BambooHR is a leading cloud based human resources software designed for small and medium sized businesses. It helps manage employee data, onboarding, time off, and performance in one centralized system. When integrated with Connecteam, it enables seamless user synchronization between the two platforms, ensuring consistent and up to date employee information. Let's dive in!
This article will cover:
What Does This User Sync Integration Do?
The BambooHR user sync integration allows for automatic synchronization of user data, reducing manual effort and ensuring data consistency. Specifically:
New Users: When a new user is added to BambooHR, they will be automatically imported into Connecteam as a "Pending Approval."
User Updates: Any changes to a user's personal information in BambooHR (e.g., name, phone number) will be reflected in Connecteam as an "Update User" approval request.
User Deletion/Archiving: When a user is deleted in BambooHR, they will be archived in Connecteam.
Before You Begin:
You must have an Owner role in Connecteam to set up this integration. Admins do not have the necessary permissions.
Your Connecteam account must be on at least a Basic Plan in any of the hubs to access this feature.
Step-by-Step Integration Guide
Part 1: Connecting to BambooHR
Navigate to User Integrations:
From your Connecteam dashboard, go to the Users page.
Click on the Add Users dropdown menu.
Select User Integrations.
Select BambooHR:
On the User Integrations page, you will see a list of available integrations.
Locate BambooHR and click the Connect button next to it.
Approve Integration Permissions:
A modal will appear, explaining what the BambooHR integration does.
Click the Connect to BambooHR button within this modal.
Enter Your BambooHR Domain:
You will be prompted to enter your BambooHR domain URL. This is the part of your BambooHR URL before "bamboohr.com" (e.g., if your BambooHR URL is https://mycompany.bamboohr.com, you would enter mycompany).
Enter your domain and click Continue.
Authenticate with BambooHR:
You will be redirected to a BambooHR authentication page.
Log in to your BambooHR account and grant Connecteam the necessary permissions.
Confirm Connection Success:
Once the authentication is complete, you will be redirected back to Connecteam.
A "Connection successful" message will appear. Click Continue to setup.
Part 2: Setting Up the Integration
Review the Integration Sync Logic:
After a successful connection, you will be directed to the "Integration setup" page.
This page provides a summary of how the BambooHR user sync works:
When users are added in BambooHR, they are imported into Connecteam.
When users are updated in BambooHR, the changes are applied in Connecteam.
When users are deleted in BambooHR, they are archived in Connecteam.
New users will appear in Connecteam for approval before being added.
Review this information and click Next.
Map User Fields:
On the "User field mapping" stage, you will define how data from BambooHR maps to Connecteam.
Default mappings will be provided for essential fields like:
BambooHR: First Name → Connecteam: First Name
BambooHR: Last Name → Connecteam: Last Name
BambooHR: Mobile Phone → Connecteam: Mobile Phone
First Name, Last Name, and Mobile Phone are mandatory fields that must be mapped.
You can add additional fields by clicking + Add field and selecting the corresponding fields from BambooHR and Connecteam.
To remove a mapped field, click the trash icon next to it.
If a field is not selected in a dropdown, it will be ignored during the sync.
Once you are satisfied with your field mappings, click Complete.
Setup Completion:
A "Setup completed" modal will appear.
Click Got it.
Part 3: Managing Pending Approvals
After the initial setup, user changes from BambooHR will appear under "Pending Approvals" in Connecteam. This section is where you review and approve these changes to maintain control over your user base.
Access Pending Approvals:
From the Users page in Connecteam, click on the Pending approvals button (next to the "Admins" button).
Understand User States in Pending Approvals:
On this page, you will see a list of items requiring your attention, categorized by their source and action:
New User (from BambooHR): This indicates a user who was recently added in BambooHR and does not yet exist in your Connecteam account. You will see their details from BambooHR and the option to "Approve" them to create their profile in Connecteam.
Match with Existing User (from BambooHR): If a user is added in BambooHR, but Connecteam identifies an existing user in your app with matching information (same mobile number), it will suggest linking these two profiles. This prevents duplicate entries. You can choose to "Match" them, or “Create as new” if they are genuinely separate individuals.
Update User (from BambooHR): This signifies that an existing user, already linked between BambooHR and Connecteam, has had their personal information updated in BambooHR. You will see the previous and new values, and you must "Approve" the update for the changes to take effect in Connecteam. If you "Ignore" it, the Connecteam profile will not be updated.
Invite Link User (from Connecteam): This section shows users who have joined your Connecteam app directly via an invite link (e.g., from an email or QR code). These users are not from BambooHR or any other integration. Therefore, they will always appear as "New user" and cannot be matched with a BambooHR profile, as their origin is independent. You simply "Approve" them to add them to your active Connecteam users.
3. Actioning Approvals:
For each item in the pending approvals list, you have the following options:
Approve: Accepts the new user, matches the user to an existing profile, or applies the pending update from BambooHR.
Ignore: Disregards the new user, proposed match, or specific update. The user or their information will not be added/modified in Connecteam.
Approve all / Ignore all: These buttons at the bottom of the page allow you to process all pending items in bulk.
Important Notes:
Every update to personal information for a synced user in BambooHR will generate an approval request in Connecteam, allowing you to review changes before they are applied.
Once a user is approved or matched, future updates for that user will appear as "Update user (username)" under pending approvals.
The integration will continuously sync data between BambooHR and Connecteam after the initial setup.
This user sync integration streamlines your user management, ensuring that your Connecteam and BambooHR user bases are always up-to-date while giving you control over data changes. If you encounter any issues, please contact Connecteam support.
FAQ's
Who can set up the BambooHR integration?
Only Owners, and the account should be on the Basic plan and up.
Where can I find updated/imported users and their data, on Connecteam?
All data updated/imported from the BambooHR User Sync integration will be shown on the Pending Approvals modal of the Users feature. After approving, the changes will be saved.
Can I push users or edits made to their data from Connecteam to BambooHR?
No, the User Sync integration only works one way, from BambooHR into Connecteam.
Can I choose which users get imported from BambooHR?
Yes, you can set filters when initially setting up the integration, so that only some users are imported onto Connecteam, based on the filters you set.
Can I sync pay rates with the BambooHR integration?
No, only information that would go in the "User Fields" of a Users Profile can be imported. Pay rates are not currently supported.
How does the Integration match users?
For each new user coming from the user sync integration, we first attempt to match them with an existing Connecteam user using their name, phone number, or email.
If a match is found, the user will appear as “Matched user” in the Status column.
For matched users, the fields imported from BambooHR will be displayed for your approval.
For new users from BambooHR, if a field in Connecteam already contains data and the corresponding field in BambooHR is empty, it will appear as blank in the Pending Approvals view. However, existing values in Connecteam will not be overwritten.
If I have a dropdown field in my users profile, and I import data from BambooHR that includes a new value for that dropdown field, what happens?
If a new dropdown field item is received from BambooHR, the field will be marked red on the import modal, and the client will get the following options:
Switch to an existing item
Add it as a new item
If the field is not required, also suggest the option to ignore it and leave the field empty
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