Charities and non-profit organisations need HR software with cloud-based flexibility, tailored features such as scheduling and attendance, UK GDPR compliance and safeguarding support. The right software improves both efficiency and compliance across charity and non-profit operations.
One system, not six spreadsheets
For a charity with employees on one system, volunteers tracked in a spreadsheet, and payroll managed somewhere else, a simple headcount question can take up a whole morning. Ciphr keeps every record connected. Update someone's hours and payroll sees it. Confirm a leaver and benefits update on their own. No spreadsheet caught in between.
That's the difference between HR systems for charities that connect, and software that just sits next to everything else.
Built for UK compliance and safeguarding, not adapted for it afterwards
Charities and non-profits hold some of the most sensitive people data in any sector: DBS checks, right-to-work records, references, safeguarding history. Ciphr is a UK company, whose software is built to comply with the UK GDPR and the Data Protection Act, with UK-based teams who understand what a change to safeguarding guidance or an Acas code of practice means for your organisation.
Record and retrieve DBS, right-to-work, reference and passport checks against every employee and volunteer, with expiry dates and supporting documents held in one place. So when a funder or regulator asks for evidence, it's a search, not a scramble.
The connected suite is what makes the AI useful
Ciphr's AI works because it sits on top of one connected data set, not as a chatbot bolted onto old systems. Some AI capability is live today and answers questions from real, current HR data. Further capability, including more autonomous features, sits on our roadmap, and we'll say so plainly rather than describe it as already shipped.
Live now:
- AI assistant
- AI form summarisation
- AI-powered coaching (through MyTeamBuilder)
Reporting that holds up to trustees' questions
When your board or a funder asks for headcount or turnover figures, you shouldn't have to chase multiple system owners for a clean answer. Ciphr's reporting draws on the same underlying data as payroll, so the numbers match.
A helping hand for people who help others
Employees and volunteers can request leave, log absence and update their own details, with manager and HR verification built in. That's less admin that lands on a lean HR team, and a system people trust enough to use without a reminder.
Ciphr HR software is trusted by charities and non-profits including ShelterBox, Thames Reach, Girlguiding, Prostate Cancer UK, Westminster Drug Project and Crisis.
“Branding Ciphr HR gave staff an instant feeling that the system belonged. We saw much greater engagement with the system from all departments.”
Built for UK mid-market charities
Ciphr is built for organisations with real complexity: employees and volunteers, irregular shift patterns, safeguarding obligations and multiple funding streams, but without the budget or appetite for a multi-year enterprise rollout. It's HR software for nonprofits that your team can implement without a transformation project.
Implementation is part of the product, not a login and a hope
You aren't handed a system and left to configure it around a spreadsheet of volunteers and irregular shift patterns on your own. Our HR implementation is a structured, supported process: your data migrated properly, your workflows configured to match how your charity runs, and a named team that takes you to go live and beyond.
This is HR amplified
For HR directors who need a system that holds up to a trustee board, payroll managers who need a payroll run to reconcile first time, and CFOs who need headcount numbers they don't have to double-check, Ciphr gives charities more control over complexity, not more of it.