Integration with Bob (HiBob)

Effortlessly integrate with Bob (HiBob) to populate your Awardco platform and keep it up-to-date using Awardco's HRIS Sync. This integration streamlines employee data management, ensuring that recognition programs, approvals, and roles remain accurate and up-to-date.

Warning: If you already have employee data in your platform, please confirm that the Employee IDs you will be using in your new data feed are consistent with your current user data. Failure to do so can result in duplication of users, recognition errors, and loss of data integrity. 
 

1. Value
2. How to Implement
3. General Settings
   • Advanced Settings
4. Mapping Settings
   • Supported Fields
   • Adding Metadata Fields
5. Important Notes

Value

Integrating Bob (HiBob) with Awardco offers the following benefits:

• Seamless Data Sync: Keep employee information—such as new hires, terminations, and role changes—automatically synced between Bob (HiBob) and Awardco, ensuring recognition programs remain accurate.
• Automated Employee Milestones: Celebrate anniversaries and other milestones automatically, based on employee records from Bob (HiBob).
• Reduce Manual Work: Minimize the need for manual data entry and lower the risk of data entry errors by automating the update process.
• Centralized Data Usage: Utilize synced employee data for recognition programs, approvals, user roles, and permissions, all within one centralized system.
• Better Budget Allocation: Ensure rewards and incentives are accurately allocated by using up-to-date employee information such as department, location, and role.

How to Implement

Note: This is a paid feature. Contact an Awardco representative to enable the Bob (HiBob) integration before proceeding.

To set up the integration with Bob (HiBob), follow these steps:

1. Log into Awardco with admin credentials.
2. Select the Admin button at the bottom of the left navigation menu.
3. Navigate to the Integrations Library within the admin portal.
4. Find and select Bob (HiBob).
5. Click Setup Bob (HiBob).
   
   
    
6. Click Continue to agree to the terms of service and privacy policy.
7. Review the permissions requested by Awardco and click Continue again.
8. Connect your Bob (HiBob) account by inputting your email and password. Click Connect.
   
   
    
9. A success message will confirm the connection. Click Next to finalize the settings.
   • Would you like to archive employees that are inactive in Bob (HiBob)?
     • Do Not Archive Employees
     • Archive Employees (Recommended)
   • Should the employee’s email address in HRIS Sync override any email address entered in their profile settings?
     • Do Not Override Awardco Emails
     • Override Awardco Emails
   • How frequently would you like to import employee information?
     • Daily
     • Weekly
     • Monthly
   • Would you like to run a manual import right now?
     • Running a manual import is required before enabling automatic imports. It may take several minutes to complete.
     • Selecting “Skip for now” will not run the import; a manual import will need to be performed later from the ‘General Settings’ tab.
     • If the manual import is successful, a notification will confirm the import, along with a breakdown of file changes such as new users, updated users, archived users, and restored users. Press Save Import.
   • Would you like to start automatic imports now?
     • Pause Automatic Imports (Imports can be enabled later from the General Settings tab.)
     • Start Automatic Imports

General Settings

After setup, adjustments can be made in the General Settings tab of the Bob (HiBob) integration page:

• Manual Import: Run a manual import to update employee data. This is required before enabling automatic imports.
• Automatic Import Frequency: Choose how often employee data is imported—daily, weekly, or monthly.
• Pause/Resume Automatic Imports: Use this button to pause imports temporarily if needed to troubleshoot data issues, or resume imports once resolved.
• User File Preview: Download a CSV file of user data to review for accuracy.

Advanced Settings

Advanced settings provide more control over how data is imported from Bob (HiBob):

• Archive Employees: Automatically remove employees who are no longer in the data imports (recommended).
• Override Emails: Overwrite employee email addresses with updated data from Bob (HiBob) during each import.
• Add Plus to Phone Numbers: Automatically add a “+” prefix to phone numbers if it’s not already present in the imported data.
• Override Hire Date: Replace the existing hire date in Awardco with the hire date from Bob (HiBob).
• Employee IDs: Choose to import employee IDs from Bob (HiBob) or generate them within Awardco.
• Do Not Import Users: Set rules to prevent specific users from being imported. Contact Awardco support for assistance.
• Exclude Fields from Import: Specify any data fields (column headers) to exclude from the data import.
• Delete Integration: Disconnect the Bob (HiBob) integration and remove all settings. This action cannot be undone.

Mapping Settings

Configure how user data is mapped between Bob (HiBob) and Awardco. When selecting fields in the dropdown menus, you'll see both the field name and a sample value from your Bob (HiBob) data (the first populated value in that field) to help you easily identify the correct mapping.

Supported Fields

Below are the core and metadata fields accepted by the integration.

Core Fields

Metadata Fields

*Don’t see the field you need? Click here to provide feedback and request future support for additional fields.

Adding Metadata Fields

Custom metadata allows you to import additional user data that can be displayed in the platform or used to configure advanced settings, like program eligibility. To include additional metadata fields:

1. Click the + Add Metadata Field button at the bottom of the page.
2. Select the Bob (HiBob) field from the dropdown menu and input how you want the field name displayed in Awardco.
3. Click Save after making changes.

After a metadata field is added, click the three stacked dots next to the field to:

• Change Type: Make the field “Default”, “Associated” (used to link users to additional supervisor IDs for complex recognition approval workflows), or “Hidden” (used by Awardco for corporate gifting; this data will not be displayed on the platform).
• Delete the field.

Important Notes

• If using Credentials Authentication, a service user and permission group will be added in Bob
• If using API Authentication, you must create an API Token and Service User in Bob
• Email is always defaulted to be the user’s work email. If that is not present, personal email is used. If work email is present, a personal email is used as Secondary Email.
• Phone Numbers must include a country code and start with a + symbol to work for Awardco’s SMS feature. A + symbol prefix can be automatically added for users if needed (HRIS Sync Advanced Settings).

If you have any questions, please contact Awardco Admin Support.