Integrating Your HR System – Capdesk Support

Capdesk allow you to sync your company's employee data from your HR system, saving you time when issuing equity grants.

This support article will help you with:

Connecting your HR system
Field mapping
Pairing stakeholder with employees
Creating new stakeholders based on HRIS data
Update stakeholder information
Editing your existing system connection
Removing your HR system connection

We currently support the following HR platforms:

Connecting Your HR System

1. Navigate to Company stakeholders > HR Integrations.

2. Find the tile of your HR system and click Enable.

Each system will have a process for the integration. You will see a description of them below.

Bamboo HR

1. You will be prompted to add an API Key and a Subdomain, which can be found on your Bamboo HR account.

2. Log into your BambooHR account, click your Profile and click API Keys.

3. Click Add new key, insert an API Key Name (we recommend you to add a name that reminds you of the purpose of the key, e.g. Capdesk Integration) and click Generate Key.

4. Copy the API Key generated to the API Key field in Capdesk.

Important: Never share your API key. Whoever has access to an API key can access the system that generated the API key.

5. The subdomain is the word that precedes bamboohr.com on your BambooHR URL. In the example below, the subdomain is capdeskpartner. Add that word to the Subdomain field in Capdesk.

6. Click Save. You will be redirected to a page where you will set up the systems field mapping.

HiBob

1. You will be prompted to add an API Key and a Service user token, which can be found on your Bamboo HR account.

2. Log into your HiBob account and navigate to Settings > Account > Permission Groups > Add permission group.

3. Input the applicable details and ensure Select people by condition is selected.

4. Click + Select people.

5. Click the dropdown on ADD SPECIFIC EMPLOYEES.

6. Click on the dropdown for Service Users > Mark the checkbox for Capdesk > click Apply.

7. Click Create.

Now that you have created the group and set up Capdesk to participate on that group, you will edit the permissions of this group and, therefore, the information Capdesk has access to:

8. Click on the permission group you created > Edit permissions.

9. In the Features section, navigate to People > Directory > ensure View the company's people directory is checked.

10. Navigate to People's data section > People > About > we recommend marking all checkboxes.

11. Navigate to People > Address > mark the View selected employee's address sections checkbox.

12. Navigate to People > Personal > mark the View selected employees' Personal sections checkbox.

13. Click Save at the top of the page.

13. Navigate back to Capdesk and paste the Service user ID and Service user token.

14. Click Save. You will be redirected to a page where you will set up the systems field mapping.

Personio

1. You will be prompted to enter an API key and an API secret.

2. In Personio, navigate to Settings > Integrations > API Credentials.

3. Add a credential name (we recommend you to add a name that reminds you of the purpose of the key, e.g. Capdesk Integration).

4. Check the box for Read permissions for Employees and click Generate new credential.

5. Copy the API key and API secret and paste it to Capdesk.

Important: Never share your API key and API secret. Whoever has access to them can access the system.

6. Click Save. You will be redirected to a page where you will set up the systems field mapping.

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.

Other HR Systems

1. You will be prompted a box with description of the data that will be accessed. Click Continue.

2. The box will provide you the instructions on how to connect your HR system. Enter the requested information and click Save.

3. To map the fields, click Map fields, or Skip for now if you prefer not to map fields.

4. If you decided to map the fields, select the matching field with your HR system and click Save.

5. You will receive a confirmation after you have saved your field mapping or if you decided to skip the step. Click Finish Setup.

Field Mapping

1. You will be prompted to specify the fields you wish to link to your HR system by using the dropdown boxes. Some of the fields are mandatory:

First Name
Last Name
Email Address
Country

The HR integration will link the data between your HR system and Capdesk via email address. If there is already an existing user on Capdesk whose email address matches an email address on your HR system, they will be linked automatically.

2. Click Save. A confirmation on successful field mapping will be displayed.

If there are certain fields you want included but cannot see in the list presented, please contact support@capdesk.com.

3. Click Manage stakeholders to see the list of employees migrated from your HR system into Capdesk.

Pairing Stakeholders with Employees

If the integration matches an employee from your HRIS with a stakeholder entry in Capdesk, you can confirm by clicking the Actions Button on the right hand side of the employee entry > Pair with existing stakeholder.

You can select Ignore employee if you would not like to pair at this time. Once ignored, you will only be able to pair it again by re-linking the integration.

You can bulk approve and bulk ignore by marking the checkboxes to the left of the employee entry and clicking Approve selected at the bottom of the page.

Creating New Stakeholder Based on HRIS Data

If the integration does not match an employee from your HRIS with a stakeholder entry in Capdesk, you can create a new stakeholder by clicking the Actions Button on the right hand side of the employee entry > Create new stakeholder.

You can bulk create new stakeholders and bulk ignore by marking the checkboxes to the left of the employee entry and clicking Approve selected at the bottom of the page.

Update Stakeholder Information

Click on Pending updates to review data updates coming from HR system. You can decide to accept or reject these updates.

Click on the stakeholder name to review in detail the data that will be updated and click Accept Update or Reject Update.

You can bulk update and bulk ignore by marking the checkboxes to the left of the employee entry and clicking Approve updates or Reject updates at the bottom of the page.

Editing Your Existing System Connection

1. Navigate to Company stakeholders > HR Integrations > Settings.

2. Click Re-link integration.

3. To update your API key, click Update integration. To update your field mapping, click Map fields.

4. To replace your HR system, disconnect your current system and connect the new one.

Removing Your HR System Connection