About the integration
Our HiBob integration allows you to keep your user base on Leapsome up to date - completely automatically!
Once activated, the integration will automatically...
- create a new Leapsome user account for every new employee that you on-board on HiBob
- send a Leapsome invite to that user if the 'auto-invite' option is activated. Alternatively, you can manually invite users by re-sending open invites on your team admin page,
- create 'teams' on Leapsome for every 'department' that you have created in HiBob. Members of the department will automatically be assigned to the corresponding team on Leapsome,
- assign direct and secondary manager rights on Leapsome based on your supervisor roles in HiBob - no need to re-establish your reporting lines,
- update all of the above based on your changes in HiBob. Changes may take up to 24 hours to be reflected on Leapsome.
Which data will be synchronized?
The integration transfers a variety of employee attributes from HiBob to Leapsome. Please make sure to grant access to these attributes when setting up the integration.
Please note that - if the integration is enabled - changes in HiBob will override any changes manually made on Leapsome, apart from the team: Teams you manually added in Leapsome will remain active and not be changed by the integration, whereas teams that are synched from HiBob would be overwritten if you change a user's team in HiBob.
Just a note: If you already created teams manually in Leapsome before switching on the integration, please make sure that the teams you have in Leapsome are spelled exactly like in your HRIS (take into account spaces, commas, etc). Otherwise, the integration may add duplicate teams with a slightly different spelling to Leapsome.
The following attributes will be synchronized:
| HiBob Attribute | Leapsome Attribute | Mapped by default? |
| Employee ID | External ID | yes |
| First Name | Firstname | yes |
| Last Name | Lastname | yes |
| yes | ||
| Status | (used to (de-) activate users) | yes |
| Work Start Date | Start Date | yes |
| Position | Title | yes |
| Reports to | Primary Manager | yes |
| Site | Location | yes |
| Department | Department (Before July 2024: Team) | yes |
|
Second Level Manager |
Additional Manager | needs to be activated in Leapsome |
|
Termination Date |
Termination Date | yes |
|
Legal Gender |
Gender | yes |
|
Birthday |
Birthday | yes |
You can also sync custom attributes from HiBob with Leapsome. Learn more about how this can be set up in this article.
Setting up the integration
To set up the integration, you will need Admin or Superadmin rights in Leapsome, as well as admin rights in HiBob.
1. Create a service user for the Leapsome integration in HiBob
The connection between Leapsome and HiBob will be established by using a Service User in HiBob. You can learn more about the setup of Service Users in HiBob's documentation.
- In HiBob, navigate to Settings > Integrations and select Automation > Service User.
- Enter a unique name and display name, e.g. Leapsome integration, and save.
- Copy of the service user’s ID and the token to a safe space. Important: The token can not be accessed again later.
- Click 'Done'.
2. Define a permissions group and assign it to the new service user (in HiBob)
By default, the service user is created with no access permissions. You therefore need to create a specific permissions group for service users and add the service user to that group. To learn more, see HiBob's documentation on creating a custom permissions group.
- Go to the 'Settings' > 'Permissions Group' section in HiBob and click on 'Create Group'
- Give this group a clear name, such as 'Leapsome API'
- Under 'Group members' click on 'Select people by name', and there select your Service User
- Confirm your settings by clicking 'Create'
- In the next screen, you can define the data this user can access
- Navigate to 'People's data' and click on 'People' in the list of Access rights and make sure that the following rights are checked:
- View about section
- View basic info section
- View employment section
- View home section
- View lifecycle section
- View personal section
- View user data section
- View work section
- View work contact section
- By clicking on 'Access rights', you can select, which employees should have a profile in Leapsome
- If all of your employees should be synchronized with Leapsome, just select 'Everyone' here
- If you want to exclude certain users (e.g. contractors) from being synchronized with Leapsome, you can set up a condition to define the scope for the integration
- To do that, click on 'Select people by condition' and define rules, to define the group of people, for whom a profile in Leapsome should be created
- If you want to exclude contractors, for example, your rule could look as follows:
- Confirm your settings by clicking 'Apply'
- You can double-check who is included by the rule you set up, by clicking on the small preview:
- Confirm your settings by clicking 'Save' and 'Apply'.
3. Finalize the setup in Leapsome
After generating your API token in HiBob, please visit Settings > Integrations in Leapsome, select the 'HiBob' tab, click 'Enable the integration', paste your Service User's ID and API Token from the first step in the corresponding fields and click 'Update & Synchronize'.
That's it! The initial synchronization has now been kicked off. User data is updated daily, and you can trigger additional synchronization runs by clicking 'Update & Synchronize'
Advanced Customization
- If you enable the option 'Automatically send Leapsome invites to new employees', each user who is (newly) synced from HiBob will automatically receive an invite to join Leapsome. If you disable this option, we will sync the employee data but not send an invite. You can then manually send the invite from the 'Edit employees' tab.
- If you enable the option 'Automatically reactivate Leapsome accounts of employees that are marked as active in the source system', Leapsome will automatically reactivate a user once the status in HiBob of that user got changed back to 'active‘.
- If you enable the option 'Sync additional manager', Leapsome will automatically import the 'Second level manager' information from HiBob and show it in the field 'Additional Manager' in Leapsome. This article gives you an overview of what 'Additional Managers' can see in Leapsome.
Troubleshooting and Frequently Asked Questions
I receive an error message when trying to set up the integration.
Please make sure that within the 'Permission group' in HiBob, you gave 'Read' access to all required fields. If those attributes are not marked as readable for Leapsome, the integration will not work.
Afterwards, please make sure to copy the API credentials of your service user over to Leapsome correctly. Any characters that may have been added by accident will invalidate your credentials. Once you have checked both, retry the synchronization by clicking 'Update & Synchronize' in Leapsome.
The integration did not create a user profile for someone in Leapsome.
Please make sure that the user's status in HiBob is set to 'Active'. If they have any other status, Leapsome will not create an account for them. If they are active, please double-check if the affected user would fall under any 'Exclusion rule' that you may have set up in the settings of the 'Permission Group' in HiBob. Lastly, Leapsome will not create a new profile for a user, if the email address they use in HiBob is already taken by another Leapsome user. Go to 'Your Company' > 'Employees' > 'Actions' > 'Export', to quickly see if the email address is already taken by any other user profile.
How can I make sure that people who are on leave, or have left the company permanently don't have access to Leapsome?
By default, Leapsome will only activate user accounts for people who have the status 'Active' in HiBob. If a user has any other status, their Leapsome account will be deactivated automatically.
Can I delete user profiles through the HiBob integration?
No. Leapsome will not delete any user profiles automatically. Instead, the integration will deactivate all profiles for users who are no longer 'Active' in HiBob. If you want to delete any profiles, you have to do this manually within the 'Employees' section in Leapsome.