Hibob Employee Sync Integration

Remote's HiBob Employee Sync Integration seamlessly automates your data flow, synchronizing critical employee data across both platforms. This integration supports EOR employees, contractors, and global payroll staff while handling essential information including personal details, job titles, compensation, and banking information.

Set up in minutes with flexible configuration options that let you control exactly what syncs, from basic employee information to salary changes that automatically trigger contract amendments. Customize legal entity assignments for global payroll employees, maintain data accuracy with manual and automatic sync options, and eliminate double data entry across systems. The integration is designed to handle various employment scenarios, ensuring compliance while dramatically reducing administrative workload for your global HR operations.

Once configured, our integration automatically syncs your data every 4 hours, ensuring there are minimal processing delays when onboarding new employees or including previous employees on the sync process.

Prerequisites

To enable the integration you need to configure a service user with the proper permissions and enter your credentials into Remote, as instructed in our configuration article.

As part of the configuration process, our integration automatically creates a custom field in your HiBob account called Sync to Remote. This field will be used to identify the employees that you want to sync to Remote, and can take the following values

• As employee - When you want to sync the employee to our EOR product
• As contractor - When you want to sync them as a contractor
• As global payroll employee - When you want to use our Global Payroll product

How to enable this integration

To trigger an employee sync from HiBob to Remote, please follow these steps

1. Log into HiBob with a user with administration permissions
2. Go to the People page, and on the Directory tab choose the employee you want to sync
3. Scroll down to the Work section, click on the edit button on the top right corner of the section, and set the Sync to Remote value to the desired value, depending on how you want to sync the employee.
4. Repeat these steps for all of the employees you would like to sync to Remote

Our automated process will check this field on the next sync window and start syncing the chosen employees. If you need to sync your records immediately you can use the Manual sync button in Remote, located in the HiBob integration page.

After doing a sync, either automatic or manual, our system will store a result of the records that we tried to update in Remote. You can check out a summary of these records in the Overview tab of the integration, and a more detailed explanation of any issues that occurred during that sync by clicking on the Check errors button in the summary. A list will be displayed with the records that failed to sync, or the ones that partially synced because of missing or incorrect data. By clicking on any of these records you will be able to see detailed information that can help you solve sync issues on your end. Check out the screenshot below for a visual guide

You will be able to see the employees that were synced correctly by navigating to the People tab in the Integration page.

What information will be synced?

Depending on your use case and the product you’re trying to sync employees into, the data that will be synced into Remote will vary. You can find more details about it in the tables below.

Core employee sync

Our core employee data sync requires the permissions listed in our configuration article, on the For base employee data section. As long as we have the necessary permissions we can sync the following fields. Please keep in mind that some of these fields are mandatory, and the sync process won’t continue for that employee if they are absent. Additionally, some of the fields are synced depending on the status of the employee, and the product being assigned in Remote. In general we consider three different employee states:

• New hire - When the employee is being created for the first time from the integration
• Draft - When the employee has already been created, but is onboarding
• Active - When the employee has completed the onboarding process

Salary and job title sync

Our integration can also keep salary and job title information in sync, given that the service user has the necessary permissions listed in our configuration article, on the For salary and job title syncs section. Keep in mind that Remote handles only annual salaries, so for both GP and EOR employees the salary needs to be in an Annual pay period.

For Global Payroll employees our salary sync is always enabled, as long as the necessary data exists in HiBob. However, for EOR employees this needs to be turned on by your integration administrator. To enable it, please follow these steps:

1. Then, in Remote go to the Company Settings, click Integrations and select the HiBob integration card.
2. Go to Settings tab and assign the person that should be set as the requester for contact amendments associated with salary and job title changes.
3. Use the toggle Automatically sync employees’ salary and job title to enable syncs for salary and job titles from HiBob into Remote.

Salary syncs for EOR employees will generate a contract amendment request, which will be reviewed by our team. Please note that you will have to add a reason for the salary change in HiBob, which will also be synced into Remote. However, if you don’t specify a reason the contract amendment will have a default reason of “Contract change requested from HiBob integration”

Important: When you enable salary syncs for EOR you will have to acknowledge that these changes will be processed by our team without any additional confirmation.

Bank information sync

We can also sync bank information, given that the service user has the necessary permissions listed in our configuration article, on the For bank details sync section. Please note this is a feature exclusive to our Global Payroll customers.

Important: Different countries might need different bank information to be able to sync data properly. To have a better chance of syncing this information for all countries you have employees in, please fill out as many of the bank details in the Financial section as possible.

You bank details will sync into a new Remote bank account called Externally Managed - {your account name from HiBob} that can be used for payments. If this information does not sync properly, you can check the Sync Errors Summary page for details on what might be missing.

Customizing the synced fields

In case you want to sync other fields from HiBob to Remote, our integration allows you to customize the mapping between the fields in the two systems. This allows you to define the exact origin and destination of the information that you will sync into Remote. This feature is only available for GP customers, and it has to be defined for each one of the legal entities you have in Remote. To be able to map the fields please follow these steps:

1. On your Integration page navigate to the Settings tab. In the employee information section, click on the Map Employee Data button.
2. A list of all of the legal entities in your account will show up. Click on the Map button next to the one you want to customize.
3. In the next screen you will get a list of the available Remote fields on the left, and the available fields in HiBob to pull the data from. You can link any of these HiBob fields to a Remote field and overwrite our fixed mappings, or pull data into any of the other available fields.

Important: Since you can pull information from any field in HiBob using this feature, you will have to add the necessary permissions on your service user for all of the fields you map. Otherwise even if the mapping is complete, our sync process won’t be able to access the data inside those fields.

Error handling

Each time we pull information from your external HRIS, we display an overview of successfully synced records and any errors encountered. This summary appears in the Overview tab.

To see detailed sync error information, click the Check errors button. This takes you to a comprehensive list of records that encountered issues. Click any record to see a detailed explanation of the problems it faced when syncing to the system.

The integration also sends a weekly email with the error summary, keeping your team informed of any issues that need attention.

Special considerations

For all employees

• Country changes are not supported from the integration. If you attempt to change a country for an already existing employee you will get an error when trying to sync your data. If you need to change an employee country, please contact our support team.

For EOR employees

• When you add a new EOR hire, you need to make sure that the start date is in the future. If you need to backdate a hire, you will have to create the record manually in Remote, ensuring that the email address matches the one in HiBob. Only then, on the next sync we will be able to link the Remote and HiBob employees, and keep the data flowing seamlessly.
• In general updates to active EOR employees from the integration are more restrictive, since at the time of onboarding our team runs several employment checks. For this reason, you might not be able to keep some of the fields in sync for EOR employees, which means you will have to do the changes manually in Remote.

For GP employees

• When a new GP employee is hired, we infer the legal entity in Remote using the country of employment. However, if you have multiple legal entities in a country or you want to manually assign an employee to a specific legal entity our integration offers a simple configuration method. To do this, please create a new custom field in HiBob called Entity name from Remote, and set it to the exact entity name that you want to use in Remote. If this process isn’t working, please ensure that you’re using the exact spelling used in Remote when setting this value on the custom field.

Additional integration features

Preventing integrated employee logins into Remote

You may want to use the integration only to sync data while preventing employees from logging into Remote. This is useful when HiBob is your single source of truth and you want to avoid employees making data changes directly in Remote.

• To prevent all integrated employees from logging into Remote, navigate to the integration Settings tab and toggle off the Give employees access to Remote setting. This will remove access and snooze platform notifications for all employees managed by the integration. In the confirmation window, you can choose whether to apply this change only to new employees created through the integration or to all employees already managed by it.

  

• To prevent a single employee from logging into Remote or restore access for a specific employee, navigate to the integration People tab. There you can check if an employee has platform access and toggle it using the actions menu on the right side of the employee row.

  

Employee offboarding

Our integration can detect if an employee has been terminated in HiBob, and will notify you to complete the offboarding process in Remote. At any given time you may check the People tab, where you’ll be able to find out the employee’s status in HiBob, and start the offboarding process through the actions menu if the employee is marked as terminated.

FAQ

I followed all the setup instructions but none of my employees are syncing to Remote. What should I do?

• If none of your employees are syncing, it suggests an issue with the configuration for the Permission Group. Please double check that
  • All required permissions are included in the Permissions Group
  • The correct service user is added to the created Permission Group.
• Section names were changed: If certain section names shown in an employee’s profile have been changed from the defaults, then our integration won’t work. You will need to set the section names back to the defaults for the integration to work. The sections that must exist are “Work,” “Basic Info” and “Address.”

Important: All of these issues will be detailed on the Sync Errors Summary page. In it you will be able to take a look at the specific errors that your records are facing, and fix most of them on your own.

The Sync to Remote dropdown doesn't display any options. What should I do?

• This field is created automatically by our integration. If the integration was created before the field was supported or some permissions are missing, you will need to modify the options manually. For this, go to your HiBob system settings, People's data fields, and then look for the Sync to Remote field in the list. Edit that field, and add the following options to the dropdown. Please take into account that the options should be written exactly as described below, so to minimize the chance of errors you should copy them and paste them into HiBob.
  • As employee
  • As contractor
  • As global payroll employee

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" field ("Employee", "Contractor", or "Global payroll employee"). This is how we know which users to sync for each use case.
  • Go to the “Work” section of employee profile in HiBob and check that the “Sync to Remote” field has the right value.
  • If you do not see “Sync to Remote” field at all, please refresh the page. This is a known issue with Hibob, where the field will not show up after you have set up the integration until the page has been refreshed.
• Check email addresses: We match records in HiBob 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 HiBob will sync to Remote, so this is something to consider.
  • If the email address you want to use is already used for the older archived profile of the same person, reach out to our support team, for us to help you merge those user profiles.

• Check start dates. 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 HiBob). 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 integration. Once the employee is in active status in Remote, you can then successfully sync any updates to their employee data using the integration.

How can I disable the integration?

1. Go to the Company Settings, click Integrations and select the Hibob integration card.
2. Select Remove integration if you wish to disable your Hibob connection with Remote.
3. From the pop-up, select Delete integration to confirm your choice.