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How To Integrate HiBob To Dots

This guide outlines the steps to integrate HiBob with Dots using API service users. API service users are special accounts in Bob that allow API access without being tied to actual employees.

Reut Avni avatar
Written by Reut Avni
Updated over 2 months ago

This integration process includes 4 steps:

  1. Create a New API Service User:
    Generate a service user that provides the ID and Token required for API authorization.

  2. Create a Permission Group:
    Add the API service user to a dedicated permission group.

  3. Set Permissions for the Permission Group:
    Assign the necessary permissions based on the API endpoints you plan to access.

  4. Test the API:
    Use the service user’s ID and Token to test API connectivity.

Before we start, to do this integration you MUST be an Admin in HiBob or be a user with the following permissions: Features > Integrations > Automation > Create, Update, and Delete Integration.


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Step 1: Create a New API Service User

  1. Navigate to Your Bob Products > System Settings (located in the top-left corner).


    2. From the left side menu, select Integrations.


    3. In the All Categories dropdown menu, choose “Automation”.
    4. Locate the “Service Users” option and click “Manage”.
    5. At the top of the page, click “+ Create Service User”.
    6. Enter a unique name for the service user under “Display Name” and provide a description according to your needs, and click “Create”. The API service user’s ID and Token will be displayed.

    7. Copy the ID and Token and securely save them in a file or a safe location within your environment.
    ​
    ​Important note: You will not be able to retrieve the token again, so ensure you copy it at this stage. The Token will be required later on in the authorization process.
    ​

    8. Click “Done”. (Or you can click on “Go to Permission Group” and continue following the steps from step 2, section 3)

Step 2: Create a Designated Permission Group and add the API Service User

By default, API service users in HiBob have no permissions and can only access non-personal, general data, such as field metadata. Specific permissions must be assigned based on the API actions you intend to perform.

We advise adding API service users to a dedicated permission group that includes only the permissions necessary for the intended API actions.

  1. Go to Your Bob Products > System Settings (top-left corner).

  2. From the left menu, navigate to Account > Permission Groups.

  3. Click “+ Create Permission Group” at the top of the page and choose Service User.

  4. Enter a Group Name for the permission group and we advise to add a description to the group so you’ll remember what you created it for. (Optional)

  5. Click on “Select Service users” and choose the service user created in step 1 from the dropdown, and click “Apply”.

  6. Click on “Create”.

  7. A notification message will appear letting you know you are adding a service user to this permission group. Click on “Confirm”.

Step 3: Configure Permissions for the Permissions Group

When a new permissions group is created, most permissions are disabled by default. You will need to explicitly enable or disable the permissions based on the specific requirements of the API service user.

Consult with your organization's HiBob Admin, if necessary, to determine the appropriate permissions.

Permissions are divided into two main in categories:

  • People’s Data- This category allows you to grant access to employee-related data within HiBob for the API service user based on the specific requirements of your integration.

  • Features - This category allows you to grant access to specific HiBob features that the API service user will need to interact with.

  1. Go to System Setting (as you did in step 1) > Choose “Account” from the index on the left side on the screen > Permission Groups> Choose the Permission Group you just created (in step 2).

  2. Go to “People’s Data” tab and mark “Select people by condition”.

  3. Click on "Edit". (Note: Lifecycle status at this time is on “Equals Employed”, and we want to change it to “Any”)

4. Click on the trash icon on the right side of the pop up box. It will appear only if you put your mouse pointer on it, and click “Apply”.

5. After clicking the Trash icon it would look like:

6. Go to “People’s Data” tab> and click on “People”.

7. Check the the following boxes to enable the required permissions for the service user (12 in total):

Permissions:

Why do we require them?

  • Address - View selected employees' Address section histories.

  • Address - View selected employees' Address sections.

For tracking employees, address and address changes for orders, deliveries, onboarding, offboarding & more.

  • Basic info - View selected employees' Basic info section histories.

  • Basic info - View selected employees' Basic info sections.

To be able to have contact details of employees, such as work email and name.

  • Employment - View selected employees' Employment sections.

  • Employment - View selected employees' Employment section histories.

To be able to track status of employment for onboarding & offboarding.

  • Lifecycle - View selected employees' Lifecycle section histories.

  • Lifecycle - View selected employees' Lifecycle sections.

To be synced with all the employment statuses in your company.

  • Personal contact details - View selected employees' Personal contact details section histories.

  • Personal contact details - View selected employees' Personal contact details sections.

Needed for getting personal email and phone number of employees for orders, deliveries, onboarding, offboarding & more.

  • Work - View selected employees' Work sections.

  • Work - View selected employees' Work section histories.

To have access to employee starting date and employee status.

All these permissions are important for the integration success!
​

8. Go to Features tab and mark the following feature permissions (9 in total):

  • Basic info- View the aggregate of everyone's Basic info data

  • EEO - View the aggregate of everyone's EEO data

  • Employment - View the aggregate of everyone's Employment data

  • Home- View the aggregate of everyone's Home data

  • Life cycle - View the aggregate of everyone's Lifecycle data

  • Payroll- View the aggregate of everyone's Payroll data

  • People Analytics- View the aggregate of everyone's People analytics data

  • Personal - View the aggregate of everyone's Personal data

  • Work-View the aggregate of everyone's Work data
    ​
    ​All these permissions are important for the integration success!

9. Click on “Save”. In the right corner of the screen.

Note: In case you forgot a permission or you want to edit in of the permissions, you can always click on edit permissions on the right corner of the screen.

10. A permission summary pop up window will appear and will show you that you have granted 21 permissions to the permission group. Review it to make sure you got all the right permissions marked and click on “Apply”.

Step 4: Connect HiBob to Dots


This is the final part of the integration in which we connect Dots to HiBob.

  1. Navigate to the Integration Page in your Dots dashboard.

  2. Select and click on “Connect to HiBob”.

  3. You are being asked to allow data sync to Dots access in all 3 sections:
    Phone numbers, addresses & emails.
    Dots advise to allow all 3 access permissions to allow smooth order and delivery process.
    ​
    ​Note: These are not mandatory and keeping them disabled would mean you will need to enter employee data manually in every order or delivery.

  4. Enter the ID and Token you saved in Step 1.

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  5. Click "Continue" to complete the integration.

You are all set!

If you had any issues during this integration please contact our support from your Dots dashboard (Bottom left index) or send us an email to support@dotstech.com

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