https://heartcorehr.hibob.com On the Forum you can ask questions or take part in discussions. https://heartcorehr.hibob.com/ai-innovators-315/make-hibob-documentation-available-as-an-ai-ready-knowledge-source-8532 Hi AI Innovators,One idea I would love HiBob to explore is making its product documentation available as an AI-ready knowledge source for customers' own enterprise AI platforms, such as Microsoft 365 Copilot.The use case is not primarily about asking simple questions such as “How do I configure X in Bob?” The bigger opportunity is using Copilot as a design partner for HR processes, while giving it sufficient HiBob product knowledge to understand what is actually possible.For example, imagine that I want to redesign our Performance Review process.I could work with Copilot on our requirements, process design, review cycle, forms, workflows, communications and internal documentation. However, for Copilot to provide really useful recommendations, it also needs to understand the possibilities, terminology and constraints of HiBob.Ideally, I could tell Copilot:“Help me design our new Performance Review process based on these business requirements, but make sure the proposed solution can actually be implemented in HiBob.”Copilot could then combine:our internal company context and requirements our policies and existing Microsoft 365 content HiBob product knowledge the specific process we are designingIt could help us design the process, identify requirements that may not fit HiBob's capabilities, suggest alternative approaches, and help create implementation and user documentation.I think this requires two things from HiBob1. Make the documentation easily available to customersToday, we can access HiBob's documentation through the Help Center and other resources. But for this use case, I would like a simple way to obtain the complete documentation, for example through a “Download all documentation” option or a regularly updated PDF/document package.The important part is that I can bring this knowledge into my own Microsoft 365 Copilot environment and use it as a knowledge source for my agents and chats. Today, the process is Print page + Save to PDF for every bit of heartcorehr.hibob.com-knowledge I want my agent to read, and thats an exhausting process.2. Make the documentation AI-readySimply combining the existing Help Center pages into one large PDF would only solve part of the problem.The knowledge available to us today comes in different forms: written user guides, screenshots, videos, known limitations and practical details discussed in forum posts, and information about upcoming functionality in release documentation.For a human user, it is possible to navigate between these different sources and build an understanding of how something works. For an AI agent, however, the quality and structure of the underlying knowledge becomes extremely important.I would therefore love HiBob to use AI, human expertise, or a combination of both to create documentation specifically structured for consumption by AI agents.For example, the AI-ready documentation could bring together:what a feature does how it is configured important terminology and concepts prerequisites and dependencies known constraints and limitations relevant information currently communicated through screenshots or videos useful knowledge currently found in community/forum discussions relevant changes or upcoming functionality from release documentationThe goal would be a structured and comprehensive representation of HiBob product knowledge that an AI agent can understand and reason from, rather than simply a collection of Help Center articles.Why does this need to live in our own AI environment?Because much of the value comes from combining HiBob knowledge with sensitive internal company information.I may want Copilot to consider our organizational structure, internal processes, policies, existing documentation and other confidential information when helping us design an HR process.For that reason, a chatbot on top of the public HiBob Help Center would not solve the same problem. I want the HiBob knowledge to come to my enterprise AI environment, rather than having to send our sensitive business context to an external chatbot.The ideal combination would be:Our company data and requirements + our Microsoft 365 Copilot + AI-ready HiBob product knowledgeThis could move us from simply searching HiBob documentation to using HiBob product knowledge while actually designing, implementing and documenting better HR processes.Performance Reviews are just one example. I could see the same concept being valuable when designing onboarding, compensation processes, workflows, employee lifecycle processes and many other areas of HiBob.For customers already experimenting with Copilot and AI agents, I think having access to official, comprehensive and AI-ready HiBob product knowledge could be incredibly valuable.Best regards, Øyvind AI Innovators Thu, 15 Oct 2026 11:29:45 +0200 https://heartcorehr.hibob.com/denmark-69/meet-up-to-discuss-pay-transparency-copenhagen-8457 Hi!Is anyone here responsible for implementing Pay Transparency? I would love to meet up to discuss different ways of doing this and how to use HiBob in the best way.  Leave a comment or reach out if you are interested in connecting!  Denmark Thu, 15 Oct 2026 09:48:12 +0200 https://heartcorehr.hibob.com/homepage-and-the-org-chart-162/why-some-employees-don-t-appear-in-the-anniversaries-widget-8533 If an employee's work anniversary is configured correctly but they don't appear in the Anniversaries widget, the widget may have reached the number of employees it can display at one time.When several employees have upcoming work anniversaries, the Anniversaries widget may not display everyone at once. This can make it look like an employee's anniversary information is missing or incorrectly configured even when their profile data is correct.To check whether this is the case:Create a General report that includes employees with the relevant work anniversary date. Compare the employees returned in the report with those displayed in the Anniversaries widget. If the employee appears in the report but not in the widget, apply a filter to the widget, such as Site, to reduce the number of employees being displayed.Check the widget again. The previously missing employee may now appear.You can also wait for the nearest anniversaries to pass. As those employees are no longer displayed, additional upcoming anniversaries can appear in the widget.In the investigated example, 16 employees shared the same work anniversary date, while 12 appeared in the widget. After the widget was filtered to reduce the number of applicable employees, one of the previously missing employees appeared.This behavior was not caused by permission restrictions in the investigated case.  Homepage and the org chart Thu, 15 Oct 2026 08:39:10 +0200 https://heartcorehr.hibob.com/employee-profile-and-fields-185/fix-the-employee-not-found-error-when-updating-a-job-title-8531 If you see an “Employee not found” error when updating a job title in the Work table, check the Reports to field in the employee’s current row.If the Reports to field displays “Unknown,” the employee previously listed in this field may no longer exist in the system. This can prevent you from saving a new row with the updated job title.To resolve the error:Add a new row to the Work table with the updated job title. Clear the value from the Reports to field. Click Save.You should now be able to save the updated job title successfully.  Employee profile and fields Thu, 15 Oct 2026 08:35:50 +0200 https://heartcorehr.hibob.com/learning-242/cannot-assign-learning-content-due-to-content-collection-access-8530 If you see the error “User does not have access to collection that contains this learning content” when assigning learning content, check that the content belongs to a content collection they can access.First, make sure the course is added to the relevant content collection:Go to **Manage learning**. Select the course you want to assign. Select **Actions > Add to content collection**. Select the relevant collection and save.Next, confirm that the employee has access to that collection:Go to Learning > Settings > Content collections. Open the relevant content collection. Select Actions > Manage access. Make sure the employee is included in the users who have access, then save. Once the course is in the collection and the employee has access to it, assign the course again. The assignment should now complete successfully. Learning Thu, 15 Oct 2026 08:29:49 +0200 https://heartcorehr.hibob.com/tasks-flows-170/terminating-employees-in-bulk-8529 If you need to terminate multiple employees with the same termination date, you can update their work status in bulk from the Directory.From the main menu, go to Org > People > Directory. Select the relevant employees. Click Actions > Change work status > and select a termination flow. Set the termination details that will apply for all selected employees.If employees have different termination dates, group them by termination date and complete the process separately for each group.Please note terminating employees via Import is not supported.  Tasks & Flows Thu, 15 Oct 2026 08:18:09 +0200 https://heartcorehr.hibob.com/payroll-hub-180/payroll-connect-report-is-missing-from-pay-cycle-configuration-8528 If a report such as Terminations does not appear as an option when configuring a Payroll Connect pay cycle, check the report field assignments in the Payroll Connect template.A report becomes available in a pay cycle only after at least one vendor field has been assigned to that report in the template. If no fields are assigned to a report, it will not appear as an available option in the pay cycle configuration.For example, if the Terminations report is missing:Open the relevant Payroll Connect template. Go to the report fields configuration. Check whether any vendor fields are assigned to the Terminations column. Assign the relevant fields to the report. Depending on your setup, these may include fields such as Identification, Termination date, and Termination reason. Save the template. Create a new pay cycle using the updated template. Check the available reports. The Terminations report should now be available to enable.Keep in mind: If the report was added to the Payroll Connect template after the pay cycle was created, the existing pay cycle may not reflect the updated report configuration. Create a new pay cycle using the updated template and check the available reports again.  Payroll Hub Thu, 15 Oct 2026 08:15:23 +0200 https://heartcorehr.hibob.com/payments-325/how-to-check-your-apprenticeship-levy-calculation-8527 If you want to check the Apprenticeship Levy calculated in UK Payroll, you can use your year-to-date pay bill and Levy allowance to verify the amount.Apprenticeship Levy is calculated at 0.5% of your pay bill, with an annual Levy allowance of up to £15,000.The calculation is cumulative throughout the tax year:Year-to-date pay bill × 0.5% – year-to-date Levy allowance – Levy already paid = Levy dueFor example, in month 1:Year-to-date pay bill: £260,000 Levy calculation: £260,000 × 0.5% = £1,300 Year-to-date Levy allowance: £15,000 ÷ 12 = £1,250 Levy due: £1,300 – £1,250 = £50For following months, use the total pay bill and allowance for the tax year to date.For example, in month 3:Year-to-date pay bill: £780,000 Levy calculation: £780,000 × 0.5% = £3,900 Year-to-date Levy allowance: £1,250 × 3 = £3,750 Levy due: £3,900 – £3,750 = £150Remember that UK Payroll calculates the Levy on a year-to-date basis. Any unused allowance can carry forward to the next month within the same tax year.If your company shares the £15,000 allowance with other companies or charities, use the allowance allocated to your company when checking the calculation. Payments Thu, 15 Oct 2026 08:11:38 +0200 https://heartcorehr.hibob.com/payments-325/how-to-process-a-pension-refund-8526 If an employee opts out of their pension, you can refund their in-year pension contributions by overriding their pension values in UK Payroll.Before you begin, make sure the employee has been opted out of the pension scheme. Pension refunds using this process are only supported for the current tax year.Open the relevant Employee record and select View employee pay records. Scroll to Pensions section and find the pension scheme you want to refund. Ensure you are in the most recent open pay period (not the pay period the pension was deducted). Select the three dots (...) next to Employee pension and select Override item value. Enter the amount to refund as a negative value, for example, -50.00, add a comment and select apply. Repeat the process for Employer pension, if applicable.The pension YTD value will be reduced by the refund amount, and the refund will appear on the current draft payslip. The employer pension will not show on the actual payslip, but you will see this as a minus on the payslip preview. Things to note:Make sure you enter the refund with a minus sign (-). A positive value will increase the YTD amount instead of reducing it. The refund can't reduce the YTD pension value below 0.00. If it does, you'll see the error: “The resulting YTD value can't be negative.” If a pension refund was already added manually to the draft payslip, remove it before applying the override to avoid refunding the employee twice. Payments Thu, 15 Oct 2026 08:07:56 +0200 https://heartcorehr.hibob.com/time-off-173/use-a-formula-to-report-on-time-in-current-job-title-8525 If your organization considers a change in Job title to be the start of a new role, you can use a Custom Report and formula to calculate how long each employee has been in their current job title.The Work effective date may not always represent when an employee moved into their current job title. If other work information changes while the employee remains in the same job title, using this date may not give you the tenure you're looking for.Instead, you can base the calculation on the Job title effective date.Create or open a Custom Report and add the employee information you want to see, such as:Display name Job title Job title effective dateThen, create a formula for Time in current job title and set the Output type to Text.Copy and paste this formula into the Formula Builder:CONCATENATE(DATEDIF({{Work##%%/current/work/title/effectiveDate}}, TODAY(), "Y"), " years, ", DATEDIF({{Work##%%/current/work/title/effectiveDate}}, TODAY(), "YM"), " months, ", DATEDIF(DATEADD(DATEADD({{Work##%%/current/work/title/effectiveDate}}, DATEDIF({{Work##%%/current/work/title/effectiveDate}}, TODAY(), "Y"), "Y"), DATEDIF({{Work##%%/current/work/title/effectiveDate}}, TODAY(), "YM"), "M"), TODAY(), "D"), " days")In a more readable format, the formula looks like this:CONCATENATE(  DATEDIF({Job title effective date}, TODAY(), "Y"), " years, ",  DATEDIF({Job title effective date}, TODAY(), "YM"), " months, ",  DATEDIF(    DATEADD(      DATEADD(        {Job title effective date},        DATEDIF({Job title effective date}, TODAY(), "Y"),        "Y"      ),      DATEDIF({Job title effective date}, TODAY(), "YM"),      "M"    ),    TODAY(),    "D"  ),  " days")Here's what the functions are doing:DATEDIF calculates the difference between two dates. In this case, we're calculating from the Job title effective date to TODAY(). "Y" returns the number of complete years. "YM" returns the remaining months after the complete years. "D" returns the number of days between two dates. DATEADD moves the Job title effective date forward by the completed years and months. This gives DATEDIF the correct starting point for calculating the remaining days. CONCATENATE combines the results and text into one readable value, such as “3 years, 7 months, 12 days.”In simple terms, the calculation is:Job title effective date → complete years → remaining months → remaining days → todayThe formula calculates the remaining days using DATEADD rather than DATEDIF with "MD", as "MD" ignores months and years when comparing the day values and can result in a negative value in some cases.If you don't need this level of detail, you can adjust the formula to remove the units you don't want to display.Save the formula and add it to your report. You'll now have a column showing how long each employee has held their current job title.Once you've added the formula to your report, you can use filters to narrow the results to the specific employee population you want to review.Note: This calculation measures time in the employee's current job title. If your organization defines a new role based on a different change, this calculation may not represent your organization's definition of time in role. Time Off Thu, 15 Oct 2026 08:04:43 +0200 https://heartcorehr.hibob.com/norway-99/are-there-any-norwegian-customers-who-use-bob-surveys-as-their-primary-annual-employee-survey-8321 Any Norwegian companies using Bob Surveys as their primary annual employee survey? I'd love to hear about your experience! Norway Wed, 14 Oct 2026 13:02:06 +0200 https://heartcorehr.hibob.com/hr-data-analytics-64/120-days-rule-in-denmark-8522 Hi Danish Bob users,I would like to receive an automated report whenever an employee reaches 100 days of sick leave within a rolling 365-day period.Has anyone managed to set up a smart solution for this, or how do you currently handle it?Best regards,Preben HR Data Analytics Wed, 14 Oct 2026 10:20:24 +0200 https://heartcorehr.hibob.com/ai-innovators-315/your-people-data-is-telling-a-bigger-story-8455 Your organization already has the signals behind retention risks, hidden skills, capacity constraints, and performance. They’re just scattered across different systems.That’s where Organizational Intelligence comes in. Bob provides the foundation: It’s where trusted people context lives. HiBob MCP brings that context directly into the tools and conversations where people work, with the permissions and safeguards set in Bob.Together, they help close the gap between people context and relevant business information, turning disconnected data into Organizational Intelligence.And the payoff? Leaders can make faster, more confident decisions. They spend less time searching through siloed systems and more time using their judgment, communicating with more care, and reducing avoidable back-and-forth.Read the full article to see how Bob and HiBob MCP connect the dots, with practical examples spanning performance, retention, workforce capacity, and skills.Discover what Organizational Intelligence looks like in action>>   AI Innovators Wed, 14 Oct 2026 06:49:12 +0200 https://heartcorehr.hibob.com/ai-innovators-315/using-mcp-with-claude-for-analyzing-survey-data-8518 Hi all,Thanks in advance for any feedback and ideas.We are going to do the MCP connector in the coming  days and we have a planned engagement survey in Nov.Does anyone work with the MCP to analyze and summarize survey results (anonymous survey)? Thanks AI Innovators Tue, 13 Oct 2026 16:29:59 +0200 https://heartcorehr.hibob.com/ai-innovators-315/bob-mcp-sensitive-data-exposed-to-it-admins-concern-8519 Hi,We really want to start working with Bob MCP on both Claude and Slack.Having many plans and thoughts and are looking forward to working with it.Our Concern -If a user with high permissions asks a sensitive data related question (like salary, termination, etc.) The IT admins (who are not allowed to see this sensitive data) might see the sensitive data answer through Claude or Slack AI logs, even if they don't have these permissions in Bob.Is our concern right? Can IT admins see sensitive data in Claude or Slack AI logs? If yes, how can we prevent or minimize the data exposure risk?Thanks! Elad. AI Innovators Tue, 13 Oct 2026 15:32:24 +0200 https://heartcorehr.hibob.com/israel-87/bobיום-הבחירות-2026-איך-להגדיר-יום-שאינו-יום-עבודה-בלוח-השנה-ב-8523 לקראת יום הבחירות - כך תוכלו לעדכן את לוח השנה בבוב ,היי לכולם.יום הבחירות ב-27.10.2026 מתקרב, וקיבלנו שאלות לגבי איך הוא יופיע בלוח השנה ואיך זה ישפיע על בקשות חופשמאחר שיום הבחירות הוא לא אירוע שנתי שחוזר על עצמו בתאריך קבוע, יש להוסיף אותו באופן ידני ללוח השנה הרלוונטי ולהגדיר אותו כיום שאינו יום עבודהכך תעשו זאת:Settings > Company > Calendars היכנסו ל -בחרו את לוח השנה המשויך לאתר שלכם בישראל -הוסיפו בו אירוע חדש בתאריך 27.10.2026 ותנו לו שם (למשל, ״יום הבחירות״) - Employee Activity כ-Nonworking הגדירו את -לאחר העדכון, התאריך ייחשב ליום שאינו יום עבודה עבור העובדים המשויכים ללוח השנה הישראלי, כך שלא ינוכה עבורו יום חופשה מהיתרה שלהםיש לכם כמה לוחות שנה לעובדים בישראל? הקפידו להוסיף את האירוע לכל אחד מהלוחות הרלוונטיים, כדי שהעדכון יחול על כל העובדים הנדרשיםמומלץ לעדכן זאת כבר עכשיו, כדי שלוח השנה ובקשות החופשה ישקפו את ההגדרה הנכונה כשיגיע היום עצמו  Israel Tue, 13 Oct 2026 15:18:51 +0200 https://heartcorehr.hibob.com/sweden-68/meet-up-to-discuss-pay-transparency-malmoe-copenhagen-8456 Hi!Is anyone here responsible for implementing Pay Transparency? I would love to meet up to discuss different ways of handling this and how to use HiBob in the best way.  Leave a comment or reach out if you are interested in connecting!  Sweden Tue, 13 Oct 2026 08:33:03 +0200 https://heartcorehr.hibob.com/ai-innovators-315/building-a-bob-data-audit-reporting-workflow-with-bob-mcp-in-claude-8440 Hi All,I’m Issabella (Issa), a People Ops Analyst and I am responsible for maintaining and managing the HRIS. Nice to virtually meet you! Its been about 2 months since we’ve enabled Bob MCP access in Claude company-wide, and the results have been astounding! We have been seeing great use out of the business and truly have seen the tool take our efficiencies and processes to the next level.As the person that manages the HRIS I am responsible for owning data integrity in the system, which before MCP was a very manual and tedious task that took place in spreadsheets and reports. This was one vein of work that needed to be automated and the use case was the perfect candidate for AI. Using the MCP in Claude, I built a data audit workflow and “dashboard” that would allow me to track data points being entered that were not consistent with our system architecture rules.After some testing, it is running weekly and sending out messages to the data entry users to correct anything that is out of place. It does still need some work and the I am adding flags and rules to the logic as things pop up. If I had to guess though, I am saving roughly an average of 4 hours per week with where its at today. I thought I would share my methodology breakdown and an example dashboard here (using dummy data) in case anyone wanted to try to build something out that is similar! Reach out with any questions, thanks for reading! AI Innovators Tue, 13 Oct 2026 02:11:30 +0200 https://heartcorehr.hibob.com/time-attendance-174/how-to-create-a-toil-time-off-policy-with-zero-accruals-using-converted-overtime-from-attendance-7413 This guide explains how to set up a TOIL (Time Off in Lieu) policy with no regular accruals, where employees build their balance only through overtime converted from Attendance. Please note that this guide covers only the mandatory settings required to achieve this setup. Any other policy configuration can be adjusted based on your company’s needs. Step 1: Create a Time Off Policy TypeCreate a new Time Off Policy Type with the following settings:Unit: HourlyOverride: Enabled This policy type will be used later for the TOIL policy linked to converted overtime. Step 2: Create an Attendance PolicyCreate an Attendance Policy with the following settings:Reporting method: Start and end time Overtime: Enable overtimeBase overtime on: Fixed thresholdDaily overtime: EnabledHours: Set the number of worked hours after which overtime should begin to countAttendance balance: Allow carryover to the next cycleConvert overtime to time off: Enable this toggleTime off policy type: Select the policy type created in Step 1  This setup allows Bob to track overtime and convert eligible hours into time off. Step 3: Create the Time Off PolicyCreate a new Time Off Policy using the policy type created in Step 1.Configure the following settings:Time off trackingChoose Annual allowanceAllowance entitlementSet the allowance to 0 Balance limitsUnder Negative balance, keep the toggle disabled to prevent employees from going into a negative balance Allowance increaseEnable Allow banking overtime as time offHow is overtime banked?Select Converted hours from the attendance policy This ensures that employees do not receive any standard allowance, and their TOIL balance increases only through approved converted overtime. Step 4: Assign the policiesComplete the setup by assigning employees to both policies:Assign employees to the Attendance PolicyAssign employees to the Time Off PolicyOnce this is done, employees will be able to build a TOIL balance through overtime worked in Attendance, without receiving any regular accruals through the time off policy.  Time & Attendance Mon, 12 Oct 2026 15:48:30 +0200 https://heartcorehr.hibob.com/ai-innovators-315/exploring-the-art-of-the-possible-with-the-hibob-mcp-recording-resources-8487 Connect Bob to your AI tools with the Bob MCP ServerMissed the webinar or want another look? The recording is now available.Watch the session to explore how the Bob MCP Server connects Bob to AI tools such as ChatGPT, Claude, and Cursor, helping your teams access relevant Bob data and workflows without switching tools or copying information manually.In the recording, we cover: What the Bob MCP Server is and how it works How people connect using their own secure login, with access aligned to their Bob permissions How access controls and audit logs help protect your data Practical examples, from people analytics and performance review preparation to recognition summaries and time-off planning How admins can enable MCP and manage access in Bob AI settings Watch the webinar recording Webinar slides are attached to this post  Explore more MCP use cases with Two and a Half BeardsLooking for inspiration for your own team? Explore the Two and a Half Beards episodes for more examples of MCP in practice and ideas for bringing Bob into your everyday AI workflows Explore MCP use cases with Two and a Half Beards Get started with the Bob MCP  Which use case would you like to try first? Share your ideas or questions in the comments. AI Innovators Fri, 09 Oct 2026 16:06:08 +0200 https://heartcorehr.hibob.com/reports-177/csv-exported-with-quotation-marks-973 In order to pass strings correctly in CSV we are forced to wrap them with Quotation marks, otherwise Excel will treat the data as a number or other. Reports Fri, 09 Oct 2026 16:00:32 +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 Fri, 09 Oct 2026 12:44:19 +0200 https://heartcorehr.hibob.com/tasks-flows-170/set-up-a-training-request-6645 Use Task Lists and People Data Update flows to automate training assignments whether it’s for new hires, promoted employees, or specific groups. Flows help you manage change processes (like promotions or transfers) and trigger automated follow-up actions—like assigning training. Go to System settings > Flows > People data updates Create or edit a flow (e.g., “Promotion approval flow”) In the flow setup, make sure to include the relevant fields Under Additional steps, select who you need to approve the training Select who you wish to view the request data Select the relevant training task list to launch when the flow is approved. Create the training task list:Go to Tasks > Task Lists Settings Click + Create task list or Duplicate an existing one Add a Title and description (e.g., “Manager Training After Promotion”) Choose a Task list owner — this person’s permissions define visibility Set the Time of day and Time zone for task delivery. Add tasks for training:In the Task List builder, click +  > Create task Choose the type of tasks you like to have, for example: Email task – to send training instructions or links General task – to add a to-do like “Watch intro video” Add descriptions like learning objectives, platform link, instructions Assignee – employee, their manager, or another role Due date or trigger  Optional extras:Add an eSign Request for acknowledgment Add a Feedback task to collect post-training input  Tasks & Flows Fri, 09 Oct 2026 10:12:11 +0200 https://heartcorehr.hibob.com/time-off-173/viewing-future-booked-time-off-requests-4323 To efficiently check the number of time-off requests an employee has booked in the futurefollow the steps outlined below: Go to Time. Navigate to People's Time Off. Click on Policy Balances to view detailed information. Within the Policy Balances section, there is a specific column labeled booked before the end of the cycle. This column shows all future time-off requests that have been scheduled but not yet taken by the employee.By following these steps, you can easily see all pending time-off requests that the employee has planned but has not yet utilized. Time Off Fri, 09 Oct 2026 02:03:00 +0200 https://heartcorehr.hibob.com/integrations-188/pulling-time-off-information-for-a-request-under-a-private-policy-via-the-api-818 You will need to ensure that the service users’ permissions in the group created for them. It will need to be able to see employees out on a private policy and also the permission to see who's out:   As As well as having this applied to users under the people data based on lifecycles: You will be able to run the call using this call here.Ensure to include the toggle for private policy - True: This The date format to use YYYY-MM-DD for example 2023-03-06 Once you run the call you will get this information in the output for all requests within the date range.By ​​​​@Christian Caresimo  Integrations Fri, 09 Oct 2026 01:15:02 +0200 https://heartcorehr.hibob.com/ai-innovators-315/mcp-use-cases-part-2-two-and-a-half-beards-episode-2-has-landed-8368 Two and a Half Beards: Episode 2 has landed The experiment continues. This time, we’re moving from “what if?” to “let’s see what happens”, with more HiBob MCP exploration, more practical possibilities, and probably at least one entire section of the video where we wonder whether we should have been allowed near the controls.>>Watch Episode 2«A huge shout-out to @shira.lerner for making it look so good, and to @Luc van der Voorn and @Zach Jones for helping bring it to life.Watch, share your takeaways, and let us know what you’d like the beards to explore next  AI Innovators Thu, 08 Oct 2026 18:56:08 +0200 https://heartcorehr.hibob.com/docs-esign-169/adding-actual-payments-data-to-esign-templates-1290 The fields in the actual payments table are not yet available to include in an eSign template. Docs & eSign Thu, 08 Oct 2026 13:08:39 +0200 https://heartcorehr.hibob.com/compensation-management-179/compensation-event-update-people-s-profile-changes-1895 When finishing a compensation event, you will have the option of “Updating people’s profiles”. What this action does is immediately update all changes made in the compensation event in the profile of all the employees in the event.This action cannot be undone or reverted.To do this:Click on the 3 dots at the top right of the event; Update people’s profiles:  Compensation management Thu, 08 Oct 2026 12:29:20 +0200 https://heartcorehr.hibob.com/reports-177/how-to-change-the-owner-of-a-scheduled-report-8495 Scheduled reports send data according to the report owner's permissions. If the owner loses permissions or leaves the company, for example, you may need to transfer ownership to someone else.There are two ways to change the owner of scheduled reports. Create new schedules under a new ownerThe new owner can create new schedules from the existing saved reports:Go to Analytics > Reports > Scheduled reports. Open the relevant schedule. Open a report included in the schedule. Select Actions > Schedule and create a new schedule. The new schedule will be under your ownership. Repeat steps 3–4 for any other reports included in the original schedule. Repeat the process for any other scheduled reports you need to transfer. Delete the former schedule or schedules. Transfer ownership during terminationWhen an employee is terminated, ownership of their reports can be transferred to someone else as part of the termination flow.If the current owner is about to be terminated: Transfer their reports to the new owner during the termination flow. If the current owner has already been terminated: One option is to delete and redo their termination so you can transfer the reports during the termination flow. If the current owner isn't being terminated: You can use this as a workaround to transfer report ownership, then delete the termination row from their Lifecycle table. Keep in mind that this may trigger task lists, and the termination will be recorded in the audit trail. If this workaround isn't suitable, use the first method and create new schedules under the new owner instead.  Reports Thu, 08 Oct 2026 11:54:42 +0200 https://heartcorehr.hibob.com/homepage-and-the-org-chart-162/adding-a-video-to-a-shoutout-file-exceeds-the-200mb-limit-8496 When uploading a video to a Shoutout in Bob, you may see an error stating that the file exceeds the maximum allowed size of 200MB. Why does this happen?Videos uploaded directly to Shoutouts have a 200MB file size limit. This platform restriction cannot currently be increased or bypassed. How can I share a larger video?You can host the video on an external platform, such as YouTube or Vimeo, and share its link in your Shoutout:Upload the video to your chosen platform. Make sure the video’s sharing settings allow your intended audience to view it. Copy the video link and paste it into your Shoutout. Publish your Shoutout.Your colleagues can then follow the link to watch the video. Homepage and the org chart Thu, 08 Oct 2026 10:41:57 +0200 https://heartcorehr.hibob.com/time-off-173/למה-יתרות-time-off-עשויות-להיות-שונות-מהיתרות-בתלוש-השכר-לאחר-סגירת-סייקל-8494 אם יתרת ה-Time off של עובד.ת ב-Bob אינה תואמת ליתרה שמופיעה בתלוש השכר, כדאי לבדוק אם בקשות חופשה נוצרו או אושרו לאחר שהסייקל הרלוונטי כבר נסגר.ב-Time off, בקשות שנוצרות או מאושרות לאחר סגירת הסייקל אינן מעדכנות את יתרת העובד.ת עבור הסייקל שכבר נסגר. כתוצאה מכך, יכול להיווצר פער בין היתרה שמופיעה ב-Bob לבין היתרה שמופיעה בתלוש השכר.לדוגמה, אם הסייקל החודשי נסגר ב-20 לחודש, ועובד.ת מגיש.ה בקשת חופשה או מנהל.ת מאשר.ת בקשה השייכת לאותו סייקל לאחר מועד הסגירה, Bob לא יחשב מחדש את היתרה עבור הסייקל שכבר נסגר. כדי לבדוק מה גורם לפער:פתחו את ה-Balance activity של העובד.ת. בדקו את בקשות החופשה הרלוונטיות לסייקל שבו קיים הפער. בדקו אם יש בקשות שנוצרו או אושרו לאחר סגירת הסייקל. השוו את השינויים ליתרה שהועברה לתלוש השכר. כדי למנוע פערים כאלה בהמשך, מומלץ לוודא שהעובדים מגישים את בקשות החופשה ושהמנהלים מאשרים אותן לפני סגירת הסייקל. אפשר גם ליצור תהליך פנימי שמזכיר לעובדים ולמנהלים לבדוק בקשות פתוחות מספר ימים לפני מועד הסגירה.אם כבר נוצר פער, ניתן לעדכן ידנית את יתרת העובד.ת כדי ליישר את היתרה ב-Bob עם הנתונים בתלוש השכר.  Time Off Thu, 08 Oct 2026 10:37:59 +0200 https://heartcorehr.hibob.com/time-attendance-174/manage-attendance-editing-and-shift-based-reminder-options-8493 If you’re looking to send shift-based attendance reminders or control who can manually edit attendance entries, here’s what’s currently possible in Bob. Shift-based attendance remindersAttendance policies do not currently support reminders based on specific shift start or end times. This means you can’t trigger a notification 5 minutes before, exactly at, or at the end of an employee’s shift.The available reminder within the attendance policy is the **Missing Attendance Entry** notification, which can be configured on a recurring basis.Using custom employee fields to store shift start and end times won’t provide a workaround for this. While task lists can be scheduled, they can’t be triggered based on time-of-day values stored in custom fields. Restrict employees from editing attendance entriesYou can prevent employees from manually adding or editing their attendance entries, but keep Bob’s cumulative permission logic in mind.If the **Edit Time Attendance Sheet** permission is granted through any permission group an employee belongs to, they will still be able to edit their attendance. To restrict access:Remove the **Edit Time Attendance Sheet** permission from the **All People - Own Data** permission group. Create a separate custom permission group for employees who should retain editing access. Assign only those employees to the new permission group.Managers and admins can still manage attendance on employees’ behalf. Admins can access employee attendance sheets from **Time > People's Attendance**, and managers can review their employees’ attendance records there before submission. Correct submitted or closed timesheetsIf an employee has already submitted their timesheet and a correction is needed, the approver must first decline the submission before it can be edited.For a closed attendance cycle, an admin must extend the cycle before corrections can be made. Monitor manually added or edited attendanceAs an additional measure, you can enable alerts for manually added or edited attendance entries in the attendance policy settings.You can also schedule a Time and Attendance report to give managers regular visibility into these changes. Time & Attendance Thu, 08 Oct 2026 10:34:53 +0200 https://heartcorehr.hibob.com/hiring-241/enable-resume-screening-feature-for-hiring-team-8492 If a user can't access Resume screening in a job opening, check that they have the required evaluation permissions in their hiring role.To use Resume screening, the user must have the "View, add, assign, and cancel evaluations" permission enabled in the Evaluations section of their hiring role permissions. This permission can be found in the Hiring Roles section.If this permission isn't granted, the Resume screening option won't be available, even if the user is assigned as the Hiring Manager. Hiring Thu, 08 Oct 2026 10:31:20 +0200 https://heartcorehr.hibob.com/homepage-and-the-org-chart-162/linking-birthdays-anniversaries-to-google-calendar-751 In order to do this Go to:Time   People's Time Off   click on the three dots in the top right corner of the page  and select "Sync with external calendar" select the Everyone tab the birthdays and work anniversaries will show up for you to link it to your external Calendar  Note: These links will appear only if your HR Admin has generated them in the My Company pageYou can read more in this help center article.  Homepage and the org chart Thu, 08 Oct 2026 10:11:58 +0200 https://heartcorehr.hibob.com/time-attendance-174/part-time-employee-unable-to-submit-a-timesheet-8491 A part-time employee may be unable to submit their timesheet when their employment setup expects hours on every workday, but they only record hours on the days they work.This article explains how to review the employee’s working pattern and update it to reflect a flexible, part-time working arrangement. Why this happensIn the reported case, the employee’s FTE was set to 100%, and their employment setup expected hours on every workday. Because the employee had not recorded hours for every expected workday, they could not submit their timesheet.The resolution was to align the employee’s working pattern and FTE with their actual working arrangement and select Flexible hours. How to resolve itOpen the employee’s profile. In the Employment table, edit the relevant employment row. Update the working pattern and FTE % to reflect the employee’s actual part-time working arrangement. Select Flexible hours. Save the changes.Important: Only change the FTE percentage if it does not accurately reflect the employee’s employment arrangement. Do not reduce FTE solely to bypass a timesheet submission issue. Verify the resolutionAsk the employee to review their timesheet, record the hours they actually worked, and try submitting it again.For the scenario described above, the corrected setup should allow the employee to submit entries for the days they worked without requiring entries on every workday.If submission is still blocked, contact HiBob Support with the affected timesheet period and any error message displayed.  Time & Attendance Thu, 08 Oct 2026 09:50:10 +0200 https://heartcorehr.hibob.com/imports-187/update-an-employee-s-employer-with-a-historical-effective-date-8490 If the Employer field in an employee’s profile is greyed out, you can update it using a flow or the new Import tool in Bob. The Employer field can’t be edited directly from the employee’s profile. For employer changes effective from today onwards, you can use the relevant flow. If you need to add an employer with an effective date in the past, use the new Import tool. First, make sure the new Import experience is enabled:  Go to Settings > Account > Feature management.  Locate the new Import feature and make sure it’s enabled.  Once enabled:  Go to Settings > Data management > Import.  Select Update people data.  Choose the option to download a template.  When selecting the fields to include, search for Employer and add it to the template.  Download the template.  Add the relevant employee information, including their work email address, the Employer, and the required effective date.  Make sure the Employer name exactly matches the Employer already configured in Bob.  Return to Settings > Data management > Import and upload the completed file.  Review the validation results. If Bob flags any errors or unrecognized values, correct them before completing the import.  Complete the import.  After the import is complete, refresh the employee’s profile and check the Employer information. The new Employer entry and its effective date should now appear. Good to know: The Employer must already exist in Bob before you import it. Using the new Import tool also allows you to add historical Employer information, while a flow only allows an effective date from today onwards.  Imports Thu, 08 Oct 2026 08:54:09 +0200 https://heartcorehr.hibob.com/denmark-69/denmark-time-off-8376 Hi, I am pretty new in setting up this and need help if someone can -In Denmark, the vacation year runs from 1 September to 31 August. They accrue 25 vacation days per year, which equals 2.08 days per month.In addition, they have 5 vacation-free days (feriefridage), which are accrued at 0.42 days per month. (They show in hours in payroll system, so not sure what the case is in Bob)My questions: Are the days automatically re-set from 1 sept when the cut off is?  How can I see the setting, if employees are allowed to have negative balance. We would like them to be able to have it, but not sure whats in the setting in BOB.  //Jaya  Denmark Thu, 08 Oct 2026 08:31:21 +0200 https://heartcorehr.hibob.com/employee-profile-and-fields-185/can-i-edit-the-awarded-date-for-a-badge-8489 Once a badge has been awarded in Bob, the awarded date can’t be edited. This helps keep historical and transactional records intact.If a badge was awarded with the wrong date:Delete the existing badge entry. Re-award the badge using the correct date.The new badge entry will then reflect the intended awarded date. Employee profile and fields Thu, 08 Oct 2026 08:13:18 +0200 https://heartcorehr.hibob.com/ai-innovators-315/bob-mcp-let-s-talk-what-s-your-roll-out-plan-8108 I’ve been looking into Bob MCP and would love the opportunity to speak to someone who has enabled this feature. I don’t necessarily need to see it in action but would love a chat to understand how you’re using it, what your roll out plan is, any limitations you’ve experienced (sorry Bob ) and where you’re at in your AI journey. Happy to share our story too.Thanks! AI Innovators Wed, 07 Oct 2026 17:36:45 +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 Wed, 07 Oct 2026 17:34:31 +0200 https://heartcorehr.hibob.com/tasks-flows-170/terminate-an-employee-while-on-leave-8486 You can terminate an employee while they’re on Leave or Parental leave, but make sure the leave and termination dates don’t create conflicting lifecycle entries.Go to the employee’s Profile. Select Actions > Change status > Terminate employee > Termination, or select your custom termination flow.   Enter the Termination date, Last day of work, Termination reason, and any other required fields. Continue through the termination flow, then review the summary. Type APPROVE, then click Done.The termination will be scheduled or triggered according to the termination date.Keep in mind that the employee can have both a leave entry and a termination entry in the Lifecycle table. These entries may overlap, depending on the dates you enter.For example, an employee can be terminated without first being returned from Parental leave. You don’t need to create an additional Return from leave entry just to process the termination. Instead, enter the appropriate termination and last day of work dates in the termination flow.In the example above, the employee was on Parental leave before moving to Garden Leave and then Terminated, without a Return from leave entry in between.If Bob displays an error related to the Termination date or Last day of work, check the employee’s Lifecycle table for an entry with an effective date that conflicts with the termination.Review the existing lifecycle entries and their effective dates before changing the termination dates. Tasks & Flows Wed, 07 Oct 2026 10:07:02 +0200 https://heartcorehr.hibob.com/tasks-flows-170/report-on-reason-fields-in-approval-flows-8485 The Reason entered when submitting a flow is available for viewing in the flow request, but it isn't available as a field in All approval flows or Analytics reports: If you need to report on the reason, we suggest to use a custom field instead. 1. Go to System Settings > Data management > People data fields.2. In the relevant data category, create a custom Text area field for the reason. 3. Add the custom field to your flow. 4. Use this field to capture the reason when the flow is submitted.5. Add the custom field to All approval flows to view and report on the responses.You can keep the standard Reason field in the flow if you still want to use it for visibility. Just remember that at the moment, only the custom field can be used for reporting. Tasks & Flows Wed, 07 Oct 2026 10:00:15 +0200 https://heartcorehr.hibob.com/payroll-hub-180/5-practical-ways-to-use-ai-during-pay-week-8484 AI can help payroll teams spend less time on manual administrative work during pay week - from reviewing information and drafting employee communications to summarizing payroll trends.Here are five practical ways you can incorporate AI into your payroll workflow.1. Review US state tax registrations and multi-state requirementsIf your organization employs people across multiple US states, changes in employee locations can introduce different withholding, unemployment, and reporting requirements.You can use AI to compare employee location changes with the compliance guidance your organization already uses.Try this prompt:Compare these US employee state relocation notes against our state compliance setup: [Insert notes]. Based only on the compliance guidance provided, list anything that may require review before payroll processing, such as registration details, withholding forms, or other requirements.This can make it easier to identify items that need further review before processing payroll.Important: AI-generated compliance guidance should be reviewed against your organization's approved sources and requirements before you take action.2. Explain complex payslip changesMid-cycle salary changes, retroactive adjustments, and new deductions can make a payslip harder for an employee to understand.Provide AI with the relevant calculation details and your policy information to create a simpler explanation.Try this prompt:An employee received a mid-cycle pay increase plus a new benefit deduction. Here is the calculation summary: [Insert summary]. Draft a friendly, three-bullet explanation in plain English explaining why their net pay changed. Use only the information provided.You can then review the response for accuracy before sharing it with the employee.3. Review expense memos and timesheet notesImportant context can be hidden in free-text expense descriptions or timesheet notes.Provide AI with the relevant text and your organization's policy to help identify entries that may need additional review.Try this prompt:Compare these expense memo descriptions against the policy below. List entries that may not meet the policy and explain which provided policy rule each one relates to. Do not introduce requirements that aren't included in the policy.Policy: [Insert policy]Expense memos: [Insert descriptions]This can help surface potential issues in written notes that might not be identified through numerical checks alone.4. Turn pay run totals into a leadership updateInstead of manually turning payroll figures into a written summary, you can use AI to organize the information into a concise update for Finance or leadership.Try this prompt:Here are our summary totals for this pay run compared with last month: [Insert department gross pay, overtime totals, headcount changes, and other relevant figures]. Draft a three-bullet executive update highlighting the main variance drivers and trends. Base the summary only on the figures and context provided.Always review the generated summary against the original payroll data before sharing it.5. Turn regulatory information into an action checklistNew tax rates, statutory benefits, or overtime requirements can involve lengthy documentation.AI can help summarize information from an approved source into a checklist for your payroll team to review.Try this prompt:Based only on the regulatory information below, create a short checklist of the payroll setup or audit items our team should review. Do not recommend changes that aren't explicitly supported by the information provided.[Insert regulatory information]Use the checklist as a starting point for review rather than as a substitute for your organization's approved legal, tax, or compliance guidance.Keep your data safeBefore using any AI tool during payroll activities, follow your organization's policies for handling employee, payroll, financial, and other sensitive information. Only enter information that your organization permits you to share with that tool.  Payroll Hub Wed, 07 Oct 2026 09:55:29 +0200 https://heartcorehr.hibob.com/implementation-and-bob-boarding-63/make-a-report-that-shows-data-for-the-next-year-6834 Hi Bobbers We have a custom date field on the employee profile, and I’m trying to build a report that dynamically shows employees whose date is in the future.The requirement is that: Employees should appear in the report as long as the date is in the future As soon as the date passes, they should automatically drop out of the report In reports, I can filter the field by “has a value in the last 365 days”, but I can’t find an option to filter for future dates (e.g. “next 365 days” or “after today”). Only next month or next 7 days. Ideally, I’d like the report to look at least 1 year ahead.Has anyone solved something similar, or found a workaround, e.g. using another filter or a specific report type? Any tips are very welcome Thanks in advance! Implementation and Bob-boarding Wed, 07 Oct 2026 04:18:39 +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 Tue, 06 Oct 2026 18:44:45 +0200 https://heartcorehr.hibob.com/bob-launch-program-240/calculating-rolling-leave-policy-by-instances-rather-than-days-8479 Hi everyone, Following a question that came up on our session today, I checked if we have a way to calculate how many instances an employee took a leave (e.g. a sick leave) and unfortunately, this is not currently possible in Bob- it can only calculate by days/hours taken.There is a roadmap item for triggering tasks/emails based on the number of unique, separate leave requests, which would cover counting sick-leave instances. However, we still do not have any confirmed release date or current commitment on this.What I suggest for this type of use-case is:Submit a Support ticket requesting this, so it is reported to the Product team directly from you. In the meantime, use the workaround of creating a scheduled report that will have this information and be sent to the relevant people on a regular basis so you can manage this semi-manually.I hope this helpsBestKeren Bob Launch Program Tue, 06 Oct 2026 14:17:00 +0200 https://heartcorehr.hibob.com/ai-innovators-315/exploring-the-art-of-the-possible-with-the-hibob-mcp-6-october-8422 Join us for an introduction to the Bob MCP Server, now generally available to all customers.See how you can connect Bob securely to the AI tools your teams already use, including ChatGPT, Claude, Cursor, and other MCP-compatible clients. We’ll explore how MCP gives employees real-time, permission-aware access to Bob data and workflows—without switching between tools or copying information manually.What we’ll cover:What the Bob MCP Server is and how it works How employees can connect AI tools to Bob using their own secure login How permissions, access controls, and audit logs help keep data protected The types of Bob data and workflows available through MCP, based on your configuration and user permissions Practical examples, including on-demand people analytics, performance review preparation, team recognition summaries, and time-off planning How admins can enable MCP and manage access in Bob AI settingsYou’ll leave with a clear view of how Bob MCP can help your teams use AI more effectively while keeping access secure and aligned with existing Bob permissions.  Register todayCan’t make it live? Register anyway to receive the recording.  AI Innovators Mon, 05 Oct 2026 13:01:47 +0200 https://heartcorehr.hibob.com/integrations-188/map-custom-fields-with-okta-scim-8470 When mapping Bob data with Okta SCIM, individual fields within a category can be mapped, but columns contained within a table cannot be used for mapping.If you can’t find a field when configuring your Okta SCIM mapping, check how the data is set up in Bob.Individual fields within a category: Available for mapping. Columns within a table: Not available as fields for mapping.If the data you want to map is currently stored in a table column, create it as an individual field directly within the relevant category.If the existing table is no longer needed, you can archive it.Once the individual field is created within the category, it will be available for mapping in Okta SCIM.For more information, please refer to the Okta SCIM custom field mapping HC article. Integrations Mon, 05 Oct 2026 10:01:40 +0200 https://heartcorehr.hibob.com/time-attendance-174/why-are-time-off-requests-counting-as-undertime-in-attendance-timesheet-8471 If approved time off is showing as undertime in an employee’s Attendance timesheet, check two settings in the relevant Attendance policy.In the Attendance policy, the following settings usually need to be enabled:(Potential hours include) Paid statutory and bank holidays Count paid leave hours towards overtime thresholdBelow is an explanation of these settings.(Potential hours include) Paid statutory and bank holidaysPeople's total potential hours and days always include paid time off (this cannot be changed). You have control whether they also include bank holidays. Consult with your payroll team.Count paid leave hours towards overtime thresholdAnd with this setting, you have control whether bank holidays and/or time off count towards the overtime threshold.Because paid time off is always included in potential hours, having this setting disabled means time off counts as undertime. Enable this setting to prevent that undertime.Having this setting enabled, may require that you also include bank holidays in the potential hours (in the previous setting), otherwise bank holidays will count as overtime.Suggested article:Amending Attendance Settings When Bank Holidays Are Incorrectly Counted as Undertime or Overtime  Time & Attendance Mon, 05 Oct 2026 08:45:09 +0200 https://heartcorehr.hibob.com/time-off-173/how-bob-prorates-time-off-allowance-8469 Time off allowance can be prorated according to the date each employee is hired (assigned) and/or terminated (unassigned) to/from a time off policy partway through an allowance cycle.This is, unless you select to grant employees full allowance in either situation.You can also opt to use calendar days in the calculation or workdays only (which takes into consideration each employee’s working pattern and bank holidays), and people's FTE%.Formula used by Bob to prorate allowance for months worked fully:(((Allowance × Employee FTE%) ÷ 12 Months) × Number Of Months Fully Worked In The Cycle) Formula used by Bob to prorate allowance for partially worked months (e.g. according to hiring/assignment or termination/unassignment date)((((Allowance × Employee FTE%) ÷ 12 Months) ÷ Number of Days* in the Month partially worked) × Number Of Days Worked In The Month)*May be calendar days or workdays only, depending on the policy’s settings. Calculation ExamplesLet’s say a policy has an annual allowance of 25 days and proration by calendar days.Employee 1: works January 1 – August 31, 2027The employee works eight full months. Formula: (((Allowance × Employee FTE%) ÷ 12 Months) × Number Of Months Fully Worked In The Cycle) 25 x 100% ÷ 12 × 8 = 16.67 days The prorated allowance is 16.67 days.Employee 2: works February 15 – December 31, 2027, is a part-timer 50% FTEThe employee works part of February and then 10 full months from March through December, 50% FTE 2027 is not a leap year, so February has 28 calendar days. The employee works 14 days in February, from February 15 through February 28. Partial February allowance: (25 ÷ 12 ÷ 28) × 14 = 1.04 days Allowance for March through December: (25 ÷ 12) × 10 = 20.83 days Total: 1.04 + 20.83 = 21.88 days. The prorated allowance is 21.88 days.Employee 3: works April 3 – June 20, 2027The employee works part of April, all of May, and part of June. April has 30 calendar days, and the employee works 28 days, from April 3 through April 30: (25 ÷ 12 ÷ 30) × 28 = 1.94 days The employee works the full month of May: 25 ÷ 12 = 2.08 days June has 30 calendar days, and the employee works 20 days, from June 1 through June 20: (25 ÷ 12 ÷ 30) × 20 = 1.39 days Total: 1.94 + 2.08 + 1.39 = 5.42 days The prorated allowance is 5.42 days. Time Off Mon, 05 Oct 2026 08:28:39 +0200 https://heartcorehr.hibob.com/employee-profile-and-fields-185/export-employee-profile-pictures-in-bulk-8468 Bob doesn’t currently have a built-in option to bulk download employee profile pictures. The available workaround is to export the Avatar URL data for the employees you need, through People Directory.Go to People > Directory. Use the column picker to add the *Avatar URL* column to your directory view. Note: if you don't see this field, either the name was changed or the field is archived. Apply any filters you need, such as active employees only. Export the directory to Excel or CSV.The exported file contains an Avatar URL for each employee, *which links directly to their profile picture*. This lets you access the pictures more systematically, instead of opening each profile one by one.  Employee profile and fields Mon, 05 Oct 2026 08:18:19 +0200 https://heartcorehr.hibob.com/homepage-and-the-org-chart-162/how-long-do-new-hires-appear-in-the-homepage-new-hires-widget-8183 The New hires widget on the Bob homepage displays employees for 60 days from their hire date.Employees remain in the widget for the full 60-day period. It isn't possible to remove an employee from the New hires widget before the 60 days have passed.If you can't find a new employee in the widget, check their hire date. Employees whose hire date is more than 60 days in the past won't appear in the New hires widget.If the employee was hired within the last 60 days but still doesn't appear, verify that the hire date is correct in their employee record. Homepage and the org chart Fri, 02 Oct 2026 22:39:40 +0200 https://heartcorehr.hibob.com/permission-groups-186/how-to-filter-terminated-employees-on-the-org-chart-and-time-off-sections-1871 This is a case that happens when an employee is being given permissions to view terminated employees, but they don't have permissions to view the Lifecycle category.If employees have permissions to view the profile of terminated employees, it is expected that they will be seeing these people in different areas of Bob - such as the People's time calendar and the Org Chart.However, when they don't have permissions over the Lifecycle category, they won't have the option to filter employees according to the Lifecycle status - meaning that they can't filter out the terminated employees from those areas of Bob.What you need to do to solve this, is first decide if the employee who is seeing the terminated employees should have permissions to view the Lifecycle category (so they can filter out these employees), OR if they shouldn't be seeing terminated employees at all.1. If they shouldn't be seeing terminated employees, you will need to change their permissions. In order to do that, go to the employee's profile and check the permission groups they are included in: On the different permission groups, check, under People's data > Access rights, the conditions that are applied. Most likely you will find a group that doesn't state which Lifecycle statuses these employees should be able to see, or if you find a Lifecycle condition, this will probably include the "Terminated" status. If there is no Lifecycle filter, please add one with the Lifecycles that the person should be able to see (for example, ""Lifecycle status equals Employed""). If there is already a Lifecycle condition, then remove the "Terminated" lifecycle).2. If on the other hand, you want this employee to be able to view the profile of terminated employees, but also have the Lifecycle filter (so they are able to filter them out of the Org Chart, People's time off calendar, Directory, etc), then you will need to give them permissions to view the Lifecycle category. Just be aware that the Lifecycle category might contain sensitive data (like termination reason, for example).Choosing options 1 or 2 will solve the issue, since with option 1 employees won't be able to see the terminated employees any more on the different areas of Bob, and with option 2 they will be able to see them in different areas of Bob but will have the filter available to filter them out. Permission groups Fri, 02 Oct 2026 11:25:29 +0200 https://heartcorehr.hibob.com/finland-97/is-anyone-using-bob-for-tracking-working-hours-1420 Hi everyone! I was wondering if anyone is using Bob for time (working hours) tracking? We are looking for a simple solution with easy implementation for this and I would be curious to hear of any experiences with the Bob solution.  Thanks a lot! :) Kaisa  Finland Fri, 02 Oct 2026 08:46:48 +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 Thu, 01 Oct 2026 23:09:37 +0200 https://heartcorehr.hibob.com/ai-innovators-315/mcp-access-to-leavers-data-8466 Hi All,Has something changed in the MCP, as Claude is now saying it cannot access profile field data for leavers, turning our Exit Interview analysis into guesswork. I am sure this worked a few weeks ago.(I am an Admin, so my MCP can see everything) The search tool's own instructions say that for non-employed people you should pass their lifecycle status in the filters. When I do that, it rejects every value ("Terminated", "terminated", "Employed"), even though HiBob's list data confirms "Terminated" is a valid value. The documented way to find leavers fails. Name search and the leavers-in-date-range tool can both see terminated people, so your account isn't blocked from leaver records in general. What fails is reading their profile fields, including the exit interview section. AI Innovators Thu, 01 Oct 2026 15:40:26 +0200 https://heartcorehr.hibob.com/goals-183/reassign-goal-owner-to-another-employee-8465 The owner of an existing goal can’t be changed after the goal has been created and saved. This applies to all goal types, including Individual, Department, and Company goals.If you need to move a goal to another employee, you can duplicate the goal and assign the duplicate to the new owner:Duplicate the goal you want to reassign. When duplicating the goal, select the new employee as the owner. Create the duplicated goal for the new employee. Delete the original goal from the previous employee if it’s no longer needed.Keep in mind: Previous check-ins, notes, and progress history aren’t carried over to the duplicated goal. If you need this information on the new goal, you’ll need to enter it manually.If you need to move multiple goals, repeat this process for each goal individually. Bulk reassignment isn’t currently supported. Goals Thu, 01 Oct 2026 14:42:05 +0200 https://heartcorehr.hibob.com/tasks-flows-170/the-difference-between-termination-reason-and-leave-type-2690 The main difference is that one addresses the reason for the contract ending and the other is the type of termination between the company and the employee.Termination reasons could be: end of contract, better offer, disciplinary, change of career, etcLeave type examples could be: agreed, voluntary, involuntary, etc.One is the reason why the employee leaves and the other is how did the employee leave.  Tasks & Flows Thu, 01 Oct 2026 10:29:18 +0200 https://heartcorehr.hibob.com/employees-322/top-tips-for-re-hires-8205 Rehiring a former employee is simple, but following a few best practices will help ensure a smooth experience in both Bob and UK Payroll. 1. Rehire the employee in BobIf you're using the Bob and UK Payroll integration, always navigate to HiBob & use Actions → Change work status → Rehire from the employee's profile.Using the Rehire action within HiBob preserves the employee's lifecycle history while creating a new employment period and onboarding experience. 2. Choose the right New Hire flowWhen starting the rehire process, select a New Hire flow that includes the Employee ID field in the Work section.This is required for the employee to sync successfully to UK Payroll. 3. Give the employee a new Employee IDIn UK Payroll, a rehired employee is treated as a new starter, as they've already been reported to HMRC as a leaver and issued a P45.Assign a new, unused (unused for this employee, or another employee) Employee ID to create their new payroll record. 4. Update the terminated employee's email addressEach employee in UK Payroll must have a unique email address.Before rehiring, update the email address on the UK payroll terminated record to a placeholder or dummy email address so the employee can reuse their original email address on their new record. 5. Review payroll and employment detailsBefore running payroll, take a moment to check:Tax settings Continuous service (if applicable) Leave balances and accruals Common mistakes to avoidHere are the issues we see most often:Creating a new employee instead of using the Rehire action. Reusing an existing Employee ID. Forgetting to update the email address on the terminated record in UK Payroll. Using a New Hire flow that doesn't include the Employee ID field. Skipping a review of tax details, continuous service or leave balances before payroll is processed.  Quick checklistBefore processing a rehire, make sure you've:Updated the email address on the terminated record. Used Actions → Change work status → Rehire in Bob. Selected a New Hire flow with the Employee ID field. Assigned a new Employee ID. Reviewed tax settings, continuous service and leave balances. Following these steps will help ensure your rehire syncs successfully to UK Payroll and is ready for payroll from day one. Employees Wed, 30 Sep 2026 13:24:11 +0200 https://heartcorehr.hibob.com/ai-innovators-315/bob-ai-gdpr-privacy-and-use-of-data-4922 Hi,We are very interested in testing Bob's AI features but have some concerns regarding data security, specifically about where data is stored, who has access, and exactly what information is shared.Although we've reviewed the provided documentation, some questions remain: AI for Reports: Managers will have access to create reports. The documentation mentions that personally identifiable information (PII) from standard fields will be anonymized. However, how will Bob handle PII in custom fields that managers may unknowingly include in their reports? Managers typically do not distinguish between standard and custom fields. AI for Goals: What type of goal-related information is extracted from Bob? Goals can contain sensitive business strategies (e.g., launching new products or expanding into new markets). Could you clarify what specific goal data is shared, and who will have access to it? Given our operations in Europe, strict compliance with GDPR is essential, and transparency with employees is critical. As new AI capabilities are introduced, clear documentation specifying precisely what data is shared would be highly beneficial.Additionally, a dedicated agreement (similar to the Data Processing Agreement but specifically covering AI-related data handling) would be very useful.Best regards,Øyvind AI Innovators Wed, 30 Sep 2026 11:56:21 +0200 https://heartcorehr.hibob.com/ai-innovators-315/bob-ai-trust-and-safety-8462 HiBob takes AI data privacy seriously. We have strict privacy and security policies to ensure your data remains secure, all while providing best-in-class AI generative tools. Disclaimer: This article does not contain official legal guidance or advice. As global AI regulations continue to evolve, it is recommended to regularly review applicable local regulations and legislation.HiBob integrates artificial intelligence (AI) technologies to optimize HR operations while maintaining a strong commitment to privacy, security, and regulatory compliance. Our AI-powered features are designed to support HR professionals by providing insights, automating tasks, and enhancing overall efficiency and productivity. However, customer control remains paramount, ensuring transparency and security in every interaction with AI within the HiBob platform.HiBob's AI functionalities are powered by third-party providers such as OpenAI. To ensure responsible AI usage, we implement a zero-retention policy, meaning that customer data is never stored, used for AI training, or shared beyond the scope of its intended use by our third-party service providers. Additionally, all AI functionalities can be turned off or on at any time in System Settings, allowing customers to control the activation of AI tools based on their specific needs.For more information, see Getting started with AI in Bob.For more information on our privacy and security policies, see HiBob's Trust Center. How does Bob AI work?Bob AI's functionalities are tailored to enhance various HR processes. These features are powered by third-party APIs, which enable Bob to understand, process, and generate human-like text based on your inputs. The API processes input data and returns results, which are presented to you in Bob.To use Bob AI tools, you can opt-in or out through your System Settings, where you can see details of the features, ensuring that you retain full control over your AI-powered experiences. To learn more, see Getting started with AI in Bob.Final decisions and control will always rest with you. Bob AI tools can't make decisions for you. It can only streamline your decision-making processes by providing insights and suggestions, and by automating certain tasks based on the data you provide. What data does Bob AI use?Bob AI processes the specific data you input into Bob to generate the outputs you see. And the data that Bob AI processes for any given user is protected by role-based access control (RBAC). This means it is confined to the data that the user can view, as defined per their permissions. So if a user does not have access to certain data, they will not be shown it in any information provided by Bob AI. For example, if a user asks "What is the CEO's salary?" and does not have permission to view that data, Bob, the AI, will not provide the information.Each customer has a unique identifier for all AI-related activities, ensuring complete data separation between individual customers. Your data isn't shared and doesn't contribute in any way to our other customers' use. How does Bob AI keep my data secure?HiBob upholds the highest security standards to safeguard customer data while using AI. Any data potentially processed by our AI is handled according to our strict privacy policy and security practices, and HiBob implements industry best practices to ensure your information remains secure, while still leveraging AI capabilities. This includes:Data protection and retention policy HiBob enforces a strict zero-retention policy for AI interactions, ensuring that customer data is not stored by third-party AI providers. Data input into AI-powered functionalities is used solely for the requested purpose and is not leveraged for AI training or external data analysis. Data segregation and isolation AI interactions are customer-specific, with unique identifiers ensuring complete data separation between different clients. AI does not aggregate, combine, or cross-reference data across multiple customers Encryption and secure processing All AI-related data transfers are encrypted both in transit and at rest to prevent unauthorized access. HiBob follows industry best practices, including ISO 27001, ISO27018, ISO42001, HIPAA, SOC2 type 2, and SOC1 type 2, for data security. Access controls and monitoring AI functionalities are restricted by role-based access controls, ensuring that only authorized personnel can enable or interact with AI tools. AI-related actions are logged for security and compliance monitoring. Third-party vendor risk management HiBob conducts rigorous security assessments of all third-party AI providers before integration. AI vendors used by HiBob are listed on our Subsidiaries and sub-processors page, allowing customers to review our authorized AI service providers. Does Bob AI train models?No, HiBob does not train any AI models. All AI features are based on models trained by third-party providers, such as OpenAI. No customer data is used to train AI models.HiBob has a strict Zero-Retention policy for its AI offerings. Customer data isn't stored outside the Bob environment by our third-party AI service providers. Third parties can't store your data or use it in any way, including to train third-party publicly accessible generative AI models (LLMs). The third parties providing our AI capabilities can only use your data to produce the outputs you see in Bob. Our commitment to responsible and ethical AIHiBob is dedicated to the responsible and ethical use of AI in HR applications. Our AI-powered functionalities are designed to enhance efficiency while upholding transparency, fairness, and security. We prioritize customer control, ensuring that AI remains a tool for assistance, not automation of critical HR decisions.HiBob continuously monitors AI developments and regulatory changes to ensure our AI capabilities evolve in a compliant and responsible manner. For FAQ’s & more information on the above, refer to our help center article.   AI Innovators Wed, 30 Sep 2026 11:55:29 +0200 https://heartcorehr.hibob.com/integrations-188/how-employee-deleted-webhooks-work-with-audience-filters-8461 The employee.deleted webhook only triggers when “All employees” is selected as the audience. If the webhook audience is restricted using any employee condition or filter, the deletion event will not trigger.When an employee profile is deleted from Bob, the profile no longer exists in the platform. As a result, Bob can no longer evaluate the deleted employee against the conditions configured for the webhook audience.This means:All employees: The employee.deleted webhook triggers successfully. Any employee audience condition or filter: The employee.deleted webhook does not trigger, even if the employee matched the configured conditions immediately before deletion.This behavior is specific to employee.deleted, as this is the event where the employee profile no longer exists in Bob. Other employee events can still be evaluated against the configured audience while the employee profile exists.If you need to detect employee deletions while excluding certain employees from downstream processing, configure the employee.deleted webhook with “All employees” as the audience.Then apply any required filtering in your downstream system:Bob → employee.deleted webhook (All employees) → downstream system → determine whether the employee should be processedThis ensures the deletion event is sent. Any conditions determining which employees should be processed need to be handled by the downstream system rather than by the webhook audience. Integrations Wed, 30 Sep 2026 11:44:21 +0200 https://heartcorehr.hibob.com/employee-profile-and-fields-185/edit-salary-pay-period-values-for-offer-letters-8460 The Salary Pay Period field uses predefined values that can’t be edited, but you can use a custom field if you need different wording in an offer letter.Salary Pay Period is a system default field in Bob. Its list values can’t be edited, renamed, or removed, so you won’t see the Manage List option for this field.For example, if your offer letter uses the Salary Pay Period variable and you want Annual to appear as Annually, you can create a custom list field with your preferred wording instead.To set this up:Go to Settings > Data Management > People’s Data Fields. Create a new custom field in the relevant category. Set the field type to List. Add your preferred values, such as Annually, Monthly, Weekly, and Quarterly. Populate the new field with the appropriate value for the relevant employees. Replace the default Salary Pay Period variable in your offer letter template with your new custom field.This lets you control the wording displayed in your offer letter without changing the system default Salary Pay Period field. Employee profile and fields Wed, 30 Sep 2026 11:40:38 +0200 https://heartcorehr.hibob.com/australia-new-zealand-83/parental-leave-at-half-pay-8445 Does anyone have any idea how we can set up a new Leave Policy for Parental Leave for the employee to take at half pay? I can see that the UK Payroll has the ability but can’t see it as an option here in AUS Australia & New Zealand Wed, 30 Sep 2026 00:01:51 +0200 https://heartcorehr.hibob.com/compensation-management-179/compensation-event-actual-payment-component-review-walkthrough-4200 When creating a compensation event to review Actual payments, you have 2 options to select: - One time payment, which is calculated according to the employee's annual base salary;- Variable plan, that is awarded according to the performance % set in the payroll category in the employee's profile. With the variable plan option, it will pull the Bonus set in the employee's profile, which is then divided according to each Performance % set in their profile:As an example, here the employee has a Bonus of 5000USD, 50% of it is weighted according to company performance, and the other 50 % will be individual performance. In the compensation event, the bonus will be divided according to the percentage, which you can then award the employee according to the percentage set in each performance type: If I opt to award the employee 100 % of individual bonus, and 50% of company performance bonus, then they will be awarded 3750 USD. This value is always prorated according to the employee's FTE% as well, and will be taken into account when calculating the final Bonus payout.  Compensation management Tue, 29 Sep 2026 10:45:04 +0200 https://heartcorehr.hibob.com/time-off-173/how-prorated-annual-allowance-is-calculated-7330  Understanding Prorated Annual Allowance Calculations in BobWhen eligibility for an annual allowance starts or ends partway through the year, Bob prorates the allowance based on the relevant policy setup. This article explains the logic behind these calculations.How Bob Prorates Annual AllowancesEach full eligible month contributes the full monthly accrual, while partial months are calculated proportionally based on the proration method configured in the policy at that time.For partial months, Bob uses one of these methods:Workdays proration: Based on the ratio of eligible workdays out of total workdays in that month. Calendar days proration: Based on the ratio of eligible calendar days out of total calendar days in that month.General Calculation FormulaThe general formula for calculating prorated allowances is as follows:Calculate the monthly accrual: Annual allowance ÷ 12 Calculate each partial month based on the active proration method at that time: Workdays: monthly accrual × (eligible workdays ÷ total workdays) Calendar days: monthly accrual × (eligible calendar days ÷ total calendar days) Add the full monthly accrual for each full eligible month. Add all amounts together to get the total prorated allowance.ExamplesExample 1: Workdays ProrationEmployee was assigned to the policy on 26/06/2025Annual allowance: 28 days Assignment period: 26/06/2025–31/12/2025 Monthly accrual: 28 ÷ 12 = 2.333 days per monthJune is a partial month, and the policy was configured to prorate using workdays. In June, there are 19 workdays, including 2 public holidays.Eligible workdays from 26/06/2025: 3 workdays June partial accrual: 2.333 × (3 ÷ 19) = 0.368 days Full months from July to December: 2.333 × 6 = 14 daysTotal prorated allowance for 2025: 0.368 + 14 = 14.368 daysExample 2: Calendar Days ProrationEmployee was terminated on 27/02/2026Annual allowance: 28 days Eligibility period: 01/01/2026–27/02/2026 Monthly accrual: 28 ÷ 12 = 2.333 days per monthJanuary is a full month: 2.333 daysFor February:February ratio: 27 ÷ 28 = 0.964 February partial accrual: 0.964 × 2.333 = 2.249 daysTotal prorated allowance: 2.333 + 2.249 = 4.583 daysImportant Points to RememberFull months always use the full monthly accrual. Partial months follow the proration method active at that time. Changes to the proration method can impact later calculations. The final value may be rounded in the UI.  Time Off Tue, 29 Sep 2026 06:25:47 +0200 https://heartcorehr.hibob.com/united-kingdom-80/this-wednesday-breakfast-scaling-hiring-talent-engagement-at-hibob-london-hq-8441  Wednesday, 30 September | 9:30–11:30am @ HiBob London Offices, Space House, Kemble Street, LondonJoin us for a breakfast, networking and a fireside chat at the HiBob offices. As businesses plan for 2027, People teams are being asked to do more, supporting hiring, onboarding, engagement, and reporting—often without additional resource.Join HiBob for an exclusive breakfast event with ​@Lisa Goode, People Partner at GrowUp Farms and HiBob customer, who will share how she has built an efficient, scalable People function as a team of one.In a candid fireside chat, Lisa will share how GrowUp Farms has:Used automation to streamline everyday HR processes Kept a largely shift-based workforce informed, connected, and engaged Built a more connected employee journey, from attracting and onboarding new hires to supporting their growth and development Used HiBob’s Hiring and Talent capabilities to support this journey Created the foundations that free up time for more strategic, high-impact work The conversation will be followed by a live demonstration of Bob’s talent management capabilities, showing how growing organisations can streamline HR operations, empower managers, and create more engaging employee experiences. Register todayRegister now to secure your place, we’d love to see you and your colleagues there!  United Kingdom Mon, 28 Sep 2026 11:11:01 +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 Fri, 25 Sep 2026 18:45:29 +0200 https://heartcorehr.hibob.com/reports-177/report-on-time-in-current-role-5364 You can see each employee’s Time in current position in their profile, but this field isn’t available in reports. If you want to see this info for multiple people at once, here’s how to calculate it using a formula.What you’ll see in the profileIn the Overview tab of the employee profile, there's a default field called Time in current position. But this field isn’t available in reports, so you can’t use it to pull data in bulk. How to get the same data in a reportYou can use a DATEDIF formula to calculate this in a report.We will use the 'Work - Work effective date' (not history, not previous) to represent the Start Date.We will then subtract today's date from the work effective date.You can get the time period in any unit you like.For example, the formula below gives you the number of months between the two dates:DATEDIF({Work - Work effective date}, TODAY(), "M")  A few notes: Use Work - Work effective date (not position history or previous fields) You can change "M" to: "Y" for years "D" for days Reports Thu, 24 Sep 2026 21:34:36 +0200 https://heartcorehr.hibob.com/learning-242/how-to-report-on-learning-feedback-given-by-employees-6880 If you are looking to view feedback given by employees on certain Courses you are able to do so by running a Courses report and then adding the relevant columns. Here is a step-by-step: - Go to Analytics > Reports > Add a report > Use the 'Courses' template- Once the report is created you can then apply filters to ensure you only view specific employees or specific Courses according to your needs.- Then to look for feedback specifically there will be 2 important columns that you will want to have present in the report : Feedback Rating and Feedback Comment The first of these two columns comes with the report by default but the second one needs to be added manually. Below are a couple of screenshot showing where you can find the Feedback Comment column to add it to the report.    Learning Thu, 24 Sep 2026 15:29:10 +0200 https://heartcorehr.hibob.com/ai-innovators-315/3-new-bob-ai-features-in-the-works-7786 Hi there! It's been brilliant seeing the workarounds and integrations you've all been building and sharing here. Keep them coming; you might just inspire another member, or even spark an idea for us at Bob. As you already know, AI is now embedded across your people, payroll, and finance workflows, helping you move faster, make better decisions, and reduce manual work.Here are 3 AI updates I wanted to share, which are in the works to look forward to:Canvas: Co-create content and instantly generate outputs like charts, tables, and workflows Workspaces: Create shared AI-powered environments that bring together people, data, and tools to tackle complex problems with flexible environments Bob Studio: Build and deploy custom AI agents in Bob to automate tasks or guide workflows, tailored to your business needsAnd for anyone who's asked how we keep your data safe with AI (a question that's come up a lot here), this is worth a read: our AI Trust Center. :) Hope this is as exciting for you as it is for me! What's the first thing you'd want to build or automate with it?  AI Innovators Thu, 24 Sep 2026 15:09:33 +0200 https://heartcorehr.hibob.com/payroll-hub-180/default-ethnicity-codes-for-adp-workforce-now-us-7234 When you connect to Payroll Hub using ADP Workforce Now US, the ethnicity field is automatically mapped using ADP’s code values. If you’ve updated the mapping and need to restore it - or want to double-check the correct values - you may use the table reference below:  Bob value Default ADP API value American Indian / Alaska Native 4 Asian 4 Black / African American 4 Hispanic / Latino 3 Native Hawaiian / Other Pacific Islander 4 Two or more races 4 White 4  If you’re seeing unexpected behavior in the integration, try updating your value mapping to match the default ADP API values above. This typically resolves discrepancies related to ethnicity syncing. If the issue persists after restoring the default values, check whether any custom values were added or if additional fields were modified in your ADP configuration. Payroll Hub Wed, 23 Sep 2026 21:44:26 +0200 https://heartcorehr.hibob.com/ai-innovators-315/ai-ms-co-pilot-bob-7747 Hello All,Has anyone integrated Hibob with Co-pilot? Looking to add a request through MS teams for employees to search for specific documents, ie how many years do I have to wait until I have 4 weeks of vacation etc. If anyone can share their experience, that would be great. AI Innovators Wed, 23 Sep 2026 14:47:56 +0200 https://heartcorehr.hibob.com/germany-70/verknuepfung-hiring-und-agentur-fuer-arbeit-7830 Hallo zusammen, hat hier jemand erfolgreich das bob Hiring mit der Agentur für Arbeit verknüpft?So wie es aussieht habe ich es wohl geschafft und wenn ich jetzt eine Position posten möchte passiert: nichts.Vielleicht kann mir ja jemand helfen Germany Wed, 23 Sep 2026 14:12:32 +0200 https://heartcorehr.hibob.com/ai-innovators-315/hibob-built-mcp-use-cases-8216  Two and a Half Beards: Episode 1 is live This is a new video series exploring the art of the possible with the HiBob MCP. In our first episode, we get into what it can unlock, beyond the usual AI noise, and start making the future feel a little more tangible.Potentially ridiculous? Yes. Potentially amazing? Also yes.Watch Episode 1 and let us know what you think and share your own MCP use cases in the comments!Huge shoutout to my partners - ​@Luc van der Voorn ​@Zach Jones ​@Shira Lerner  AI Innovators Wed, 23 Sep 2026 10:30:22 +0200 https://heartcorehr.hibob.com/compensation-management-179/adding-custom-variable-pay-and-actual-payment-components-to-a-compensation-event-8407 When setting up a compensation event, you can add custom Variable pay and Actual payments components for managers to review or change in the worksheet.To create a new component, add it to the relevant list in People's data fields:Go to Settings > People's data fields. Locate Variable pay type or Payment type, depending on the component you want to create. Edit and add the new component to the relevant list. Return to the compensation event setup and select the new component to be reviewed in the event.Custom fields can't be added directly as components to a compensation event. If the component you need isn't available, create it under Variable pay or Payment type using the process above.  Compensation management Tue, 22 Sep 2026 14:50:26 +0200 https://heartcorehr.hibob.com/portugal-106/what-does-ai-transformation-actually-look-like-once-you-move-beyond-the-headlines-8431 From Copenhagen to Lisbon, we’re continuing the conversationThat question shaped much of the conversation at our latest In Good Company gathering in Copenhagen, where HR and People leaders came together at BaneGaarden to talk openly about AI and the changing world of work.Rather than focusing on what AI might do, the discussion centered on what organisations are experiencing right now: how AI is showing up in everyday work, where expectations and reality don’t always match, and how HR can help employees and managers navigate the change. See the full story here.What made the evening particularly valuable was hearing different perspectives from around the room. There’s no single playbook yet—and that’s exactly why creating space to exchange experiences, challenges and practical ideas matters.Now we’re taking the conversation to our next stop. In Good Company Lisbon | Thursday, 24 September | 16:30 - 19:30We’re just two days away, and registration is still open. If you’re based in or around Lisbon, we’d love to have you join the conversation, meet fellow HR and People leaders, and stay for food, drinks and networking afterwards.We’re also excited to see our event featured by one of Portugal’s leading HR media outlets.You can read the article here.  Register for IGC Lisbon: RSVP here See you in Lisbon! Portugal Tue, 22 Sep 2026 14:43:40 +0200 https://heartcorehr.hibob.com/sweden-68/igc-stockholm-is-getting-together-5th-october-8430 Hi,I’m excited to invite you to our first In Good Company Stockholm meetup — a small, informal gathering for HR and People professionals to connect, share experiences and have some real conversations. 5 October 2026 08:30–10:00 Stockholm Breakfast & coffeeReal Conversations, Real ChallengesHR doesn’t always look like the best-practice case studies we see online.Sometimes, the most valuable conversations are the ones where we can say: “This is what we’re actually dealing with — how are you handling it?”This meetup will be conversation-led rather than presentation-heavy. We’ll have space to:• Meet other HR & People professionals in Stockholm• Share real challenges and experiences• Talk about what works in practice — and what doesn’t• Exchange perspectives across different companies and roles• Build meaningful connections within the IGC communityThe group will be intentionally small, so there’s plenty of room for genuine conversation and connection. Save your spot here: https://community.hibob.com/stockholm/post/chapter-meetup-stockholm-vWrg5RT9LpW2YrNWould love to see some familiar faces from the Sweden community — and meet many new ones too! ​@Megan Colombo ​@Harshil Boparai ​@Jasmine Hepherd ​@Nathalie Berglin  Sweden Tue, 22 Sep 2026 12:25:21 +0200 https://heartcorehr.hibob.com/israel-87/impressions-from-the-hiring-module-8429 HiWe are considering to start using the hiring module. We are a public high-tech company, 250 EEs.Are there any companies here, who are already using it and are willing to share with me their impressions?Thanks in advanceDafna  Israel Tue, 22 Sep 2026 09:34:56 +0200 https://heartcorehr.hibob.com/regulatory-compliance-65/automated-read-approval-report-with-read-time-date-8367 Hi all!We’ve historically used our LMS platform for policy attestations/acknowledgements. Now that we’re moving our LMS over to Bob Learning, we’re exploring different options for how we issue and monitor policy attestations going forwards.I’ve tested using Read Approvals which work really well aside from the reporting aspect.What we need is an automated report that goes out to the relevant policy owner on a monthly/quarterly basis which includes:Employee’s name Name of document Date/time when the employee was assigned the policy (Upload Date field) Current status Date/time when the employee read/acknowledged/completed the Read Approval requestI know we can get some of these additional fields through People’s Requests page, but I can’t see the completion date/time.There also isn’t any way to automate/schedule this report; we don’t have capacity to come into this page on a monthly/quarterly basis and apply the necessary filters needed for each report and then manually send out.Many thanks! Regulatory Compliance Tue, 22 Sep 2026 09:32:25 +0200 https://heartcorehr.hibob.com/employee-profile-and-fields-185/access-to-bob-on-termination-842 As part of the standard termination process, the employee's access to the platform will cease on their last working day, which is specified in the termination flow. This will occur at the end of the day in accordance with the site's timezone. Additionally, the employee's account will be deactivated on the termination date.   Employee profile and fields Mon, 21 Sep 2026 22:13:37 +0200 https://heartcorehr.hibob.com/employee-profile-and-fields-185/termination-timing-site-timezone-4096 The official timezone being used for a user termination in the platform is the one relevant to the employee's Site. Once it reaches around 12:05 at the employee's site, they will become permanently deactivated and the Terminated status will be visible.  Employee profile and fields Mon, 21 Sep 2026 21:50:55 +0200 https://heartcorehr.hibob.com/united-kingdom-80/breakfast-scaling-hiring-talent-engagement-30-september-at-hibob-london-hq-8423  Wednesday, 30 September | 9:30–11:30am @ HiBob London Offices, Space House, Kemble Street, LondonJoin us for a breakfast, networking and a fireside chat at the HiBob offices. As businesses plan for 2027, People teams are being asked to do more, supporting hiring, onboarding, engagement, and reporting—often without additional resource.Join HiBob for an exclusive breakfast event with ​@Lisa Goode, People Partner at GrowUp Farms and HiBob customer, who will share how she has built an efficient, scalable People function as a team of one.In a candid fireside chat, Lisa will share how GrowUp Farms has:Used automation to streamline everyday HR processes Kept a largely shift-based workforce informed, connected, and engaged Built a more connected employee journey, from attracting and onboarding new hires to supporting their growth and development Used HiBob’s Hiring and Talent capabilities to support this journey Created the foundations that free up time for more strategic, high-impact work The conversation will be followed by a live demonstration of Bob’s talent management capabilities, showing how growing organisations can streamline HR operations, empower managers, and create more engaging employee experiences. Register todayRegister now to secure your place, we’d love to see you and your colleagues there!  United Kingdom Mon, 21 Sep 2026 12:34:40 +0200 https://heartcorehr.hibob.com/speakers-club-244/breakfast-speaker-opportunity-use-cases-across-the-different-stages-of-ai-adoption-13th-nov-milan-8420 We're looking for a guest speaker to join us at an upcoming breakfast roundtable in Milan and would love to hear if anyone is interested! Topic: People-First, AI-Powered: HR for the Agent Era - "As AI agents move from novelty to everyday teammates, HR leaders face a new balancing act: adopting powerful automation while keeping people at the heart of the organisation."  Friday 13th Nov, 2026  10:00am–11:30 am (approx, tbc)  Milan We're looking for someone to share a short customer story or use case on how you and your team are prioritising AI adoption. We're looking for 2 speakers who can speak to different stages of AI adoption as paths to implementation can be very relevant for the audience. We will shape the questions with each speaker so you can share what makes sense for you. If you'd be interested in speaking, or would like to learn more about the format and timings, please get in touch. I’d love to chat with you! Speakers' Club Fri, 18 Sep 2026 16:26:27 +0200 https://heartcorehr.hibob.com/reports-177/what-exchange-rate-does-bob-use-when-adding-different-currencies-in-reports-1283 Bob uses https://openexchangerates.org/ for currency conversions at the start of every month.  Reports Fri, 18 Sep 2026 08:48:45 +0200 https://heartcorehr.hibob.com/hiring-241/reopen-a-candidate-after-they-reach-the-hired-stage-pending-hire-8139 If a candidate has already been moved to the Hired stage, you can't move them back to the Offer stage directly. This article explains the available workaround if you need to continue the hiring process, such as sending a new employment contract.Go to the candidate's application. Select Actions. Choose Reject or Withdraw the application. When prompted, do not send an email to the candidate. Once the application is rejected or withdrawn, select Reopen application.The application status changes from Pending hire to In progress.You can now move the candidate through the hiring pipeline again, including back to the Offer stage if needed.Note: There isn't currently a way to reopen a candidate directly from the Hired stage without first rejecting or withdrawing the application. Hiring Thu, 17 Sep 2026 17:13:34 +0200 https://heartcorehr.hibob.com/surveys-182/why-some-employee-fields-don-t-appear-in-surveys-fields-selection-7262 If you’re setting up a survey and can’t find a field like specific field when selecting fields for analysis, this is usually related to the category the field belongs to.Survey field availability depends on the employee field category being active and supported. Even if a field exists, it won’t appear in surveys if its category is archived or unsupported. To make the field available, you’ll need to move it into a supported category.Go to System Settings and open Employee fields. Locate the field and check which category it currently belongs to. Survey-supported categories include:*Work*Employment*About*Basic info*Home*PersonalOnce the field is moved, return to your survey setup.The field should now appear as an option when configuring the survey and when analyzing results.  Surveys Thu, 17 Sep 2026 16:24:02 +0200 https://heartcorehr.hibob.com/bob-launch-talent-program-245/recap-sep-talent-workshop-goals-performance-reviews-recording-key-takeaways-8418 Hi everyone - Thanks so much to everyone who joined our 2nd (and last) Talent session for this month!  Click here to watch the full session Here.  Here’s a quick recap of what we covered in this session-  GoalsWe covered how to set up Goals (company / department / personal), cascade ownership, and use check-ins and activity logs to keep progress visible. We also discussed OKR-style key results and using goal-weighting / visibility settings to align priorities. Practical tips: import historical goals if needed, and use scheduled reports for manager visibility. Learn more Here   Performance reviewsWe walked through building effective review forms, setting up a performance cycle and the process flow, and aggregating ratings into general scores to support promotion/compensation decisions. Best practice: pilot a small cycle first and decide who can edit/share during a live cycle. Learn more Here   Development PlansDevelopment plans help employees and managers align on growth goals and track progress over time in one shared place. Learn more Here  Succession PlanningUse succession plans to identify and plan successors for critical roles to ensure business continuity. Learn More Here  CalibrationCalibration tool can be used for ensuring fair, consistent and unbiased assessments, by aligning ratings across teams and keeping assessments equitable. Adding a calibration step in your Review process can help to align expectations between managers and HR. Learn more Here  Next steps / resourcesIf you haven’t already, check the Training Village for short online courses to help you implement these features. We also encourage you to post implementation questions in the Talent forum (on this page).Good luck! Bob Launch: Talent Program Thu, 17 Sep 2026 15:40:08 +0200 https://heartcorehr.hibob.com/ai-innovators-315/bob-mcp-x-gemini-8288 Hi everyone, The Bob MCP supports ChatGPT, Claude.ai, Claude Desktop, and Cursor. Is there a plan to integrate with Jira or Slack, or Gemini? Thank you AI Innovators Thu, 17 Sep 2026 12:57:56 +0200 https://heartcorehr.hibob.com/employee-profile-and-fields-185/can-t-edit-other-employees-profile-photos-or-avatars-8413 If a user has permission to edit other employees' profile photos or avatars but still can't make changes, check whether they also have permission to edit the About category.The functionality for editing profile photos and avatars is tied to the default About category permissions.If the Avatar URL field has been moved from the About category to another category, giving the user permission to edit the Avatar URL field alone may not be enough.To resolve this:Check the affected user's permission group. Confirm that they have permission to edit other employees' profile photos and avatars. Check whether they also have permission to edit the About category for other employees. If they don't, grant them edit access to the About category. Ask the user to try updating another employee's profile photo or avatar again.In the confirmed case behind this solution, the user already had permission to change other employees' profile photos and avatars, but the Avatar URL field had been moved from its original category. Granting edit access to the About category allowed the user to update avatars successfully. Employee profile and fields Thu, 17 Sep 2026 11:40:58 +0200 https://heartcorehr.hibob.com/ai-innovators-315/bob-mcp-server-is-now-available-to-everyone-8342 Great news for anyone connecting AI tools to Bob - the Bob MCP Server is now generally available to all customers.What's new?Hosted MCP server with OAuth / user-level access - Agents connect as the signed-in employee and inherit their existing Bob permissions. Works with the AI tools you already use - ChatGPT, Claude, Cursor, and other MCP-compatible clients can now plug straight into Bob. A larger, curated, permission-aware toolset - Bob MCP supports a wide range of tools across people data, time off, tasks, approvals, analytics, performance, hiring, compensation, and more, depending on your Bob configuration and the connected user’s permissions.Read more in this product update here   AI Innovators Thu, 17 Sep 2026 11:13:36 +0200 https://heartcorehr.hibob.com/time-attendance-174/correct-timesheet-approvals-sent-to-the-wrong-manager-in-bob-8412 If timesheet approvals are being sent to the wrong manager, you can temporarily adjust the approval setup or update it permanently to make sure they reach the correct approver.If your attendance settings require an employee’s direct manager to approve timesheets, temporarily change the employee’s manager to the person who should approve them.Alternatively, you can give another person permission to manage and approve attendance reports temporarily:Go to System Settings > Account > Permission groups. Create a custom permission group. Add the temporary approver to the group. Enable access rights to select people by condition. Select Reports to directly and choose the manager who is unavailable or currently receiving the approvals incorrectly.The appointed person can then manage and approve the relevant attendance reports temporarily.For a permanent change, update the employee’s manager in their profile or update the approvers in the relevant time off or attendance settings so the approval flow reflects the correct setup. Time & Attendance Thu, 17 Sep 2026 10:38:17 +0200 https://heartcorehr.hibob.com/time-off-173/approved-time-off-invitations-aren-t-appearing-in-google-calendar-8411 If approved time off invitations from Bob arrive by email but don’t automatically appear in Google Calendar, check how Google Calendar handles invitations from external senders.In Google Calendar:Go to Settings > Event settings. Find Add invitations to my calendar. Check which option is selected: From everyone Only if the sender is known When I respond to the invitation in email Bob calendar invitations are sent from no-reply@hibob.com. If Only if the sender is known or When I respond to the invitation in email is selected, the invitation may arrive by email without the event automatically appearing in Google Calendar.To allow these invitations to appear automatically, update the setting to From everyone. If you’ve already updated the setting and need to add previously approved time off bookings to your calendar, you have two options: Import the .ics file from the invitation directly into Google Calendar. See Import events to Google Calendar for Google's instructions.Cancel the existing time off request in Bob and submit it again to trigger a new invitation. Time Off Thu, 17 Sep 2026 10:36:11 +0200 https://heartcorehr.hibob.com/dashboards-and-de-i-176/change-the-owner-of-a-dashboard-8410 While you can’t transfer ownership of a dashboard, you can duplicate a dashboard that someone has shared with you and save your own copy.For example, if an employee is leaving and would like to transfer another Admin user their dashboards, they can:Share the dashboard with the other Admin; The other Admin can click to duplicate this dashboard shared with them, and they will own the duplicate.Another example, if another user owns a custom dashboard and shares it with you:Find the dashboard under Shared with me. Duplicate the dashboard. Save the duplicated dashboard among your own dashboards. You can then share your copy with other people as needed.   Dashboards and DE&I Thu, 17 Sep 2026 10:29:35 +0200 https://heartcorehr.hibob.com/time-off-173/prorate-bank-holidays-for-hourly-policies-with-custom-working-patterns-8408 If you use an hourly Time off policy for part-time employees with different working hours each day, it’s important to understand how Bob calculates Bank Holiday proration.For hourly policies, Bank Holiday proration works as expected when a part-time employee works the same number of hours on each working day. If the employee has a custom working pattern with different hours on different days, Bob does not use the employee’s actual scheduled hours for each individual Bank Holiday.Instead, Bob uses the Hours in a non-working day value from the employee’s working pattern as the standard daily value in the Bank Holiday calculation. For an hourly policy, Bob calculates the entitlement using:Prorated allowance + aRoundUpToHalf(FTE × Total Bank Holidays × Working Pattern Hours Per Day) − (Bank Holidays Falling on Working Pattern × Working Pattern Hours Per Day)]Where:Prorated allowance = Allowance × Employee FTE Working Pattern Hours Per Day = Hours in a non-working day configured in the employee’s working patternFor example, an employee might work 21 hours per week across five days:Monday: 2 hours Tuesday: 5 hours Wednesday: 4 hours Thursday: 6 hours Friday: 4 hoursTheir average working day is 4.2 hours.If Hours in a non-working day is set to 4.2 hours, Bob uses 4.2 hours for each Bank Holiday included in the calculation. It does not calculate a Monday Bank Holiday as 2 hours and a Thursday Bank Holiday as 6 hours.This means the automatically prorated balance may differ from your organisation’s calculation if you want Bank Holiday deductions to reflect the employee’s actual scheduled hours on each date.If you need the entitlement to reflect those actual hours, you can:Disable Bank Holiday proration and calculate the appropriate entitlement for affected part-time employees using your organisation’s calculation method. Import or manually adjust their allowance to the required balance.Alternatively, you can grant the Bank Holiday entitlement upfront as part of the allowance and apply the relevant deductions separately for employees on Flexible or Custom working patterns, based on the Bank Holidays that fall on their scheduled working days. Time Off Thu, 17 Sep 2026 10:27:39 +0200 https://heartcorehr.hibob.com/performance-181/how-to-prepare-a-performance-cycle-in-advance-8405 You can prepare a Talent Review cycle ahead of time, but it’s important to understand when Bob evaluates the employee population and how to refresh it before launch.When you initially set up a Talent Review cycle, Bob evaluates the conditions you’ve defined and determines which employees meet them at that point.If employee data changes between setup and launch, the population in the pending cycle won’t automatically update to reflect those changes.For example, this may be relevant if:Employees have moved in or out of the conditions you defined. Several manager changes have taken place. You prepared the cycle weeks before you plan to launch it.Before launching, you can manually add or remove employees and make adjustments such as changing managers or assigning peers.If there have been significant changes, you can instead duplicate the pending cycle shortly before launch. The duplicated cycle reassesses the conditions using the employee data available at the time of duplication, giving you a refreshed employee population as well as refreshed manager and upward review assignments.When you duplicate the cycle, the original configuration is carried over, including forms, review types, timelines, and other settings.Keep in mind that changes made to review templates after the original cycle was created aren’t automatically reflected in the duplicated cycle. Before launching, check that the forms in the duplicated cycle contain the version you intend to use.This approach allows you to prepare your Talent Review cycle in advance while refreshing the employee population closer to launch when needed. Performance Thu, 17 Sep 2026 10:10:34 +0200 https://heartcorehr.hibob.com/homepage-and-the-org-chart-162/why-a-regular-employee-appears-at-the-top-of-the-org-chart-8404 If an employee unexpectedly appears at the top of the org chart for some users, check whether their manager is terminated and whether those users have permission to view terminated employees.This can happen even when the employee’s Reports to field is configured correctly. If their manager is terminated but isn't included in a user's permission scope, that user can't see the manager in the reporting structure. As a result, the employee may appear at the top of their org chart.To check the relevant permissions:Go to Settings > Permission groups > All People - Other’s Data. Review the Access data for conditions. Add Lifecycle status = Terminated to include terminated employees. Save your changes. Ask the affected users to check the org chart again.Once the permission group includes terminated employees, affected users should be able to see the employee within the correct reporting structure. Homepage and the org chart Thu, 17 Sep 2026 09:52:43 +0200 https://heartcorehr.hibob.com/time-off-173/permissions-needed-to-view-time-off-policies-when-the-employer-feature-is-enabled-8403 When the employer feature is enabled, team members need an additional permission to access and view policies in Time off settings. Give Access to Time-off PoliciesIf a team member has the relevant Time-off permissions but still can’t see the policies, check that their permission group also includes:View details for employers and work locationsThis permission is required when the employer feature is enabled. Without it, the team member may not be able to see the time-off policies even when their other Time off permissions are set correctly.Enable View details for employers and work locations in the team member’s permission group, then ask them to check Time off settings > Policies again.Once this permission is enabled alongside the relevant Time off permissions, the team member should be able to access the policies available to them.  Time Off Thu, 17 Sep 2026 09:49:27 +0200 https://heartcorehr.hibob.com/bob-launch-program-240/onboarding-plan-in-to-hibob-8400 Hi! We have at the moment OnBoarding plan in excel (image below as an example) and at the moment our Executive Assistant manage this. They organizes calendar invitations and Teams meetings et cetera which relates to this. How could we transfer the contents of this excel file to HiBob and use HiBob to do all this work for her? Thanks in advance for all the help and answers. Bob Launch Program Thu, 17 Sep 2026 09:47:05 +0200 https://heartcorehr.hibob.com/tasks-flows-170/how-to-replace-an-approver-when-updating-a-flow-8402 If Bob prevents you from replacing an approver in a flow, resetting the approver configuration can allow you to add the new approver successfully.For example, you may encounter this when updating the approver in a Termination or Work change flow.To reset the approver configuration:Open the relevant flow and go to Additional steps. Disable the Approvers toggle. Click Save, then Done. Leave the flow. Open the flow again and return to Additional steps. Enable Approvers. Add the new approver. Click Save, then Done.  Tasks & Flows Thu, 17 Sep 2026 09:46:28 +0200