HiBob integration configuration

For our systems to be able to connect to your HiBob instance you will need to do some previous configuration. This will allow us to fetch the necessary data at certain intervals through the day and keep your data in sync. The steps that you have to follow are:

1. Create a HiBob service user
2. Create a permission group and assign the necessary permissions to it
3. Enter your service user credentials in Remote

Create a service user in HiBob

A service user is a special type of user that our integration uses to access your employees’ data. This will generate a User ID and Token that will have to be entered in Remote when setting up the integration. We’ve included a quick list of steps you should follow to create a service user, however, for more information please refer to the official HiBob guide to manage service users

1. To start, Log in to HiBob with a user that has administrator permissions.
2. On the top left menu that allows you to choose the product click on System settings, go to Integrations > Integrations sub menu > Click on Manage under the Service Users card.
3. Click the Create Service User button, and enter a Service User Name and a Display Name (e.g. Remote integration), then click Save.

4. After you click Save, you will see a pop up with your user ID and token. Copy and securely store these credentials in a handy place. Do not close the pop up window or abandon the page until you have securely stored your user ID and token.

   ⚠️ Important: You must store these credentials in a safe place. If you lose them, you will need to create a new Service User, as there is no way to retrieve them after closing this window. We recommend using a password manager to securely store this information.

   

Assign permissions to your service user

For your service user to be able to access the necessary employee data for our integration you need to set up a permission group. For this you can either click on the Go to permission groups button on the previous screen, or go to System Settings > Account > Permission groups. We’ve added some the steps you have to follow in the list below, but for more information about how the permission system works please consult the official HiBob article to create and update service user permission groups.

1. Once you’re in the Permission Groups page, click on Create permission group > Service user. Enter a name for your Permission Group in the Group Name field (e.g. Remote integration), and optionally, add a description for the group.
2. Select the Service User created in Step 1 in the Members dropdown and click on the Create button. A message will show indicating 1 person will be added to the group. Click on Confirm to finish creating your permission group.

3. You will now have to add the necessary permissions to the permission group so our integration can access your employee data. After creating the group you should be able to see the group name on the left side and the list of permissions on the right side. If you navigated out of that page or you need to return to it later, you can do so by going to the permission group page and selecting the newly created group. Click on the Edit permissions link on top of the page and make sure the following items are checked.

   ℹ️ This step determines the data that the service user will have access to.

   ⚠️ Important: We’ve broken down the permissions you’ll need for the different items that our integration can sync below. However, please note that HiBob is a highly configurable system, so depending on your HiBob setup the labels might be different. Please make sure you go over this list and ensure the permissions are enabled if you’re facing issues with the integration

   For base employee data

   • Under the Features tab:
     • Settings > Employee Fields > Manage Employee field settings
     • People > Lists > Edit all lists (sites, job titles, etc.)
   • Under the People’s data tab, People section:
     • About > View selected employees’ About sections
     • Address > View selected employees' Address sections
     • Basic Info > View selected employees' Basic info sections
     • Emergency > View selected employees' Emergency sections
     • Employment > View selected employees' Employment sections
     • Employment > View selected employees' Employment section histories
     • Home > View selected employees' Home sections
     • Identification > View selected employees' Identification sections
     • Identification > Edit selected employees' Identification sections
     • Payroll > View selected employees' Payroll sections
     • Personal > Edit selected employees' Personal sections
     • Personal > View selected employees' Personal sections
     • Personal Contact Details > View selected employees' Personal contact details sections
     • User Data > View selected employees' User data sections
     • Work > View selected employees' Work sections

   For salary and job title syncs

   • Under the People’s data tab, People section:
     • Work > View selected employees' Work section histories
     • Payroll > View selected employees’ Payroll section histories

   For bank details sync

   • Under the People’s data tab, People section:
     • Financial > View selected employees' Financial sections

   For time off sync

   • Under the Features tab:
     • Time off > See company’s time off settings
   • Under the People’s data tab, People section:
     • Time off > See selected people’s time off and sick leave balances
     • Time off > View, approve or decline requests that are pending approval of others
     • Time off > See who's out because of a private policy
     • Time off > See who's out today
     • Time off > Create, edit, and cancel people's requests that haven't been approved yet

   For files sync

   • Under the People’s data tab, Docs section:
     • Under the folder used to sync files enable the following permissions
       • Delete selected employees’ docs in the folder
       • Edit tags of selected employees’ docs in the folder
       • Upload selected employees’ docs in the folder
       • View selected employees' docs in the folder

4. Under the People’s data tab, click on the Access data for button on top of the list. Click on the Select people by condition, and click on the Edit button. From the popup, select Lifecycle Status from the first drop down. Select Exists from the second dropdown. Click Apply.

   ℹ️ This step determines which employees' data the service user will be able to access based on the permissions configured above

5. Finally, click on the Save button on top of the page. A message will confirm that you will be adding the permissions to the group. Please take some time to review the permissions you’re adding with the list above and click on Apply to continue.

Enter your service user credentials in Remote

1. You will need to log into your Remote account as an employer. Go to Company Settings, then Integrations & APIs. Click on Add from the HiBob integration card.

2. On the left side of the page click on Add integration. A modal will pop up, where you’ll be able to enter the user credentials that you obtained in step 1 of this guide. Enter them in the corresponding fields and click on Connect

   

3. After clicking on Connect ensure that no error message shows up, and that you get redirected to the integration page. The Integration status badge on the left side should show as Connected

   ⚠️ If any errors show up in this process it is most likely because there is a permission missing from the list in step 2 of this guide. Please double check that access to all of the necessary fields has been given to the service user.

Congratulations! You’ve connected your HiBob and Remote accounts. To start configuring and syncing your employees please follow our HiBob employee sync guide.