can submit their P11Ds before the end of the tax year. Electronic P11D submissions can only be made from 6 April, but paper forms can be sent earlier. This allows employers that have ceased trading to complete their remaining payroll and benefits obligations without having to wait until after the tax year ends. For employers that cease trading partway through the year, this can help simplify the offboarding process and reduce the risk of forgetting to submit P11Ds after trading has ended. Points to note:This exception applies only to employers that have ceased trading during the tax year. HMRC accepts paper P11D forms for these employers. All standard P11D obligations and deadlines still apply. Paper forms can be submitted before 5 April, allowing employers to complete their year-end obligations earlier. Electronic P11D submissions remain available only from 6 April onwards. Documents & Reports Tue, 16 Jun 2026 18:17:22 +0200 https://heartcorehr.hibob.com/employees-322/track-kit-days-during-maternity-leave-7889 Use this article to set up and track Keeping in Touch (KIT) days in Bob, report on approved requests, and avoid common issues with maternity leave and UK Payroll syncing. A simple way to manage KIT days in Bob is by creating a dedicated time off policy. To prevent overlapping leave records from causing payroll sync issues, we recommend excluding the KIT days policy from syncing in your UK Payroll settings. Set up KIT day trackingCreate a time off policy specifically for KIT days and use it for all KIT day requests.When configuring UK Payroll, exclude the KIT days policy from payroll syncing to help prevent issues caused by overlapping leave periods. Report on approved KIT daysYou can use Bob Reporting to track approved KIT day requests:Go to Analytics > Reports.Click + Add report.Search for Requests summary.Select the relevant approved requests report.Filter the report by your KIT days time off policy. This report will show approved KIT day requests that have been submitted through Bob. Pay employees for KIT days in UK PayrollYou can pay employees for KIT days by creating a one-off pay item in UK Payroll. Create a KIT Day pay item in UK Payroll settings as a one-off pay item.Open the employee's draft payslip in the relevant pay run.Add the KIT Day pay item.Enter the required gross amount. Check pension settings for employees on maternity leaveFor employees on maternity leave, pension contributions are controlled by the settings in the employee's maternity leave tab.If you expect a pension deduction for a KIT day payment but do not see one:Open the employee's profile.Go to the maternity leave tab.Review the pension settings configured for the leave period. These settings determine how pension contributions are handled while the employee is on maternity leave.  Employees Tue, 16 Jun 2026 18:08:47 +0200 https://heartcorehr.hibob.com/time-attendance-174/public-holidays-in-attendance-for-employees-on-a-flex-working-pattern-7887 This article explains why public holidays may show the full daily hours (for example, 8 hours) for employees on a flex working pattern with a reduced FTE, and what configuration affects the calculation. For employees assigned to a flexible working pattern, Attendance does not prorate public holiday payable hours based on the employee's FTE percentage. Instead, the system uses the hours associated with the day in the underlying full-time working pattern to calculate potential and payable hours. For example, if an employee works at 80% FTE and a public holiday falls on a day that is configured as 8 hours in the full-time working pattern, Attendance may show 8 payable hours for that public holiday rather than 6.4 hours (6h24m). Why this happens Flexible working patterns do not contain fixed daily working hours that can be used to determine a prorated value for public holidays. To calculate potential and payable hours, Attendance needs a daily hour value and therefore references the hours configured in the working pattern. As a result public holiday payable hours are based on the configured hours for the week day (Monday~Friday for example).  If public holiday hours appear higher than expected: Review the employee's associated full-time working pattern.Check the configured hours for the day on which the public holiday falls.Verify whether the employee is assigned to a flex working pattern rather than a part-time working pattern with defined daily hours.     Possible workaround If public holidays need to be reflected according to an employee's reduced FTE, consider reviewing whether a flex working pattern is the most suitable setup. In some cases, using a working pattern with defined daily hours may provide more predictable calculations. Alternatively you can submit a time off request on top of the public bank holiday, since the request is prorated based on employee FTE percentage, Payable Hours will reflect that percentage (for example 6.4 hours on a full day requested at 80% FTE)    Time & Attendance Tue, 16 Jun 2026 16:31:26 +0200 https://heartcorehr.hibob.com/time-attendance-174/how-bob-prorates-potential-hours-for-employees-with-flexible-working-pattern-7886 To calculated prorated potential hours Bob takes into account the base full-time pattern as well as the expected work hours in a week and the number of days in a cycle. In the example below, the employee is contracted for 16 hours per week and we will be working with a 21 work day cycle.   To calculate the employee's prorated potential hours: Bob divides the weekly hours by 5 working days (The Full-Time working pattern is from Monday to Friday).16 ÷ 5 = 3.2 hours per day And then multiplies that figure by the number of days included in the attendance cycle.3.2 × 21 days = 67 hours 12 minutes For this example the employee's logged hours are less than the prorated potential hours.Potential hours: 67 hours 12 minutesLogged hours: 59 hours 12 minutes   Difference: 8 hours   Because the employee logged 8 fewer hours than their prorated target, Bob displays an 8 hour attendance deficit. The attendance balance is based on the hours expected during the cycle compared with the hours actually recorded. If the logged hours are lower than the prorated target, a warning will appear. Time & Attendance Tue, 16 Jun 2026 16:23:44 +0200 https://heartcorehr.hibob.com/time-off-173/how-to-bulk-assign-unassign-time-off-policies-7885 Need to assign a time off policy to multiple employees at once? Here’s how to do it quickly and easily: 1. Go to Time > People's time off from the left menu. 2. Click the Policy Assignments tab. 3. Select employees using the checkboxes, or choose the entire list. 4. Click the Actions dropdown and select Assign policy. 5. Choose the relevant policy from the Policy dropdown. 6. Set the Effective Date: - You can choose a specific calendar date - Or select a Preset option based on an event (like Start Date) 7. Click Apply to complete the assignment.    Time Off Tue, 16 Jun 2026 16:05:09 +0200 https://heartcorehr.hibob.com/homepage-and-the-org-chart-162/how-to-hide-a-shoutout-from-an-employee-7884 To allow coworkers to share messages (for a retirement gift, for instance) without the specific employee viewing the post, you have two possible approaches. Option 1 : Restrict Shoutout Visibility Using Permission Groups (more complex) If you'd prefer the employee not to have access to shoutouts at all, you can adjust shoutout permissions. Go to System Settings > Account > Permission Groups.Open All People – Others Data.Navigate to Features > Shoutouts.Remove the permission to view shoutouts.   Next, create a new permission group:Click Create new permission group.Select Employee type.Name the permission group.Under People by condition, configure:Lifecycle = EmployedDisplay name (or Full name) ≠ the employee who is retiringUnder Features > Shoutouts, grant permission to view shoutouts.Save the permission group.   Option 2: Create a Custom Group and Target the Shoutout (Easiest) Create a group that includes all employees except the retiring employee, then use that group as the audience for the shoutout.Go to System Settings > Data Management > Groups.Click Create group.Give the group a name, such as Retirement Messages.Set conditions to include all active employees except the retiring employee:Lifecycle status = EmployedDisplay name (or Full name) ≠ the employee who is retiringSet the group's visibility to Public.Save the group.   Once the group has been created:Go to your Homepage.Create a new Shoutout.Select the new group as the audience.Publish the shoutout. Here is the end result and validation:   From everyone else's perspective:   From the perspective of who cannot see the shoutout:   Because the employee is not a member of the group, they won't see shoutouts posted to it. However, since the group is public, they can still see that the group exists. Important: Test this setup with a small group before using it for a live retirement announcement. Both approaches ensure all employees can continue viewing shoutouts except for the one employee. Homepage and the org chart Tue, 16 Jun 2026 16:01:45 +0200 https://heartcorehr.hibob.com/time-off-173/monitor-new-hires-missing-time-off-policy-assignments-7882 HiBob does not currently offer an automated alert for employees who were not assigned time off policies during the onboarding process. However, you can use the following methods to regularly review and verify policy assignments. To review upcoming and pending policy assignments:Go to Time > Time Off Settings > Policies > Policy Balances.Add the Next policy assignment column to your view.Add the Future assigned people column.Filter the list to employees with a Hired status.Review the results to identify any employees who may be missing an expected policy assignment.   You can also review assignment activity using a report:Go to Analytics > Reports > Time Off > Policy Assignments Summary.Review the results to confirm which employees have been assigned the expected policies.  If policy assignments are not occurring automatically, review your new hire flow configuration:Go to System Settings > Flows > New Hires and Onboarding.Check the time off policy configuration in the relevant new hire template.Make sure only one policy per policy type is selected. When multiple policies of the same policy type are included in a new hire flow, automatic assignment will not occur, and policies must be assigned manually. For employees who were missed during onboarding:Go to Time > People's Time Off > Policy Balances.Select the employee.Assign the appropriate time off policy manually. Running a regular review from the Policy Balances page can help catch missing policy assignments before an employee's start date. Time Off Tue, 16 Jun 2026 13:52:34 +0200 https://heartcorehr.hibob.com/employee-profile-and-fields-185/how-to-delete-or-amend-custom-table-data-in-bulk-7881 Use this process when you need to correct, replace, or update a large amount of data in a custom table. Export the existing custom table data as a backup.Go to Analytics > Reports > Add new > use a template > and run the report using the custom table's designated report template. Tip: add a column for work email, it will help you later. Export and save the file.(Important) Rename the current custom table for distinction.Go to System Settings > People's data fields > and rename the table (for example, change Custom table to Custom table (incorrect data)). Create a new custom table and add the fields (columns) you need in the new table.Make sure the structure matches the data you plan to import. You can name the table and the fields like they were before. Archive the old custom table.All data stored in the old table will be archived with it.Import the corrected data into the new custom table.Update the exported backup file with the correct data. Verify that all columns in the file match the fields in the new custom table. Use the Import table data tool to import the file into the new custom table. Employee profile and fields Tue, 16 Jun 2026 13:48:03 +0200 https://heartcorehr.hibob.com/job-catalog-172/the-exchange-rates-in-settings-financials-influence-work-force-planning-and-not-reports-or-dashboards-4127 You can upload new exchange rates by preparing a spreadsheet with the source currencies and their preferred exchange rates, and then import this spreadsheet into Bob via System Settings > Data Management.These updated currencies and exchange rates will appear under Financials > Currencies in the Exchange rates table, reflecting the source currency, exchange rate, effective date, and the target (default) currency. For reports, Bob automatically pulls exchange rates from openexchangerates.org, updating them at the start of each month. Salaries recorded in local currency are converted to default currency in reports, and you can select to convert all salaries to your default currency. It’s important to note that exchange rates impact position costs, especially when dealing with positions in different currencies. Make sure that exchange rates are defined and up to date for all positions, as positions without cost or accurate exchange rates will be excluded from metric calculations in Workforce Planning. Job Catalog Tue, 16 Jun 2026 12:00:26 +0200 https://heartcorehr.hibob.com/time-attendance-174/how-to-switch-between-projects-throughout-the-day-in-attendance-7879 If you work on multiple projects during the day, you can switch projects while tracking time or add separate work entries to ensure your hours are allocated correctly. Switch projects from the homepage Attendance widgetWhile your timer is running, click Switch project in the Attendance widget on the homepage and select the project you'd like to track time against.  Switch projects from the My Attendance pageYou can also switch projects directly from the Attendance widget on the My Attendance page. Open My Attendance. Locate the Attendance widget. Click Switch project and select the relevant project.    Add multiple work entries when editing a timesheetIf you're updating your timesheet manually, you can add separate work entries for each project you've worked on during the day. Please see the .GIF below. Open your timesheet. Edit the relevant day. Click Add work entry. Enter the time worked and select the appropriate project. Repeat for any additional projects.   This allows you to accurately track time spent across multiple projects within the same day. Time & Attendance Tue, 16 Jun 2026 11:25:26 +0200 https://heartcorehr.hibob.com/employee-profile-and-fields-185/display-name-behaviour-during-name-changes-7878 By default, Bob automatically calculates the Display name combining the following fields:- First name- Middle name- Last name As long as the Display name matches this combination, it remains automatically linked to those fields. What Happens During a Name Change When an employee updates their:- First name- Middle name- Last name Bob checks whether the Display name was following the automatic naming logic up to that point.If it was, the Display name is automatically updated to match the new values. ExampleOriginal values:- First name: John- Middle name: —- Last name: Doe- Display name: John Doe Updated values:- First name: John- Middle name: Michael- Last name: Smith Because the Display name was matching the First, Middle and Last names up to that point, Bob automatically updates it to:- John Michael Smith How to Prevent the Display Name From Updating Automatically To stop the Display name from combining the First, Middle, and Last name fields, the Display name must be manually customized, whether in the profile or via a People Data Update flow. Simply leaving the existing value unchanged is not enough if it still matches the automatic naming logic. Instead:1. Clear the Display name field2. Manually type the preferred Display name3. Save and submit the flow This breaks the automatic link between the Display name and the other name fields. After that, future changes to First, Middle, or Last name will no longer overwrite the Display name automatically, as long as it remains different from the combined name values.  Employee profile and fields Tue, 16 Jun 2026 10:46:41 +0200 https://heartcorehr.hibob.com/learning-242/make-third-party-learning-courses-recurring-7875 Recurring courses are not supported for courses synced directly from third-party providers such as Go1 and LinkedIn Learning. As a workaround, you can recreate the course in Bob and then set it up as a recurring course: Open the course in Go1 or LinkedIn Learning.  Download the course content from the provider.  In Bob, create a new course and upload the downloaded content.  Configure the course settings as needed.  Enable the recurring course option when setting up the course. Once the course is recreated in Bob, you'll be able to schedule it as a recurring course. Note: This workaround requires maintaining a separate version of the course in Bob. Any updates made by the third-party provider won't automatically sync to the recreated course.  Learning Mon, 15 Jun 2026 18:33:17 +0200 https://heartcorehr.hibob.com/reports-177/how-job-and-job-history-columns-behave-in-analytics-reports-7874 When building Analytics reports with job assignment data, it’s important to understand the difference between the "Job" and "Job (history)" columns, as they return different results.  Using the Job Column If you add only the Job column to a General report, the report:- Generates one row per employee- Displays only the employee’s latest jJob profile assignment- Does not automatically add an Effective date column This means the report only reflects the employee’s current assignment. Using the Job (history) Column If you add the Job (history) column, the report automatically:- Generates separate rows for each Job profile assignment- Adds an Effective date column to the report- Displays historical Job profile assignments Important LimitationWhen the same Job profile is assigned multiple times in an employee’s profile with different effective dates, Analytics reports do not display every effective-dated assignment row. Instead, the report only includes the earliest assignment for that Job profile sequence. Because of this:- Some effective-dated rows visible in the employee profile may not appear in the report- The row shown in the report may not match the row currently marked as active in the employee’s Jobs table  Reports Mon, 15 Jun 2026 18:30:53 +0200 https://heartcorehr.hibob.com/compensation-management-179/hourly-salaries-show-as-0-in-compensation-worksheets-using-annual-or-monthly-pay-periods-7873 If employees with an "Hourly" Pay period set in their Salary table appear with "0" under the "Current base salary" column in a compensation worksheet, the issue is likely related to missing permissions for the Employment category section history. This only occurs when the worksheet Pay period is set to:- Annual- Monthly If the worksheet is set to Per participant, the salary displays correctly even without Employment section history permissions.   Why This Happens When the worksheet view is set to "Annual" or "Monthly" Pay periods, Bob needs to calculate the salary value for employees whose pay period is set to Hourly. To perform this calculation, the worksheet uses information stored in the Employment category, including section history data. If the planner does not have permission to view:- The Employment category- The Employment section histories the worksheet cannot calculate the salary correctly, causing the value to appear as 0. How to Resolve It Grant the planner:- View access to the Employment category- View access to Section histories for the Employment category  After enabling both permissions, the worksheet should correctly display salary values for hourly employees when using Annual or Monthly pay periods. Compensation management Mon, 15 Jun 2026 18:28:24 +0200 https://heartcorehr.hibob.com/tasks-flows-170/open-ended-time-off-task-list-trigger-behavior-7872 Task lists using either of these triggers:- Time off open-ended request approved- Time off open-ended request end date set Only works for time off requests that were submitted as Open-ended requests.   To create an open-ended request, the requester must enable the "Open-ended request" toggle when submitting the time off request.   How These Triggers Work Triggers when:- An open-ended time off request is approved- An end date is already included during the request submission This trigger will not work if:- The request is approved without an end date set Time off open-ended request end date set Triggers when:- An end date is added later to an already approved open-ended request This trigger only works if:- The request was originally submitted as open-ended- No end date was entered during the initial submission If the end date is already set when the request is created, this trigger will not run. Tasks & Flows Mon, 15 Jun 2026 18:18:28 +0200 https://heartcorehr.hibob.com/docs-esign-169/employees-need-folder-permissions-to-upload-documents-through-flows-7871 When using a Document-type field in a People data update flow, employees must have permission to upload documents to at least one Employee folder in Docs. Once these permissions are granted, employees can:- Upload documents through the flow- Upload documents directly from the Docs section This means users can bypass the intended process and upload files directly into folders without completing the required fields in the flow There is currently no way to:- Allow document uploads only through a flow- Prevent direct uploads to folders while still allowing uploads through Document fields Both behaviours rely on the same folder permissions. Possible WorkaroundEven if employees upload the document directly into their folder first, they can still complete the flow afterwards. Document-type fields can use:- Newly uploaded documents- Existing documents already stored in the employee folder This allows employees to select the previously uploaded document during the flow submission so the required data can still be captured. Docs & eSign Mon, 15 Jun 2026 18:12:59 +0200 https://heartcorehr.hibob.com/performance-181/performance-review-cycle-changes-to-self-reviews-1582 While the cycle is running, managers and admins can View, Nudge and Allow [employee] to edit their submitted reviews, using the 3 dots function next to the employee's name.As a ManagerFrom the top left, clicking on Bob products Select Talent  You will find in the left menu the option Performance Select My reviews Click on the tab My team Select Nudge temployee] that hasn’t submitted their reviewAlternatively, it’s also possible for managers to View or Allow iemployee] to edit reviews As an AdminWhile the cycle is running, admins can View, Nudge and Remove from Cycle by:From the top left, clicking on Bob products Select Talent  You will find in the left menu the option Performance Select Manage cycles Click on the cycle Select View (only available for employees who have submitted their review), Allow demployee] to Edit or Remove from Cycle Last edited on June 25th, 2024 Performance Mon, 15 Jun 2026 10:45:56 +0200 https://heartcorehr.hibob.com/employee-profile-and-fields-185/name-fields-behaviour-1873 When adding a new employee in the platform, you will be required to add at least their FIRST NAME and LAST NAME (MIDDLE NAME is not mandatory, but could be added as well).This information will automate to the FULL NAME field. So, when you add information to any of those fields, the FULL NAME FIELD will automatically update.The same will happen if you don't add any details to the DISPLAY NAME field (as it isn't a mandatory field).By default, if this field doesn't have information, it will automatically update according to FULL NAME field, because it is the name that will reflect at the top of the profile and that is used to identify the employee across the platform. However, the DISPLAY NAME can later be changed to the employee's (or company's) preference. Employee profile and fields Fri, 12 Jun 2026 11:59:56 +0200 https://heartcorehr.hibob.com/goals-183/create-goals-for-employees-in-hired-status-7737 Managers can create and track goals for new joiners before their start date by creating goals directly from the employee profile while the employee is still in the Hired stage. To allow managers to manage goals for employees in Hired status, make sure the following permissions are enabled in the manager permission group:  Make sure the group includes access to employees in Hired status.  Once these permissions are enabled, managers can create goals for employees in Hired status directly from the employee profile. To create a goal for a new joiner:1. Open the employee’s profile.2. Create the goal from the profile page.  Goals created this way will also appear in the main goals area. To view them:1. Go to Goals > Browse goals > All goals2. Update the filters to include both Active and Inactive employees. This is useful for setting probationary goals or onboarding objectives before the employee officially starts.  Goals Wed, 10 Jun 2026 14:09:40 +0200 https://heartcorehr.hibob.com/compensation-management-179/compensation-event-letters-3281 When completing a compensation event, you’ll have the option of using the ‘Request Signature’ option to send out letters to employees. From there, you can set up who can receive the eSign document to sign, choosing all employees or using conditions.Here is how to set those conditions:Go to the Compensation event; Click on the 3 dots; Request Signature; Select the eSign template and the folder; Select to send to all employees or use certain conditions:  Compensation management Wed, 10 Jun 2026 12:46:45 +0200 https://heartcorehr.hibob.com/1-on-1s-184/calendar-event-with-a-1-hour-difference-from-scheduled-time-1317 This relates to a time-computing difference between systems. Whenever a daylight savings time change occurs, the system will need to be adjusted in order to match this again. For example, if the time zone in your Google/Outlook calendar has automatically changed to GMT +1:00, in HiBob the site settings need to be changed to match the same as in the Google/Outlook calendar.For this, go to:From the top left, click Bob products Select System Settings  You will find, at the bottom of the left menu, the option Company By expanding it, you will see Sites and click on it On the intended site, click Manage In the Actions dropdown menu at the upper right, select Edit Once the editing space is open, you will need to go to the Localization section The Timezone field should be changed to GMT +1:00 (or other, please select the most appropriate option). For any details on how to change Site settings, be sure to check the "Add a site" article, from HiBob's Help Center. Last updated on June 29th, 2024 1-on-1s Wed, 10 Jun 2026 11:23:22 +0200 https://heartcorehr.hibob.com/job-catalog-172/how-job-profile-details-are-visible-in-bob-permissions-based-7179 How Job Profiles Appear for Employees and How Permissions Affect Visibility Job profiles are defined in the job catalog. After a job profile is created, it’s assigned to employees, and this information appears in the employee profile under the Jobs category.Visibility of job profile details in the employee profile depends entirely on the permissions assigned to each user.If an employee has view permissions for the Jobs category under the "All people - own data" permission group, they’ll be able to see this information in their own profile.In the same way, any user who belongs to a permission group that includes view permission to the Jobs category will be able to see this information in the profiles of the employees defined by that group’s visibility rules.If the user also has edit permissions for the Jobs category, they’ll be able to assign or unassign a job profile directly from the employee profile. Permissions for the job catalogPermissions can also be granted for the job catalog itself, under the Features section of the permission group.These permissions control access to the catalog values - such as viewing or editing job roles, job families, job levels, and related data. Since this provides broad access to a large amount of organizational data, we recommend granting job catalog permissions carefully and only when truly needed. Job Catalog Tue, 09 Jun 2026 13:38:59 +0200 https://heartcorehr.hibob.com/permission-groups-186/allow-employees-to-see-new-hires-1374 In order to see hired employees, we must include "Lifecycle - equals - hired under people's data->access rights  Permission groups Mon, 08 Jun 2026 16:08:03 +0200 https://heartcorehr.hibob.com/employee-profile-and-fields-185/reset-and-restart-employee-id-auto-generation-7740 Reset and Restart Employee ID Auto-Generation Follow this process to reset how employee IDs are generated and ensure new IDs continue from the correct sequence. Start by turning off the current auto-generation setting:Go to Settings → Company → My companyMake sure the auto-generate employee ID checkbox is unchecked  Next, prepare and import your employee ID data so the system recognizes the latest ID in use:Create an Excel file with:Column 1: Employee emailColumn 2: Employee ID  Go to Settings → Data management → ImportSelect People importChoose the option to update existing employeesFollow the import process.  Once the import is complete, turn auto-generation back on:Return to Settings → Company → My companyRe-enable the auto-generate employee ID checkbox From this point on, any new employee added will receive an ID that continues from the last imported value. Employee profile and fields Mon, 08 Jun 2026 11:57:12 +0200 https://heartcorehr.hibob.com/reports-177/filter-conditions-glossary-6769 Filters help you narrow down results when assigning policies, building reports, managing dashboard data, and other contexts.Here is a glossary for the filter conditions you'll find: Condition Meaning / Example equals Shows only exact matches. Example: Department equals "Sales" → shows only Sales employees. doesn't equal Excludes exact matches. Example: Department doesn't equal "Sales" → shows everyone except Sales. contains Shows results that include the word or phrase anywhere. Example: Job title contains "Manager" → finds Sales Manager, HR Manager, etc. does not contain Excludes results that include that word or phrase. Example: Job title does not contain "Manager" → hides all managers. exists Field has a value (not blank). Example: 'Reports to' exists → shows employees with a manager. doesn't exist Field is empty (no value). Example: 'Reports to' doesn't exist → shows employees without a manager. same as viewer Matches the viewer’s own value in that field. Example: Department same as viewer → each user sees only their department. is not same as viewer Excludes the viewer’s own value in that field. Example: Department is not same as viewer → shows all other departments. greater than* *Available for number or date fields only Filters for values higher than the specified number or later date. Example: 'Start Date' greater than X → shows people who started after X. less than* *Available for number or date fields only Filters for values lower than the specified number or earlier date. Example: 'Termination date' less than X → shows people who left before X. is in* *Available for date fields only Filters for values within a specific range. Example: Start Date is in X–Y → shows people who joined between X and Y. is not in* *Available for date fields only   Filters for values outside a specific range.   Example: Start Date is not in X–Y → shows people who joined outside the period.  Note: Some conditions depend on the field type you select first. Not all options will appear every time.  Reports Mon, 08 Jun 2026 10:49:07 +0200 https://heartcorehr.hibob.com/performance-181/inviting-peers-to-performance-review-1353 By default, only managers and admins can invite peers in performance. The reviewee can do it as well, but only if set up in the cycle.For managers and admin, from the Manage cycles page:Go to the top left, and click Bob products Select Talent  You will find in the left menu the option Performance > Manage cycles Select the intended cycle In the Peer reviewers column, click on the 3 dots next to the review you want to invite peers to, or simply click on the Add button For managers, from the My reviews page:Go to the top left, and click Bob products Select Talent  You will find in the left menu the option Performance > My reviews Go to the My team tab Select the intended cycle In the Peer column, click on the 3 dots next to the review you want to invite peers to, or simply click on the Invite button   Performance Fri, 05 Jun 2026 17:37:35 +0200 https://heartcorehr.hibob.com/homepage-and-the-org-chart-162/notifications-for-tasks-in-the-recently-assigned-widget-are-not-appearing-1054 If you’ve noticed that notifications for tasks, approvals, eSign requests, and similar items are no longer appearing in the "Recently Assigned" widget, here are some possible reasons: 1. Notifications Expire After 30 DaysThe tasks and notifications displayed in this widget are designed to show only recently assigned tasks. As a result, notifications are automatically removed after 30 days and will no longer appear. 2. Active Status RequirementThe widget only displays notifications for users with an "Active" status. Users with other statuses, such as unverified accounts, will not receive these notifications since the system does not send notifications to unverified accounts. Important to Note:These settings are designed to ensure that the system focuses on relevant tasks for active users and highlights recently assigned tasks. If you have any further questions, feel free to reach out!  Homepage and the org chart Fri, 05 Jun 2026 16:07:23 +0200 https://heartcorehr.hibob.com/integrations-188/creating-a-custom-integration-with-hibob-7488 If Bob doesn’t offer a native integration with a third-party system, there are a few ways to connect the two and automate data flow. API integrationSet up a service user with the right permissions to pull or push employee data via API. This allows your third-party system to interact directly with Bob. WebhooksUse webhooks to send real-time updates when specific events happen in Bob - like onboarding completion, employee termination, or data changes - so your external system can react instantly. Middleware solutionsTools like Zapier or Workato can act as a bridge between Bob and your third-party system, helping automate workflows without building a direct integration. SFTP connectionSchedule reports in Bob and send them via SFTP to an external server. Your third-party system can then pick up this data at regular intervals. The right approach depends on what the third-party system supports. It’s a good idea to check with their support team and involve your IT team to review capabilities, requirements, and any associated costs. Integrations Fri, 05 Jun 2026 14:18:32 +0200 https://heartcorehr.hibob.com/employee-profile-and-fields-185/how-to-give-a-new-joiner-full-access-before-their-start-date-6639 If someone needs full access to HiBob before their official start date, there’s a simple workaround.By default, employees only get full platform access (via their work email) starting on their official start date. Before then, they can only access the onboarding flow via their personal email.To give them access early: Go to the employee’s profile > Actions > Change work details > Change start date Update their start date to today’s date This will trigger the system to send an invite to their work email Once they’re in, revert the start date back to the correct value before payroll or reporting is finalized This allows them to start using HiBob right away without affecting long-term data. Employee profile and fields Fri, 05 Jun 2026 12:55:27 +0200 https://heartcorehr.hibob.com/employee-profile-and-fields-185/method-to-have-employees-with-two-simultaneous-profiles-2741 This has occurred because they were originally hired as a contractor or on a fixed term contract, and then when they were converted to permanent. We incorrectly terminated their existing profile and created a new profile for them. The presence of duplicate employee profiles can indeed pose challenges in maintaining clean and accurate data. Here are the steps to guide you through this process: Export Data from the Newer Profiles:Begin by exporting the relevant data from the newer profiles. The reason for this is that the Lifecycle table is difficult to manipulate, meaning that adding older periods to the newer profiles would definitely be trickier. 2. Rehire the employees on their Older Profiles:This will make sure that they have their Lifecycle tables accurate and with the new "Employed" rows. Before doing this, please apply conditions to your Onboarding Task Lists, so they don't unnecessarily trigger for them with this migration. 3. Data Comparison:Create reports and compare the data between the newer and older profiles. Identify any data on the newer profile that might be missing from the older profile or that might need to be updated. 4. Import to the Older Profile:After preparing your spreadsheets with the relevant data that needs updating, import it to the older profiles. 5. Data Validation Post-Import:Following the import, thoroughly validate the data within the older profile. Ensure that all relevant information has been seamlessly integrated, and there are no unintended consequences of the merge. Once everything is verified, you can go ahead and delete the newer profiles. Employee profile and fields Wed, 03 Jun 2026 20:24:30 +0200 https://heartcorehr.hibob.com/employee-profile-and-fields-185/character-limit-in-employee-fields-3843 The employee fields have a character limit, but it’s very hard to reach.These limits ensure that the data entered is concise and consistent across the platform. Below are the character limits for some of the most commonly used fields: Text area: Over 1 million charactersText: 100 charactersNumber: 1000000000000000Currency: 1,000,000,000,000,000List items: 300 characters max per list entryWhat happens if I exceed the character limit?If you exceed the character limit you will be prompted with an error message indicating that the input is too long. You will need to shorten the text to fit within the specified limit before you can proceed. If you have any additional questions or need further assistance, please contact our support team.  Employee profile and fields Wed, 03 Jun 2026 09:37:06 +0200 https://heartcorehr.hibob.com/docs-esign-169/employees-need-folder-permissions-to-upload-documents-through-flows-7816 When using a Document-type field in a People data update flow, employees must have permission to upload documents to at least one Employee folder in Docs. Once these permissions are granted, employees can:- Upload documents through the flow- Upload documents directly from the Docs section This means users can bypass the intended process and upload files directly into folders without completing the required fields in the flow There is currently no way to:- Allow document uploads only through a flow- Prevent direct uploads to folders while still allowing uploads through Document fields Both behaviours rely on the same folder permissions. *Possible Workaround*Even if employees upload the document directly into their folder first, they can still complete the flow afterwards. Document-type fields can use:- Newly uploaded documents- Existing documents already stored in the employee folder This allows employees to select the previously uploaded document during the flow submission so the required data can still be captured.  Docs & eSign Tue, 02 Jun 2026 18:55:49 +0200 https://heartcorehr.hibob.com/imports-187/bulk-updating-employee-ids-without-disrupting-automatic-id-generator-7813 You can assign employee IDs to existing employees who don’t yet have them without disrupting Bob’s automatic ID generation. To do this safely, temporarily disable the Generate employees ID setting before importing any updates. Once the update is complete, you can enable it again and Bob will continue generating IDs from the latest number in sequence.  Step 1: Export your current Employee IDs Go to Analytics > Reports and select General Report. Include the fields Email, and Employee ID. Download and open the file in Excel.     Step 2: Update Employee IDs in Excel Edit the Employee ID column as needed by adding the missing ID's for those employees. Make sure each ID is unique and not repeated across employees.  Step 3: Import the updated file into Bob Go to System Settings > Data Management > Import > Add or update people's information. Select Update Employee Details and upload your file. Choose Email as the identifier. Confirm that the fields match correctly, then click Done to complete the import.    Tip: We recommend testing this process with one employee first to ensure everything works as expected. Once confirmed, you can proceed with the full update. Once the bulk update has been successfully completed, please enable the “Generate employees ID” option again. Bob will recognize the latest employee ID in the system and continue generating new employee IDs sequentially for future employees. This helps maintain unique IDs across your account, even when multiple users are creating employee records at the same time. If you run into any issues during the process, please, contact our support team for further guidance. Imports Tue, 02 Jun 2026 14:55:58 +0200 https://heartcorehr.hibob.com/integrations-188/how-to-update-a-custom-field-inside-a-custom-category-via-api-7811 If you’re updating employee data through the API and the custom field is located inside a custom category, the JSON structure is slightly different from the standard custom field format. This article explains the correct request structure to use when updating custom category fields through the People endpoint. Use the following JSON structure when the custom field sits inside a custom category: { "custom": { "category_1773456789123": { "field_1774567891011": "Example" } }} In this structure:  category_1773456789123 represents the custom category ID field_1774567891011 represents the custom field ID "Example" is the value being updated  There’s also an easy way to identify the correct structure for your API body format request: Retrieve the field ID using the “Get all company fields” endpoint Add this ID to either the “people/search” or “people/identifier” endpoints Copy the field structure from the response body Use that same structure in the “Update company employee” endpoint  This method helps ensure the payload structure matches exactly how the field is stored in your account. For general guidance on updating employee data via API, see the official documentation: How to update custom fields?  Integrations Tue, 02 Jun 2026 12:57:47 +0200 https://heartcorehr.hibob.com/docs-esign-169/blank-page-when-downloading-documents-7810 If you see a blank page when trying to download documents, it usually means your browser is blocking pop-ups. Enable pop-ups in your browser first, then try opening the download link again. You can refer to the video below as an example.  Once pop-ups are enabled, open the link again and the documents should download as expected.  Docs & eSign Tue, 02 Jun 2026 11:24:26 +0200 https://heartcorehr.hibob.com/time-off-173/use-time-off-policies-and-lifecycle-leave-flows-together-7809 When lifecycle leave and time off policies are both being used, they need to be configured to work together. If they aren’t linked correctly, users may see 0-duration requests, blocked bookings, or leave that doesn’t flow through to payroll. This can happen with parental leave, paternity leave, or any other long-term leave type. To avoid this, check the time off policy settings before adding or updating the employee’s lifecycle leave event. Go to Settings > Time off > Policies Open the relevant policy Go to the Long-term leave section Enable Allow requests while on leave Make sure the correct leave flow is linked Save your changes    If the lifecycle leave was added before the policy was linked to the corresponding leave flow, updating the policy settings will not apply retroactively to existing lifecycle entry.To refresh the setup: Go to the employee’s profile Open the Lifecycle section Edit the relevant leave event Delete the existing lifecycle leave entry Add the time off request in the leave calendar Re-add the lifecycle leave event    Re-adding the lifecycle entry forces Bob to apply the updated leave flow configuration correctly.  Time Off Tue, 02 Jun 2026 11:20:12 +0200 https://heartcorehr.hibob.com/hiring-241/automatic-system-emails-in-hiring-7808 You can find all automatic system email templates by going to Hiring > Email templates and reviewing the available options under Automatic system emails. The Category field acts as a general identifier for the scenario where each email is triggered. Here’s what each category is used for:Rejection Automatic – Used to automatically disqualify candidates based on knockout questions in the application form. Interview self-schedule request – Sent when scheduling an interview using the Offer Slots feature. Employee referral – Sent when a candidate applies through an employee referral. Nudge Candidate – Sent when waiting for a candidate to select an available interview time slot. Extended Consent – Sent when requesting extended consent from a candidate. Initial Consent – Sent when a candidate application is added manually and consent has not yet been provided. New – Sent when a candidate applies to a job opening. Agency New Candidate – Sent to an agency when they submit a new candidate through the dedicated agency application form.  Hiring Tue, 02 Jun 2026 11:17:31 +0200 https://heartcorehr.hibob.com/employee-profile-and-fields-185/understanding-the-salary-calculation-for-different-salary-pay-periods-7801 This article explains how Bob calculates the "Base salary (annual)" and "Base salary (monthly)" values across different salary pay periods, including daily and hourly salary structures. The "Base salary (annual)" and "Base salary (monthly)" fields are not standard fields that appear directly in employee profiles or under People's data field settings. These are out-of-the-box calculated fields that can be used in:- Reports- People Directory- eSign templates Because they are system-calculated fields, their calculation logic cannot currently be customized. Salary calculation logic by pay period: Salary pay period set to Annual:- Base salary (monthly) = Base salary ÷ 12- Base salary (annual) = Base salary For salary pay periods set to Annual 13 or Annual 14, the logic is the same, but the monthly value is divided by 13 or 14 respectively. Salary pay period set to Quarterly:- Base salary (monthly) = Base salary × 4 ÷ 12- Base salary (annual) = Base salary × 4 Salary pay period set to Monthly:- Base salary (monthly) = Base salary- Base salary (annual) = Base salary × 12 For salary pay periods set to Monthly 13 or Monthly 14, the logic is the same, but the annual value is multiplied by 13 or 14 respectively. Salary pay period set to Weekly:- Base salary (monthly) = Base salary × 52 ÷ 12- Base salary (annual) = Base salary × 52 Salary pay period set to Daily:- Base salary (monthly) = Base salary × 260* ÷ 12- Base salary (annual) = Base salary × 260 *The 260-day multiplier is fixed and cannot currently be changed. For organizations that internally calculate consultant salaries using a different number of billing days, this may create discrepancies between Bob and external payroll or finance systems. Salary pay period set to Hourly- Base salary (monthly) = Base salary × Weekly hours × 52 ÷ 12- Base salary (annual) = Base salary × Weekly hours × 52 The weekly hours value is taken from the employee’s Employment table and is based on the assigned working pattern. For example, if the working pattern is set to 40 weekly hours:- Base salary (monthly) = Base salary × 40 × 52 ÷ 12- Base salary (annual) = Base salary × 40 × 52 Workarounds for organizations using a different daily-rate model If your organization uses a different billing-day model, here's the recommended workaround:1. Create a custom field such as: *Base salary (annual) - 235 days*2. This field can then be calculated externally using your preferred logic, e.g., Daily rate × 235.3. You can update this field manually or through imports. To avoid confusion, you can also remove the default "Base salary (annual)" and "Base salary (monthly)" fields from reports or the directory if it does not reflect your internal payroll model.  Employee profile and fields Mon, 01 Jun 2026 18:19:25 +0200 https://heartcorehr.hibob.com/time-off-173/when-a-manager-is-away-their-reportees-requests-won-t-automatically-go-to-the-secondary-manager-3758 A Manager/Approver will not be able to delegate their employee's time off requests to another manager, yet.It is feedback we have received before and is something we are working on supporting soon.In the meantime, it's worth letting you know that by default indirect managers (the managers' manager) will by default be able to approve pending time off requests for the away manager. They can view them in the Manage Requests tab 🧐️ You are also able to alter the approver manually via the policy balances page. Hope that makes sense, let me know if you have any more questions ️  Time Off Mon, 01 Jun 2026 13:37:42 +0200 https://heartcorehr.hibob.com/time-off-173/notification-for-approved-time-off-request-757 How can I send a notification for an upcoming approved time off request for an employee? In order for a notification to be sent for an upcoming time off request for an employee, you can use a "Task List" with the ‘anchor event’ for the relevant time off policy. This anchor event is anchored to the request date for the employee.You can then set up an email task to be sent out notifying that there is an upcoming time off request. It will trigger in relation to the leave request date of the employee.To set up the task list:Tasks Task Lists Settings  +Add New toggle on ‘Add scheduling’ select the specific time off policy as the anchor event  Then create an email task to be sent to the appropriate employee.You can set the email to be sent "X" number of days before, after or on the time off request date   Time Off Fri, 29 May 2026 12:16:56 +0200 https://heartcorehr.hibob.com/performance-181/ending-a-performance-cycle-before-launching-calibration-6889 You can end a performance cycle before launching a calibration event—but it can’t be ended mid‑day.Performance cycles always end automatically at 23:59 GMT on the cycle’s end date. This timing can’t be changed or manually triggered. Because of this, you won’t be able to end a cycle over lunch and launch calibration right after.If you want managers to avoid confusion, the best approach is to set the performance cycle to end the day before calibration begins. Once the cycle is in Running or Ended/Closed status, you can use it for calibration. Keep in mind:A calibration event can’t be ended and then relaunched later.After a calibration event ends, any additional adjustments must be made directly in the performance cycle. Performance Fri, 29 May 2026 09:29:45 +0200 https://heartcorehr.hibob.com/employee-profile-and-fields-185/understanding-tenure-calculation-in-bob-7037 Bob tracks how long an employee has been with your organization by calculating tenure based on the days they’ve had an active employment status. This helps you quickly understand both their current and total time with the company. Bob provides two different tenure fields, each showing something slightly different:Accumulated tenure (years) reflects the employee’s total time with the organization, including any previous employment periods if they were rehired.Tenure (years) shows only the employee’s current, uninterrupted employment period.Bob calculates these values by counting the number of days the employee has been active and converting that number into years. For example, an employee active for 143 days will show a tenure of 0.39 years ((1 ÷ 365) × 143 = 0.391780818). If a tenure value doesn’t look right, double-check the employee’s lifecycle history to see whether breaks in employment or past rehire dates may have paused the calculation for a period of time. Employee profile and fields Thu, 28 May 2026 01:06:29 +0200 https://heartcorehr.hibob.com/us-payroll-304/understand-why-a-pay-cycle-may-not-appear-on-the-pay-cycles-page-7779 If you can’t find the pay cycle you’re looking for, it’s usually related to the page filters, grouping, date range, or pagination settings. By default, the Pay cycles page is separated into two sections: Off-cycle pay cycles appear at the top of the page Regular pay cycles appear below them Depending on your page settings and filters, some pay cycles may not appear immediately. Understand Pay Cycle StatusesPay cycles can appear with different statuses depending on where they are in the payroll process.Not startedThe pay cycle has been created, but payroll processing has not started yet.In progressPayroll processing has started for the pay cycle, but it has not been finalized yet.ApprovedThe pay cycle has been approved and finalized for payroll processing.ClosedThe pay cycle is complete and no further payroll actions can be taken for that cycle. Check the Approval Date RangeBy default, the page is filtered to show pay cycles with an approval date in the Next 30 days.If the pay cycle you need falls outside that range, update the filter.You can choose from preset ranges, including: Today This week Last week Next week This month Last month Next month Last quarter Next 30 days Last 30 days You can also switch from Preset to Month range to select a custom month range.After selecting a new range, click Apply. Review Grouping SettingsThe page can be grouped in different ways: Cycle type — separates Regular and Off-cycle pay cycles Status — groups pay cycles by statuses such as Not started, In progress, Approved, or Closed Changing the grouping can affect where the pay cycle appears on the page.Use Filters to Narrow ResultsSelect Filters to narrow the results further.You can filter by:Pay cycle status Not started In progress Approved Closed Pay schedule nameUse this filter to display pay cycles from specific pay schedules only. If a filter is selected, pay cycles that don’t match the criteria won’t appear.Check the Items Per Page SettingThe Items per page setting controls how many pay cycles appear on each page.{placeholder_for_items_per_page_screenshot}If there are more pay cycles than the selected limit, additional cycles appear on the next page.Use the pagination controls at the bottom-right of the page to move between pages. US Payroll Wed, 27 May 2026 19:09:16 +0200 https://heartcorehr.hibob.com/us-payroll-304/what-options-are-available-if-an-employee-did-not-receive-their-direct-deposit-7778 If an employee reports that they did not receive their direct deposit, your team should contact Support for assistance as soon as possible. The available next steps depend on whether the payment was sent to the wrong account, returned by the bank, or requires additional tracking. Contact Support if the Deposit Was Sent to the Wrong AccountIf you realize the direct deposit was sent to the wrong bank account within 5 business days of the check date, contact Support to request an ACH reversal attempt. (Please note, the check date counts as day 1.) It requests that the receiving bank return the funds so the payment can be corrected or resent if needed. Keep in mind:ACH reversals are attempts only and are not guaranteedThe receiving bank may reject the reversal requestProcessing timelines can vary depending on the bank If the Bank Returned the FundsIn some cases, the employee’s bank may reject the deposit and return the funds. When this happens, you should receive a notification similar to:“We were unable to deposit a recent paycheck to %{beneficiary_name}'s bank account, so these funds of %{amount} will be returned to %{company_name}'s bank account. Once the funds are received, the payment should be made directly to %{beneficiary_name}.” Once the funds are returned, the payment should be made directly to the employee. Contact Support to Request a Trace NumberIf the employee still did not receive the deposit and more than 5 business days have passed, contact Support to request a trace number.The employee can provide the trace number to their bank so the bank can attempt to locate the deposit and determine where the funds were sent.In many cases, the employee’s bank can use the trace number to help locate pending, deposited, or misdirected funds. When No Further Action Is AvailableIf:The ACH reversal window has passed, andThe employee’s bank is unable to locate or recover the funds there are no additional actions available on our end.Any further investigation or recovery attempts would need to be handled directly between the employee and their bank.  US Payroll Wed, 27 May 2026 19:04:41 +0200 https://heartcorehr.hibob.com/us-payroll-304/understand-the-ach-reversal-process-and-notifications-7777 An ACH reversal may be requested when a payroll payment needs to be pulled back from an employee’s bank account. An ACH reversal may be used when a payroll error occurs, such as when employees are accidentally included in a pay cycle and the net pay needs to be recouped from their bank accounts. ACH reversal requests must be submitted within 5 business days of the check date, and the check date counts as day 1. Requests must be submitted before 12:00 PM PT on the fifth business day following the check date. Contact Support if an ACH reversal is needed. Support will submit the reversal request for the specific employee or employees. What Happens After Support Requests the ReversalOnce the request is submitted, funds typically return to the employer’s bank account within about one week of the request, but the reversal is not guaranteed. Funds cannot always be recovered successfully. For example, the reversal may fail if the employee has already spent the funds or if the bank account cannot be debited. How Payroll Records Are UpdatedThe wage record is corrected once the reversal is processed in the system.The original payroll remains visible, but it appears as a Modified Payroll. If the Reversal Is SuccessfulEmployers do not receive a direct notification when an ACH reversal succeeds.To confirm whether the funds were returned, monitor the company bank account for the credit. The bank statement usually will not show which employee the credit is for. If the Reversal FailsIf the system is unable to debit the employee’s bank account, a partner notification is triggered. Message:"We were unable to debit funds from %{employee_name}'s bank account... Please recover these funds directly from %{employee_name}, as we cannot retry the debit." When this happens, the funds cannot be recovered through another ACH debit attempt. The employer should recover the funds directly from the employee.   US Payroll Wed, 27 May 2026 19:01:51 +0200 https://heartcorehr.hibob.com/us-payroll-304/understand-tax-reconciliation-payroll-debits-and-credits-7776 Tax reconciliation payroll debits and credits may occasionally appear in your company bank account as part of payroll tax reconciliation activity.At this time, payroll admins do not have visibility into the detailed breakdown or reporting for these reconciliations directly within the platform.If you notice an unexpected payroll-related debit or credit and need additional details, contact CX for assistance. What CX Can ProvideCX can help provide additional information about the reconciliation, including: The reason for the debit or credit The payroll or tax period involved The amount being reconciled Whether the transaction is related to prior payroll tax activity Current Reporting LimitationsCurrently, there is no customer-facing report or dedicated view available for tax reconciliation details.This means: Tax reconciliation activity may not be visible in payroll reports You may not see a detailed breakdown directly in the platform Additional context must be requested through CX Future ImprovementsWe are planning to surface tax reconciliation details directly in the platform in a future enhancement to provide better visibility into these transactions. For more information about what tax reconciliations are, refer to:Tax Reconciliation Payrolls and Debitshttps://heartcorehr.hibob.com/us-payroll-304/tax-reconciliation-payrolls-and-debits-6742 US Payroll Wed, 27 May 2026 18:58:43 +0200 https://heartcorehr.hibob.com/us-payroll-304/troubleshooting-employee-pay-type-7775 To help avoid compensation sync issues for new hires, you will need to add an employee’s compensation rate (salary or hourly) before assigning them to the US Payroll module. This helps ensure their compensation is included correctly in their first paycheck. Add the employee’s compensation details in Bob:Salary employees: Add the annual salary.Hourly employees: Add the hourly compensation rate.After the compensation details are saved, assign the employee to the US Payroll module.Verify the compensation information synced successfully before payroll processing begins.If an employee is added to US Payroll before compensation is configured, their compensation will not sync correctly for the first payroll cycle. Click here for more tips on compensation syncs. FAQQ: What happens if I add an employee to US Payroll before adding compensation?A: Their compensation will not sync correctly, which can impact their first paycheck.Q: Does this apply to both salary and hourly employees?A: Yes. Always add either the salary or hourly rate before assigning the employee to US Payroll.Q: What should I do if compensation didn’t sync correctly?A: Contact HiBob Support by submitting a ticket so the issue can be resolved. US Payroll Wed, 27 May 2026 18:55:03 +0200 https://heartcorehr.hibob.com/us-payroll-304/how-bonuses-and-supplemental-wages-are-taxed-7774 Learn how supplemental wages are taxed in the U.S., when different taxation methods are used, and what Admins should expect when processing bonus payments. What are supplemental wages?Supplemental wages are payments made in addition to regular earnings.Common examples include:Bonuses Commissions Severance pay Awards Retroactive paymentsThe IRS allows different taxation methods for these types of payments. What is the flat rate method?The flat rate method applies a fixed federal withholding percentage to the supplemental payment.Current federal supplemental wage rates:22% for most supplemental wages 37% for supplemental wages over $1 millionThis method is commonly used when supplemental payments are issued separately from regular payroll.Example:An employee receives a standalone bonus payment of $5,000. Federal withholding may be calculated using the 22% flat supplemental wage rate.Hack: The flat rate method is often preferred for separate bonus payments because it provides a simpler and more predictable withholding calculation. What is the aggregate method?The aggregate method combines supplemental wages with regular wages and calculates withholding using the employee’s standard withholding method.This method is commonly used when bonuses or supplemental earnings are included in the employee’s regular paycheck.Tip: The aggregate method can sometimes result in higher withholding because the combined wages may temporarily place the employee into a higher withholding bracket.Quick Comparison Method How It Works Common Use Case Flat rate method Applies a fixed percentage Separate bonus payments Aggregate method Combines wages and taxes total earnings Bonus included with regular payroll    US Payroll Wed, 27 May 2026 18:52:24 +0200 https://heartcorehr.hibob.com/tasks-flows-170/how-to-add-a-replacement-when-placing-a-manager-on-leave-7189 When a manager is going on leave and needs to hand over responsibilities like tasks, flows, direct reports, or surveys, you can assign a replacement directly through the Leave flow to make sure everything stays covered.This helps maintain continuity without manually reassigning work across the system. To set this up, start by placing the manager on leave as you normally would:- Go to the Manager profile- Select Actions > Change Work Status > Place on Leave- Choose the relevant leave type and dates- During the leave setup, you’ll see the option to assign a replacement.- In the Replacement section, select the employee who should cover for the manager. Bob will allow you to choose which responsibilities should be handed over, such as:- Direct reports- Tasks and approvals- Performance and surveys- Your Voice tasks Once the leave is approved, the selected replacement automatically takes over the chosen responsibilities.Important notes: The replacement applies from the start date of the Leave and beyond. This makes it ideal for parental leave, sabbaticals, or any planned absence. This feature is only available for Leave flows. If you place a Manager on Leave via Time Off, you won't be able to select replacements.    Tasks & Flows Wed, 27 May 2026 18:18:29 +0200 https://heartcorehr.hibob.com/us-payroll-304/assign-employees-to-the-u-s-benefits-administration-platform-7771 Instructions to assign employees to the U.S. Benefits Administration platform To access Bob U.S. Benefits Administration, first log in to your Bob platform. After logging in, click the "Benefits" label, which is accompanied by a shield icon, on the left-side navigation panel. After clicking the Benefits icon, the BenAdmin settings page will appear. Here, select Participants to view the list of employees currently assigned to Benefits Administration, as well as those available to be assigned.  To add employees (participants) to Benefits Administration:Select Participants. Search for the employees you wish to add. Best practice: search by name. Use the edit button to move the employees from the available list to the selected list. Select add.This action sends the employees' profile details to Benefits Administration, granting them access to the benefits enrollment platform. Employees can now access Bob Benefits Administration through the "My Benefits" section in Bob.Employee readiness considerations:Employees must be assigned to a US Payroll scheduleEmployees must have a social security number (XXX-XX-XXXX)Employee must have a work location assigned US Payroll Wed, 27 May 2026 10:22:23 +0200 https://heartcorehr.hibob.com/us-payroll-304/payroll-pii-faqs-best-practices-for-protecting-sensitive-employee-data-7770 Handling Personally Identifiable Information (PII) in payroll requires extra care because payroll data combines employee identity, compensation, banking, and tax information in one place. This article outlines common payroll PII risks, operational best practices, and internal controls that help reduce compliance and security issues. What is considered PII in payroll?Payroll PII includes any information that can directly or indirectly identify an employee, especially when connected to payroll or compensation data.Common examples include:Full legal name Social Security Number (SSN) Date of birth Home address Personal email address or phone number Bank account and routing numbers Compensation details such as salary, bonuses, or commissions Tax elections and filing status Benefits elections and dependent information Garnishment details Payroll records such as pay stubs, W-2s, and 1099s SSNs are particularly sensitive because they are used for tax reporting and wage reporting with agencies like the IRS and SSA.Why is payroll PII considered high-risk?Payroll data is classified as high-risk because it combines identity information with financial data. If exposed, this information can be used for:Identity theft Tax fraud Unauthorized banking activity Financial fraudPayroll teams are responsible for maintaining secure handling practices to reduce exposure and support compliance requirements. What regulations apply to payroll PII?Payroll information may fall under several compliance and regulatory frameworks depending on the region and data involved.Examples include:IRS requirements for tax reporting and SSN handling SSA wage reporting requirements FLSA recordkeeping obligations HIPAA requirements when benefits-related health data is involved SOX internal financial controls State or regional privacy regulations Organizations are expected to: Protect sensitive employee data Restrict access based on business need Maintain accurate payroll reporting Support audit and compliance readiness What internal controls help protect payroll PII?Strong internal controls help reduce fraud risk, data exposure, and processing errors. Restrict payroll access Use role-based permissions to ensure only authorized employees can access payroll information. Best practices include: Limiting view/edit permissions Using secure passwords and MFA where available Regularly reviewing access rights Separate payroll responsibilities Segregation of duties helps reduce fraud and unauthorized changes. Separate responsibilities for: Data entry Payroll processing Payroll approval Reconciliation and auditing Secure payroll data Protect payroll files both in transit and at rest. Recommended practices: Encrypt sensitive files Use secure file transfer methods Avoid sharing SSNs through email or chat Store payroll documents in approved secure systems only Maintain audit trails Audit logs help track payroll activity and support investigations or audits.Track:Who updated payroll records When changes were made What information was modified Secure physical payroll documents Printed payroll records should also be protected.Examples include:Locking payroll files and check stock Restricting printer access Properly disposing of sensitive documentsWhat are common payroll PII risk areas?Incorrect employee data handlingExamples include:Entering incorrect SSNs Sharing employee records externally without authorization Sending payroll files to the wrong recipient Payroll reporting and document distribution Sensitive documents such as W-2s and pay statements can create exposure if distributed incorrectly or sent through unsecured channels. Third-party vendor management Payroll and benefits vendors may process sensitive employee data, but the organization still remains responsible for protecting employee information and ensuring compliance obligations are met.Payroll fraudExamples of payroll fraud risks include:Unauthorized direct deposit changes Phantom employees Manipulated deductions or refunds Payroll PII Best Practices Recommended actions Mask SSNs whenever possible Verify employee identity before making payroll changes Audit payroll access regularly Train payroll staff on data privacy and security practices Use approved secure systems for payroll processing and storage Sending payroll PII to HiBob If payroll PII or sensitive employee data must be shared with HiBob, always use Box, HiBob’s approved secure file-sharing platform.Best practices include:Upload files only through a secure Box folder Avoid sending payroll files, SSNs, or banking information through email or chat Limit shared files to only the information required for troubleshooting or support Remove access when the request is completed, if applicable If you do not yet have a Box folder available for secure sharing, please contact HiBob Support for assistance. Avoid these practices Sending full SSNs through email or chat Storing payroll files on personal devices Granting broad payroll access unnecessarily Leaving payroll reports unsecuredFAQsWhy are SSNs considered especially sensitive in payroll?SSNs are used for wage and tax reporting with agencies such as the IRS and SSA. Exposure of SSNs can increase the risk of identity theft and tax fraud. Can payroll PII be shared through email?Sensitive payroll information should not be shared through unsecured email whenever possible. Secure file-sharing methods should always be used for transmitting payroll data. Is the company still responsible for payroll PII when using a third-party payroll provider?Yes. Even when payroll processing is outsourced, the company remains responsible for protecting employee data and maintaining compliance obligations. What should payroll teams audit regularly?Payroll teams should regularly review:User access permissions Payroll change logs Direct deposit updates Payroll reports and distributions Audit trails for sensitive changesKey takeawayPayroll PII is highly sensitive because it connects employee identity, compensation, tax, and banking information in a single process.Strong controls, limited access, secure handling practices, and ongoing audit readiness are essential for protecting employee data and reducing compliance and fraud risks.  US Payroll Wed, 27 May 2026 10:15:19 +0200 https://heartcorehr.hibob.com/us-payroll-304/secure-2-0-section-603-catch-up-contributions-7769 Learn how SECURE 2.0 Section 603 affects 401(k) catch-up contributions in Bob, and what needs to be configured for eligible employees. Starting with SECURE 2.0 Section 603, employees who meet specific eligibility requirements must make catch-up contributions as Roth (post-tax) contributions instead of pre-tax contributions. An employee is considered eligible when:They are age 50 or older by the end of the tax year Their plan supports catch-up contributions Their prior-year W-2 Box 3 (FICA) wages exceeded $150,000 with the same employer For eligible employees:Catch-up contributions must be Roth contributions Pre-tax catch-up contributions are not allowed Only the standard 401(k) deferral limit can remain pre-tax Before you begin make sure the following are configured:A Roth 401(k) deduction is available Eligible employees are enrolled in Roth contributions when required Your plan type is identified as either: Deemed/automatic Manual Guideline integration customers If you use the Guideline integration, Section 603 eligibility handling and Roth catch-up contribution setup are managed within the Guideline setup flow. This includes:Eligibility classification Roth deduction setup Deemed versus manual plan handling Missing prior-year wage collection when required How deemed and manual plans work Deemed or automatic plans For deemed plans, catch-up contributions automatically convert to Roth after the employee reaches the standard annual contribution limit. For this process to work correctly:Employers must notify HiBob Support which employees should be treated as Section 603 eligible, a Roth 401(k) deduction must exist within the plan, and the Roth deduction must already be assigned to the employee in US Payroll before the employee reaches the standard annual contribution limit.Once these requirements are met, catch-up contributions should automatically continue as Roth contributions after the standard annual contribution limit is reached.If an employee’s Section 603 eligibility is not identified correctly, catch-up contributions will not process as expected and standard 401(k) deductions will stop once the standard annual limit is reached. Manual plansFor manual plans, catch-up contributions do not automatically convert to Roth after the employee reaches the standard annual contribution limit. This means:The employee must still be identified as Section 603 eligible, a Roth 401(k) deduction must exist and be assigned to the employee,and employers are responsible for monitoring employees approaching annual contribution limits and manually updating contribution elections as needed.If Roth contributions are not configured appropriately before the standard limit is reached, payroll deductions may stop or catch-up contributions may not process correctly. New hire handlingNew hires are generally treated as not eligible by default because eligibility is based on prior-year wages with the same employer.An exception may apply if the employee previously earned more than $150,000 with the same employer during the prior year (rehire). Review the following before payroll processing:Eligible employees are identified correctly Roth contribution options are configured Employees who require Roth catch-up contributions are enrolled properly with your provider and within HiBob Your plan type is confirmed HiBob CX is notified when an employee should be classified as a Section 603 high earnerAs a temporary process, customers must notify HiBob CX when an employee is identified as a high earner or when they no longer meet the threshold, based on prior-year wages, in a subsequent year. This functionality is prioritized for a future release, which will integrate the process into the product UI for direct, self-service management.If eligibility is not configured correctly, contributions may stop unexpectedly or catch-up contribution handling may not work as expected. Note: In accordance with HiBob's terms, this content is not to be taken as tax, legal, benefits, financial, or HR advice. Since rules and regulations change over time and can vary by location, consult a lawyer or HR expert for specific guidance.  US Payroll Wed, 27 May 2026 10:08:42 +0200 https://heartcorehr.hibob.com/homepage-and-the-org-chart-162/reporting-on-shoutouts-938 Not at the moment, but feel free to share your feedback here, so we can understand how important this feature is, and share the feedback with the Product team. Homepage and the org chart Wed, 27 May 2026 05:23:54 +0200 https://heartcorehr.hibob.com/time-off-173/the-fte-is-100-for-my-part-timers-why-3897 If you view the screenshot you'll see that I pick the site default and then the part-time employees pattern, it's this that allows for the comparison and provides the FTE.A. The full-time pattern colleagues are working on.B. The actual working pattern this part-timer is on.The comparison between A&B is what gives the FTE percentage.  Time Off Mon, 25 May 2026 17:05:55 +0200 https://heartcorehr.hibob.com/imports-187/skills-import-fails-with-server-error-when-skill-already-exists-7292 If your skills import fails with a server error, it may be because one or more of the skills in your file already exist in Bob. When a skill you’re trying to import is already present in your skills catalogue, the system will return an error instead of creating a duplicate.Here’s how to check and fix it. Step 1: Check if the skill already existsGo to Talent.Open the skills catalogue.Search for the skill name from your import file.Check if the skill already appears in the list (including system-generated skills).If the skill is already there, you have two options. Option 1: Keep the existing skillIf the existing skill is correct and you want to use it:Remove that skill from your import file.Re-run the import.Use the existing skill for role assignments or other configurations. Option 2: Replace the existing skill with your versionIf you need to replace the existing skill (for example, to change its category or structure):Go to Talent > skills catalogue.Select the relevant skill.Click Actions > Delete.Confirm the deletion.Re-run your import file with the full list of skills.Once the duplicate skill is removed, the import should complete successfully, and you’ll be able to proceed with assigning skills to roles. If You’re Still Seeing ErrorsIf you’ve confirmed there are no duplicate skills and the import is still failing, double-check:That skill names match exactly (including spacing and spelling).That there are no hidden duplicates in the catalogue. If everything looks correct and the issue persists, please reach out to support with details of the error message. Imports Mon, 25 May 2026 16:18:51 +0200 https://heartcorehr.hibob.com/tasks-flows-170/reassign-scheduled-tasks-when-an-admin-goes-on-leave-7751 Currently, you can reassign incomplete general tasks from the Manage tasks tab. For scheduled general tasks, you’ll need to update the assignee in the task list configuration before the task is triggered. Once updated, the scheduled tasks will automatically be assigned to the new employee or role. To update the assignee in a task list:Go to Task lists settings.Open the relevant task list.Edit the task assigned to the employee going on leave.Update the assignee to the new employee or role.Save your changes.   Once updated, all scheduled tasks generated from that task configuration will automatically be assigned to the new employee or role. Please note:Scheduled tasks can’t currently be bulk reassigned from the Manage tasks tab.If the same scheduled task applies to multiple employees, updating the task list configuration will update the assignee for all of them.The reassignment option in the Manage tasks tab is only available for incomplete general tasks. Tasks & Flows Fri, 22 May 2026 14:34:15 +0200 https://heartcorehr.hibob.com/sandbox-190/admin-unable-to-log-in-to-sandbox-7750 If an employee was granted Admin permissions after the Sandbox environment was created, they may not be able to log in to Sandbox right away. Sandbox works as a snapshot of your production environment at a specific point in time. If the employee became an Admin after the Sandbox was created, their updated permissions will not sync to the existing Sandbox environment. First, verify whether the affected Admin can access Sandbox using the Open Sandbox option.  Also, make sure the employee is added to the Admin permission group within Sandbox. Once added, test whether they can log in using Open Sandbox again. If the issue continues, use one of the following options: Option 1: Refresh the Sandbox (Recommended) Refreshing Sandbox syncs it with your current production environment, including updated permissions. In your production environment:  Select the waffle menu. Go to System Settings > Account > Sandbox. Open the Actions menu. Select Refresh Sandbox.    Please note that refreshing Sandbox resets it to match your current live environment. Any Sandbox-specific configurations, settings, or test data will be removed during the refresh. Option 2: Manually Invite the Employee to Sandbox If you want to keep your existing Sandbox configuration, you can manually invite the employee into Sandbox. Before sending the invitation, make sure the employee’s work email is included in the Sandbox approved email list:  In Sandbox, go to System Settings > Account > Sandbox. Open the Actions menu. Select Manage approved emails. Add the employee’s email (which should be the same email from their Bob profile)   Once this part is done:  Open the employee’s profile in Sandbox. Select Actions > Manage Access > Invite employee. Verify the employee is added to the Admin permission group in Sandbox.    The employee will receive an email invitation with a link to access Sandbox. Sandbox Fri, 22 May 2026 14:22:56 +0200 https://heartcorehr.hibob.com/employee-profile-and-fields-185/why-an-employee-is-still-marked-as-a-manager-without-direct-reports-7749 If an employee is marked as a manager (Is a manager = Yes) but no direct reports appear on their profile, it usually means there’s still an active reporting relationship connected to them in the system. In most cases, this happens because one or more former direct reports are still in a Leave lifecycle status instead of being fully terminated. Employees with a Terminated status are no longer counted as direct reports. However, employees in Leave or Hired statuses are still considered active for manager-related calculations and reporting, which can cause the employee to remain flagged as a manager. To identify which employees are still reporting to the manager:* Create a simple people report.* Add the Display name field.* Add the following filter:Manager's email → Equals → the manager’s email address* Run the report. The report will display all employees currently associated with that manager, including employees who may still be in an active lifecycle status such as Leave. If needed, review the lifecycle status of the employees returned in the report to confirm whether any reporting relationships should be updated. Employee profile and fields Fri, 22 May 2026 13:56:01 +0200 https://heartcorehr.hibob.com/employee-profile-and-fields-185/list-of-fields-that-can-t-be-edited-1313 We have a list of fields that cannot be edited, because they are coming from a different fields. For example, Full name is a combination of the First Name and Last Name. See the whole list of fields here:Basic info -> Full nameBasic info -> Creation timestampBasic info -> Avatar URL (Picture)Personal -> AgePersonal -> BirthdayIdentification -> SSN Last 4 DigitsHome -> Number of childrenHome -> Spouse's birthdayAddress -> Full addressAddress -> Site address line 1Address -> Site address line 2Address -> Site countryAddress -> Site Zip/Post/Postal codeAddress -> Site cityAddress -> Site State/Province/RegionWork -> Work anniversaryWork -> Accumulated tenure (duration)Work -> Accumulated tenure (years)Work -> Tenure (duration)Work -> Work anniversary (years)Work -> SiteWork -> Manager's emailWork -> Manager's IDWork -> Second level managerWork -> Is a managerWork -> Direct reportsWork -> Indirect ReportsWork -> Tenure sum of previous lifecycle entries in daysRight to work -> Right to work closest expiry dateLifecycle -> Period since terminationLifecycle -> Years since terminationLifecycle -> current active lifecycle start datePayroll -> Base salary currency codePayroll -> Base salary (annual)Payroll -> Base salary (monthly)Payroll -> Time since last salary changeEmployment -> Working patternEmployment -> Site working patternEmployment -> Working pattern overrideEmployment -> Working patternEmployment -> Working pattern templateEmployment -> FTEEmployment -> Weekly hoursUser data -> StateUser data -> Creation date  Employee profile and fields Thu, 21 May 2026 20:41:45 +0200 https://heartcorehr.hibob.com/employee-profile-and-fields-185/manually-update-employee-lifecycle-history-including-termination-and-rehire-7746 Fix incorrect lifecycle data by rebuilding each employee’s employment history step by step. Lifecycle updates can’t be imported in bulk, so you’ll need to update each employee individually. The idea is to clear the incorrect entries and then rebuild the timeline in the right order so tenure and history calculate correctly. Go to the employee’s Profile → LifecycleClick the edit (pencil) iconRemove existing employment entries:Use the three-dot menu (⋮) next to each entry and select DeleteAlways delete from top to bottom (most recent first) to keep the sequence intact Once cleared, rebuild the lifecycle:Update the original employment period with the correct start dateAdd a termination using the correct date (via the termination flow)Add a rehire using the correct date (via the rehire flow) Next, reflect the advisor-to-employee transition:Go to Actions → Change work status → TerminateEnter the date the advisor role endedThen go to Actions → Change work status → RehireEnter the date they started as a full employee This ensures the lifecycle shows:Original advisor periodGap between rolesCurrent employment as an employee The system will then calculate tenure and history correctly. Since this is a manual process, repeat these steps for each relevant employee. Before rolling this out widely, test on 2–3 employees to make sure:No data is lostNo unintended task lists or workflows are triggered Employee profile and fields Thu, 21 May 2026 18:14:12 +0200 https://heartcorehr.hibob.com/employee-profile-and-fields-185/employee-stuck-in-onboarding-loop-and-unable-to-log-in-7338 If an employee completed onboarding but is redirected back to the onboarding flow when trying to log in, this guide will help you resolve the loop and restore access. When this happens, the system doesn’t recognize onboarding as fully completed, so the employee is repeatedly redirected instead of gaining access to Bob. How to fix the onboarding loopFollow these steps to reset the employee’s access and send a clean invitation:1. Go to the employee’s profile.2. Click Actions → Manage access → Revoke access.3. Fully revoke their current access.   Once access has been revoked:4. Start the reinvitation process.5. Make sure the onboarding template toggle is turned OFF.This step is critical — the onboarding template must be disabled.6. Send a new invitation email. What the employee needs to doBefore logging in again, ask the employee to:* Clear their browser cookies and cache.* Use the new invitation link from the most recent email (not an older link).This should bypass the onboarding redirection and allow them to access their account normally. Why this happens:This loop usually occurs when onboarding is technically completed, but the session isn’t properly finalized. Common causes include:* Starting onboarding on one device and finishing on another.* Switching browsers during the process.* Interruptions while accepting the initial invitation.* Cached data conflicts between web and mobile app sessions. Employee profile and fields Thu, 21 May 2026 17:27:18 +0200 https://heartcorehr.hibob.com/homepage-and-the-org-chart-162/hide-the-org-chart-from-employees-7745 Control whether employees can access the company org chart by adjusting their permission settings. To remove org chart visibility for employees, update the relevant permission group:Go to System SettingsSelect Permission groupsOpen the All people – others' data permission group (this controls what employees can see about others)Find the setting View the company's org chartDisable this optionClick Save  Once saved, employees will no longer have access to the organisational chart. Homepage and the org chart Thu, 21 May 2026 17:23:22 +0200 https://heartcorehr.hibob.com/hiring-241/interview-reminder-emails-sent-after-candidates-remain-in-an-interview-stage-7739 If a candidate stays in an interview-type stage for more than 7 days, Bob automatically sends a reminder email, even if the interview was already scheduled or completed. This happens because interview-type stages trigger built-in reminder logic designed to help recruiters follow up on pending interviews and evaluations. To avoid receiving these reminder emails:- Move candidates out of the interview-type stage once the interview is completed or scheduled- Reject candidates without moving them to an interview-type stage if they're no longer being considered Keep in mind that this reminder behavior is currently built into the system and can’t be disabled.  Hiring Thu, 21 May 2026 13:53:57 +0200 https://heartcorehr.hibob.com/surveys-182/export-employee-lifecycle-feedback-results-including-comments-to-excel-7738 If comments entered by employees in an Employee Lifecycle Feedback survey are missing from your exported report, make sure you export the results directly from the Employee lifecycle feedback area in Talent. Exporting the data through the Reports tab won't include written comments. 1. Go to Bob > Talent2. From the left menu, select Surveys > Employee lifecycle feedback.3. Open the Forms tab4. Click the three-dot menu next to the relevant form and select 'Results'  5. To export the full results, including comments, click the 'Export results' button in the top-right corner of the results page to download the Excel file.   If you export the data from the Reports tab instead, employee comments will not appear in the file. Surveys Thu, 21 May 2026 13:41:38 +0200 https://heartcorehr.hibob.com/employee-profile-and-fields-185/control-access-to-sensitive-lifecycle-fields-using-permissions-7736 Keep sensitive lifecycle details, like termination reason and type, visible only to the right people by grouping them into a dedicated category and controlling access through permission groups. Start by creating a new custom field category in System Settings called lifecycle-sensitive. This will act as a separate space for any confidential lifecycle data. Next, go to your employee fields and move sensitive fields (such as termination reason and termination type) into this new category. This keeps them clearly separated from standard lifecycle information. Now head to Account > Permission groups and update access:For employees or groups that shouldn’t see this data, remove access to the lifecycle-sensitive categoryFor HR, admins, or other authorized roles, grant view/edit access as needed Leave general lifecycle fields, like start date, end date, and employment status, in the default lifecycle section so managers and employees can still access basic information. Once everything is set, test with a few different permission groups to confirm:Sensitive fields are restricted correctlyStandard lifecycle data is still visible where expected   Employee profile and fields Thu, 21 May 2026 13:13:39 +0200 https://heartcorehr.hibob.com/performance-181/manager-review-submit-and-share-3236 While it’s possible to simply submit a review by clicking on the Submit button at the top right of the form, sharing it will depend on the settings of the cycle.If we go:From the top left, click on Bob products Select Talent  You will find in the left menu the option Performance Select Manage cycles Click on the already created cycle or create a new one on + New Cycle Go to the section Review settings Select an option to allow the reviewer to share their review Then, this will add an option to the pop-up message when submitting to share it at the same time of submission: However, in a Manager review if it was selected that the managers are blocked from sharing the review, for example, they will not be able to share it with their teams. Last edited on June 20th, 2024 Performance Thu, 21 May 2026 12:34:34 +0200