Hire-to-Onboard flow (multiple integrations)

This guide is for Oneflow admins who want to connect one ATS integration and one HR integration through a shared playbook. You should already have both integrations activated and have admin access in Oneflow, the ATS, and the HR system.

Use this guide when you want to move candidate data from a recruiting system into Oneflow for contract creation, then send the signed contract data on to another HR system for employee onboarding.

Playbooks

A playbook is the central container where you create and store reusable data fields for your document workflow. Those data fields can be reused in templates and mapped to fields from one or more connected integration blueprints.

LIMITS

A single playbook can connect multiple integrations. Default limits per account:

Up to 5 connected blueprints per playbook
Up to 300 data fields per playbook
Up to 100 playbooks per account

Typical end-to-end example

A typical flow is Teamtailor → Oneflow → HiBob, where a candidate stage change creates a contract in Oneflow and a signed contract triggers employee creation in HiBob.

When a candidate reaches the Hired stage or any other configured stage (in Teamtailor, Jobylon), a contract is automatically created in Oneflow using the mapped candidate data.
After the contract is signed, Oneflow triggers employee creation in HiBob using the data from the contract's data fields.

NOTE

If configured, this event can also automatically move the candidate to a designated stage, such as "Hired", within Teamtailor.

The same principle applies to Jobylon with HiBob or FlexHRM. The core setup is always one recruiting source, one HR destination, and one playbook in the middle defining the mappings between the two systems.

Supported setup patterns

This guide covers the following workflow combinations:

Teamtailor → Oneflow → HiBob
Teamtailor → Oneflow → FlexHRM
Jobylon → Oneflow → HiBob
Jobylon → Oneflow → FlexHRM

You can use this guide to set up automation workflows between any of these integration combinations.

Before you start

BEFORE YOU BEGIN

Ensure you have access to both the ATS and the HR systems you wish to link.
Enable both the ATS and HR integrations in Oneflow's Marketplace with initial setup completed in Oneflow.
Your Oneflow account must have admin permissions to create and manage integrations and playbooks.

How the flow works

Your recruiting system triggers document creation in Oneflow when a candidate reaches a particular stage in the hiring process (for example, an offer stage).
Oneflow uses a playbook to prefill the contract with mapped data from the recruitment system, such as employee name and address, while keeping the fields editable for contract participants.
Once the contract is signed, Oneflow sends the mapped values to the downstream HR system so the employee record can be created or updated without manual re-entry.

The recommended setup model is:

Enable the relevant integrations from Oneflow's Marketplace.
Create one playbook that will act as the data container for the full hire-to-onboard workflow.
Connect the recruiting integration and the HR integration to that same playbook.
Map both systems' fields into a single set of playbook data fields.
Attach the playbook to the template used for offers, contracts, or onboarding documents.

Step 1: Create the playbook

Go to Admin > Playbooks.
Click Create playbook.
Enter a name and then click Confirm.

Step 2: Connect your integrations

In the playbook, click the Connected integrations tab.
Click + Connect an integration blueprint. In the Connected integration blueprint field, connect the ATS system.
When connecting each integration blueprint, choose how fields should be created in the playbook. The recommended option is Add required, which pulls the mandatory fields from that integration's schema without importing every available field.
Repeat steps 2 and 3 for the HR system you wish to connect.

Oneflow supports three connection behaviors when you add an integration blueprint to a playbook:

Option	What it does
Do not add any fields	Leaves field creation entirely manual.
Add required	Pulls required fields from the integration schema. Recommended for multi-integration setups.
Add all fields	Pulls all available fields from the connected integration.

Step 3: Map fields and resolve gaps

Once your integrations are connected, establish your field mappings to ensure clean data flow across both systems.

Open the Data fields tab inside your playbook configuration screen.
Click the Map button. This activates the dropdown selection boxes across all rows simultaneously.

Map fields with direct overlap: For fields that exist in both platforms, such as first name, last name, or email, place your cursor in the empty dropdown box next to the recruiting field. All available properties from your secondary HR integration will appear. Select the matching HR property to link them to the same block.

Create and map HR-specific fields: For mandatory HR attributes that your recruitment tool does not capture, such as work sites or company-specific onboarding data, manually add these fields to the playbook first. Then follow the same method: place your cursor in the dropdown field and select the corresponding HR property to establish the connection.

Notes and limitations

NOTES

Some integration data fields are mandatory. If you delete a required data field, Oneflow shows a Required Field Missing warning until the missing field is either dual-mapped or added separately. This real-time validation helps ensure both connected systems still have the required data they need to function.
All standard data field types are supported for field mapping (including strings, dates, and numbers).
For native integrations, Oneflow automatically creates a default integration blueprint when the integration is activated.

Step 4: Assign the playbook to your template

Once your playbook contains the correct shared field set, assign it to the template used in your hire-to-onboard flow. The playbook becomes the data foundation for that template and lets Oneflow send and retrieve values for those mapped sections.

Go to Templates and create or open the relevant draft template.
Click the Data field icon, then select the playbook you created from the Select playbook dropdown.

After that, you can place the playbook data fields into form fields and text elements in the template body.