HiBob integration

With the HiBob integration, employees are added to Epassi automatically and joiners and leavers are updated daily.

By setting up the integration between HiBob and Epassi you will achieve the following:

• All eligible employees in your HiBob account will be added to Epassi
• Any mutations in HiBob (on and off-boarding of employees) will automatically be synced with Epassi on a daily basis.

Setting up the integration

To set up the integration you will need to complete the following steps, each step is outlined in detail in this article:

1. Create a Service User login for Epassi and save the ID and Token.
2. Add a custom field to HiBob to indicate whether an employee is eligible for access to Epassi.
3. a. Optional: bulk update existing employees to set the value of this new field.
4. Create a custom permission group for the Epassi service user.
5. Set up the integration in the Manager Portal

Step 1: Creating a HiBob Service User

Follow the steps described in this HiBob support article: https://apidocs.hibob.com/docs/api-service-users

https://apidocs.hibob.com/docs/api-service-users

Important: store the ID and Token in a secure location, you will not be able to view these details again after clicking done.

Step 2: Add a custom Epassi access field

In some cases not all the employees who are in HiBob need to get access to Epassi (e.g. due to team location or position). To indicate which employee is eligible for Epassi, a custom field needs to be added:

1. From the left menu, select Settings > Company > Employee Fields.
2. In the Work section, click on “New Field”.
3. Configure the field with the name “alleo_access” (please use all lowercase and no spaces) and set the type to “List”.
4. a. The screenshot below shows the incorrect field name without ' access '.
   • The screenshot below states the incorrect field name without 'access'. Please make sure to use “alleo_access”.
5. Apply it to the appropriate departments, if relevant.

Using the “ Manage ” button, add 2 options (yes and no) to the List.

Step 2a (optional): bulk update your employees in HiBob

In order to set the newly added Alleo field correctly for your employees, you can bulk update employees as follows:

1. Go to Analytics > Reports > Add New > General Report
2. In the column picker, select the email field and Alleo field and export the report
3. In the exported report, populate the Alleo field with “yes” and “no”
4. Go to People > Import and select the “UPDATE EMPLOYEE DETAILS” options
5. Upload the updated report file with the email address as identifier and the Alleo field as the field to update

Step 3: Create a custom Permission Group for the Epassi Service User login.

There are 2 options to grant permissions to Epassi:

1. Use the 'All users' permission group' which is the default setting for newly created Service Users (not recommended)
2. Create a specific Epassi group that isolates the permissions (recommended).

· If you opt to create an Epassi Permission Group, please follow the steps in this HiBob article: https://help.hibob.com/hc/en-us/articles/4409776408209#get-the-most-out-of-bob-0-0

the steps in this HiBob article (https://help.hibob.com/hc/en-us/articles/4409776408209#get-the-most-out-of-bob-0-0).

· Make sure to provide View access to the all following HiBob sections

· Basic info

· Personal

iii. Work

· Employment

v. Lifecycle

Step 4: Share the ID and Token with Epassi

1. Go to the Integrations page in the portal
2. Choose 'Add integration'
3. Choose HiBob
4. Follow the instructions in the Manager Portal

Optional: assigning different budgets

If you would like to vary the Epassi budget assigned to employees, this can be achieved by adding custom field(s) in HiBob to indicate per employee what the budget is that the employee should receive. Follow the instructions in this article to set this up. (Assigning budget to employees in the Manager Portal)

See Assigning budget to employees in the Manager Portal to set this up.