HiBob Integration

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.
• ✅ 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

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.

     

   • Select New Service User.

     

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

     

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

     

3. Create a Permission Group for the Service User:

   • Go to Settings » Account » Permission Groups.

     

   • 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:

       

     • 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.

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.

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

Feedback & Support

Questions or suggestions? Email support@clicktime.com.

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