There are two ways HiBob data comes into payroll: the main sync, and a separate import for one-off payments and deductions. Both send their results to the CintraHR log.
What each sync brings in
Sync | Brings in | How it runs |
|---|---|---|
Main sync | Employee details, fixed payments and ongoing deductions (including salary), pension contributions and absences | Automatically every night at 1am, or whenever you click Sync now |
One-off import | One-off payments and deductions dated in the current payroll period | Only when you click Import from HiBob |
Running the main sync
The main sync runs every night, but you can run it at any time. We recommend running it manually the first time, rather than waiting for the overnight sync.
Go to Payroll > CintraHR log.
Click Sync now.
Check the results on the Latest sync tab. See HiBob integration: Using the CintraHR log.
Employee details always sync first, so each employee exists in payroll before their payments, pensions or absences are added.
The first time absences sync, the integration brings in absence changes that started within the last 30 days. After that, each sync brings in all absence changes made since the last successful sync.
Importing one-off payments and deductions
Open the payroll.
On the One-off payments & deductions card, click Import from HiBob.
If the import has errors, a banner appears with a link to the CintraHR log. Fix the errors in HiBob, then import again. You can import as many times as you need to, and payments won't be duplicated.
For details, see HiBob integration: Importing one-off payments and deductions.
The sync-and-fix process
Follow these steps each time you need HiBob data in payroll, both while you're testing and once you're live:
Make the change on the employee's record in HiBob.
Run the main sync or the one-off import.
Check the CintraHR log for errors.
Fix any errors at source, in HiBob or in payroll. The error message tells you which.
Important! Any changes you make in Payroll will NOT update data in HiBob. You should only update configuration-related information in Payroll.
Run the sync or import again, and check that the error has cleared.
Check the changes in payroll to make sure the data is correct. See Viewing period changes.
If an error is still there after a second sync and the data looks correct, don't keep syncing. Contact Cintra, as it's likely to be a set-up issue rather than a data issue.
Timing your syncs
While you're testing: work through a small group of employees at a time. This makes it easier to trace each error back to a specific change.
Once you're live: leave enough time before payroll cut-off to complete at least one full sync-and-fix cycle, so you can clear any errors before the payroll run.
If someone starts after cut-off and shouldn't be paid in the current period, you should assign the employee to the following payroll period. See HiBob integration: Employee data.