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 the Integration in Hibob

 

Setting up the Webhook

Our Hibob integration can be set up to use webhooks. This means that when information is updated in Hibob the changes will be immediately synced to Pento. If webhooks are not enabled then the information will sync from Hibob every 12 hours.

1. On the left sidebar in Hibob, select Settings
   
   
2. Under Account, select Integrations
   
   
3. In the Automation category, click Manage in the Webhooks card.
   
4. Select Add new Subscriber.
5. On the Create a new Subscriber modal, write Pento under Name and add the URL your onboarding manager provides.
6. Check all the checkboxes below Events, and click Save
7. Test the webhook by clicking on the three vertical dots and selecting Test
   
   
8. A Successful message should appear at the top of the screen.
   
   

Identifying an appropriate Service User

Service users are a type of Hibob user specifically created for connecting systems to Hibob. These users are assigned permissions to control the connecting systems’ access to Hibob data.

You can follow this article to create a new Service User or identify an existing Service User with the correct permissions to access the data required by Pento. The next step will require you to copy the ID and Token for your chosen service user and paste it into Pento.

Connecting Pento to Hibob

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

1. Navigate to Settings from the left sidebar
2. Under the Integrations heading, select Overview
3. You will see an icon for Hibob; click Integrate
   
   
4. Once you have selected Integrate, the following pop-up will appear:
5. Enter the ID and Token for your chosen Service User and select Integrate.

You should now be fully connected!

 

Settings 

Employee creation settings

Once connected, you should be directed to the Integration settings screen. The first step is to define when the employees you create in Hibob are synced and created in Pento.

 

You will have three options for this: Immediately, Monthly or Monthly with a custom cutoff day.

 

General settings

After setting up the employee creation settings, it's time to set up your settings and map the fields you require between Hibob and Pento. 

Pause syncing

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 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 your employee's salaries to be synced from Hibob to Pento.

Sync org structures from Hibob

To enable this, please follow this article: Syncing Organisational Structure from Hibob

Sync holiday entitlement from Hibob

The holiday balance for terminating employees can be synced from your chosen Holiday Policy in Hibob. Hibob will calculate the accrued holiday balance, including defining the rounding and can include carryover days.

Once you have enabled the feature, you will be prompted to select the relevant policy type from Hibob that should be used to calculate the entitled holiday balance for leavers. Also, you need to confirm if you would like holiday pay to be pensionable by default (this can be updated per employee if required).

Once you have enabled the syncing of holiday pay, you will be given the option to map an additional email address if you want the P45 document to be sent to a different email address. E.g. if you map the email to your work email address, you may choose to map the post-termination email to a personal email address to ensure it is received by the employee.

To figure out how many work days per week you have, we look at two values in Hibob: "hours per week" and "hours per day". We map "hours per week" as a field in the settings, and then we divide that number by "hours per day" to get the total number of days per week. This final number is then populated in Pento.

 

Sync parental leave from Hibob

With this functionality, you can effortlessly sync Maternal or Paternal leave between Hibob and Pento. You can add the parental leave in Hibob from the Actions menu, and the details will appear in the lifecycle section of the employee's profile. We sync the effective date and the end date through to Pento. Once synced, the Paternity/Maternity leave will appear greyed out in Pento, and it can only be edited in Hibob. Should you need to make any changes to the leave, simply update it in Hibob, and it will be automatically synced to Pento during the next sync.

You'll see a notification on the Overview page, which reminds you to confirm the leave date. It's a good way of letting you know that someone has added leave and there's more info for you to enter.

Excluding employees from being synced

To enable this, please refer to our below article

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.

Sending payroll documents to Hibob

In addition to sending employees their payroll documents via email, you can also send them to Hibob. Documents will be stored in the employees' Shared Docs folder (you can choose to rename this in Hibob). Toggle on each document type as desired, and they will be sent at the defined intervals.

How to amend your settings

You may need to amend your settings in Pento to enable or disable synced fields, amend the payslips and/or termination pay settings, and remove and/or add any employee filters. To do this, you will need to follow the steps below.

1. Navigate to Settings from the left sidebar
2. 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.

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, a new employee record will be created for them as long as the Employee ID is not present on any active or terminated record in Pento.

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:

1. Navigate to Employees from the left sidebar 
2. Search for the relevant employee
3. To the right of the employee details, select "Actions"
4. 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.

Sync indicator ⚡️

The sync indicator highlights which fields are linked to other systems, like your HRIS or HMRC. Basically, it's a heads-up that if you change something in Pento, it'll get updated with the latest info from those other systems the next time Pento syncs up with them.

If a field doesn't have an integration option or it's set to Do Not Map, there won't be a sync indicator next to it.

You can see the indicator in your employees' profile:

In the salary tab:

And on the payslip:

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 help.

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 on How to ready your employees for payroll and ensure the data is entered on Hibob.

I need to finalise my payroll, but some employee data is yet to sync. What do you think I should 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 completed, 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. 

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 is null or empty; this will overwrite any values you add directly to Pento.

Once I have confirmed Payroll, does the information still sync from my HRIS?

No further changes can be made if payroll is awaiting approval or confirmation. This means any changes affecting the payslip calculations are not synced, e.g. salaries. Once the payroll has been processed and paid, the sync will be re-enabled, and salaries will be backdated as appropriate. Data that does not affect the payslip values, e.g. bank details, will continue to be synced regardless of the payroll status.

I cannot select my preferred Holiday Policy.

You can only select Holiday Policies that are calculated in days. Holiday policies calculated in hours will not be available to select because Pento cannot currently apply the correct calculation automatically.

Why can't I toggle on the sync holiday entitlement from Hibob?

If you're having issues toggling the sync on, please check your user permissions and make sure you have the correct permissions assigned to your service user. You'll need the time-off permissions from sections A and B in our guide.