HiBob integration: Required fields in HiBob

HiBob doesn't hold some of the data payroll needs as standard, so your HiBob admin needs to create some custom fields before the integration goes live. Some standard HiBob fields also need to use values that match payroll. The integration only reads HiBob's standard fields and the custom fields in this article. Any other custom fields you create in HiBob aren't synced.

Custom fields at a glance

Once you've created the bank account effective date, roll number, cost part, units or rate fields, tell Cintra so they can map them to payroll.

Cintra payroll name

This field tells the integration which payroll each employee belongs to. Create this field in the Payroll section.

Select No payroll for anyone who has a HiBob record but shouldn't be paid through payroll, such as a contractor. The integration ignores these employees and doesn't show an error for them.

Don't use No payroll for leavers. Terminate them in HiBob in the usual way.

Sort code

Create this field in the Financial category, in the Bank accounts table.

The integration accepts sort codes in these formats: 000000, 00-00-00 or 00 00 00.

Roll number

Employees with a building society account need a roll number as well as an account number and sort code. Create this field in the Financial category, in the same Bank accounts table as the account number and sort code.

Fill it in for any employee whose account is with a building society.

Bank account effective date

When an employee changes their bank account in HiBob, they can end up with more than one row of bank details. The sync uses the effective date on each row to decide which account goes into payroll. Create this field in the Financial category, in the same Bank accounts table as the account number and sort code.

For how the sync picks the account, see HiBob integration: Employee data.

Cost parts

If you want cost codes to come from HiBob, create a custom field for each cost part. Go to System Settings > Data Management > People's data fields > Work, and add a new column to the Work table for each one.

Cintra needs to configure each cost part you want to bring in from HiBob, so tell Cintra which ones you've created. Any cost parts that don't come from HiBob are left blank, or set to 0 if they're mandatory.

If you don't hold the Cost Account cost part in HiBob, payroll must have 0 set up as a Cost Account code. See Creating a new cost code in the lookup tables.

Units and rate

Some payments are calculated as units × rate rather than a fixed amount, for example hours of overtime. To import these from HiBob, create a Units field in the Payroll section, in the Actual Payments table.

If the rate for a payment isn't held in payroll, also create a Rate field in the same table.

A rate entered in HiBob always overrides the rate held in payroll, without any warning. If the rate should always come from payroll, don't create the Rate field.

For how to enter unit × rate payments, see HiBob integration: Importing one-off payments and deductions.

Pension section

HiBob doesn't have standard fields for pensions, so create a new Pension section with these fields. All of them apply to all sites.

For how pension data comes into payroll, see HiBob integration: Pensions.

Mandatory standard fields

These standard HiBob fields must be filled in for every employee:

• First name

• Surname

• Date of birth

• Legal gender

• Email

• Address line 1

• Address line 2

• Postcode

• Start date

• Account number

The custom Sort code field is also mandatory. For where each field goes in payroll, see HiBob integration: Field mapping.

Standard fields that must match payroll

These standard HiBob fields must use values that payroll recognises:

Payment headings, deduction headings and absence types must also match payroll. For details, see HiBob integration: Fixed payments and salary and HiBob integration: Absences.