BambooHR: New Hire Integration

Overview

ClearCompany and BambooHR have partnered to provide a seamless transfer of new hire data from the ClearCompany Applicant Tracking and Onboarding platforms into BambooHR.

Please continue reading to understand how this integration works and what data can be sent between the two systems.

Setting Up the Integration

If you're interested in integrating your ClearCompany platform with BambooHR, please reach out to your Customer Success Manager (CSM). Once the integration has been purchased, you can expect the following to take place:

1. Our support team will receive a notification to begin setting up your integration once the agreement has been finalized with your CSM. They will reach out to the designated stakeholder for the integration at your organization.
2. You'll be asked to provide an API Key and your BambooHR Subdomain. Please visit this guide for the steps of that process.
3. Once you've provided those data points, our support team will pull your BambooHR Data and map it to your ClearCompany data. At this time, there may be some communication between you and our team in order to ensure the mappings are correct. The primary fields between which we map are listed below:

   • BambooHR	ClearCompany
     Job Titles	Roles
     Departments	Departments
     Locations	Offices

4. Some additional updates to your ClearCompany account will be made to support the integration. For example, workflows used to denote transfer statuses will be added.
5. Once the integration has been configured, our support team will let you know that we will begin testing. We will create a test requisition and test candidate. Any errors that occur during this time will be troubleshot and corrected.
6. Once a successful test has been sent, your integration is live and ready for use with live candidates. If any issues arise, our support team will be able to assist.

Sending a New Hire

Once you are ready to send a new hire from ClearCompany to BambooHR, there are two options for triggering the data transfer. 

Workflow Change - Default

• This is the recommended setup to allow for more manual control over when the data sends. When the new hire is placed into a certain workflow stage, they will then automatically send to BambooHR.

Onboarding Packet Completion

• The other option for sending data will be when the new hire's assigned onboarding packet reaches 100% completion in ClearCompany. At that point the transfer to BambooHR will immediately send.

Process in ClearCompany

1. Ensure that the new hire's onboarding packet is fully complete.
   • If using the Workflow Change trigger they must have completed at minimum the BambooHR Personal Data Form, the BambooHR Direct Deposit Form, and the Federal W-4 for all fields to send.
   • Note: This step is not applicable for clients not using ClearCompany's onboarding module.
2. For the Workflow Change trigger, they will send once the candidate is placed into the "Hired - Send to BambooHR" workflow stage.
   • If using the Onboarding Packet Completion trigger, the new hire will have automatically sent to BambooHR upon 100% packet completion (this includes all internal tasks).
3. In the majority of instances, you will see Sent under the Integration Status from the candidate's Hire tab in their candidate profile.

   

4. If for any reason you need to resend or manually send the data to BambooHR, you can do so by navigating to the "Hire" tab on the candidate profile, then selecting Send Data in the dropdown on the Integrations heading. Last, click on the dropdown which says "Please Select a Connection" and click on the BambooHR option.

 Please Note

In most instances, if there are any failures with the integration the Status message within ClearCompany will still display as Sent. ClearCompany Support will receive notification of the failure and act as soon as possible, but if you do not see your new hire in BambooHR shortly after sending, please reach out to [e-mail] for assistance.

Process in BambooHR

There are two ways to access the new hire once they have been imported into BambooHR

Email Notifications

If you have notifications set up within BambooHR to alert team members when a new hire is added, you can access employee records via those emails.

1. First, review the New Hire Email and click “View Employee Record”. The email should look something like the below.

   

2. Your internet browser will then open BambooHR. Once you are logged in as prompted, the Employee from ClearCompany's profile will appear.

   

Navigating Within BambooHR

The new employee record can also be accessed directly within BambooHR.

1. First, login to BambooHR and then navigate to the “People” Tab.
2. So long as you are a Full Admin access level user (typically those users that enter new hire information) you will have access to the “List” tab. Access this tab and then filter by hire date to get the most recent hires at the top of the list.
3. Now select the employee to view their information

   

4. Note that after getting to the employee’s personal tab, it may be necessary to manually add any additional information, custom fields for example, to the employee record.

Supported Fields

The fields listed below are the standard fields that will be set up for the new hire integration by default. Please note, as indicated below only first and last name are required.

	Bamboo Field Name	ClearCompany Data Source	Notes/Description
Personal Data	First Name	System Field	Required
	Middle Name	Personal Data Sheet
	Last Name	System Field	Required
	SSN	System Field
	Home Email	System Field	Will pull from email designated as primary
	Address Line 1	System Field
	Address Line 2	Personal Data Sheet
	City	System Field
	State	System Field
	Country	Personal Data Sheet
	Zip Code	System Field
	Home Phone	System Field: Phone number set to Type = Home	If two numbers of one type are sent (i.e. two Mobile numbers) will default to the Primary Phone Number out of those two
	Mobile Phone	System Field: Phone number set to Type = Mobile
	Work Phone	System Field: Phone number set to Type = Work
	Date of Birth	Personal Data Sheet
	Gender	Personal Data Sheet
	Marital Status	Personal Data Sheet
	Ethnicity	System Field
Employment Data	Hire Date	System Field (onboarding hire date)
	Employment Status	N/A	Fixed Value: Active
	Job Title	Role Name
	Department	Department Name
	Location	Office Name
	Supervisor Code	Hiring Manager Name
	Employee History Status	Personal Data Sheet	Employee Type. Valid values: Full Time, Part Time, Temporary)
	Employee Class	Requisition EEO Type
Payroll Data	Pay Period	Personal Data Sheet	Valid values: Hour, Day, Week, Month, Pay Period
	Exemption Status	Personal Data Sheet	FLSA Status
	Pay Type	Personal Data Sheet	Rate Type. Valid values: Hourly, Salary, Contract, Commission
	Pay Rate Per Period	Personal Data Sheet
	Pay Schedule	Personal Data Sheet	Pay Frequency
	Annual Pay	Personal Data Sheet
Emergency Contact Data	Emergency Contact Name	Personal Data Sheet
	Emergency Contact Phone	Personal Data Sheet
	Emergency Contact Email	Personal Data Sheet
	Emergency Contact Relationship	Personal Data Sheet