Recruitment to HR
iCIMS to HiBob integration: hire in Bob, errors visible in iCIMS
With an integration between iCIMS and HiBob, a candidate with an accepted offer in iCIMS arrives in Bob as a new employee, with site, start date, department, job title and address. If Bob rejects a value, the recruiter sees the reason in iCIMS right away.
What the integration does
Organisations that recruit globally in iCIMS and use HiBob for their European entities retype hires from iCIMS into Bob. The handover runs through email or an export.
- The recruiter moves the candidate in iCIMS to the status for an accepted offer.
- KoppelHet fetches person, application and job through the iCIMS API.
- The job location is translated to a site in Bob, department and title to the lists in Bob.
- KoppelHet creates the employee in Bob, with a salary entry from the start date.
- iCIMS shows the recruiter a confirmation, or the reason why Bob rejected the employee.
What to watch for with iCIMS and HiBob
- Bob rejects a new employee without a site or with a department not in the list. iCIMS lets the receiver return an error message that the recruiter sees. KoppelHet therefore passes Bob's rejection straight back to iCIMS, on the candidate.
- The location of an iCIMS job is a link to an address, while Bob wants a site from a fixed list. KoppelHet records the Bob site per iCIMS location, so a job in Amsterdam or Utrecht lands on the right site.
- In iCIMS the phone number is classified by type, such as work, home and mobile. KoppelHet takes the mobile number and puts it in Bob as personal mobile, and leaves a work number from a previous employer alone.
- Besides the offer amount iCIMS stores a bonus, relocation amount and paid time off. Bob only gets the base amount as a salary entry; bonus and leave follow the policies HR has set up in Bob.
- Bob does not report it when the integration user has only part of the rights; fields then silently stay empty. After setup we check per field with a test candidate from iCIMS whether Bob really filled it.
- An iCIMS notification only contains numbers and links, no personal data. KoppelHet fetches everything itself from iCIMS, so a forged notification cannot create an employee in Bob.
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
Why not Bob's Hire API?
It creates a notification with which HR completes the new hire itself. That is possible too; KoppelHet by default chooses a complete employee, so HR has nothing to copy.
Do hires outside Europe also go to Bob?
Only if those sites exist in Bob. A location without a site in Bob gives a message in iCIMS.
Does the employee get an invitation to Bob right away?
No, HR sends it when the start date approaches.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- iCIMS through the Workflow Status Update event (WorkFlowStatusChangeEvent with personId, jobId, systemId and links), configured on a trigger status. Respond 200 with userMessage or 400 with the message for the recruiter. Then GET on applicantworkflows (proposedstartdate, offeramount), people (firstname, lastname, email, phones with phonetype, addresses) and jobs (joblocation, department, jobtitle).
- HiBob through POST /v1/people (required email, firstName, surname, work.startDate and work.site; list values must exist), then an entry in the salary table. Service user with Add new people to the company; no warning on partial rights.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in iCIMS | Field in HiBob | Notes |
|---|---|---|
firstname en lastname | firstName en surname | |
email | email | Required in Bob |
phones (type Mobile) | Persoonlijk mobiel nummer | |
addresses | Huisadres in Bob | |
joblocation (vacature) | work.site | Required in Bob, through a lookup table |
department en jobtitle (vacature) | work.department en work.title | |
proposedstartdate | work.startDate | |
offeramount | Salarisregel met ingangsdatum |
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