Follow

How to sync HRIS data from HiBob


Culture Amp can import all your employee data directly from HiBob. The set-up process is straightforward and can usually be completed in a short period of time without technical support. 

 

How It Works:

  • Employee Data will flow from HiBob into Culture Amp. Changes to employee data in Culture Amp will not flow back to HiBob.
  • Any employees that are already in Culture Amp but are not imported from HiBob will be deactivated. 
  • You will be able to configure which demographics to import into Culture Amp, in addition to the mandatory fields.
  • If you want to include demographics in Culture Amp that are not in the HiBob integration, you can create and maintain the demographics directly in Culture Amp. The nightly Integration sync will not overwrite them, as long as there are no HiBob demographics with the same name. 

Quick links

Before you start
Step 1: Connect your HiBob Account
Step 2: Choose the fields to sync
Step 3: Optional - Create a custom field to exclude specific people
Step 4: Set sync settings and Save
Step 5: Manually Sync Data
Step 6: Set up daily sync
Troubleshooting integration issues 

Before you start

Ensure that you have access to the following accounts when setting up the integration:

  • Access to a HiBob API token for your HiBob user. Information on how to get this can be found here 
  • Culture Amp account with Account Administrator access

Step 1: Connect your HiBob Account

  1. Sign in to Culture Amp with an account that has Account Administrator access. 
  2. Navigate to your Settings > Data Integrations page in the Culture Amp platform. Select the HiBob Logo Syncwithcultureamp.png1._DataIntegrationsPage.png
  3. Click the Set up HiBob integration button2.SetupHiBobIntegration.png
  4. Follow these instructions to create an access token in HiBob
  5. Ensure you select the Full employee read and Employee fields read scopes in HiBob when creating the token
  6. Copy the access token you just created in HiBob into the Access Token field on Culture Amp 
  7. click the validate details button3._validateaccesstoken.png
  8. You now have a connection between Hibob and Culture Amp and can set up the integration4._SucesfullyConnected.png

Step 2: Choose the fields to sync

Custom field mapping

  • If you would like to customize the mapping of fields between HiBob and CultureAmp, please follow the HiBob Custom Mapping Instructions.
  • Alternatively, you can use the default mapping explained in the Default field mapping section below.

Default  field mapping

The following Mandatory fields will be automatically imported into Culture Amp

    • Name
    • Email
    • Employee Id **
    • Manager email
    • Preferred name
    • Date of birth
    • Start date
    • End date

You can also select any additional fields that you would like to be imported into Culture Amp4.Choosefieldstosync.png

Please note:

  • HiBob-generated Employee Ids will be used for employees who do not have information in the Employee Id field within their HiBob profiles.
  • HiBob will map the below by default
    • Culture Amp Name Field will be pulled from the Full Name demographic in HiBob
    • Culture Amp Preferred Name Field will be pulled from the Display Name demographic in HiBob
  • HiBob Category Tables
    Data contained within Category Tables (other than default tables) cannot be accessed via the HiBob integration at this time. This means any field created on a custom Category Table will not be available as part of the integration in Culture Amp.
    The recommended workaround would be to create a custom field in Category Fields.

 

Step 3: Optional - Create a custom field to exclude specific people

If you'd like to exclude specific people, create a custom field in HiBob called "Exclude from Culture Amp". During the sync process, any employees with this field set to "Yes" will be excluded from being synced into Culture Amp.

To create a custom field in HiBob, take a look at this article from HiBob’s help center.

We recommend creating the custom field with these options:

  • What is the field called? 
    • Exclude from Culture Amp
  •  What type of field should this be?
    • List with 2 options "Yes" or "No"

We’ll read this field and include/exclude people on every sync.7.optionalcustomfield.png

Step 4: Set sync settings and Save

We recommend leaving daily syncs disabled for now. The best practice is to first do a manual sync where you get to review how the integration data will change your employee data, before confirming those changes. After you have confirmed that data is importing correctly, you can enable daily syncs.

  1. Enter the email address of a person that should be contacted in case of any integration errors.
  2. Select the Save settings button to save the integration

Step 5: Manually Sync Data

After setting up a connection between HiBob and Culture Amp we recommend that you perform a manual sync to confirm that the data is syncing correctly.

  • The easiest way to trigger a manual sync is to click the Sync button on the modal you see after saving your integration settings.
    • If you would like to skip the sync for now and do it at another time, select the Skip sync button. A manual sync can be performed at any time by following the steps below:
      • Settings -> Data Integrations -> Sync data
      • OR, Settings -> Users -> Import users
  1. Click the Get Started button
  2. At the bottom of the page in the ‘Sync with HiBob’ section. Select the Sync button  (Ignore the ‘Select Import’ and ‘Import your user data’ sections as these are not applicable for an integrated sync)
  3. Culture Amp will validate the data being imported, if there are no concerns select Next
  4. Review data. If there are any issues or errors with the changes that are going to be made in Culture Amp, please see the ‘Troubleshooting integration issues’ section below or reach out to Product Support
  5. Select the Import data button to import the employees into Culture Amp. 
  6. Culture Amp will import the data, select the Go to Users button
  7. Review the users that have been imported 

Step 6: Set up daily sync

After you have done your first manual sync and are confident that data is coming in correctly, enable a daily sync on your HiBob integrations settings. 

To update the integration go to Settings -> Data Integrations -> Configure -> Edit

Scroll down to Step 3: Set sync settings, toggle Turn on daily syncs 


Troubleshooting integration issues 

Switching from CSV uploads to the integration

If you already have existing data in Culture Amp as a result of doing CSV uploads or using a different integration, then there are a few things to pay attention to:

When doing your first sync via the HiBob integration, you could see errors related to matching employees. Please review the troubleshooting information in ‘Duplicate employees in Culture Amp’ section below.

If your additional demographics have a different name in HiBob than they are currently titled in Culture Amp, they will be created as a new demographic after your first sync. We would recommend keeping this in mind if you trend results in surveys for demographic groups over time. When you run your next survey, you can reach out to the Culture Amp product support team to do a once-off mapping of the previous demographic name to the new demographic name from HiBob. To avoid confusion from users about which demographic to use, we would recommend navigating to the Settings -> Account Demographics page and deleting the old demographics after your first sync (this will not impact any previous survey results or comparisons). 

Duplicate employees in Culture Amp

Culture Amp will match employees in HiBob to employees in Culture Amp based on the employees email address. If the same employee has a different email address in Culture Amp and HiBob, duplicate employees will be created in Culture Amp. To reconcile the duplicates please follow the steps below

Resolving duplicates before changes have been applied to Culture Amp

Feedback on all employees to be created/updated/deactivated will be provided on the ‘Review’ screen during the first sync. Ideally, you would then abort the sync and update employee emails in Culture Amp to match HiBob data. 

In Culture Amp, employees' email addresses can be updated via a user modal: Go to the Users page and click on the name of the employee you want to update, then update the email of the employee. Repeat for all duplicated employees. After that, you can try integration sync again.

Resolving duplicates after changes have been applied to Culture Amp

If you did not address the duplicates on the first sync and duplicate employees have been created, it is possible to clean the data the following way: 

  • Deactivate the newest employee and remove email from it, e.g. by assigning a fake ID/email to allow saving. 
  • Update existing user records to match employee emails in HiBob. This will allow us to retain the history on the existing employee record.

Sync blocked to protect employee privacy

Your automated daily sync might be blocked if Culture Amp suspects that one of your employees may have had their details mixed up with another. You will receive a notification of this via email. 

If a combination of an employee's Name, Date of Birth, or Email is changed, the sync will be blocked. This is to prevent an employee from accidentally getting access to another employee's private information, such as performance reviews. 

If you've intentionally changed the employee's details, you can run a manual sync to push through the change. Simply click 'Import data' from the Users page and select 'Sync'. Culture Amp will guide you through the rest. 

Investigating and resolving any data issues

Once the first integration has been performed and integration history has been created, the first step when investigating data issues is to check the import summary for your most recent import. This will provide information about the state of your integration. 

To find this information, go to Account Administration > Import History and select your most recent import. 

If there was a problem with your last import, you will either be able to view errors on this page or you will be prompted to run a manual sync to identify any problems.



Was this article helpful?
1 out of 1 found this helpful
Have more questions? Submit a request

Comments