Overview

When you connect HiBob and Operating, Operating will fetch and store the following information:

1. Employees

   1. The easiest way to control which people show in Operating is limiting the scope with the HiBob settings – more below.

2. Full name

3. Employment start date, employment end date

4. Time offs

5. Start time, end time, approval status

Optionally, you can choose to import your site and organisation structure:

• Sites in HiBob → Sites in Operating

• Department in HiBob → Groups in Operating

• Custom fields used for groups in HiBob → Groups in Operating

The permission system in HiBob takes care of the scope of information shared. That’s fantastic!

In addition to this, HiBob sends us some basic information about your employees. These include, e.g.:

• Profile picture, Department, Site, Title, Manager

Setup step by step

In order to get this done, you will need HiBob Integrations permissions. You probably want your HiBob admin to follow what you do.

1. Create service user in HiBob

   System Settings → Integrations → Service users

2. Create permission group in HiBob

3. Select people by condition → Choose which employee groups are relevant for your Operating use. Make sure that future members of your organisation will get added according to the condition.

4. Assign appropriate permissions to the permission group

   1. Access to all employees

   2. People’s data Permissions:

      1. People

         1. View selected employees About sections

         2. View selected employees Basic info sections

         3. View selected employees Employment sections

         4. View selected employees Lifecycle sections

         5. View selected employees Work sections

            1. Required for “reports to” and groups import

      2. Time off

         1. View, approve or decline requests that are pending approval of others

         2. See who's out because of a private policy

         3. See who's out today

   3. Features permissions:

      1. Time off

         1. See company’s time off settings

            1. Required to handle different time off policy types

5. Add the service user to the permission group

   1. After this, you’re done with the HiBob end of things. Move over to Operating → Settings → Integrations → HiBob.

6. Add service user & token in Operating

7. Choose whether or not you want to import Sites & Groups from HiBob

If you decide to import Groups from HiBob, you can pick and choose which custom fields will be used to create groups. In our experience, you don’t want to bring all of the information to Operating.

8. Choose whether or not to import Time Off to Operating

9. Refresh data

   1. We don’t provide automatically refreshing connection by default. Please keep refreshing data manually at https://use.operating.app/settings/integrations/hibob in order to get the latest changes. → Ping us at support@operating.app to activate our beta version of auto-refresh.

Which data fields are imported from HiBob

People

Sites

Sites are imported from Hibob with their ids, names and working patterns as average weekly working hours

Groups

Any named list fields can be imported as groups to Operating. These are configured during the integration setup.

Time off

Open time off requests are imported as tentative allocations, and approved requests are imported as confirmed allocations and time entries.

Common HiBob ↔ Operating issues

Problem: time off doesn’t show up correctly for some people in Operating

Solution: make sure that the user in HiBob is pointing to the right person in Operating:

If they're in HiBob and the reference is correctly set, you should see this in that person's "Administrate" panel (accessible via menu -> Directory -> People), under Related user in another system:

Problem: some people don’t appear in Operating even if they’ve been added in HiBob

Solution: make sure that the permission group in HiBob includes new joiners (so that the conditions match new people as well). See step Select people by condition above.