Setting up the HiBob Integration

Set up new starters automatically (and sync existing users) via HiBob. Keep all your data in sync.

Why set up the HiBob integration?

  • Have new joiners set up automatically
  • Sync all existing users
  • Full name, Email, Team and Job title pulled in and kept in sync automatically 

How do I get access to the HiBob integration

The Learn Amp team will need to enable the integration for you to access the details. Please contact us to get this set up for you. After this, the setup will be visible for admins and owners by clicking their profile image > Integrations > HiBob

 

Is there anything I need to do before setting up?

Setting up teams and managers

We advise that you map your teams and managers before setting up the integration.

The reason for this is that the manager is set on the individual within HiBob whereas within Learn Amp, your 'Primary Team' dictates your manager (whoever manages your 'Primary Team' manages you, if your Primary Team changes, your manager changes)

By setting up the teams and their managers first, users will automatically slot into the right team and be assigned the right manager for them.

Notes:

  • Managers can view team members details, objectives, 1-to-1s, set tasks for them etc.
  • In the instructions below you will be able to set the 'Primary team' based on either the department within HiBob or the first team that the user is added to

Set up teams and managers:

  1. Invite your managers in via bulk CSV upload  (+ icon > People > Many users > Upload CSV) [< 5 mins]
  2. Set up your teams, including listing who the manager is (+ icon > Team > fill in details) [< 5 mins]

(View our ideas on future improvements to the way teams and managers will be set up at the bottom of this article)

To set up your Hibob integration:

Note: All users must have a valid email address  in HiBob for the integration to work

  1. Log in as administrator to your Hibob account
  2. Click on SETTINGS
  3. Click on INTEGRATION tab
  4. Scroll down to WEBHOOK section and add a new subscriber 
    1
  5. Paste the following URL, into the Webhook URL field

    Make sure to not change the following value 
    and that the case is preserved

     Copy
  6. Add a name, check all events and hit SAVE 
    2
  7. Click on your profile name and select API ACCESS from the dropdown menu 
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  8. Tick the following checkboxes
    • Full employee read
    • Employee update
    • Employee fields read
    • Employee fields write
  9. Click SAVE SCOPES
  10. Copy the ACCESS TOKEN 
    4
  11. Paste it into Api Key input above on this page and click 'Save'.

To set up teams synchronization with Hibob

  1. Log in as administrator to your Hibob account
  2. Click on SETTINGS
  3. Click on EMPLOYEE FIELDS tab
  4. Scroll down to Work section and click three dots -> Add new field 
    5
  5. Copy the name from below and paste it into Field input on Hibob

    Make sure to not change the following value 
    and that the case is preserved

     Copy
  6. Field type should be "Multi List". Make sure to populate it with ALL teams employee might belong to, including all department names, like "Sales", "Tech" etc.
  7. Click ADD 
    6
  8. Tick checkbox enabling "Admin flow" for this field 
    6b

To disable synchronization for selected users

  1. Add new custom employee field
  2. Copy the name from below and paste it into Field input on Hibob

    Make sure to not change the following value 
    and that the case is preserved

     Copy
  3. Field type should be "List". Add only one item to the list - copy it's value from the field below

    Make sure to not change the following value 
    and that the case is preserved

     Copy
  4. Make sure that the settings match settings from the screenshot below and click ADD 
    7
  5. Tick checkbox enabling "Admin flow" for this field 
    6b
  6. Go back to PEOPLE page
  7. Make sure that "Email" and "Disable Learn Amp synchronization" columns as visible 
    8
  8. Click Download report button and select "XLSX" format 
    10
  9. Edit the downloaded file and set "sync disabled" value for users for which you want the sync to be disabled (copy the value from input below)

    Make sure to not change the following value 
    and that the case is preserved

     Copy
  10. Remove first two rows from the document and save it 
    11
  11. Upload the updated .xlsx file into Hibob on IMPORT tab on PEOPLE page using UPDATE PEOPLE option 
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  12. After selecting file, select the "Email" column as identifier. If you cannot see it please make sure that the first row in the document is a header (ie. contains "Email" and "Disable Learn Amp synchronization" names) 
    13
  13. Make sure that columns are properly mapped and click IMPORT

Please note, that setting "Disable Learn Amp synchronization" in Hibob for users that exist in Learn Amp will disable ongoing synchronisation, but will not disable their Learn Amp accounts

 

Optional filters:

  • Filtering users -  Set that users can only be pulled in that match the selected criteria below:
    • Sites: Within HiBob 'Sites' refer to locations e.g. London 
    • Departments: Departments refer to teams / departments such as 'Sales' or 'Marketing
  • Inviting new joiners: 
    • Immediately when added to HiBob: This is best used if you add users to HiBob on the day that they officially join and/or if you want them to join Learn Amp before their official start date e.g. for pre-boarding
    • Delay until their start date: Best used if you want them to be invited to HiBob and Learn Amp on the same day. Particularly useful if you have a lot of new joiners due, and would prefer to upload them all at once to HiBob, but not have them invited to either system until their start date.

Primary team in Learn Amp:

Primary team within Learn Amp can dictate who the users manager is

  • Use HiBob 'Department': The Department field within HiBob most closely maps to what we call teams. Select this for Department to be made the primary team within Learn Amp
  • Use the first team each user is added to: This means that once a user is added to a team within Learn Amp, this will become their Primary Team, skipping the department field

How do I make sure the users Sync?

Users are synced at least 24 hours, but will be 'immediately'* synced if...

  • They are invited to HiBob and match the criteria above (e.g. start date = today)
  • Sync users button is pressed 

Note Immediate means that the action will be immediately sent to the queue, sometimes at time of peak traffic there may be minor delays.

 

_____________________________

Future improvement to teams and managers

We recently added a field called 'Override manager' which effectively sets the manager on the individual. With this in mind we are looking to introduce the following setting:

How should managers be handled?

  1. Set manager at an individual level: Directly match the data in HiBob, by setting a manager on an individual using our 'Override manager' setting
  2. Set manager at a team level: When the first user is added to a team, take their manager as the manager of that team

 

Please let us know if you need any further help or have any suggestions for improvements to this article: support@learnamp.com