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HiBob to Salesforce integration: Salesforce users ready for day one, closed on departure
With an integration between HiBob and Salesforce, every new sales or support colleague in Bob is ready as a Salesforce user on day one, with profile, role, manager and the settings of their site. On departure or garden leave access to Salesforce closes at the moment you agree, without anyone having to step in within Salesforce.
What the integration does
Organisations with HiBob for HR and Salesforce for sales and customer success often have Salesforce users created only on the first working day. New colleagues then spend the morning without a CRM, and leavers on garden leave can sometimes still see their pipeline for weeks.
- HR creates the new colleague in Bob, with start date, department, job, site and manager.
- Bob reports the new employee; KoppelHet checks that the notification really comes from Bob and retrieves the data.
- As soon as there is a work email, KoppelHet creates the Salesforce user with profile, role, manager and the settings of the site.
- An internal move, for example from sales to customer success, updates profile and role.
- On departure or garden leave access closes as agreed: freeze at the moment of the notification, deactivate on the end date.
What to watch for with HiBob and Salesforce
- Bob asks for an email address when creating an employee, and HR often enters a private address. Salesforce only accepts a changed email address after confirmation, so creating a user with the private address causes trouble later. KoppelHet waits to create the user until the work address is known.
- Colleagues who have not started yet are inactive in Bob and are left out of search results by default. KoppelHet requests them explicitly, so the Salesforce users of a group of new account executives are ready before their first day.
- Bob reports garden leave as a departure, while the contract continues. In Salesforce KoppelHet then freezes the user immediately, so the leaver can no longer see the pipeline, and only deactivates on the end date. Accounts and opportunities stay in their name until handover.
- If the integration has no right to a field in Bob, Bob leaves it out without an error. A missing department would end up as the wrong profile in Salesforce. KoppelHet checks that department, job and site are present, and otherwise reports it instead of creating a user.
- The sites in Bob are in different countries and time zones. A table per site sets time zone, language and locale in Salesforce, so an account executive in another country sees appointments and amounts the way they are used to.
- KoppelHet only processes notifications with a valid signature from Bob. A forged message therefore cannot create a Salesforce user with access to customer data.
This integration is also part of joiner, mover, leaver.
How we build and run it
- The integration runs on the KoppelHet platform, hosted in a data centre in the EU.
- Every sync and every error is visible in the functional log; on an error your administrator is notified.
- A change that cannot go through is not half-applied but queued for another attempt.
- KoppelHet is ISO 27001 certified. Data travels encrypted and stays on the platform no longer than needed.
- After go-live we manage the integration and adjust it when your process changes.
- The integration fits next to your existing integration layer. Only the fields in the design are transferred; the platform keeps no register of its own.
Implementation and price
This is not an app you switch on. We build the integration for your organisation on our platform, with building blocks we reuse on every project. So it is custom work that does not start from scratch.
A consultant prepares the intake and analyses both systems. We then record the mapping and exceptions field by field, test in the test or acceptance environment and go live at a moment you choose. Costs are a one-off amount for the setup and a monthly amount for platform, monitoring and support.
Frequently asked questions
What if someone returns after an earlier job with us?
Salesforce keeps deactivated users. KoppelHet finds the old user through the Bob ID and reactivates it, so no second user with a different username is created.
Does compensation data from Bob go to Salesforce?
No. The integration's service user has no access to salary, bonus or bank details in Bob.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- HiBob is read through signed webhooks (including employee.created, employee.updated, employee.joined and employee.left) and the People API (people search with showInactive for employees who have not started). The service user has read access to root, work and employment; no salary or bank.
- Salesforce is written through the REST API on the User object with a connected app (OAuth 2.0) and an integration user with Manage Users. Required on create include Username (unique across all Salesforce environments), Alias (at most 8 characters), Email, LastName, ProfileId, TimeZoneSidKey, LocaleSidKey, LanguageLocaleKey and EmailEncodingKey.
- Freezing through IsFrozen on the user's UserLogin record; deactivation with IsActive = false.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in HiBob | Field in Salesforce | Notes |
|---|---|---|
root.id | EmployeeNumber | |
root.firstName | FirstName | |
Achternaam | LastName | |
Werkadres (root.email na terugschrijving) | Email, Username en FederationIdentifier | |
Naam (ingekort) | Alias | |
work.title | Title | |
work.department | Department, ProfileId en UserRoleId | Through a lookup table per department |
work.siteId | TimeZoneSidKey, LocaleSidKey en LanguageLocaleKey | Through a table per site |
Leidinggevende | ManagerId | |
Vertrek, garden leave en einddatum | UserLogin.IsFrozen en IsActive |
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