HiBob to KeyPay Integration FAQs

HiBob and KeyPay working together

HR managers are loving our HiBob to KeyPay integration and we want to answer some questions that potential customers have about the integration.

How does the sync work?

Information from HiBob is synced across to KeyPay. The integration extracts and updates employee and leave data from HiBob to KeyPay every two hours.

Why do we need to connect HiBob to KeyPay?

By connecting your HR software to your payroll platform, you can use HiBob as your central source of truth for employee and leave information and know that the information is also synced across for your finance team to use.

Does it keep my KeyPay contact records updated?

Our integration syncs across all employee and leave information automatically into KeyPay and keeps this information updated through any changes happening in HiBob.

What is the benefit of this integration for HR managers?

The hardest part of running multiple systems / databases of information is keeping records up-to-date in both systems / databases. HR staff might update an employee’s email address in HiBob but this doesn’t update the email address where their payslip is sent. Employees might alter their leave request dates in HiBob but, because of the integration, they don’t have to also update the leave dates in KeyPay.

Can HR managers choose the employees that get synced across to KeyPay?

Not at this time, all employees are synced across to KeyPay.

How does the integration benefit HR managers?

By having employee information and leave request information synced across, it reduces the workload for finance team members as they don’t have to make updates to KeyPay records each day.

Is the integration worth the investment?

For the cost of a single missed visit from incorrectly completed job data, you’ll have a solid system for managing job allocation and tenant database updates.

➫ Technical Questions

How often does the sync run?

The sync runs automatically every 30 mins and extracts data from HiBob and syncs it to KeyPay. You also have an option to sync instantly from the integration portal.

Can it be synced instantly?

We have an option for a manual instant sync in the integration portal, from the apps menu, the integration administrator can run instant sync and refresh the data between the regular 30 minute syncs. A typical use case might be: A new employee has been added in HiBob that needs to have payroll set up asap.

What records can be extracted from HiBob?

Anything that is supported by the HiBob API can be extracted,  and we are constantly adding to this list.  If you have any special requirements that are not covered reach out to us at [email protected]

As of the current time, the following data from HiBob is extracted into KeyPay:

1. HiBob Employee Fields
2. HiBob Leave Types
3. HiBob Employee Leave Requests

What fields does an employee need to have in HiBob for it to sync/create employees in Keypay 

The minimum fields for the an employee to be created are

• First name
• Last Name
• Email
• TFN – Tax File Number – Under the Payroll section. Critical – This TFN must be correct, as KeyPay does a check to verify this on creation / update of that field

If these fields are not used, or correct in the TFN case, the employee will not be created or updated.

What happens when employee details change? 

When an employee’s details are updated, for example, changed employee ID email, leave requests etc, the details are flagged by HiBob and the sync can extract this data and send it over to KeyPay.

The SyncEzy integration will only reflect what is currently up to date and added to the employee record in HiBob.

So if:

• Any data updated on a record in HiBob will sync over and update to KeyPay, provided those fields are paired in your SyncEzy integration account. 
• If the HR staff member edits an existing employee, it will update that existing employee in KeyPay.
• If the HR staff member adds a new employee it will set up a new contact record in KeyPay. 
• You will only ever see the correct and current data on an employee in KeyPay that exists on that employee in HiBob. 
• If the HR staff member sets an employee status to “terminated” it will send an email for the user to be archived in KeyPay

If I update information in KeyPay, does it sync back into HiBob?

At this stage, the integration is a one-way sync only (HiBob to KeyPay).

Need some help connecting my HiBob account and KeyPay?

We offer customers onboarding and set up as a part of our services, please reach out to us at [email protected] one of our team members will be happy to book a setup session.

What if I use a different payroll system?

We have worked with a variety of payroll systems in the past. If you would like the data to go into a different payroll system reach out to us and we’ll do the best to help.

Do you offer a free trial?

Unfortunately due to the amount of work involved in the initial setup we are unable to offer a free trial.  We can however get together on a call and give you a live demo in as much detail as you need.

How do I get started?

If you’re interested in having KeyPay and HiBob working together, get in touch with our sales team to discuss the next steps.