Before we begin ensure:

• You are signed into Deputy as a System Administrator or a Location Manager.
• You have disconnected and deleted the old BambooHR integration if you connected your Deputy account to BambooHR prior to December 2021.

This article will cover:

• Connecting the BambooHR integration
• Setting up the integration step-by-step
  1. Connected locations
  2. Employee details
  3. Sync Settings
  4. Import employee leave balances into Deputy
• What data syncs between Deputy and BambooHR
• Editing your integration setup
• Accruing leave based on hours worked
• Export timesheets for payroll (US only)
• FAQ

Connecting the BambooHR integration

1. Go to the People tab where you'll find an option to Add People > Import via integration

2. From here, you can select BambooHR where we will prompt you for your BambooHR subdomain, username and password to authorize the integration.

Pro Tip: To edit your BambooHR set up, come back to this same place.

Setting up the integration step-by-step

After you've successfully connected the integration, you'll be taken through step-by-step to set up the integration.

1. Connected locations

Individually mapping your BambooHR locations, departments or divisions will control which employees get added to which location from BambooHR. Start by selecting which BambooHR workplace category is the equivalent of a Location in Deputy in your organisation:

• Divisions
• Departments
• Locations

The selected category will display the relevant BambooHR list and ask you to map each one to a Deputy Location. There is also the option to not connect specific locations if required. Click Next when you are done.

2. Employee details to import

Select which groups of employees in BambooHR you wish to sync details from BambooHR to Deputy. The employee details fields are displayed to show you what will be imported.

Note: employees not assigned to a location in BambooHR will not be imported to Deputy.

You can choose from:

• All employees in connected locations.

OR

• Specific groups of employees in BambooHR to sync to Deputy (select the BambooHR group category and type you require to select the groups of employees)

Note 1: during this step, you can choose the desired Bamboo HR field to sync to Deputy's email and Payroll ID field. 

Note 2: during this step, you can also choose whether you want to send an invitation for these employees to join Deputy as they are imported into Deputy. If you choose not to send an invitation (perhaps because you are still setting up your Deputy account) then it is easy to send an invitation later using bulk actions.

Click Next when you are done.

3. Sync Settings

Choose whether you would like to sync changes in BambooHR to Deputy including:

• When people are added to BambooHR > add them to Deputy AND
• When employee details get updated in BambooHR > send the changes to Deputy.

OR you can turn off the sync option so that only an initial import will occur and no new employees or changes will be sent to Deputy.

Click Next.

4. Importing leave balances to Deputy, exporting leave requests to BambooHR

Configure whether you want to sync leave balances from BambooHR to Deputy. If you select Yes you will be asked to map Bamboo leave types to Deputy leave types.

Note: If a BambooHR leave type is measured in hours or days, corresponding leave entitlements in Deputy need to be set to the same unit.

When you are done click Start importing.

 

Employee fields

BambooHR field	Direction	Deputy	Notes
First name	→	First name
Last name	→	Last name
-		Preferred name	Joins first name and last name
Personal / Work email / Best Email	→	Email address	Based on users choice in the dropdown.
Mobile Phone	→	Mobile
Birth date	→	Date of birth
Address 1	→	Address
City	→	City
ZIP	→	Zip/postcode
Hire date	→	Hired on
Bamboo ID / Employee Number	→	Payroll ID	Based on users choice in the dropdown.
Emergency - name	→	Emergency contact name
Emergency - mobile	→	Emergency contact number
Job - Location/Division/Department	→	Location	Depends on what you have chosen during BambooHR setup

 

Leave / time off

Deputy leave request	Direction	BambooHR Time Off Request
Approved	→	Approved Time Off request created
Unapproved	→	Declines and archives Time Off request
Re-approved	→	Approved Time Off request created, old request superseded
Balances	←	Employee time off balances

 

Syncing email and Payroll ID

In Step 2, you have a choice of which BambooHR field to use as the email and Payroll ID for a Deputy team member.

• Email can be selected to be either the BambooHR work email or personal email or alternatively the 'best email' (Employees get matched based on work email and then personal email as the fallback). 

• A Deputy team member's Payroll ID can be filled by either a Bamboo ID or Bamboo Employee Number. Bamboo ID is recommended.

Editing your integration setup

You can edit the setup of your integration in two ways:

1.  Click on Integrations under your name in the top right of the screen.

Or, you can revisit the People tab and Add People > Import via Integration and click Edit.

Accruing leave based on hours worked

For customers who have employees that accrue leave based on the hours worked, you can export timesheets to BambooHR for this purpose.

Requirements

• Employees in BambooHR must be assigned a leave policy that accrues based on "Per hour worked"
• Payroll ID of the employees in Deputy must be the same as their BambooHR ID

Steps

1. Go to Export Timesheets
2. Select the timesheets and employees you want to export
3. Press Group by Pay Rate
4. Set the Export Codes of all the pay rates to be "REG" and press Save
5. Press Export Selected Items
6. Find BambooHR Payroll Export from the dropdown
7. Press Export
   

Exporting timesheets for payroll (US only)

Sending timesheets from Deputy to BambooHR is the exact same process mentioned above for accruing leave.

Requirements

• Payroll ID of the employees in Deputy must be the same as their BambooHR ID

Steps

1. Go to Export Timesheets
2. Select the timesheets and employees you want to export
3. Press Group by Pay Rate
4. Set the Export Codes of all the pay rates and press Save
5. Press Export Selected Items
6. Find BambooHR Payroll Export from the dropdown
7. Press Export

Export Codes

BambooHR only accepts the following export codes

• "REG" - for regular or ordinary hours
• "OT" - for overtime hours

It does not support any additional earnings or loadings due to a limitation with BambooHR's APIs.

Frequently Asked Questions

How do I edit my BambooHR integration settings?

Go back to Import via integration on the People tab to do this. You will see the button Edit.

Do terminated employees in BambooHR automatically become terminated in Deputy?

No. As there is the potential of shifts, unclosed timesheets or other items in Deputy for the terminated employee, the integration does not automatically archive/terminate employees in Deputy at this time.

What if I have existing employees in Deputy already? How will Deputy link them?

The integration links employees between both systems using the employee's email address.

How do I assign multiple locations from BambooHR?

There is no way to assign multiple locations to an employee in BambooHR. You will have to assign them in Deputy once they get imported.

I get an error when exporting timesheets for Employee does not exist in BambooHR Employee Records?

Ensure that the employee's Payroll ID on their Deputy profile is set to the BambooHR ID. The BambooHR is found in the URL when you are on the employee's profile in BambooHR.