Accounts in applications
HiBob to Zenya integration: Zenya users that follow the lifecycle in HiBob
With an integration between HiBob and Zenya, every new employee in HiBob automatically becomes a Zenya user with organisation unit, position and manager, and that user follows the lifecycle in HiBob. On the effective date of a transfer the unit in Zenya changes, and a departure or immediate access revocation sets the user to inactive.
What the integration does
Organisations that use HiBob as HR system and Zenya for quality documents and reports often only add new colleagues to Zenya when someone asks. Leavers then stay active there, and a transfer in HiBob only reaches Zenya when application management happens to notice it.
- Application management records which combination of site and department belongs to which Zenya unit.
- HiBob reports a new or changed employee; KoppelHet fetches the current data.
- A new employee becomes a Zenya user with unit, position and manager.
- KoppelHet applies a scheduled transfer in Zenya on the effective date.
- On departure or immediate access revocation KoppelHet sets the user to inactive.
What to watch for with HiBob and Zenya
- HiBob sends the departure notification only at midnight after the effective date, in the site's time zone. The Zenya user therefore becomes inactive in the night after the last working day, not earlier, so someone can still complete reports on their last day.
- HiBob also counts garden leave as a departure and then sends the same notification, often weeks before the employment ends. KoppelHet sets the Zenya user to inactive at that moment, because someone on garden leave no longer needs to read protocols; anyone who wants it differently chooses the end date.
- On summary dismissal HiBob can revoke access immediately and sends a separate notification for it. KoppelHet then sets the Zenya user to inactive straight away, without waiting for the effective date of the departure.
- Temporary leave gives its own notification in HiBob, and can make an employee inactive unless they remain active. KoppelHet keeps the Zenya user active during leave, so read confirmations and open reports are still with the same person on return.
- A scheduled change in a HiBob table gives a notification straight away, with the effective date included. KoppelHet keeps a future transfer and only sets the new unit in Zenya on that date, so nobody gets the protocols of another department too early.
- In HiBob department and site are separate, while Zenya units form a tree. The same department at two sites can be two units in Zenya. The lookup table therefore looks at the combination of site and department.
- A HiBob notification only contains the employee ID and the changed fields. KoppelHet then fetches the employee itself with a service user that only reads, without access to salary or bank details.
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 happens to the documents of someone who leaves?
They stay in Zenya. The user becomes inactive and application management hands over documents and open reports.
Can group accounts stay in Zenya?
Yes. KoppelHet leaves users without a HiBob number alone.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- HiBob through webhooks v2 (employee.created, employee.updated with the list of changed fields, table.entry.created with effectiveDate, employee.left, employee.temporaryLeave and employee.access.revoked.immediately; all with data.employeeId) and the People API (people search with showInactive) for root, work and the lifecycle. Lifecycle notifications fire at midnight after the effective date in the site's time zone.
- Zenya is written through the Zenya REST API v5 (token through POST /tokens with api_key and username). POST /users with login_code and name required, plus email_address, external_id, position_id, manager_id and organization_unit_ids; PATCH /users/{user_id} for changes and active = false. GET /organization_units (with parent_id and external_id) and GET /positions for the IDs.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in HiBob | Field in Zenya | Notes |
|---|---|---|
root.id | external_id | |
Werk-e-mailadres | login_code en email_address | Or the username from SSO |
Weergavenaam | name | |
work.department en work.siteId | organization_unit_ids | Through the lookup table |
work.title | position_id | Position must exist in Zenya |
Leidinggevende (employeeId) | manager_id | Looked up by external_id |
Levenscyclusstatus | active |
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