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.

Check out our interactive demo  to see the integration end-to-end. 

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.

Before enabling time-off sync, create the required time-off policies in Remote and map each HiBob time-off type that should sync to the appropriate Remote policy. The integration does not automatically create Remote policies. Employees must also be assigned to the relevant policy, and the policy must be available for their country.

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.

Your time off types in HiBob may not match the leave types in Remote. For example, maternity leave may be called "FMLA" in HiBob and "Maternity Leave" in Remote. Mapping links each Remote leave type to a HiBob type, so every synced request lands in the right place.

You map time off separately for each product:

• Global Payroll (GP) employees: map for each legal entity.
• Employer of Record (EOR) employees: map for each country.

To map time off:

1. Go to Company settings > Integrations and select HiBob.
2. Open the Settings tab.
3. In the side menu, under Product-specific settings, select the product you want to map: Payroll for GP employees or Employer of Record for EOR employees.
4. Under Time off requests, click Map timeoff types.

5. Pick where to map. For GP, you see a list of your legal entities. For EOR, you see a list of countries. Each one shows how many time off types are mapped. Click Map next to the one you want.
6. In the Time off types table, find each leave type in Remote and select the matching HiBob time off type from the dropdown. Leave a row empty if you do not use that type.
7. Your changes save on their own. Wait for All changes saved to show.

8. Go back to the list and repeat steps 5 to 7 for every legal entity or country you want to sync.
9. 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.

• Mappings apply only to the legal entity or country where you set them. Set them for each one you sync.
• The Remote leave types you see depend on the country.
• If a request uses a HiBob type that is not mapped for the employee's legal entity or country, it will not sync. You will see an error in the Time off tab.

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:

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.

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.

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.

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.

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.