BambooHR Integration Humanity HelpDesk - BambooHR Integration

Popular help topics: Scheduling, Setup, Time Clock, Leave Request

BambooHR Integration


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Objective

This document will provide you with a detailed overview of Humanity’s integration with BambooHR along with instructions for setting up and activating the integration.
 

Overview

BambooHR consolidates all of your employee information from all of your locations into a single view. You can then access, control, sort, analyze, and take action on the data instantly - from your office, the road or home.


Things to know before you begin:

Integration Overview


The integration currently supports a one-way sync from BambooHR to Humanity, meaning that data from BambooHR will be synced to Humanity. Syncing Humanity data to BambooHR is not available at this point.
Syncable data: employee details, leave types and approved leave requests.
The Sync is automatically triggered every full hour (i.e. at 
11 am, at 12 am, at 1 pm, etc.).


Employee Sync Details


Employees are synced from BambooHR to Humanity as the users with 'employee' permissions.
The employee match during the initial sync will be the employee’s email address. If the employee does not have the same email address in both BambooHR and Humanity,  the sync will override the email address in Humanity with the address set in BambooHR. Email address matching is not case sensitive.

Upon the initial sync, Humanity will automatically create accounts for all employees that don’t have a Humanity account.
You can activate all inactive users' accounts at once by accessing Staff module, ‘Not Activated’ employees from the left side panel and choosing one of the available options - ‘Send Activation Email Now’ or ‘Manually Activate All’. You can also activate one by one account by accessing employee's profile within Staff module and choosing one of the available options in ‘Admin Actions’ section.


Employee data that will be synced from BambooHR to Humanity:

  • First Name
  • Last Name
  • Preferred Name (Nick Name)
  • Mobile Phone
  • Email
  • Employee Status


The integration will recognize and synchronize the data upon the following actions:

  • Employee created in BambooHR
  • Employee updated in BambooHR
  • Employee deactivated in BambooHR

Important notes:
  • Change of the email address of the administrator user which activated the integration will result in integration deactivation.
  • If an employee is deactivated and later reactivated in BambooHR, that employee will be reactivated in Humanity as well.
  • If employee’s Hire Date and Effective Date in BambooHR are set to some date in future, the employee will be available for sync to Humanity on the day of his/hers Effective Date, in the designated time zone set in your company’s BambooHR account settings.


Leave Sync Details


The leave data that will be synced from BambooHR to Humanity include leave types, approved hourly and daily leave requests.
In order to enable the leave sync, the employee data sync needs to be enabled first.

The integration will recognize and sync data upon the following actions:

  • Approved leave request created in BambooHR
  • Approved leave request updated in BambooHR
  • Approved leave request deleted in BambooHR

Important notes:
  • Synchronized leave requests will be visible in Humanity’s Leave module (Upcoming Time Off, Leave Balance), the schedule module (Schedule Overview, Leave Schedule, Staff Availability) and Staff module (under employee profile, section Leave).
  • If an employee takes an hourly leave (i.e. 3 hours on Thursday), that employee will be shown in Leave Schedule as unavailable for the whole day. A manager will be able to see how many hours the employee is actually unavailable by pulling the 'Vacation Summary' Report (in the Reports module). Information will be available in the ‘Comments’ column.
  • For an accurate ‘Entitled Leave Days‘ amount, please check the BambooHR Time Off module as this information will not be synced to Humanity. In Humanity, ‘Entitled Leave Days’ for each synced leave type will be set to 365/366 days by default.
  • In some cases, one approved leave request in BambooHR will be treated as few leave requests in Humanity (after synced). Example: Employee requested vacation in BambooHR for period 2nd-6rd April 2018 (see picture below). This one request in BambooHR will split to 3 leave requests in Humanity (Mon-1st request, Thu-2nd request, Fri-3rd request).
 
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  • Integration will only synchronize approved leave requests that start or finish either one month before or 12 months after the date of your sync. Please see the example in the image below:
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The scenario outlined in this tutorial consists of the following building blocks:

  1. Integration Setup Instructions


Integration Setup Instructions

Integration Activation (Authentication):

 
  1.   Log in to your Humanity account and go to 'Settings' in the upper right corner.
  2. Choose 'Integrations' module listed in 'Integration' section on the left side panel. If 'Integrations' module is not listed please contact us at support@humanity.com.
  3. Choose BambooHR integration from the Integrations main page and on the next page click on the 'Enable' button.
  4. A pop-up will appear and you will be asked to enter your company’s BambooHR subdomain and choose between 'com' and 'co.uk' top-level domains.
  5. You are then redirected to the BambooHR login page to authenticate by entering your username and password, after which you will be redirected back to Humanity’s BambooHR integration page.
  6. Authentication between the two apps is completed and the integration is activated.
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Employee Sync Activation:


Before you enable Employee sync via the BambooHR integration page, please make sure that each employee under your BambooHR account has First Name, Last Name, Work Email, Hire Date and Employment Status defined.

When the above-mentioned data are in place, you can proceed to Employee sync activation:
  1. Click on the 'Employee sync' checkbox located in the BambooHR integration page’s 'Resource setup' section.
  2. Click 'Save'.
  3. Employee sync is activated and the initial employee data sync begins immediately.
  4. You will receive a notification email upon initial sync successful completion (applicable only if your Humanity admin account email is confirmed).

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Leave Sync Activation:


Before you enable Leave sync via the BambooHR integration page, please make sure that 'Employee sync' is enabled and the following settings in the Humanity app are set.
 
  • Leave settings (under 'Settings' => 'Leave and Availability') must be set to the values shown in the following screenshot.
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  • The ‘Deduct weekends from leave requests’ setting under 'Advanced settings' for Leave (under 'Settings' => 'Leave and Availability') has to be set so that no days are deducted. See the screenshot below.
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  • The 'Maximum Daily Working hours' setting within the Payroll module 'Payroll settings' has to be set to 24 hours. 
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  • Leave related notifications placed within Staff=>Employee profile=>Notifications section have to be turned off for each user which has Manager or Scheduler permissions. This is in order to prevent receiving notifications for approving leave requests because all leave requests will already be synced from BambooHR to Humanity as approved.
  • The ‘Maximum Daily Working hours’ setting under the 'Edit Details' section of each employee’s profile (within the Staff module) has to be set to the Store Default value. See the screenshot below. When you add new employee ‘Maximum Daily Working hours’ setting will be by default set to value Store Default and above-mentioned changes won’t be required.
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When the above-mentioned settings are in place, you can proceed to Leave sync activation:
  1. Click on the 'Leave sync' checkbox located on the BambooHR integration page’s 'Resource setup' section.
  2. Click 'Save'.
  3. The Leave sync is activated and the initial approved leave requests sync begins immediately.
  4. You will receive a notification email upon initial sync successful completion (applicable only if your Humanity admin account email is confirmed).


Upon Leave sync activation, the following settings will be automatically set and must not be changed as long as Leave sync is enabled:
 

  • Settings under the 'Current Leave Types' section (under 'Settings' => 'Leave and Availability') will be set to the values shown in the following screenshot. These settings apply only to leave types synced from BambooHR to Humanity (i.e. Vacation - BambooHR).
  • Note: Setting ‘Full and Partial Day Requests’ or ‘Full Day Requests Only’ will be set to the value that is in accordance with the synced BambooHR leave type - whether it is an hourly or daily leave type.
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If you have any further queries, please don't hesitate to contact us at support@humanity.com.