Setting up the HiBob integration for Deel Payroll employees

This article is for clients and it explains how they can connect their HiBob directory to Deel in just a few clicks for easy onboarding of their Deel Payroll employees.

The integration is a one-way sync from HiBob into Deel Payroll.

For EOR employees or Direct Employees (Deel HR only) setup, check out our article on Setting Up The HiBob Integration On Deel For EOR Employees And Direct Employees.

In this article

• Before you begin
• Step 1. Connect to HiBob
• Step 2. Enable the plugins
• Data mapping
• Synching data and log report
• Payroll logs
• Frequently asked questions (FAQs)

Before you begin

To complete the steps in this article:

• The client must have already configured the Hibob permissions
• The client must have an admin role in both Deel and Hibob
  • In Deel, the user configuring the integration must be an Org Admin, IT Developer Admin, or Integrations Admin-People
• Have their HiBob User service ID and Token ready (production or sandbox, as applicable) 
• Ensure all worker profiles in HiBob are properly configured with required fields: 
  • Valid email address (used to match profiles with Deel) 
  • Correct employment status (active, not on hold or pre-hire) 
  • All mandatory job and compensation fields populated according to your entity's configuration 
• If using multiple sites or groups, ensure workers are assigned to the correct HiBob Site and Group that maps to your Deel entity

Syncs may fail silently

Syncs may fail if worker data in HiBob is incomplete or incorrectly configured. Review the Payroll Logs after each sync to identify and troubleshoot data quality issues.

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. Go to Hub > Apps > Hibob to connect.

3. In the Hibob credentials step, enter the ID and Token that you retrieved when configuring the Hibob permissions, then click Continue.

4. In the Notification settings step, enter the details of the person receiving notifications for the integration, then click Complete setup.

When the connection is complete, the client is redirected to the integration page where they can start enabling the individual plug-ins.

Step 2. Enable the plugins

Deel supports syncing historical job, compensation, and employment status data from HiBob.

Deel Payroll direct employee plugin sync

This plugin will help automate onboarding, amendments, and terminations into Deel for your Deel Payroll direct employees.

This process will help to decide which entity group to create or sync Deel Payroll contracts for, according to the HiBob site.

Step 1 - Enter the Deel Payroll Employee Sync plugin

Step 2 - Select Entity Settings and click Add

Step 3 - Select an entity and select a site

Select a site that matches the entity country. The sites come from HiBob.

Please make sure that the site correctly corresponds to the desired entity that Deel is running payroll from.

Step 4 - Select a group

Step 5 - Click Apply
 

Once a pay group and entity have been used, they cannot be reused.

Deleting or editing these mappings requires contacting our support group.

Step 6 - Repeat this process for any other desired entities

Direct Employee data sync plugin

This plugin allows to automate Deel Payroll employee onboarding, terminations, and contract amendments into Deel.

Deel will create and continually sync Deel Payroll contracts once an entity-group-site relationship is created.

Create and sync Deel Payroll contracts

Step 1 - Select the (1) Plugins tab and click (2) Manage next to Deel Payroll - Employee data sync

Step 2 - Map an entity, a group, and a HiBob Site.

A HiBob site and group can only be added once.

If there's the need to change the mapped entity, please contact Deel support 24/7 for assistance.

Auto Sync Payslip and End of Year (Tax document) plugin

This plugin allows clients to sync payslips and end-of-year tax documents for Deel Payroll employees to HiBob.

This enables the group to have easy access to these documents on HiBob. Deel will create a folder at the employee level under the Documents tab called Deel Document.

Payslips can only be synced starting from the point when the option to Enable payslip syncing is first toggled on.

Payslips and tax documents will sync to HiBob when they are published in Deel. In HiBob, documents will be synced to the People’s docs section under Shared Docs.

To enable this feature:
1. Select the Plugins tab.
2. Click Enable next to Deel Payroll - Auto Sync Payslip and End of Year (Tax document).

Deel Payroll - Time Off

This plugin makes HiBob the source of worker time-off reporting when using Deel.

To use the time-off plugin, clients will need to authenticate via User Service ID and Token.

This feature is not available to customers authenticated via API Key. If clients have authenticated via API Key, they can re-authenticate by clicking the More button at the top right of the integration and selecting the Re-Authenticate option.

Important

Time off is synced as half days or full days only. Hourly inputs (such as 22 or 24 hours) will be converted to either a half day or full day during sync. Ensure your time-off entry process in HiBob aligns with this conversion behavior.

Configuration Steps
1. Authentication: Authenticate via User Service ID and Token.
2. Re-Authentication (if needed): If authenticated via API Key, click the More button and select Re-Authenticate.

Once configured, any group member working as a Deel Payroll direct employee will enter time off into HiBob instead of Deel. This will only apply to direct employees linked to a HiBob profile, which can be confirmed via the Payroll Logs.

Each Deel time-off type must be matched with at least one time-off type from the HRIS to complete the plugin setup.

Deel Payroll - One Time Payment

This plugin makes HiBob the source of one-time payments when using Deel.

Once configured, any group member working as a Deel direct employee for your group will enter one-time payments into your HRIS instead of Deel. This can only happen for employees linked to an HRIS profile.

Each Deel one-time payment type needs to be matched with at least one one-time payment type from the HiBob one-time payment type list to complete the setup. OTP type mapping is done by entity and each mapping retrieves only OTP types from the GP report items specific to that entity.

Please note that the OTP sync to Deel Payroll only supports the entity's currency as defined in Deel Payroll. Please ensure that any Variable Pay or Entitlement you add in HiBob follows the same currency used by the employee’s entity in Deel Payroll.

Data mapping

Data mapping is done on a case-by-case basis due to customized, tailored field setups. Currently, only CC can perform this step. Clients should reach out to their Implementation Manager to set up the data mapping.

When the integration is first installed, a default mapping packet is installed. However, this can be customized to meet specific needs.

The Deel Payroll sync to support the HiBob Custom Data feature significantly broadens the scope of synchronizable fields, providing clients with access to a wider variety of fields and the ability to seamlessly sync them to Deel Payroll.

Syncing data and log report

Once mappings have been completed, clients must sync data by clicking Sync HiBob in the integration. This will run a poll of the HR system and sync details for any employee with a mapped pay group. The last sync time can be seen under the connected status.

Payroll Logs

The Payroll Logs tab will show the log report from the last sync. This report allows clients to easily open a HiBob profile to investigate any issues or open a GP contract (if available) to do the same.

If clients are unsure about any errors, they should contact the support group, which is available 24/7.

Frequently asked questions (FAQs)

Can Deel restrict access to only certain employees?
Yes. Create a HiBob service-user permission group that contains only the desired employees.

What permissions are required in HiBob?
Edit selected employees' Personal sections; View selected employees' Address, Payroll, and Lifecycle sections.

How are Deel and HiBob profiles matched?
By email address. Ensure the same email is stored in both systems.

Does the OTP sync support multiple currencies per entity?
No. OTP sync supports only the entity's currency in Deel Deel Payroll.

How often does the integration sync?
Daily at 12:00 p.m. GMT.

What happens if I edit a time-off request in HiBob after it has synced to Deel?
If you manually edit an approved time-off request in HiBob after it syncs to Deel, HiBob's API marks this edit as a cancellation event. Deel's integration processes this as a cancellation, and the request will appear cancelled in Deel. To avoid this behavior, ensure time-off requests are finalized in HiBob before the sync runs, or manually update the request status in Deel if an edit is necessary in HiBob.