How to integrate your HR system (HiBob, Bamboo HR and Personio)

Capdesk allows you to sync your company’s employee data from your HR system (currently only available for HiBob, BambooHR and Personio) saving you time when issuing transactions such as equity grants. 

We currently support three HR platforms:

• BambooHR
• HiBob
• Personio

The process is the same for all HR systems, with the only difference that BambooHR will also need a subdomain to be added in the setup process, which will be explained below.

First, you will need to enable the integration in your Capdesk account by going to Settings -> Integrations -> Enable.

Bamboo HR

Once you click Enable for Bamboo HR, you will be prompted to add an API Key and a Subdomain which can be found on your Bamboo HR account.

API Key: log in to your Bamboo HR account and click on the initials of the account name on the top right corner of your screen, then select API Keys.

Next, click on Add new key on the left-hand side, give your new API Key a name (eg. Capdesk) and click Generate Key. Next, copy the API Key generated in the Capdesk field on your Capdesk account.

Subdomain: the subdomain will be found in the URL once you have generated the key and consists of the wording prior to the BambooHR extension. (e.g - capdeskpartner)

HiBob

Once you click Enable for HiBob, you will be prompted to add your API Key which can be found in your HiBob account.

To add your API Key, log in to your HiBob account, click on your photo (name) icon on the top right corner and select API Access.

Next, you will need to copy the token shown on your screen in the API Key field on your Capdesk account.

Please make sure to double-check whether you have rights to access the following employee data in your HiBob system (”Approved Scopes”), as you will need to select and save these two access options prior to proceeding to the next step.

• • Full employee read
  • Employee fields read

Personio

Once you click Enable for Personio, you will be prompted to add your API Key and API Secret which can be found in your Personio account under Settings - Integrations - API Credentials.

There are also other settings you can choose in your Personio account to facilitate the integration with Capdesk which are presented in this video tutorial.

Going forward, the setup process is identical for all systems.

Once the relevant API keys have been added, you will be prompted with a Field Mapping screen. You will now need to specify the fields you wish to link with your HR system by using the dropdown boxes. Please note there are some fields which are mandatory, including First Name, Last Name, Email address and Country.

Please note, the HR integration will attempt at linking the data between your HR system and Capdesk via the email addresses. If there is already an existing user on Capdesk that matches the email address on your HR system, they will be linked automatically once approved.

Once you have added all the relevant fields, click the green button Save. You will then see a notification on the top right corner of your screen confirming the field mapping has been successful.

If there are certain fields you want included but cannot see in the list presented, please contact [e-mail]. 

 

Now you will need to click on the Overview page where you can see a list of all the employees migrated from your HR system into Capdesk. You can see the status for all is Pending which means these need to be approved for the process to be completed. Once you have verified the list, you can either approve all by clicking on the Approve All green button or individually by clicking on the three-dotted icon '...' next to the relevant employee -> Approve. Lastly, click Okay to approve the sync. 

After you have approved the migration, please refresh the page, then head back to the Overview page where you should be able to see the status changed to Approved.

You should now be able to issue transactions to your employees without having to fill out these details. Simply search for their names in the Search box of the relevant transaction you need to issue and choose it from the dropdown list. All the information populated from your HR system will now be available and synced into their profiles.

If however the status shows up as Failed, you can click on the three dotted action button '...' relevant to the employee, select Show and see the reason of the failure.

If you are still unsure of the errors shown, please contact [e-mail] with the details of the issue and we will investigate further.