Sapling - BambooHR Integration Guide – Kallidus

Introduction

The Kallidus Sapling platform helps HR and People Operations teams automate and streamline administrative tasks so they can focus on employee experience, retention, and creating an amazing culture for the most successful teams.

BambooHR is an all-in-one HR platform that automates operational tasks and frees your People team to focus on big-picture projects that make a difference.

With the BambooHR integration, Sapling will:

Create Users in Sapling: When a user is added directly in BambooHR, they will automatically be created in Sapling
Create Users in BambooHR (optional): When a new hire completes preboarding in Sapling, they will automatically be created in BambooHR
Update User Attributes: When a user profile is updated in BambooHR/Sapling, the corresponding user profile will be updated in Sapling/BambooHR
Sync User Documents: When a user completes a document request in Sapling, the document will be synced to the corresponding user profile in BambooHR
Deactivate Users: When a user is offboarded in BambooHR/Sapling, the corresponding user in Sapling/BambooHR will automatically be deactivated
Link Users: Existing Sapling users will be linked to corresponding users in BambooHR based on Company Email

How it Works

Create Users in Sapling from BambooHR

If a BambooHR user does not yet exist in Sapling, they will be created in Sapling with their personal information and job details via a daily (overnight) sync
New hires created this way can be found on your onboarding dashboard, while existing employees created this way can be found through the people directory or search bar
You can then assign them documents/tasks/workflows and invite them to Sapling via their profiles
Check out this article for more information on how to manually send a Sapling invite
Check out the Supported Fields section for what fields are synced from BambooHR to Sapling for user creation

Create Users in BambooHR from Sapling (optional)

When a new hire completes preboarding in Sapling, they will immediately be created in BambooHR with their personal information and job details
The new hire will then be invited to BambooHR based on your company settings in BambooHR
Check out the Supported Fields section for what fields are synced from Sapling to BambooHR for user creation

Update User Attributes in Sapling

When a user profile is updated in BambooHR, the corresponding user profile will be updated in Sapling via a daily (overnight) sync
Rehirings and terminations made in BambooHR are also synced into Sapling this way
Check out the Supported Fields section for what fields are synced from BambooHR to Sapling for user updates

Update User Attributes in BambooHR

When a user profile is updated in Sapling, the corresponding user profile will immediately be updated in BambooHR
Check out the Supported Fields section for what fields are synced from Sapling to BambooHR for user updates

Sync User Documents

When a user completes a signatory or upload request document in Sapling, the document will immediately be synced to the corresponding user in BambooHR

Deactivate Users

For users created in BambooHR from Sapling
- Offboarding the user in Sapling will deactivate the corresponding user in BambooHR once the Sapling Access Cutoff date (specified during offboarding) is reached
- Check out this article for more information on offboarding users in Sapling
For users who were created in Sapling from BambooHR
- Offboarding the user in Sapling will not automatically deactivate the corresponding user in BambooHR - you'll have to deactivate them in BambooHR manually
- Deactivating the user in BambooHR will deactivate the corresponding user in Sapling via a daily (overnight) sync

Link Users

As long as the integration is enabled, a daily (overnight) sync will link existing Sapling users to corresponding BambooHR users based on Company Email
Any BambooHR users that are not found in Sapling will be created in Sapling via the process detailed in the Create Users in Sapling in BambooHR section above
Check out the Before Enabling the Integration section to get the most of the initial user linking when the integration is first enabled

Before Enabling the Integration

User Creation Limitations

For the optional user creation from Sapling to BambooHR, please note that Sapling will only auto-create BambooHR accounts for new hires that complete preboarding after the integration is enabled.

As such, before enabling the integration you need to manually create BambooHR accounts for all your existing Sapling users (if they don't already have one). For a speedier solution, please reach out to BambooHR Support and ask if you're able to do so via bulk upload.

Once the integration is enabled, existing Sapling users will be linked to corresponding BambooHR users based on Company Email. Once linked, user updates in Sapling will sync to BambooHR going forward.

Default/Custom Table Limitations

Please note that this integration does not currently support the use of default/custom tables in Sapling. If you have any integration fields (listed in the Supported Fields section) in a default/custom table, updating their values in Sapling will not update their values in BambooHR and vice versa.

As such, please reach out to our Support team so we can best advise you on how to transition away from default/custom tables to fully leverage this integration.

Setting Up the Integration

Part 1: Create an API key in BambooHR

From your home page, navigate to API Keys
Under My API Keys, click "Add New Key"
Enter any descriptive name for your integration and click "Generate Key"
Copy the API key for part 2 of the setup

Part 2: Enable the BambooHR integration and configure the L/D/E filters in Sapling

Under Administration Tools, navigate to Integrations
Scroll down to find the BambooHR integration and enable the integration slider
Enter your BambooHR subdomain and paste your BambooHR API key
If you'd like for Sapling new hires to be created in BambooHR, enable the slider below
Specify which Location, Department, and Employment Statuses the integration applies to, and click "Next"
Confirm your configuration details and click "Activate" to complete the integration

Supported Fields

Kallidus is continually expanding the number of fields that sync between Sapling and BambooHR.

Supported fields for this integration

Please note that is not possible to exclude or custom map any of the supported fields above, or map any additional fields at this time.

For Sapling fields with approval chains enabled, updates from BambooHR will not be synced into Sapling for those fields. Updates from Sapling will still be synced to BambooHR, but only after the field changes have been fully approved.

Key Factors to be aware of

Field Name Matching

For the fields to sync correctly, the naming conventions must match between Sapling and BambooHR for both the fields names and field values (for dropdown fields)

Duplicating/Re-creating Users in BambooHR

Where possible, please avoid duplicating or re-creating users (after deleting them) in BambooHR. If you were to do so, the user's new BambooHR profile will not be automatically linked to their existing Sapling profile - even if the Company Email matches. In this event, please reach out to our Support team so we can manually link those profiles for you on the back end.

Managing Documents

Sapling will only sync Signatory and Upload Request documents to BambooHR.
If you'd like a user to submit an additional document and have it synced, please create an Upload Request. If a user uploads and an additional document by itself (without the Upload Request), it will not be synced.
If you'd like for W4 and/or direct deposit information to be synced, please create a Signatory and/or Upload Request as needed.

Managing rehiring

Rehiring should be managed directly in BambooHR, and Sapling will then pull the updates from BambooHR overnight
Once rehired, their profile will either be created Sapling (if not already present), or their existing Sapling profile will be reactivated
Once reactivated, you can assign them documents/tasks/workflows and invite them to Sapling as needed

Filters in Sapling

Sapling supports filtering, and allows you to identify what users you want to keep synced based on the following:

Location
Department
Employment Status

Looking to do more?

Want to build your own custom integration? Check out the publicly available resources below: