HiBob integration guide for EOR Employees and Direct Employees

This guide explains how clients with EOR Employees and Direct Employees can connect their HiBob directory to Deel. The integration is a one-way sync from HiBob into Deel.

If you have Global Payroll direct employees, you can check the dedicated article.

In this article

• Before you begin
• Step 1. Connect to Hibob
• Step 2. Set up the EOR Time off plugin
• Correcting an EOR leave type entry when HiBob sync is active
• Frequently asked questions (FAQs)

Before you begin

To successfully set up the HiBob integration, you’ll need:

• A user with an admin role on Deel
• A user with configured permissions on HiBob

Worker lifecycle status

All employees must be in "hired" status in HiBob before they will sync to Deel. Employees in "prehire" status will not sync. Ensure your HiBob lifecycle status is updated to "hired" before expecting employee data to appear in Deel.

Step 1. Connect to Hibob

1. In the left sidebar, select Apps & Automation to expand its submenu.

2. Select App Store. If a welcome or recommendations dialog covers the App Store, select I’ll do that later or close it using the X.

3. On the Apps overview page, enter HiBob in the Find apps search field.

4. Select the Hibob result, identified by the description Award-winning HRIS.

5. On the Hibob integration details page, click Connect Hibob.

6. On the setup page, enter the User service ID and Token that you retrieved when configuring the Hibob permissions. Turn on Is your Hibob environment a sandbox? only when connecting to your organization’s HiBob test environment.

7. Click Continue and complete the remaining connection prompts, including the notification settings.

The integration is now connected and you can start to configure the integration.

Step 2. Set up the EOR Time off plugin

This plugin syncs your direct employees' time off logged in HiBob to Deel, making HiBob the source of worker time-off reporting. 

Each plugin requires specific permissions to be assigned to the Hibob service user to work.

Note on time off processing

Time off is processed as half days or full days only. If HiBob records contain hourly time-off entries (e.g., 22 hours), they will be converted to the nearest half or full day when synced to Deel. Plan your time-off entries accordingly to avoid unexpected conversions.

To set up the time off plugin:

1. From the connected HiBob integration page, select the Plugins tab.
2. Enable the EOR Time Off plugin.
3. Scroll to Time Off Type Mapping.
4. Match each Deel time-off type with at least one HiBob time-off type.
5. Save the time-off type mapping.
6. Select Sync HiBob on the connected integration page if you need to trigger a manual sync.

The time off plugin is configured and approved direct employee time off will begin syncing.

Correcting an EOR leave type entry when HiBob sync is active

If an Employee of Record (EOR) employee's time-off entry is recorded under the wrong leave type (for example, "Paid Leave Other" instead of "Vacation"), you cannot correct it directly in Deel while the HiBob sync is active. Manual changes made in Deel will revert on the next sync. Follow the process below to correct the entry permanently.

How to submit a correction request

1. In Deel, navigate to Start > Client > Employee of Record Time-off > Country of Employment.
2. Submit a support ticket describing the incorrect leave type entry and the correct leave type it should be moved to.
3. The HRX team for that country will review the request, delete the incorrect entry, and re-add it under the correct leave type.
4. If the correct leave type category does not yet exist in the system, HRX will escalate to the Product and Development team to have it created.
5. Once the correction is confirmed, loop in the PRM (Payroll Relationship Manager) to assess any payroll impact.

Leave type corrections are processed on a weekly basis, every Wednesday. Factor this into any payroll deadlines.

Countries not connected to HiBob

For employees in countries not connected to the HiBob integration (for example, Mexico), leave type corrections are handled directly on the Deel side. The same support ticket process applies. You can submit via Start > Client > Employee of Record Time-off > Country of Employment. There are no sync concerns to account for.

Frequently asked questions (FAQs)

[ACCORDION] How can a match between Hibob and Deel user profiles be done?

Matching Deel and HiBob users is a critical step for the integration because data is synced only for matched profiles. The integration matches profiles by checking the user's employee ID. If the employee ID provided in Deel matches a HiBob profile's employee ID, the two users are linked. 

If any users in Deel cannot be located in HiBob, it is usually because a matching profile cannot be found in HiBob. To resolve this issue, ensure that all users in Deel have a corresponding user profile in HiBob, with the same employee ID stored in Deel.

[ACCORDION] How often will the integration sync?

The integration will sync daily, at 12 noon GMT.

[ACCORDION] Does the integration sync balances?

No, the integration does not sync or reconcile balances.

[ACCORDION] Why are there discrepancies in balances between the two systems?

Discrepancies can arise if the total allowance in the HRIS system differs from that in Deel. To resolve this, ensure that the HRIS policy is aligned with Deel's. If alignment isn't possible, contact the assigned Customer Success Manager (CSM) to discuss adjusting Deel’s contracts to better fit the company's policy where feasible.

[ACCORDION] Why are the total allowances not the same in both systems?

The HRIS system may have PTO policies that differ from those in Deel, potentially leading to variations in accrual logic. As Deel cannot automatically align external systems to our policies, any necessary adjustments must be made manually to ensure consistency.

[ACCORDION] How are data sync errors resolved?

[ACCORDION] Does the HiBob integration sync salary changes of EOR employees from HiBob into Deel?

No, the HiBob integration does not sync salary changes of EOR employees from HiBob into Deel.