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HiBob Integration

The ClickTime + HiBob integration keeps your employee profiles in sync and can also support time-off syncing from HiBob to ClickTime when configured. This helps automate user provisioning and ensures approved time-off data in HiBob can be reflected in ClickTime.

Important: This integration supports one-way sync from HiBob to ClickTime. Employee provisioning is available by default, while Time Off sync is optional and must be enabled and configured by ClickTime.

This integration must be enabled by ClickTime and is available to customers on the Premier Plan and above. If you’re interested, email support@clicktime.com.

 

 

Quick Start Checklist

  • ✅ You understand this integration supports employee provisioning by default, and that Time Off sync is optional and must be configured by ClickTime.
  • ✅ You’ll work with ClickTime to enable and configure the integration (not self-service).
  • ✅ You can create a HiBob Service User and assign a Permission Group with access to required attributes. (Service User setup only)
  • ✅ You know which employees should be included/excluded and can define scope rules in HiBob.
  • ✅ Primary identifiers (e.g., email) are accurate and unique across systems.
  • ✅ If you plan to use Time Off sync, you have identified which HiBob time-off policies should sync to ClickTime and understand they will appear as Alternative Time Off types.
  • ✅ If you plan to use Time Off sync, you have determined a Time Off sync start date so historical data does not conflict with existing ClickTime records.

 

How to Get Started

Which setup do I have? Use these steps if your integration uses a HiBob Service User. If you added ClickTime from the HiBob Marketplace, see Set Up Through the ClickTime Marketplace.

  1. Email support@clicktime.com to request enablement.
  2. Create a HiBob Service User:

    • Select Settings » Integrations and choose Manage from the Service Users card.

      hibob3.png

    • Select New Service User.

      hibob4.png

    • Enter a descriptive Service User Name and Display Name (e.g., “ClickTime Service User”), then select Next.

      hibob5.png

    • Copy the ID and Token values and provide both to ClickTime.

      hibob6.png

  3. Create a Permission Group for the Service User:

    • Go to Settings » Account » Permission Groups.

      hibob7.png

    • Select Add Permission Group and name it (e.g., “ClickTime Integration Group”).
    • Add the Service User created above under Group members, then select Create.
    • On the next screen, define the data this user can access:
      • Open the People's data tab » choose People from Access rights.
      • Ensure the following rights are checked:
      • About » View selected employees' About sections
      • Basic Info » View selected employees' Basic info sections
      • Employment » View selected employees' Employment sections
      • User Data » View selected employees' User data sections
        • Work » View selected employees' Work sections
        • Work Contact Details » View selected employees' Work contract details sections
    • If you plan to use Time Off sync, also ensure the following additional rights are checked under the People's data tab:
      • Time off » View selected employees' Time off sections
      • Time off » View selected employees' Time off requests
    • Under Access rights, define which employees are in scope:
      • Select Everyone to include all employees, or

      • Select Select people by condition to exclude groups (e.g., contractors). Example rule:

        hibob8.png

      • Select Apply.
    • Confirm settings with Save, then Apply.
  4. Configure a new Webhook for User Provisioning:

    • Under Systems Settings -> Integrations, select Manage:

    • Add a new webhook:

    • Select the Event for Employee Created:

    • You may also configure which employees are synced based on conditions here.
  5. If Time Off sync will be enabled for your account, also create webhooks for the following time-off events:
    • Approved
    • Canceled
    • Deleted
  6. These events will route to ClickTime’s Sync TimeOff for Employee flow.

 

Set Up Through the ClickTime Marketplace

If you added ClickTime from the HiBob Marketplace, your integration connects to HiBob using OAuth 2.0. You configure your field mappings and sync settings in ClickTime’s More portal, and you don’t need to create a Service User, Permission Group, or webhooks.

Before You Begin

  • You’ll need the ClickTime Administrator role.
  • Email support@clicktime.com to request access. If your account is eligible, ClickTime Support will give your Administrator access to the HiBob integration in the More portal.

Step 1: Get Your ClickTime API Key

  1. Create a dedicated Integration User in ClickTime with the Administrator role. A dedicated user is recommended for security.
  2. Sign in to ClickTime as the Integration User, open Preferences, and copy the API key from Personal API Access Token.

Step 2: Connect HiBob in the More Portal

  1. Sign in to the More portal with your ClickTime Administrator credentials.

    hibob-mp1-more-portal-sign-in.png

  2. On the ClickTime Marketplace card, select Open App.

    hibob-mp2-clicktime-marketplace.png

  3. Select the HiBob (OAuth) integration to open the configuration.

    hibob-mp3-hibob-oauth-card.png

  4. In the Configuration section, enter the API Key from Step 1.

    hibob-mp4-api-key.png

    Note: The API key can’t be viewed again after you connect or save, but you can enter a new one at any time.

  5. Under HiBob OAuth Connection, select Connect.

    hibob-mp5-oauth-connect.png

  6. Review ClickTime’s access request in HiBob. To limit which employees ClickTime can access, choose Select by condition or Select by name under People data access. Then select Authorize.

    hibob-mp6-authorize.png

  7. Complete the User Provisioning, Time Off, and Advanced sections. For field options, see Default Data Mapping. For time-off settings, see Time Off Synchronization.

 

What Syncs

Employee Provisioning & Synchronization

The integration supports one-way sync of employee attributes from HiBob to ClickTime. Changes to mapped fields in HiBob will override those fields in ClickTime.

Changes sync as they happen in HiBob. A nightly sync also runs at 1:00 AM Pacific to catch anything that was missed.

Adding a New Employee

  • When a user is created in HiBob and in scope per your Permission Group, a corresponding user is created in ClickTime.
  • ClickTime sends notifications for all new users created.
  • When the integration is first turned on, active HiBob employees are added to ClickTime. Employees who already exist in ClickTime are matched by email, and their existing ClickTime data isn’t overwritten.
  • With the Marketplace setup, you can choose the email address that receives activation, deactivation, and error notifications.

Updating an Employee

  • Changes to mapped HiBob fields are reflected in ClickTime.
  • Ensure the Service User has access to required attributes so updates can sync.

Deactivating an Employee

  • When a user is no longer active in HiBob, the integration deactivates the corresponding ClickTime profile (it does not delete profiles).

Default Data Mapping (Provisioning)

User Provisioning - HiBob to ClickTime Field Mapping

hibob1.png

With the Marketplace setup, you can choose the following mappings:

  • Employee Number (required): mapped from work.employeeIdInCompany.
  • Email (required): mapped from email.
  • Name: built from firstName, secondName, surname, and displayName. Choose a format: First Last, First Middle Last, Last, First, Full Name, or Display Name.
  • Role: map from work.title, or leave it unmapped.
  • Active status: mapped from internal.lifecycleStatus. Choose which HiBob statuses (e.g., Employed, Hired) make a user active in ClickTime.
  • Custom People Fields: map additional HiBob fields to custom people fields in ClickTime.

Reminder: Only employees included by your Permission Group scope will sync to ClickTime.

Time Off Synchronization

The integration also supports one-way sync of approved time-off entries from HiBob to ClickTime when Time Off sync has been enabled for your account. These entries appear in ClickTime as Alternative Time Off records.

  • Approved entries only: Only approved time-off requests in HiBob are synchronized to ClickTime.
  • Canceled entries are removed: When a time-off request is canceled in HiBob, it’s removed from ClickTime, as long as the timesheet is unlocked and the date falls within the sync window.
  • Private time off isn’t synced: Time off marked as private in HiBob isn’t pulled into ClickTime.
  • Automated type mapping: HiBob time-off policy types are mapped to ClickTime time-off types. New types created in ClickTime include a (HiBob) suffix by default.
  • Configurable sync window: Time-off sync uses a configurable date range to determine which entries are included. With the Marketplace setup, the sync window includes an earliest sync date, a number of days back (default 90), and a number of days forward (default 365).
  • Optional rounding: Time-off hours can be rounded to match your ClickTime minimum time increment settings.

Reminder: Time Off sync is disabled by default and must be configured by ClickTime before approved HiBob time-off entries will appear in ClickTime.

Selective Sync (Scope Rules)

You can control which employees provision to ClickTime with two layers of scope in HiBob:

  1. Permission Group scope (who the Service User can “see”). Include everyone or exclude populations (e.g., contractors) via Select people by condition.
  2. Webhook conditions (who actually triggers provisioning). When creating the provisioning webhook, add conditions (e.g., Department, Employment Type, Site/Location) so only matching employees fire the relevant employee event to ClickTime.

Important: An employee must be both visible to the Service User via the Permission Group and match your Webhook conditions to sync to ClickTime.

Marketplace setup: Permission Groups and webhooks aren’t used. Instead, you set scope when you authorize ClickTime in HiBob. Under People data access, choose All company, Select by condition, or Select by name.

Examples

  • Include everyone: Permission Group = Everyone; Webhook = no additional conditions.
  • Exclude contractors: Permission Group or Webhook condition excludes Employment Type = Contractor.
  • Limit by location: Webhook condition includes Site = San Francisco.

You can adjust either layer at any time; new/updated records that meet your rules will sync on the next qualifying event.

 

Known Limitations

  • Time Off sync is optional: Time Off syncing is not enabled by default and must be configured by ClickTime.
  • Approved status required: Only approved time-off requests in HiBob sync to ClickTime.
  • Time Off sync start date applies: Time-off entries dated before your configured Time Off sync start date are ignored.
  • HiBob is the source of truth for mapped fields: Changes in HiBob override mapped user data in ClickTime. ClickTime fields syncing from HiBob should not be set to required, since HiBob may pass blank values when appropriate.
  • Active status required: If a user is not Active in HiBob, ClickTime will not create a profile.
  • Active ClickTime user required for Time Off sync: Time-off entries will not sync for inactive ClickTime users.
  • Email uniqueness: ClickTime will not create a new profile if the email is already used by another ClickTime user.
  • No auto-deletes: The integration deactivates users who are no longer active in HiBob; it does not delete profiles.
  • Permissions matter: The Service User’s Permission Group must grant access to required attributes for sync (e.g., name, email, employment status, location, and any Time Off data needed if Time Off sync is enabled).

 

Troubleshooting & FAQs

Click on the question to see the answer

👆 The integration didn’t create a user in ClickTime — what should I check?
  • Is the user’s status in HiBob Active?
  • Does your Permission Group include this user (no exclusion rules apply)?
  • Is the user’s email unique in ClickTime (not already used on another profile)?
  • Does the Service User have access to the required attributes?
👆 Why isn’t a HiBob time-off request showing up in ClickTime?
  • Confirm the request is fully approved in HiBob.
  • Check whether the request date falls after your configured Time Off sync start date and within the configured sync window.
  • Confirm the employee has already been synced into ClickTime so a user mapping exists.
  • Make sure the ClickTime user is still active, since time-off entries do not sync for inactive ClickTime users.
👆 Can I delete user profiles via the HiBob integration?

No. The integration will deactivate profiles for users who are no longer active in HiBob, but it will not delete profiles.

👆 A mapped field changed in HiBob but I don’t see it in ClickTime.
  • Confirm the field is included in your Default Data Mapping and the Service User has access to it.
  • Verify the user is in scope per your Permission Group rules.
  • Please note: Fields syncing from HiBob to ClickTime should not be marked as required in ClickTime. Since HiBob is the source of truth and blank values may be passed at times, the ClickTime field cannot be set to required.
👆 Employees are syncing that I don’t want in ClickTime.

Adjust your Permission Group Access rights and use Select people by condition to exclude the appropriate population (e.g., contractors).

 

Feedback & Support

Questions or suggestions? Email support@clicktime.com.

Interested in enabling or expanding your integration? Contact support@clicktime.com.

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