BambooHR Integration

Article author
Charlotte
  • Updated

BambooHR is a leading HR software provider that helps companies hire, onboard, pay, and develop successful team cultures.  This integration will empower and increase the productivity of HR teams by connecting employee data and automating repetitive tasks. By minimizing manual data entry the integration also reduces the risk of errors within HR processes and communications that could delay onboarding timelines.

During new hire onboarding, the employee’s name, start date, job title, and email are transferred from BambooHR into Remote. Once the employee’s onboarding process is complete, changes made to an employee’s details in BambooHR will be synced to Remote. The BambooHR fields that sync to Remote for active employees are:

  • preferred name
  • personal email
  • nationality
  • birth date
  • mobile phone number
  • address

The integration is FREE for customers using both Remote and BambooHR.

In this article, we will cover the following:

Is this integration right for me?

Before you enable the integration, it's important to understand who the integration is available for and how the data is synced to make sure it's a good fit. Below are key things to know about the integration, to help you decide if it is the right choice for you:

Data synced:

  • Employee data (for EOR, contractors and Global Payroll employees)
    • For new hires:
      • Name
      • Email address
      • Hire date
      • Job title
    • For active employees once onboarding has been completed in Remote:
      • Name
      • Email address
      • Job title (only for Global Payroll employees, since change to Job Title for EOR employees require a contract amendment)
      • Nationality
      • Birthdate
      • Mobile phone number
      • Preferred name
      • Address
  • Time off for EOR and Global Payroll employee: Approved future time off requests can be synced from BambooHR into Remote using the Employee Time-off Sync with BambooHR integration

Direction of sync: One-way from BambooHR to Remote

Frequency of sync: Once per hour

 

How to enable the integration

Before you get started, you need to ensure you have "Full Admin" permissions in BambooHR. This is required in order to complete the integration setup. In addition, ensure that Full Admin or Everyone has permission to access the Company Directory or the Org Chart in BambooHR.

To enable the BambooHR integration, you will need to link your BambooHR account to your Remote account.

  1. Once you're in your Remote account, go to the Integrations tab and click on Add from the BambooHR integration card.
  2. Under Configure your BambooHR integration, click on Add next to the BambooHR Integration option.
  3. Submit your BambooHR subdomain in the popup. This will often be the same as your company name. For example, if you sign in to BambooHR at acme.bamboohr.com, then you would enter acme as your subdomain.
  4. Next, you will need to submit your BambooHR login credentials in the popup window. Your credentials will be used to securely sync your BambooHR account to Remote.
  5. Once you’ve received the success message, you can close the pop-up window. You've authenticated us to be able to access your data through the integration.

 

Now you need to tell us data for which employees and contractors to sync through the integration:

Notice for previous integration customers: The previous method to identify employees that are synced to Remote was done through the Pay Group and Employment Status fields. We’ve simplified the setup to identify employees using a custom field Sync to Remote as. If you have already set up the integration using Pay Group and Employment Status fields, you do not need to make any changes and your integration will working as expected with the previous setup. We’ll be migrating your data to the new method in the upcoming months.

  1. To identify the BambooHR users that will be synced to Remote, the integration relies on the creation of a custom field Sync to Remote as. For this, please log into your BambooHR account and follow these steps:
    • On the main BambooHR page, click on the gears icon on the top right part of the page, to open the Settings for your account
    • On the sidebar, click on the Custom Fields link, and then on the New Custom Field button to the right.
    • Use the following options for the custom field:
      • Field Name: Sync to Remote as (make sure to copy/paste this exact name, or your integration might not work properly)
      • Type: List: Single Answer
      • Answers: Please add the following options (again, make sure to copy/paste these exact names, or your integration might not work properly)
        • As employee
        • As contractor
        • As global payroll employee
      • Field status: Optional, this field can be skipped
      • Employee Profile Tab: Job
      • Section within selected tab: Job
    • Check the I take full responsibility for the creation of this field checkbox, and then Save your changes.
  2. Go to the employee profile that you want to sync to Remote. You should have a dropdown in the Employee’s Job tab called Sync to Remote as. From this field you can set the following options, which will determine how the user will get synced to Remote:
    • As employee - for EOR
    • As contractor - for Contractors
    • As global payroll employee - for Global Payroll

That is it! From now on we will sync core employee data for the selected employees and contractors.

If you wish to add time-off syncs, please follow this guidance.

 

How the BambooHR integration works

  1. The information transferred from BambooHR for new employees will include the employee’s: Name, Start Date, Job Title, and Email.
    • If a Home Email exists in BambooHR, Remote will use this email address by default. If the Home Email doesn’t exist in BambooHR, Remote will use the Work Email provided. We strongly recommend adding a Home Email in BambooHR to avoid any onboarding communications going to the employee’s work email address before they have access to their company email account.
    • A unique email address must be used. The email address cannot already be associated with an existing user in Remote.
    • During this stage, you're required to add the employee’s country to the Country field which is located under the Personal tab.
    • Please note when syncing new EOR employees from BambooHR to Remote, you need to choose a hire date in the future
  2. Once the employee's onboarding process is complete, changes made to an employee's details in BambooHR will be synced to Remote.

    The BambooHR fields that sync to Remote for active employees are:

    • Preferred Name*
    • Nationality
    • Birth Date
    • Mobile Phone Number
    • Address** 

    *This is the name employees will see in their Remote account (e.g. an employee may be greeted in Remote as Beth instead of Elizabeth).

    **Changes to the country field in BambooHR will not sync to Remote. Changes in an employee’s country location may require a new employment contract and should be discussed with your Customer Success Manager for implementation.

    Please note that any subsequent changes made on Remote to these fields will not sync over to BambooHR, and will be eventually overwritten with what’s on BambooHR.

  3. Data changes may take up to an hour to sync from BambooHR to Remote. If you wish to force the data to sync immediately, go to the Integrations tab in Remote, select the BambooHR card, and manually click the Sync data button. The manual sync data button may take up to one minute to complete the sync.

  4. To view the new employee’s profile in Remote, go to the Onboarding section. From here, you will be able to search for the new hire and finish the remaining steps in the onboarding process within Remote. Please note, the employee will not receive an invitation to onboard in Remote until you complete these remaining steps.

  5. The employee’s information carried over from BambooHR (name, start date, job title, and email) will be automatically populated into the onboarding forms to save you time and prevent potential errors from manual entry.

If you wish to add time-off syncs, please follow this guidance.

 

How to check which employees are synced through the integration

To get an overview of all employees connected between Remote and BambooHR: 

  1. Go to the Integrations tab on Remote and select the BambooHR card.
  2. At the top of the page, you'll see a tab named People, with the number of connected employees between brackets.

bamboohr_1.png

3. Click on the People tab to see an overview of the connected employees.

4. From the overview page, you can navigate to the employee's profile. 

bamboohr_2.png

If the employee is connected to BambooHR, you will see the BambooHR logo on their individual profile.

bamboohr_3.png

How to disable the integration

If you decide to disable the BambooHR integration, it is possible to do so from Remote:

  1. Go to the Integrations tab in Remote and select the BambooHR integration card.
  2. From the BambooHR integration section, select Delete if you wish to disable your BambooHR connection with Remote.
  3. From the pop-up, select Delete integration to confirm your choice.

Troubleshooting/FAQs

  • Is there a way to connect multiple existing employees already in both HiBob and Remote at once (in bulk) so that their information syncs and stays up to date?
    • For now, you must identify the employees that you want to sync across platforms individually.
  • Some of my employees are not syncing to Remote. What should I do? 
    • Check that all users you want to sync have the right value for "Sync to Remote as" field ("As employee", "As contractor", or "As global payroll employee"). This is how we know which users to sync for each use case.
      • Go to the “Job” section of employee profile in HiBob and check that the “Sync to Remote” field has the right value. 
    • The start date must be in the future. Our rules around start dates for EOR employees are explained in detail below (For Global Payroll employees start dates can be any time.)
      • For completely new employments in Remote: If no employee with the given email is present in our system (i.e. we’re going to create a new employee in Remote), start date needs to be in the future.

      • For existing employments in Remote: If the employment of the employee in Remote is in created status (i.e. the employee is in Remote, but hasn’t onboarded yet), start date needs to be in the future.

      • If the employment of the employee in Remote is in active status, start date can be anything (in the past, in the future, and can also be omitted in BambooHR). We ignore the start date for active employees as it is not supposed to change.

      • Recommended solution: If you are trying to sync an employee with start date in the past, you should onboard the employee on the Remote platform directly, without importing them via the HRIS integration. Once the employee is in active status in Remote, you can then successfully sync any updates to their employee data using the HRIS integration.
    • Email addresses: We match records in BambooHR and Remote based on work and private emails.
      • If the user already exists in Remote when you are trying to set up the sync, we need the email addresses to match exactly so we know which existing user to update data for. To make this user sync, the data must be changed so that the email addresses match. Once the sync has been done once, the data can be changed back to what it was, but that will also change the email address for the user in Remote because email address changes in BambooHR will sync to Remote, so this is something to consider.

If you've confirmed all the above is correct and the problem still persists, please reach out to our support team at help@remote.com and send the following screenshots:

  • Screenshots or list showing that employee’s email addresses (work and personal) in both Remote and BambooHR.
  • A screenshot of the “Job” section in BambooHR for at least one employee whose data should be syncing but isn’t. This screenshot must include the “Sync to Remote” field. The “Work” section can be found in the employee’s profile.

 

  • I'm getting a certificate error and/or I'm stuck on a page saying "Awaiting authorization" during the integration set up.
    • Please ensure you're entering the company subdomain, which does NOT include the bamboohr.com part. For example, if you access BambooHR at acme.remote.com, you should enter acme only when setting up the integration. If you still encounter issues with this, please reach out to us.

      bamboohr.png
    •  
  • What if I want to make changes to the employee’s profile before onboarding has started?
    • You can make changes to a new employee’s name, start date, job title, or email address in BambooHR and these changes will sync to Remote as long as the onboarding process has not begun in Remote.

      Please note, data changes may take up to an hour to sync from BambooHR to Remote. If you wish to force the data to sync immediately, go to the Integrations tab in Remote, select the BambooHR card, and manually click the Sync data button. The manual sync data button may take up to one minute to complete the sync.

      Employee changes will not sync from BambooHR into Remote while the onboarding process is in progress because these details are used to create the employment agreement.

NOTE: You can reach out to our team via email at help@remote.com or directly on the Remote platform via the Support chat widget.

 

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