Getting started with HiBob

This article explains how you integrate and get started with the HiBob - Oneflow integration.

In Oneflow

Activate the HiBob Integration

1. Log in to Oneflow as an administrator and navigate to Marketplace.
   
    
2. Scroll down to HiBob, click on it, and then tap on Enable.
   
    
3. Click Setup on the HiBob page to open the configuration page. To test the integration first, switch on Switch to the sandbox environment.
4. Enter the HiBob service user ID and service user token (see the HiBob steps below) and click Submit. A green tick next to Extension setup confirms the configuration.

In HiBob

Configure Oneflow Settings

1. Log in to HiBob as an administrator, click your profile icon and select System Settings.
2. Go to Integrations > Automation > Service users and click Manage.
3. Click + Create service user, enter a service user name and display name, then click Next. If you already have a service user, click the three dots in its row and select Refresh token.
4. Copy the Service User ID and Token into the corresponding fields on the Oneflow configuration page.
5. Go to System Settings > Account > Permission groups, click + Create permission group and select Service user. Add the Oneflow service user and grant the permissions listed in the required permissions reference.

The Oneflow integration is now active!

Configure permission groups for service users

1. While logged in to HiBob as an administrator, click your profile icon in the top-right corner, then select System Settings and navigate to Account > Permission groups. 
2. Click + Create permission group and select Service user. 
3. Enter a name for the group in the Group name field. From the Select service users dropdown, select the checkboxes corresponding to each service user you want to add to the permission group.
4. Click Apply. A confirmation box will appear; select Confirm to proceed, then click Create. The permissions page will load. You can now grant the necessary permissions to this group.
   To modify the permissions of an existing permissions group, open the group, then click Edit permissions.
5. See list of permissions below that need to be enabled to ensure all necessary permissions are enabled. Select the checkboxes in each category in the Features and People's data tabs to configure permissions for the selected service users.
6. Click Save. A confirmation box will appear; select Apply to proceed.

Required Permissions Reference

To ensure a smooth experience, make sure the following permissions are enabled:

List of permissions to be enabled:

Features → People

• Add new people to the company.
• Delete people from the company.
• Invite people to join Bob.

People's data (selected categories)

Docs & Confidential Docs

• Upload selected employees' docs in the folder.

People → About

• Edit selected employees' About sections.
• View selected employees' About sections.

Address

• Edit selected employees' Address sections.
• View selected employees' Address sections.

Basic info

• Edit selected employees' Basic info sections.
• View selected employees' Basic info sections.

Contract

• Edit selected employees' Contract sections.
• View selected employees' Contract sections.

EEO

• Edit selected employees' EEO sections.
• View selected employees' EEO sections.

Email

• Edit selected employees' email addresses.

Emergency

• Edit selected employees' Emergency sections.
• View selected employees' Emergency sections.

Employment

• Edit selected employees' Employment sections.
• View selected employees' Employment sections.

Equity

• Edit selected employees' Equity sections.
• View selected employees' Equity sections.

Financial

• Edit selected employees' Financial sections.
• View selected employees' Financial sections.

Home

• Edit selected employees' Home sections.
• View selected employees' Home sections.

Identification

• Edit selected employees' Identification sections.
• View selected employees' Identification sections.

Jobs

• Edit selected employees' Jobs sections.
• View selected employees' Jobs sections.

Lifecycle

• Edit selected employees' Lifecycle sections.
• View selected employees' Lifecycle sections.

Payroll

• Edit selected employees' Payroll sections.
• View selected employees' Payroll sections.

Personal

• Edit selected employees' Personal sections.
• View selected employees' Personal section histories.
• View selected employees' Personal sections.

Personal contact details

• Edit selected employees' Personal contact details sections.
• View selected employees' Personal contact details sections.

Training

• Edit selected employees' Training sections.
• View selected employees' Training sections.

User data

• Edit selected employees' User data sections.
• View selected employees' User data sections.

Work

• Edit selected employees' Work sections.
• View selected employees' Work sections.

Work contact details

• Edit selected employees' Work contact details sections.
• View selected employees' Work contact details sections.

Work eligibility

• Edit selected employees' Work eligibility sections.
• View selected employees' Work eligibility sections.

Creating and updating employees

Employee information entered into Oneflow data fields will be transferred to HiBob once the contract is signed.

How Employee Creation/Update Works

• Create a new employee in HiBob when the contract is signed:
  • Leave the Employee ID data field blank, while filling in the remaining fields, and send the contract.
  • A new employee record will be created in HiBob once the contract is signed by all signatories.
• Update an existing employee in HiBob when the contract is signed:
  • Fill in the Employee ID data field, along with the remaining fields, and send the contract.
    OR
  • Fill in the Employee email data field, along with the remaining fields, and send the contract.
  • If both the Employee ID and Employee email fields are filled, then they need to match a corresponding employee record in HiBob. If a match cannot be found, you will receive an error message to your registered email address.
  • If a match exists, then the HiBob employee record corresponding to the Employee ID or Employee email will be updated once the contract is signed by all signatories.
• If you are updating an employee through a contract using the Sandbox environment, then the Employee Work Effective Date field is mandatory and needs to be filled.

Learn more how to set up data templates and create a contract here!