Recruitment to HR
SmartRecruiters to HiBob integration: hired candidate as a new employee in Bob
With an integration between SmartRecruiters and HiBob, a candidate hired in SmartRecruiters becomes a new employee in Bob, with site, start date, department and job title, and the recruiter sees in SmartRecruiters whether that worked. KoppelHet also brings the data from the offer along and reports the status back in SmartRecruiters.
What the integration does
Organisations that recruit in SmartRecruiters and use HiBob as their HR system often enter hired candidates in Bob by hand. Start date and salary from the offer are retyped, and the recruiter does not know whether the employee is already in Bob.
- The recruiter sets the candidate to hired for the job in SmartRecruiters.
- SmartRecruiters only reports the number; KoppelHet retrieves candidate, job and offer itself.
- Site, department and job title are translated to the fixed lists in Bob.
- KoppelHet creates the employee in Bob, with a salary entry from the start date.
- KoppelHet sets the onboarding status in SmartRecruiters to successful, or to failed with the reason.
What to watch for with SmartRecruiters and HiBob
- SmartRecruiters has an onboarding status per hired candidate and job for the system that takes over the employee. KoppelHet sets it to successful as soon as Bob has accepted the employee, or to failed when Bob rejects a value, so the recruiter sees it in SmartRecruiters.
- Bob does not create an employee without a site and start date. In SmartRecruiters the start date is an offer property that each organisation configures itself. During setup we record which property it is; if it is missing, KoppelHet sets the status to failed instead of sending Bob an empty date.
- Sites, departments and job titles are fixed lists in Bob, and a value that differs slightly makes creation fail. The location of a SmartRecruiters job is an address. KoppelHet translates it through a table to a site in Bob and reports an unknown location.
- A candidate can have a status on several jobs in SmartRecruiters. KoppelHet only reacts to the job on which the hired status was set, so an ongoing application elsewhere does not create a second employee in Bob.
- Bob does not warn when the integration user has only part of the rights; fields without rights simply stay empty. After setup we check per field, including the salary entry, whether Bob really filled it.
- SmartRecruiters retries a failed notification up to ten times, until a day later, and keeps a log for thirty days. KoppelHet compares that log with the employees in Bob every day, so a hire during an outage is not missed.
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
Does the new employee get an invitation to Bob right away?
Only if you want it. Often HR checks first and sends the invitation themselves.
What happens to the BSN?
It does not come from SmartRecruiters. The employee or HR enters it in Bob, or only in Dutch payroll.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- SmartRecruiters through a webhook subscription (notification with only the ID; HMAC-SHA256 in smartrecruiters-signature; respond 202 within 5 seconds; up to ten retries with back-off up to 24 hours; GET /subscriptions/{id}/callbacks-log for 30 days) and the Customer API with OAuth 2.0 client credentials. Onboarding status through PUT /candidates/{id}/jobs/{jobId}/onboardingStatus (READY_TO_ONBOARD, ONBOARDING_SUCCESSFUL, ONBOARDING_FAILED).
- HiBob through the People API (create employee with required email, firstName, surname, work.startDate and work.site; list values must exist) and then an entry in the salary table. Service user with Add new people and edit rights per category; Bob does not report partial rights.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in SmartRecruiters | Field in HiBob | Notes |
|---|---|---|
firstName en lastName | firstName en surname | |
email | email | Required in Bob; often the private address at first |
phoneNumber | Persoonlijk mobiel nummer | |
Locatie van de vacature | work.site | Required in Bob, through a lookup table |
Afdeling van de vacature | work.department | |
Functie van de vacature | work.title | |
Startdatum (offer property) | work.startDate | |
Salaris (offer property) | Salarisregel met ingangsdatum | |
Kandidaat-ID en job-ID | onboardingStatus in SmartRecruiters |
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