What does the managed integration with Employment Hero do?
This integration populates Tribal Habits with new and updated users from Employment Hero, allowing for real-time user sync.
New users are created in Tribal Habits
Updated users are updated in Tribal Habits
User data is populated (e.g. job title, location, team)
Manager data is populated (including email)
Deactivated users are deactivated in Tribal Habits
THIS FEATURE REQUIRES A BUSINESS 50 PLAN OR LARGER. This integration is not available on smaller plans (such as Lite) or legacy plans (older monthly plans). Please contact our team at [email protected] if you would like access to this integration but it is not activated in your portal.
What are the benefits of this managed integration?
What is a 'managed integration'? This integration is managed by Tribal Habits. This means we build and manage the integration on your behalf. The integration can be customised for data mapping, user inclusion/exclusion, notifications and more, allowing us to create a bespoke integration to suit your requirements.
Reduced administrative workload
First, this integration reduces the workload for your Tribal Habits administrators by automating user creation. New users will be automatically populated in Tribal Habits from Employment Hero. Users can also be deactivated based on data from Employment Hero.
Data consistency
Second, the integration eliminates data inconsistency. Users are updated automatically from Employment Hero, ensuring that your Tribal Habits data matches your Employment Hero data. This allows your organisation to use Employment Hero as a single source of truth for user data.
Improved reporting
With more (and more accurate) user data, your Tribal Habits reporting and administration is also improved.
What’s required to set up the integration?
The integration is managed by Tribal Habits. Our team will set up the integration and manage it on your behalf. Error messaging for a failed user sync can be enabled and sent to a specified email address at your organisation, allowing your Employment Hero or Tribal Habits administrators to be immediately notified if user data is incorrect or inconsistent.
The integration requires also API access, including webhooks, in your Employment Hero portal. We will help your Employment Hero admin to create the required API key and webhooks during the Set Up call (step 3 below) of the process.
IMPORTANT - Ensure your Employment Hero subscription includes API access. Not all Employment Hero subscriptions include access to their API. To sync data from their platform, API access is required. Please check your subscription before starting the integration process. If API access is available, your Admin users should be able to click on their name on the top right of the Employment Hero UI and see a link to 'Developer Portal'. Learn more at the the Employment Hero API site.
What is the integration process?
Our integration with Employment Hero is a ‘managed integration’. This means our our Support team will create and run the integration on your organisation’s behalf. It also means that each integration can be slightly customise to suit your organisation. Here are the major steps and options as we set-up this integration.
1 – Kick-Off Call
We begin with 30 minute kick-off call with your team to discuss any modifications from our standard integration.
This focuses on the additional fields of user data you may want to sync from Employment Hero into custom fields in Tribal Habits – such as location or job title.
As this integration uses triggered events ('webhooks') we also discuss the 'trigger' to set up a new employee in Tribal Habits (e.g. upon creation, upon onboarding or later).
Finally, we also review your use of Single-Sign-On to ensure an integration with Employment Hero is compatible with data from your SSO environment.
2 – Integration Preparation
From our side, our team then prepares the integration, which typically takes just a few days.
From your side, there are two small preparation actions.
First, Employment Hero integrations are tied to specific users in Employment Hero. Since users (employees) may leave your organisation, it is not recommended to utilise an existing employee for this integration. Instead, your organisation should ideally create a 'Service User'. This is an Employment Hero admin user which is not tied to a specific employee but exists purely to manage your integrations. You can typically just create this person as a normal user and ensure that your team for this integration has the login details for this user. If this would impact your Employment Hero subscription, we recommend contacting Employment Hero to discuss a 'Service User' with them.
Second, you will need to create the required custom fields in Tribal Habits to store the selected fields from Employment Hero (as agreed in the Kick-off Call). Our support team can assist with this and it typically takes <30 minutes.
3 - Set-up Call
We then organise a second call with your team for the authorisation process. We require one of your Employment Hero administrators for approximately 30-60 minutes to complete an authorisation process, set up the trigger events in Employment Hero and test events with our team. Our team will step your administrator through the process, which is easy to follow and requires no IT experience. 😀
Specifically, we will:
Help your EH administrator to set up a new API application in Employment Hero ideally using the Service User discussed above (Obtain Credentials in the EH API: https://developer.employmenthero.com/api-references/#obtain-credentials)
Help your administrator to then authorise the API connection between Tribal Habits and Employment Hero using the Service User. This involves logging into our integration platform and clicking a 'connect' button!
Conduct the initial user sync to capture existing active users in Employment Hero and populate them into your Tribal Habits portal.
And then finally, test the various scenarios in the on-going integration (new user, updated user, offboarded user and so on).
4 - Go Live
Once your integration is tested and ready to go, we can activate the integration when your team is ready! We actively monitor your integration for the first few weeks to ensure its all working as intended, or to fine tune any requirements. Your integration is then all set!