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HiBob | Activating time off integration

This information applies to:
✔  EOR Team Members ✔ Payroll Team Members ✔ PEO Team Members

The time-off integration between Oyster and HiBob enables you to automatically pull, create, and sync time-off requests in Oyster when your Employer of Record (EOR), Global Payroll (GP) or Professional Employer Organization (PEO) team members use HiBob to request time off. Any time off requests created or updated in HiBob automatically sync back to Oyster. 

Prerequisites

Enable the time off add-on

  1. On the Oyster Platform, click Company > Integrations.
  2. Select the My integrations tab.
  3. Click Settings on the HiBob integration. 
 hibob-timeoff-1png.png
  1. On the General tab, navigate to the Integrations Add-ons section.
  2. Click Edit.
 hibob-timeoff-add-ons.png
  1. Toggle on the Time off records.
  2. Click Save changes. 

A pop-up appears prompting you to map your existing Oyster time off types to HiBob's time off types.

 hibob-timeoff-add-ons2.png

Map the Oyster time-off types to the HiBob types

Mapping ensures the data coming from HiBob is reflected correctly in Oyster.

  1. Select the Mapping tab at the top of the HiBob Settings page and click Edit. 
 hibob-timeoff-mapping-tab.png

  1. For each type of Oyster time off, select the corresponding type of HiBob time off from the drop-down.

    Vacation and Sick leave time off types get mapped automatically. You can adjust as necessary.
 hibob-timeoff-mapping.png
3. If there is no match, you can create a custom match only for the “Other (paid)” and “Unpaid leave” types in Oyster. Expand the subtype for the corresponding type, scroll to the bottom and click Create custom subtype Screenshot 2024-07-02 at 1.10.50 PM.png
4. Select the fields you’d like to setup a custom subtype for and click create Note: Pay special attention to whether the custom subtypes you’re creating are for the “Other (paid)” or “Unpaid leave” types. Creating a custom subtype for the incorrect type will lead to payroll error for your Team Members!
5. Once you’ve created the necessary custom subtypes, click Save changes
 

You're done! When your team members request time off in HiBob, the request is automatically pulled into Oyster.

  • All time off requests must now go through HiBob.
  • The Oyster's Request time off button is hidden for both Team Members and Admins.
  • This integration only picks up PTO types from the requests from HiBob. If you have PTO types that aren’t represented in Oyster, it means Oyster doen’t have a request of that type yet. When the integration gets a request with a new PTO type, it will be visible as “unmapped.” Learn more about resolving unmapped errors here.
  • Updates in HiBob are automatically pulled into Oyster (approvals, rejections, etc.).
  • All notification emails are sent by HiBob, Oyster will not send notification emails.
  • The integration currently does not support file transfers (medical notes). The process will remain manual for now where the Support team gets notified and will follow up if necessary.
  • If the time-off integration is switched off, Oyster will stop pulling time-off records from HiBob.
    • If switched back on, Oyster will sync with Hibob and pull only the requests that occurred while the integration was off. After the sync, balances will be up to date. Duplication of requests will not occur.

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