Recruitment to HR
Teamtailor to HiBob integration: hired candidates as new employees in Bob
With an integration between Teamtailor and HiBob, every hired candidate from Teamtailor becomes a new employee in Bob, with start date, site, department, job title and salary from the offer. HiBob itself has a Teamtailor integration that sends a candidate to Bob at the hired stage with name, email, phone, job title, department, site and CV; KoppelHet comes in when start date, salary, employment type and multiple entities must also come along, or when changes after the hire must still come through.
What the integration does
Anyone recruiting in Teamtailor and using HiBob gets hired candidates into Bob through the HiBob integration. HR then fills in start date, salary and contract type by hand from the offer letter, and a start date that moves after the hire is often forgotten.
- The recruiter moves the candidate to the hired stage in Teamtailor, with an accepted offer.
- KoppelHet retrieves candidate, job and offer, with start date, salary and contract type.
- Site, department and job title are translated to the fixed lists in Bob.
- KoppelHet creates the employee in Bob, with a salary entry effective on the start date.
- If the start date moves in Teamtailor before the start, KoppelHet updates it in Bob.
What to watch for with Teamtailor and HiBob
- The Teamtailor integration is built by HiBob and, according to Teamtailor, sends email, first and last name, the job's city as site, job title, department, mobile number and LinkedIn to Bob, plus the CV in the confidential documents. Start date and salary are not in that list. KoppelHet takes them from the offer.
- With the HiBob integration, custom fields are only copied if they have exactly the same name in Teamtailor as in Bob. KoppelHet works with a fixed translation per field, so a renamed field in Teamtailor does not silently arrive empty in Bob.
- The HiBob integration uses the job's city as site. If a colleague works from another site than the job's, or the city does not exist as a site in Bob, KoppelHet picks the site from the offer and reports an unknown value to HR.
- The HiBob integration sends the candidate once at the hired stage. KoppelHet keeps watching Teamtailor for changes until the start date, such as a moved start date, and passes them on to Bob.
- Salary in the offer has an amount and a currency. KoppelHet puts it into Bob as a salary entry with the start date as effective date and the site's pay period, so a colleague in Lisbon appears in Bob in euros and per month.
- For the HiBob integration you create an API key in Teamtailor with admin read and write rights. KoppelHet only needs read rights in Teamtailor and writes nothing back.
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 rejected candidates?
They stay in Teamtailor. Only hired candidates go to Bob.
What about audit logging, GDPR and our integration platform?
You are the controller and KoppelHet is the processor, under a data processing agreement. Only data of hired candidates goes to Bob, and every action is in the audit logging. An existing integration platform is left alone.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- The HiBob integration is set up in Bob under Settings, Integration, Recruitment, with a Teamtailor API key with Admin read/write; in Teamtailor through Marketplace, HR Systems, HiBob and a trigger on the Hired stage. One-way through the API, from Teamtailor to Bob, at the moment of Hired.
- KoppelHet reads Teamtailor through the webhook job_application.update to a stage of the hired type and the Teamtailor API (job-applications, candidates, jobs with department and locations, job-offers and the onboarding add-on with start-date), with an API key with Admin read.
- HiBob is written through the People API (create employee with firstName, surname, email, work.site, work.startDate, work.department and work.title), then an entry in the salary table. The service user has rights per field; Bob drops fields without rights without an error.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Teamtailor | Field in HiBob | Notes |
|---|---|---|
first-name en last-name | firstName en surname | |
email | email | |
phone | Persoonlijk mobiel nummer | |
Locatie van de vacature | work.site | |
department van de vacature | work.department | |
title van de vacature | work.title | |
start-date (onboarding) of custom field | work.startDate | |
Salaris en valuta uit het aanbod | Salarisregel met ingangsdatum | |
Contractsoort (custom field) | Soort dienstverband | |
Cv en documenten | Vertrouwelijke documenten |
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