Known Issues - Ciphr HR & Onboarding

The following is a list of currently tracked known issues affecting Ciphr HR & Onboarding, each entry includes a brief description of the issue along with a suggested workaround if one has been identified.

This list is refreshed weekly and was last updated on 1st July 2026.

When creating a new case and selecting an existing policy document, the file extension is removed during download (for example, MyWorkbook.pdf becomes MyWorkbook). The file still opens once renamed, but users must manually add the correct extension after downloading.
Workaround:
Rename the downloaded file and re‑add the original extension (e.g., .pdf).

Paylink does not recognise when previously‑output data is later cleared. This means changes such as removing a Date of Birth or Date Left are not included in the Paylink output, so payroll is not notified that the data has been removed.
Workaround:
No workaround is currently available. Any cleared data must be communicated manually to payroll teams.

When amending an existing Time Off record, the verification email may not be sent because the system references the Absence Verification ID instead of the AbsenceID. This leads to a “No record found in ABSENCE” error and prevents the verification from being created.
Workaround:
There is currently no workaround, so managers will need to be notified manually of any amendments.

Absences inserted for a future starter in Ciphr are attached to the 1st Department code in the Department code table, not the Department attached to the employee's JobPay record

Workaround:

Re-pick the Department within the absence record

When reviews are added through the Bulk Change Wizard, the usual review notification emails are not triggered, so users are currently unaware that a review has been assigned to them when it’s created in bulk.
Workaround:
There is no workaround at the moment, so users will need to be notified manually when reviews are assigned via the Bulk Change Wizard.

When the Company Who’s Off page is restricted at entity level, users in that entity see a blank page instead of a filtered list of colleagues. Without the restriction applied, the page displays correctly.
Workaround:
No workaround is currently available. Removing the restriction will restore visibility, but all entities will be shown.

Approving a TOIL Accrued record for an employee who hasn’t taken any time off in the current holiday year can cause their Holiday Taken and Holiday Left values to become 0. This results in blank values appearing in reports and affects reporting accuracy.
Workaround:
No workaround is available. A manual entitlement refresh is required after approving TOIL.

When adding a new timesheet for a re‑employed employee, an unexpected error can occur if they previously had approved timesheets. The system triggers an error and prevents the timesheet from being added.
Workaround:
Add a dummy timesheet dated between the employee’s leave date and their re‑employment date to allow new timesheets to be created.

When Universal Paylink is installed, creating a report that includes the Personal Details table as an additional table causes a duplicate field error. This prevents the report from being saved or run.
Workaround:
There is currently no workaround. Reports requiring both Job & Pay fields and Personal Details cannot be created until the issue is resolved.

When adding a new employee through the Add New Employee (Workflow), the Starter Reason on the Job and Pay record ignores the value set in System‑Wide Defaults and always defaults to Starter, even when another option (such as New Starter) is configured.
Workaround:
Update the Starter Reason manually during the wizard.

When using the system in German, bulk‑changing the BF Deadline date fails because the date format isn’t recognised, resulting in a error. This prevents users from applying bulk date updates while using the German language option.
Workaround:
Switch the language to English before performing the bulk change.

When filtering verifications, the first filter works, but if you move to another results page and apply a new filter, the page displays blank instead of updating the list. This happens across multiple versions.
Workaround:
Use Go to previous page to reload the results after applying a filter.

When a manager creates a new employee via the Add New Employee (Workflow), the sick pay scheme and grade details entered during setup don’t appear during HR verification, even though they are correctly saved to the employee record once the verification is approved. This means HR cannot review these details before approving the request.
Workaround:
Approve the verification and the details will populate on the employee record, though this prevents HR from validating the information beforehand.

If a user has a Training Details record where the entry description exceeds 100 characters, creating a timesheet triggers a validation error and the timesheet can’t be submitted. The system requires the entry description to be 100 characters or fewer.
Workaround:
Shorten the Training entry description to under 100 characters, then submit the timesheet again.

When an employee’s first time‑off record in the holiday year is entered as an absence, approving it can cause their Holiday Taken and Holiday Left values to become 0. This results in blank values in the Holiday Left report and impacts reporting accuracy.
Workaround:
Refresh the employee’s holiday entitlement after approving the absence.

When creating a new venue in code tables, it is not possible to apply it to any existing or newly created training records.

Workaround:
There is currently no workaround.

Large, complex reports fail to complete
Workaround:
Use smaller subsets of employees when running the report.

Large, complex reports fail to complete
Workaround:
Use smaller subsets of employees when running the report.

Signed AdobeSign documents may not upload to Ciphr if the original ESignDocument entry was missing when the document was signed. This affects customers with older Housekeeping versions and results in historical signed documents never being pulled into the system.
Workaround:
No automated workaround — missing documents must be uploaded manually.

2FA Settings and Login Details can not be reported on

Workaround:
There is no workaround, as the system no longer stores this information in a reportable format.

When viewing an employee’s training record, selecting View Event Delegate doesn’t open the delegate details as intended. The button produces no action, so managers and HR users can’t access the delegate record from this screen.
Workaround:
Access the event’s delegate list directly via Training Events instead.

After a pay review or spine update, employees’ holiday entitlements may be automatically overwritten overnight with the values stored in their assigned Terms & Conditions.
Workaround:
There’s no way to disable this behaviour. Holiday entitlements must be manually corrected after the update if the change wasn’t intended.