HiBob Employment Hero (formerly KeyPay) Integration

HiBob to Employment Hero (formerly KeyPay) two-way integration FAQs

HiBob to Employment Hero (formerly KeyPay) integration FAQs

This document addresses the variety of questions we encounter while helping clients. If you have a question that’s not addressed here, please write to us at support@syncezy.com

About the HiBob to Employment Hero (formerly KeyPay) integration

Workflows and how to guide are located here

How often does the sync run?

The Employee’s sync runs automatically every 30 mins and extracts data from HiBob and syncs it to Employment Hero (formerly KeyPay). You also have an option to sync instantly from the integration portal.

The Leave / Time off request runs automatically at 9pm Local time and extracts data from HiBob and syncs it to Employment Hero (formerly 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 support@syncezy.com

As of the current time, the following data from HiBob is extracted into Employment Hero (formerly KeyPay):

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

Is there anything that needs to be set up in Employment Hero (formerly KeyPay) first?

  1. Business setup and details
  2. Pay Category names need to match the Salary Pay Type in HiBob
  3. Primary Locations matching to a field such as Site’s in HiBob
  4. Leave Categories with correct hourly or daily time frame

What fields does an employee need to have in HiBob for it to sync/create employees in Employment Hero (formerly KeyPay) - Incomplete

To create an incomplete employee record in Employment Hero (formerly KeyPay), the minimum fields for the an employee to be created are
  1. First name
  2. Last Name
  3. TaxCode or TFN - Tax File Number - Under the Payroll section
    1. Critical - This TFN must be correct, as Employment Hero (formerly KeyPay) does a check to verify this on creation / update of that field
  4. If these fields are not used, or correct in the TFN case, the employee will not be created or updated. 
  5. Start Date
  6. Employment Section
    1. Employment Contract - FTE

What fields does an employee need to have in HiBob for it to sync/create employees in Employment Hero (formerly KeyPay) - Complete

To make an employee a complete record in Employment Hero (formerly KeyPay), there are minimum mandatory fields for the an employee to be created.

These fields are as per the below list:
  1. Date of Birth
  2. Email address
  3. Residential Address
  4. Postal Address
  5. Salary Pay Schedule
  6. Pay Run Defaults including Pay Category, Pay Cycle and Location
  7. Primary Location
  8. Bank Accounts inclusive of:
    1. Bank Account Name
    2. Bank Account Number
    3. Bank Account BSB
    4. Bank Account Percent Of Allocation 

A full and comprehensive list of the exact field pairings, can be found here

How do I create fields in HiBob

To create a custom field in HiBob, take a look at this article from HiBob’s help center. 

What happens if there is an error with the sync?

On setup of the integration on our SyncEzy portal, the admin user has the ability to set up a notification email address to alert if there are any errors. 

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 Employment Hero (formerly KeyPay).

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

So if:

  1. Any data updated on a record in HiBob will sync over and update to Employment Hero (formerly KeyPay), provided those fields are paired in your SyncEzy integration account
  2. If a HiBob User or Employee via Self Service edits an existing employee or their own record, it will update that existing employee in Employment Hero (formerly KeyPay)
  3. If the HR staff member adds a new employee it will set up a new contact record in Employment Hero (formerly KeyPay)
  4. You will only ever see the correct and current data on an employee in Employment Hero (formerly KeyPay) that exists on that employee in HiBob
  5. If the HR staff member sets an employee status to “terminated” it will send an email for the user to be archived in Employment Hero (formerly KeyPay)

If I update information in Employment Hero (formerly KeyPay), does it sync back into HiBob?

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

Need some help connecting my HiBob account and Employment Hero (formerly KeyPay)?

We offer customers onboarding and set up as a part of our services, please reach out to us at support@syncezy.com one of our team members will be happy to book a setup session. 

What access do I need to get the integration started?

For HiBob, the user setting up the integration will need access to the integration API key from the user menu, and the ability to create a service user to allow access to the API. Once that user account is created, an administrative rights user must add the newly created service user to the “Admin Service User” Group in HiBob. Information can be found here:

How many employees can be synced? Are there any limits? 

There is no limit to the number of employees that can be extracted. If the number of employees is more than a few thousand, the initial download can take up to 20 mins for around 250 employees.

Once the initial sync is complete, the system keeps Employment Hero (formerly KeyPay) in sync with HiBob, every 30 mins. So future updates should be pretty instant. Future updates for 250 employees will take around 1-2 mins

Is it possible to sync a payslip back to Hi-Bob?

Yes, it is now possible. Please refer to the video here.

Where do I go to check the settings and billing details on my Employment Hero (formerly KeyPay) integration?

You can view your settings/configurations and billing details by logging in to the SyncEzy integration portal.
Select the Plan Details menu to view your plan interval and cost. All other menus will relate to settings, use and management of the integration itself. 

Can I change the Employment Hero (formerly KeyPay) account?

Yes, login to your SyncEzy account at integrations.syncezy.com.
Go to My Integrations, select the Details button next to the integration you’d like to edit and select “Reset Credentials” from the left menu. This will reset your credentials on both sides and you can reconnect the HiBob and Employment Hero (formerly KeyPay) to a different account.  
Can I customise what is sent over from HiBob to Employment Hero (formerly KeyPay)?
Apart from the Employee, Leave Type and the prebuilt Field Value Paring, at this stage you can’t customise what is sent over to Employment Hero (formerly KeyPay). When you fetch employee information into the SyncEzy integration portal to send to KeyPay, we fetch information from the currently connected fields only.

Other questions

Have a support question?

We offer three support channels: 

Chat - Live Chat (24x5 support) from within your integration portal.  

Phone - #1 for Support
AUS: +61 2 9136 9448 
NZ: +64 9 303 2999 
UK: +44 203 670 1109
US: +1 720 500 9302

Have you done this before and what about the security of data?

Yes, we have. We have been building integrations for the last eight years with over 50 integrations built across various software systems. All of our communication between software systems is fully encrypted.