In this article
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
Please note:
If you're newly joining Pento, your onboarding manager will organise a call to go through setting up the integration.
If you've already joined Pento and you're having issues setting up the integration, you can contact our Success team via success@pento.io who will set up a call to assist you.
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
- 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 Settings from the left sidebar
- Under the Integrations heading, select Overview
- 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.
Please note - If you choose to pause syncing, it will not affect sending payslips to Hibob on payday
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
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.
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.
Please note – You can select Do not map for the (optional) fields you do not wish to sync from Hibob. This should also be used if any of the fields present on Pento are not available in Hibob.
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 Hibob
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.
Please note – Hibob is the source of truth for your employee data, mapped fields will be overwritten with the value in Hibob each time the integration syncs. If the value of these fields in Hibob are null or empty, this will overwrite any values you add directly to Pento
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
Syncing individual employees
If you are connected to Hibob 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 Hibob settings in Pento.
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. You can try and force the sync through by syncing individual employees.
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
Please note – You will need to check/add any missing data in Hibob 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 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