Hibob: HRIS Integration

If you use Hibob as your HRIS, Pento offers integration using Hibob's API which helps to reduce time spent entering employee details for payroll. You can find further information on the Hibob/Pento integration on their website

Setting up Integration in Hibob

Generating the API token

To set up the integration in Hibob, an admin user has to generate an API token and the Webhook in the Hibob account.

To generate the API token, you will need to follow the steps below:

• Log into Hibob
  

  Hibob: Login

• Select the profile/avatar icon in the top right corner
• Select the option API access

• The below pop-up or similar will appear, please select Generate token

• Check all the checkboxes below Approved scopes, and click save

Setting up the Webhook

• On the left sidebar in Hibob, select Settings

• Under Account, select Integrations

• In the Automation category, click Manage in the Webhooks card

• Select Add new Subscriber
• On the Create a new Subscriber modal, write Pento under Name and add the URL your onboarding manager provides you
• Check all the checkboxes below Events, and click Save
• Test the webhook by clicking on the three vertical dots, and selecting Test

• A Successful message should appear at the top of the screen

Connecting to Hibob in Pento

To connect to Hibob, you will need to follow the steps below

• Navigate to Integrations from the menu on the left-hand side of the screen
• You will see an icon for Hibob, click Integrate
  
  
  
• Once you have selected Integrate, the following pop-up will appear:
  
  
• Please enter your Hibob API key, and select Integrate

You should now be fully connected

Settings 

Once connected, 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 Hibob and Pento

Pause syncing

Please 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 Hibob. You can unpause the sync at any point, however, if you do not update the data in Hibob, the values in Pento will be overwritten with the values from Hibob. 

Syncing employee salaries from Hibob

Please toggle on Sync employee salaries from Hibob if you wish for your employee's salaries to be synced from Hibob to Pento

Sending payslips via Hibob

Please toggle on send additional payslip via Hibob if you wish for your employee's payslips to be uploaded to Hibob, as well as via email to the employee email addresses defined in Hibob and Pento

Termination and Holiday pay pension settings

Please 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

There are a number of reasons you may wish to exclude certain employees from syncing, for example, if you add an exclude filter defined as Country is not UK, any employees whose country is defined as outside the UK in Hibob will not be synced. Below are a few further examples:

• Contractors
• Overseas employees
• Employees didn't end up joining

Please toggle on Exclude employees if any of the above, or additional reasons apply.

You can set up an exclusion filter on any field you have in Hibob, including custom fields, and can add as many filters as you need using the + Add filter button.

Mapping Fields

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 Hibob. You can map any field from Hibob to Pento, including custom fields. Once mapped, the data will sync from Hibob to Pento.

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 Integrations from the menu on the left-hand side of the screen
• You will see an icon for Hibob, click Settings
  
  
  

How the sync works in Pento

Understanding how the data is synced from Hibob 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 Hibob (described above); each time the integration settings are updated in Pento; every 12 hours; and each time employee data is changed in Hibob.

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 Hibob, the employee data in Pento will be populated with the employee data from Hibob for the fields defined in the Mapping settings. Any fields defined as Do not map will not be synced.

New Starters

Any new employees should be added to Hibob using a unique and previously unused Employee ID. Once you have added them to Hibob, 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.

Please refer to our help article How to Add a New Starter to Pento for further guidance 

Frequently Asked Questions

I updated my employee's data in Hibob, why hasn't it synced with Pento?

Syncing is executed each time employee data is changed in Hibob, however, you may need to wait a short period for it to update. If more than an hour has elapsed, before contacting support, you can try and force the sync through by editing a setting on the Integrations page and pressing save (you can then change the settings back if applicable)

Alternatively, it could be that the information on Hibob 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 Hibob

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, you can update Pento directly, however, once the sync has been executed, the information on Pento will be overwritten with the data from Hibob, 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 Hibob

As Hibob is the source of truth for Pento, you will need to ensure any changes you make on Pento, are the same in Hibob, otherwise, the values in Pento will be overwritten with the values in Hibob, if the value of these fields in Hibob are null or empty, this will overwrite any values you add directly to Pento

Are Title and Gender mapped from Hibob to Pento?

Due to HMRC requirements, we need to report an employee's Gender and Title on the FPS each month. Currently, HMRC requires the title to match the gender normative associated with a title, therefore Pento syncs the Gender from Hibob, and assumes the Title from it