What does the managed integration with Bamboo HR do?
This integration populates Tribal Habits with new and updated users BambooHR and can optionally send completed training records back to BambooHR.
New users are created in Tribal Habits
Updated users are updated in Tribal Habits
User data is populated (e.g. job title, location)
Manager data is populated (including email)
Inactive users are deactivated in Tribal Habits
Send completed training records back to BambooHR.
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 BambooHR. Users can also be deactivated based on data from BambooHR.
Data consistency
Second, the integration eliminates data inconsistency. Users are updated automatically from BambooHR, ensuring that your Tribal Habits data matches your BambooHR data. This allows your organisation to use BambooHR 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 BambooHR or Tribal Habits administrators to be immediately notified if user data is incorrect or inconsistent.
The integration requires minimal set-up by your BambooHR administrators, primarily the set-up of two Custom Reports of users to be synced into Tribal Habits - one for active users and one for inactive users. Once the integration is ready, we will require a small amount of time from your BambooHR administrators to finalise testing.
What is the integration process?
Our integration with BambooHR 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 BambooHR into custom fields in Tribal Habits. Standard BambooHR fields such as department, division, location, job title, hire date, employment status are recommended but can be adjusted to suit your requierments.
As this integration uses custom reports within BambooHR, which is set up by your organisation, we review this process as well (see below for details).
Finally, we also review your use of Single-Sign-On to ensure an integration with BambooHR is compatible with data from your SSO environment.
2 – Integration Preparation
The integration now requires a small amount of preparation by your organisation and then by our team. Your team needs to do three things.
A - API Key
First, we need an API key from BambooHR. As API Keys in BambooHR as assigned to specific users, we strongly recommend creating a 'Service User' in BambooHR to create your API key.
As Service User is a specific account used to host your API keys. If your API keys are created by a general employee, and that employee leaves your organisation and you delete their account in BambooHR, this may also delete the API key used in this integration (and therefore break the integration).
By using a Service User, you can avoid API keys being tied to any one employee. However, this is just a recommendation and you can certainly use any existing employee.
With your selected user, log into BambooHR and click on the icon for your account on the lower left corner of the BambooHR interface. Then click on API Keys in the menu.
Next, on the My API Keys page, click Add New Key and name it Tribal Habits LMS.
Next, when you generate your API Key you will be shown the key. IMPORTANT - This is the only time you can see the key in BambooHR. So immediately copy this key and save it somewhere secure. You will need it for the second meeting with our team.
B - Two Custom Reports
Our integration will be syncing two 'groups' of users from BambooHR, which we will obtain from Custom Reports you create in BambooHR.
All Active Employees. This group represents the users you want synced into Tribal Habits (and the data included in the sync). You can set up this report to sync all users in BambooHR or just a filtered set of users (e.g. only employees, but not volunteers).
Recently Inactive Employees. This group represents the users we should deactivate in Tribal Habits...as they have become inactive in BambooHR (which typically means they are no longer employed).
Custom Reports are created under Reports / My Reports. Once again, creating these Custom Reports by using a Service User is recommended (so that these reports are not deleted when an employee is removed from your organisation).
First, create a custom report for All Active Employees. This is the list of active users which we will sync into Tribal Habits. You can create this group of users in a very specific way, including adding various filters to only sync a specific group of people within their BambooHR environment (e.g. just users in Australia).
Create a report called Tribal Habits LMS - All Active Employees
Select 'Employee' for the type of users.
Select the 'Fields' and:
Remove the default 'Last name, First name' field
Add the following fields
First name
Last name
Work email
Location
Division
Department
Job Title
Employment Status
Status
Supervisor email
Hire date
Employee Number
EEID
Select the 'Filters' and:
For Status, select 'Active'.
Then add three 3 new filters for ALL records matching:
Last name : is not blank
First name : is not blank
Work email : is not blank
(these filters ensure all synced users have the minimum required fields to avoid sync errors in the integration).
See images below for Fields and Filters.
Save the report and confirm it has the right people in it. This should be a list of your desired users to sync, all of whom are active, with a first name, last name and work email and with columns of their required data.
Second, create a custom report for Recently Inactive Employees - employees who have left your organisation and should be deactivated in Tribal Habits.
Create a report called Tribal Habits LMS - All Active Employees
Select 'Employee' for the type of users.
Select the 'Fields' and:
Remove the default 'Last name, First name' field
Add the following fields
First name
Last name
Work email
Status
Select the 'Filters' and:
For Status, select 'Inactive'.
Then add 1 new filter for:
Last changed : is in the last : 4 days
See images below for Fields and Filters.
Save the report and confirm it has the right people in it. It should only contain inactive (terminated) employees BUT only those updated in the last 4 days (so the list may potentially be empty).
C - Custom Report ID numbers
Now we need the ID numbers of each report. To obtain, click on each report and obtain the last number in the URL. For example, the ID number for this report is 100.
3 - Set Up Call
Once your team has completed the above tasks, please contact us to organise a second call with your team to finish the integration (or use the link provided to you after your initial integration meeting). We will then prepare the integration framework for the call.
On this call, you will need to have the following (which you will enter directly into our integration platform):
BambooHR URL (*.bamboohr.com)
API Key
Custom Report ID numbers for both reports
On this call we will set up the integration and test it to ensure all data is looking good. We can then run the integration manually to verify data consistency. At the end of this call, your integration will be live.😀
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!
FAQ: What user data is typically synced from BambooHR?
We can customise the user data synced from BambooHR. That being said, we typically sync Division, Department, Location, Job Title, Hire Date, Employment Status and supervisor email.
FAQ: Can we filter which users are synced from BambooHR?
Yes. We do not have to sync all users. Since we sync from a custom report in BambooHR, you can add additional filters to that report to expand or narrow to specific sets of users.
FAQ: Can we sync training back into BambooHR?
Yes. BambooHR requires that you create training types in advance in their portal. Once you have created a training type, you can then sync with specific topics or pathways in Tribal Habits (matching 1 topic or pathway in Tribal Habits with each specific Training Type in BambooHR). When a user completes the associated training, Tribal Habits will create a training record for that user in BambooHR, including the completion date and other details.
FAQ: How quickly does information sync from BambooHR?
For User Data (to sync users from BambooHR to Tribal Habits), the sync a scheduled update - this means the update occurs on a fixed schedule. We can agree this schedule with you, depending on the frequency of changes in your organisation and the required timeliness of those changes. For most organisations, a twice daily update during work days is sufficient, but we can increase or decrease the frequency as required.
For Training Data (to sync completed enrolments in Tribal Habits to training records in BambooHR), the sync is almost instant. As soon as the course is completed in Tribal Habits, we send the training record to BambooHR within a few seconds.