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If you use BambooHR, Pento offers integration using Bamboo's API which helps to reduce time spent entering employee details for payroll.
If you're newly joining Pento, your onboarding manager will organise a call to go through setting up the integration with you.
If you've already joined Pento, you can use the steps below to set up the integration. If you're having issues setting up the integration, you can contact our Success team via email@example.com who will set up a call to assist you.
Connecting to BambooHR in Pento
To connect to BambooHR, you will need to follow the steps below:
- Navigate to Settings from the left sidebar
- Under the Integrations heading, select Overview
- You will see an icon for BambooHR, select Integrate
- Once you have selected Integrate, the following pop-up will appear:
- Enter your BambooHR company domain, and select Integrate
- A pop-up should appear directing you to BambooHR's login page
Please note – The credentials used to log in should be from a Bamboo admin user who has full access to employee data, including salaries
Once you have entered the correct login details, you should be fully connected.
You can find further guidance on connecting to BambooHR on their website
Once you have logged in successfully, you should be directed to the Integration settings screen, this is where you will need to set up your settings and map the fields you require between BambooHR and Pento.
You can toggle on Pause syncing if you need to update data directly in Pento and do not want it to be overwritten by the data in BambooHR. You can unpause the sync at any point, however, if you do not update the data in BambooHR, the values in Pento will be overwritten with the values from BambooHR.
Please note - If you choose to pause syncing, it will not affect sending payslips to BambooHR on payday
Sending payslips via Bamboo
You can toggle on Send additional payslip via Bamboo if you wish for your employee's payslips to be uploaded to BambooHR, as well via email to the employee email addresses defined in BambooHR and Pento.
Once toggled on, you will see an additional section called Payslip location. From the dropdown menu, you can choose a specific employee folder to save the payslips if you so wish.
Termination and Holiday pay pension settings
You can toggle on Include holiday pay in pension calculations if you wish for termination pay & termination holiday pay to be included in pension calculations by default. Do not toggle this option on if it varies from employee to employee.
Excluding employees from being synced
To enable this, please refer to our below article
Please note – It is important to set up the filters for employees you would like to exclude before saving any initial settings, otherwise, Pento will import all employees once you have connected.
You will also see mapping fields similar to the below screenshot. The fields on the left represent the fields on Pento, whilst the fields on the right represent the fields on BambooHR. You can map any field from BambooHR to Pento, including custom fields. Once mapped, the data will sync from BambooHR to Pento.
Please note – You can select Do not map for the (optional) fields you do not wish to sync from BambooHR. This should also be used if any of the fields present on Pento are not available in BambooHR.
How to amend your Settings
You may need to amend your settings in Pento to either enable or disable synced fields; amend the payslips and/or termination pay settings; and to remove and/or add any employee filters. To do this, you will need to follow the steps below:
- Navigate to Settings from the left sidebar
- Under the Integrations heading, select BambooHR
How the sync works in Pento
Understanding how the data is synced from BambooHR to Pento is useful to ensure your Employee's details are accurate and up to date.
Syncing is executed when Pento is first connected to BambooHR (described above); each time the integrations setting are updated in Pento; and every hour.
Pento will check for any changes to the mapped fields on employees.
How Employee data is synced
Employee data is synced using the Employee ID i.e. If there is an employee with the same ID on Pento and BambooHR, the employee data in Pento will be populated with the employee data from BambooHR for the fields defined in the Mapping settings. Any fields defined as Do not map will not be synced.
BambooHR has the ID as Employee #; this will be matched with Employee ID in Pento.
Please note – BambooHR is the source of truth for your employee data, mapped fields will be overwritten with the value in BambooHR each time the integrations syncs. If the value of these fields in BambooHR are null or empty, this will overwrite any values you add directly to Pento.
Any new employees should be added to BambooHR using a unique and previously unused Employee ID. Once you have added them to BambooHR, as long as the Employee ID is not present on any active or terminated record in Pento, a new employee record will be created for them.
You can refer to our help article How to Add a New Starter to Pento for further guidance.
Please note - Employees with a future employment date will not be added into Pento until their start date
Syncing individual employees
If you are connected to BambooHR but an employee's data is not syncing, you can pull through the updates by syncing an individual employee. To do this, you will need to follow the steps below:
- Navigate to Employees from the left sidebar
- Search for the relevant employee
- To the right of the employee details, select the box with '...'
- Select Sync now
You will also see a timestamp with the last time and date an employee was synced. Once you have triggered Sync now, you will see a successful banner and an updated timestamp.
You can also sync individual employees if you have paused syncing in your BambooHR settings in Pento.
Frequently Asked Questions
I updated my employee's data in BambooHR, why hasn't it synced with Pento?
Syncing is executed every hour, if you have made changes after a sync has been executed, you may need to wait for it to update. If you are unable to wait, you can try and force the sync through by syncing individual employees.
Alternatively, it could be that the information on BambooHR was entered in an invalid format for Pento, see further guidance on accepted formatting here. If this still doesn't pull the changes through, you will need to contact support who will be able to assist.
Employees are showing as Pending in the Employees list
Employees will only show as Ready once all the required information has been synced. Please refer to our help article How to ready your employees for payroll and ensure the data is entered on BambooHR.
Please note – You will need to check/add any missing data in BambooHR as this is the source of truth in Pento
I need to finalise my payroll, however, some employee data is yet to sync, what should I do?
If you are unable to wait for a sync to execute and syncing individual employees has not worked, you can update Pento directly, however, once the sync has been executed, the information on Pento will be overwritten with the data from BambooHR, if it is invalid, it will update the fields in Pento to be blank.
Alternatively, you can pause syncing in your integration settings, update Pento directly and unpause the sync once the payroll has been submitted. You will need to make sure any changes you made to Pento are updated in your HRIS if you require them to be synced going forward.
I updated Pento, but not BambooHR
As BambooHR is the source of truth for Pento, you will need to ensure any changes you make on Pento, are the same in BambooHR.
Why can’t I use the payslip uploading feature?
For this feature to be usable, the BambooHR API needs permissions for Documents. Unfortunately it’s not possible to simply switch these on or off in BambooHR as they are tied to the same level of permissions as the account that created the API key.
In order to enable this feature, you’ll either need to create a new admin account that has the permissions for Documents turned on from the get go, or if you’re not an administrator, request that your BambooHR administrator organise this for you.
If you need further support in enabling this, the customer support team at BambooHR should be able to assist.
I'm a full admin but I'm still being told I don't have permission?
In some cases, BambooHR does not update the permissions of the underlying API key used for authenticating Pento. In this case, you need to follow the below steps:
- Log into BambooHR
- Go to Settings
- Go to API Keys
- Hover over the Pento row and press the delete icon to delete it
Once deleted, return to Pento
Go into Settings
- Go into Integrations. If your Bamboo integration is still active, click Disconnect
Once the integration is disconnected, connect again
The system will automatically generate a new API key. The integration settings will be kept and the issue resolved