Employee time-off sync with Hibob integration

Our integration syncs your time off records from HiBob into Remote, helping you and your team avoid double entry by making HiBob the source of truth. By mapping time off types in HiBob to leave policies in Remote, you can accurately categorize requests and ensure they're processed correctly by our payroll system.

Once configured, our integration automatically syncs your data every 4 hours, ensuring new time off requests and cancellations get processed in time.

Prerequisites

To enable the integration you will need to enable employee syncs, by following steps 1 and 2 in our integration overview page. You will also need to enable the specific service user permissions stated in the Time Off section of our HiBob configuration article.

What information will be synced?

We only sync time off records that:

• Belong to employees managed by the integration. To check this, view the employee list in the People tab of the integration. If the time off request doesn't belong to one of these employees, our system won't include it in the sync process.
• Are approved in HiBob. The time off requests that we sync will be automatically approved in Remote for processing.
• Past and future time off requests. We sync both future time off requests and past requests within your defined lookback period. Please note that the integration will only sync data as far back as January 1 of the current calendar year to ensure your records remain up to date without pulling legacy data from previous years.
• Fit within the daily working hours supported by Remote. Our system only allows time off with a maximum duration of 8 hours per work day. If you allow work periods longer than 8 hours, you'll need to adjust your working patterns in HiBob. We also allow only time off records with a rounded number of hours, so requests with hour subdivisions will not be synced (e.g. a 3.2 hour timeoff will be rejected).

For EOR employees, Remote is the source of truth for public holidays per country, statutory regulations about carryover rules, and minimum entitlements for paid time off, sick leave, etc. Remote's data will be used for payroll calculations. You can use Remote's information about public holidays, carryover rules, and yearly entitlements and copy them into HiBob. This cannot be done through API integration and must be handled manually.

If you don't resolve differences in time off data now, a more thorough check and alignment will be required during offboarding to ensure correct payment for any unused paid time off.

How to enable this integration

To enable time off requests to sync from HiBob to Remote please follow these steps:

1. You will have to configure the Remote time off policies that will be used for the sync by mapping them to your available Time Off types in HiBob. For this, go to the integration Settings tab in Remote, and under the Time off requests section click on the Map now button. This will show a page where you can map each one of your time off types. Click on Save when you’re finished with the mapping.

   

2. Back in the Settings tab, enable the Automatically sync time off requests toggle to start syncing them automatically. This option can be turned on as long as you have mapped at least one time off type on the previous step. After a sync, you will be able to see the time off requests that have been synced successfully under the Time off tab in the Integration page.

   

Error handling

To check the errors that the integration encountered while syncing time off requests you can check the sync summary section on top of the Overview tab. You can click on the Check errors button to see detailed information about the issues with the data sync. For more information, please check the Error handling section in our employee sync support article.

Some of the typical errors you might find with the integration are:

Time off with type [TYPE] was not synced due to unexisting mapping for this timeoff type

This error shows when we try to sync a time-off request with a HiBob type that is not mapped to a Remote type. To solve it, make sure that the time off type that you’re trying to use for the sync is properly mapped in the Map timeoff types screen.

Error when timeoff_type is not allowed for a given country

This error will show when a mapped timeoff type is not allowed on the employee’s country. There are some countries that don’t allow all of the types, so make sure you’re using an appropriate type for the time off.

Error when time off overlaps a single Remote time off

Sometimes when a time off request was previously added in Remote an overlap error will occur when trying to add a HiBob time off. This happens when our integration cannot determine with certainty if the incoming time off record from HiBob matches an existing record in Remote. To solve this, please identify the time off in Remote that’s causing the issue and either change the dates manually so they match the ones from the incoming request, or delete the time off in Remote, so it can be synced with the correct dates from HiBob.

Multiple existing time off were found

This error is similar to the previous one, and will show when multiple Remote time off were found when syncing the time off. To solve it, follow the same steps as before: either update the dates manually so they match in the two systems, or cancel the overlapping time off and trigger the sync process again.

Time off with more than 8 hours a day requested

This error will show when a user requests more than 8 hours of time off in one day. In Remote, 8 hours is the maximum duration of time off possible in one working day. To solve this, please ask the employee to update their time off request and specify the correct number of hours for each day of the time off.