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Nonprofit HR Software | Hibox Staff Central
Hibox Staff Central

Nonprofit HR software built for how nonprofits really work.

Staff Central keeps your people, schedules, background checks, timesheets, leave, team chat, and meetings in one place. Built for nonprofits of every kind, from a single office to teams spread across sites, shifts, and seasons.

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Made for every nonprofit Exports to ADP and Paychex Free setup help and staff training Mobile first
Built for Human and social services Youth and family programs Health and community clinics Arts and culture Food banks and community services Multi site nonprofits

The Problem

Most HR software was built for businesses.
Your nonprofit runs differently.

Nonprofits juggle grant funded roles, part time and seasonal staff, screening rules, and tight budgets. Business HR tools were not made for that, so the real work ends up in spreadsheets, email, and paper timesheets.

Positions that never stay filled

Nonprofit roles turn over often, especially the ones that serve the public. Every new hire means new paperwork, new screening, and a new spot on the schedule.

75% of nonprofits report open jobs

Background checks in a spreadsheet

Organizations serving children, seniors, or vulnerable adults must screen staff, sometimes through state registries with no online system. Expired checks often surface during an audit.

Required by many funders and licensors

Schedules that fall apart

One sick call can leave a program or front desk short. Swaps happen by text, and nobody can see coverage across every location at once.

74% have openings in program roles

Timesheets on paper and in email

Missed punches, forgotten clock outs, and handwritten hours all get fixed by hand, then retyped into payroll with no record of who changed what.

Every mistake shows up on a paycheck

Labor costs funders cannot see

Grants pay for staff time on specific programs. Without hours tied to each program and grant, splitting payroll costs becomes a monthly guessing game.

72% say pay competition hurts hiring

Staff chat on personal phones

Team updates run through group texts that can include client names, with no retention rules and no way to know who read the latest announcement.

Client information deserves better

Sources: National Council of Nonprofits, 2023 Nonprofit Workforce Survey.

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Before and After

From spreadsheets and sticky notes
to one place for your people.

Choose a part of your HR week and see how it changes with Staff Central.

Building the schedule

Before

The schedule lives in one file on one laptop, and it is out of date by Monday afternoon.

→
With Staff Central

A schedule that checks itself. Staff Central flags coverage gaps and staffing minimums before you publish and keeps anyone with an expired check or certification off the schedule.

Timesheets to payroll

Before

Payroll day means chasing hours, fixing mistakes by hand, and hoping nothing was missed.

→
With Staff Central

Approve, check, export. Supervisors approve timesheets, Staff Central checks for problems, and you send your payroll company a file it can import.

Background checks

Before

Screening is tracked by hand, and sensitive reports are easier to find than they should be.

→
With Staff Central

Every check tracked, every report protected. Record results from any vendor or state registry, get reminders before they lapse, and keep reports locked to HR.

Schedule with confidence

Coverage, leave, and eligibility checked before a shift goes out.

Pay people right

Approved hours, tracked edits, and a clean file for payroll.

Stay audit ready

Checks, documents, and signed policies with expiration reminders.

Reach every shift

Channels and announcements that do not depend on personal phones.

Inside Staff Central

Everything your staff needs,
from first day to last paycheck.

Staff Central is the HR part of the Hibox platform, built for the paid staff of any nonprofit, whatever your mission.

Employee records

Profiles with HR documents, pay rate history, employment type, emergency contacts, and the org chart.

Shift scheduling

Templates by location and program, open shifts to claim, swaps with approval, and coverage checks.

Time clock and timesheets

Clock in and out by phone with site check in, then supervisor approval before payroll.

Leave and time off

Accrual rules by employment type, carryover caps, blackout dates, and a coverage view.

Payroll export

Approved hours in a file your payroll company can import, with codes mapped once.

Team chat

Channels by site and program, direct messages, file sharing, and announcements with read receipts.

Build a week of shifts in minutes

Start from a template, see approved leave right on the grid, and post open shifts for eligible staff to claim. Coverage gaps are flagged before anyone is notified.

Background checks with real status, not just a file

Set which checks each position needs, record results from any vendor or state registry, and let the scheduler keep uncleared staff off shifts. Every view of a report is logged.

Clock in from wherever the work happens

Staff clock in on their own phone with a site check in, whether they work at a clinic, a pantry, a school, or a client’s home. Hours are tied to the right program and grant from the start, and missed punches are easy to fix with a reason.

Team chat you control

Channels for each site and program, plus announcements with read receipts. Retention and moderation settings keep conversations that mention clients under your policies.

Meeting Scheduler

Stop trading emails to find a meeting time.

Every person on your team gets their own booking page for people outside your organization, plus an easy way to book time with coworkers and find a slot that works for a whole group.

A personal booking page for every staff member

Share one link with clients, partners, donors, or families. They pick a meeting type and an open time, and it lands on the staff member’s calendar with a confirmation for both sides.

Find a time that works for everyone

See a coworker’s open times and book them directly, or pick several people and let Staff Central show the times you are all free. Shifts and approved leave are already blocked out.

Your own booking link

Outside people book with you without back and forth emails.

Book coworkers directly

See a teammate’s open times and grab a slot in seconds.

Group scheduling

Choose several people and see only the times that work for all of them.

Privacy you control

Each person decides how much of their calendar coworkers can see.

How It Works

From new hire to payroll file, in four steps

Each step feeds the next, so the information you enter once follows the person all the way to their paycheck.

1

Bring your team in

Import your staff from a spreadsheet or invite them to set up their own profiles. Add pay rates, documents, emergency contacts, and who reports to whom.

Bulk importSelf service invitesPay rate historyOrg chart
2

Screen and onboard

Track the background checks each position requires, collect signed policies, and assign onboarding tasks so nothing is missed before a first shift.

Required checks by roleE signaturesOnboarding checklistsExpiration reminders
3

Schedule and track time

Publish shifts that respect coverage rules, leave, and eligibility. Staff clock in on their phones, and supervisors approve timesheets each pay period.

Shift templatesCoverage checksMobile time clockOvertime alerts
4

Export to payroll

Validate the pay period, fix any errors, and download a file formatted for your payroll company. The period locks so it cannot be changed after it is sent.

ADP RUNPaychex FlexError reportPeriod lock

Labor and HR Reports

See where your staff time and your grant dollars go.

Nonprofits have to show funders how staff time was spent. Staff Central tracks hours by program and grant from the moment someone clocks in.

Labor cost by program

See staff hours and cost for each program, not just totals for the whole organization.

Most used

Labor cost by grant

Split staff time across the grants that fund it, ready for your finance team and funders.

Overtime alerts

Get warned when someone is close to overtime, before the hours are worked.

Scheduled vs actual

Compare planned shifts to clocked hours by site to spot patterns early.

Leave and coverage

Running leave balances and a daily view of who is out against the schedule.

Screening status

Headcount, cleared checks, and upcoming expirations across every site.

See Staff Central in a Demo

Why Staff Central

HR software shaped by how nonprofits really work

Every employee gets a dashboard with only what matters to them, and every admin gets one place to manage it all.

1place

For staff records, schedules, time, leave, screening, chat, and meetings

0retyping

Approved hours go straight into a payroll ready file

2payroll formats

Export files built for ADP RUN and Paychex Flex

Anyphone

Mobile first for the staff who work away from a desk

Who Uses It

One system, three kinds of users

A roles and permissions setup means each person sees exactly what they should, and nothing they should not.

HR and Finance Admins

Executive directors, HR managers, finance and operations staff

You own compliance, payroll, and the numbers funders ask for. Staff Central gives you control without the paperwork.

  • Pay rates and documents kept private
  • Background check results for HR only
  • Payroll export with period lock
  • Audit log of every change

Supervisors and Site Leads

Program directors, site managers, department leads

You keep every program covered and every timesheet right. Staff Central puts approvals and gaps in one view.

  • Timesheet and leave approvals
  • Coverage gaps and staffing flags
  • Cleared or not cleared on the schedule
  • Overtime warnings
  • Group meeting times in one click

Frontline Staff

Direct service staff, case workers, part time and seasonal staff

You want to know when you work, get paid right, and stay in the loop. Staff Central fits in your pocket.

  • Clock in from your phone
  • Claim open shifts and request swaps
  • Check your leave balance
  • Team chat and announcements
  • Your own booking link

Who It’s For

Nonprofit HR software for every mission

Staff Central works for any nonprofit with paid staff, from a small team in one office to a large organization with many programs and locations.

Human and Social Services

Case managers, counselors, and direct service staff funded by several grants

Youth and Family Programs

Afterschool, summer camp, and mentoring teams with split shifts and seasonal hires

Health and Community Clinics

Clinical and support staff with licenses, screenings, and shift coverage to track

Arts and Culture

Museums, theaters, and arts groups with event staff, educators, and part time teams

Food Banks and Community Services

Warehouse, pantry, and outreach staff working across multiple locations

Associations and Advocacy Groups

Office based teams that need simple records, leave tracking, and payroll exports

Getting Started

We set it up. You run your programs.

Hibox staff help with setup and train your team at no additional cost, including the codes your payroll company needs.

1

Book a 30 minute demo

See Staff Central with examples from nonprofits like yours.

2

We import your team

Hibox staff bring in your employees, pay rates, and documents from spreadsheets.

3

We map your payroll

We match your sites, programs, and pay codes to your ADP or Paychex setup.

4

We train your staff

Admins, supervisors, and frontline staff learn Staff Central at no additional cost.

Sensitive staff data, protected

Pay rates, HR documents, and background check results are visible only to the people who need them, and every view and export is recorded.

Field level permissionsAudit logRestricted screening resultsChat retention settingsEncryption at rest and in transit

Pricing

Nonprofit HR software priced for nonprofits

Staff Central pricing is based on the size of your team. Book a 30 minute demo and we will give you a clear quote.

Priced by team size

Pay for the staff you have, whether that is ten people or several hundred.

Setup and training included

Hibox staff set up your organization and train your team at no additional cost.

Keep your payroll company

Staff Central works alongside ADP or Paychex, so there is nothing to switch.

Get a Quote

FAQ

Questions about nonprofit HR software

What is nonprofit HR software?

Nonprofit HR software helps mission driven organizations manage their paid staff. It covers employee records, background checks, scheduling, time tracking, leave, payroll exports, and staff communication, with features that fit how nonprofits work, like tracking staff time by program and grant. Hibox Staff Central is nonprofit HR software built for nonprofits of every size and mission.

What does Hibox Staff Central include?

Staff Central includes employee profiles and HR documents, background check tracking, shift scheduling with coverage checks, a mobile time clock with site check in, timesheet approval, leave tracking with accruals, payroll export files, team chat and announcements, meeting scheduling, e signatures, onboarding checklists, and dashboards for staff, supervisors, and admins.

Does Staff Central run payroll?

No. Staff Central works alongside your payroll company. Supervisors approve timesheets, Staff Central checks for errors, and you download a file formatted for ADP RUN or Paychex Flex to import. You keep the payroll provider you already use.

How does background check tracking work?

You choose which checks each position requires, such as criminal, child abuse registry, or fingerprint checks. Record results from any screening vendor or state registry, including registries with no online system. Staff Central sends reminders before checks expire and keeps anyone who is not cleared off the schedule. Only HR admins can see the reports themselves.

Does Staff Central work for any type of nonprofit?

Yes. Staff Central works for any nonprofit with paid staff, including human services, health, arts, food security, advocacy, and youth programs. Teams with part time or seasonal staff can use shift templates, open shifts, and one click rehiring, while office based teams can simply use records, leave, and payroll exports.

Does Staff Central include meeting scheduling?

Yes. Every staff member gets a personal booking page they can share with clients, partners, donors, and anyone outside your organization, so people can pick an open time without back and forth emails. Inside your organization, staff can see coworkers' open times and book with them directly, or choose several people and let Staff Central find times that work for everyone. Availability respects scheduled shifts and approved leave, and each person controls how much of their calendar coworkers can see.

Does Staff Central manage volunteers?

No. Staff Central is for paid staff. Volunteers are managed in the Hibox Volunteer module, which has its own volunteer records and screening. Certifications and training compliance live in the Hibox Learning module, and Staff Central reads that status to keep scheduling accurate.

How long does it take to get started?

Hibox staff help with setup and train your team at no additional cost. We import your employees from spreadsheets, map your sites and pay codes to your payroll company, and get admins, supervisors, and frontline staff ready to use Staff Central.

Ready When You Are

Give your people
the HR tools they deserve.

Whether you have a handful of staff at one site or a large team across your community, we will show you how Staff Central fits in a 30 minute demo.

Book a Free Demo
Free setup and staff trainingWorks with ADP and PaychexBuilt for nonprofits
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