How to set up a BambooHR integration

In this article, we’ll run through how our clients can seamlessly integrate their BambooHR system to provision and de-provision their users on Reward Gateway.

How do clients enable the BambooHR integration?

To enable the BambooHR integration, clients log into the Reward Manager portal, go to the Integration Dashboard and search for “BambooHR” under the ”Explore Integrations” tab. 

Select the integration and turn it “On” using the toggle button in the top right-hand side, and then, please follow the setup as explained below.

Setting up BambooHR for Reward Gateway

Step 1: Initial Setup

Clients should provide their BambooHR sub-domain first. This is the first part of the client's BambooHR URL (i.e. example.bamboohr.com). 

The client then selects how often Reward Gateway system will sync with their BambooHR directory. Currently, there's the option to sync the directory daily, weekly or once a month.

Step 2: Authorize the BambooHR Account

Before Reward Gateway can access the clients BambooHR data, the client must authorize Reward Gateway to access their BambooHR account. To do this, use the "Authorize your BambooHR Account" button. 

This will redirect the client to their BambooHR account and ask them to log in. 

Once logged in, the client has successfully granted permission for Reward Gateway to access their BambooHR data and can proceed with the setup.

Step 3: Mapping

Before Reward Gateway can sync the clients BambooHR directory, the client needs to map the fields which are going to be synced. To do this, use the mapping stage of the setup and use the fields displayed.

By default, Reward Gateway maps the Employee ID held on BambooHR to uniquely identify a member on Reward Gateway. Any other additional mapping fields can be mapped during this stage, however, the Email Address field must be mapped as it is a mandatory field to create an account with Reward Gateway.

Once the client is happy with the mapping, they can proceed to the next step.

Step 4: Review and Publish

The client can review the details now and if they're happy, publish the connection. This will make the integration live on the platform and Reward Gateway will start syncing the data based on the frequency selected at the Initial step.

How will clients monitor when their BambooHR data syncs?

Every time their BambooHR data is synced, Reward Gateway sends an email to the user who set up the integration with details on how many accounts it has impacted.

The client also has the option of going to the integration Dashboard and selecting the "Importing History" option to see a log of all data syncs that have been performed on their platform.

If there were any issues with their data sync, the client can download a file containing all of the errors.

How will the client's employees get onboarded once their BambooHR data has been synced?

If it's a new employee record that is synced from BambooHR, Reward Gateway will create a new account for this employee based on the information mapped and will send them an invitation to join the program. 

If it's an existing employee whose data has already been synced, Reward Gateway will not issue any communication and will update their information to match their BambooHR information.

How will the client's employee data be removed once an employee is removed from their BambooHR directory?

Reward Gateway syncs the client's full directory every time. This means that if there is an employee missing from their BambooHR directory but has an account on Reward Gateway, they'll be marked as an account to be removed. 

The employee's account will then follow Reward Gateway's standard account close down procedures. Read more in the article What happens if an employee is revoked?. 

How can clients trigger their membership provisioning imports on demand?

The client has the option to trigger the import on-demand from 'Import data now' link in the tools dropdown. This will redirect them to the import page where they can start the process. Once started, a progress bar will be presented and when the upload is completed, clients will be able to download any warnings and see the impact on their programme.

This process is an enhancement to the current flow which asks clients to specify a frequency to their imports (Daily, Weekly, Monthly) and this part will still be functioning.