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
This article will cover:
- Connecting the BambooHR integration
- Setting up the integration step-by-step
- What data syncs between Deputy and BambooHR
- Editing your integration setup
- Accruing leave based on hours worked
- FAQ
IMPORTANT: If you have connected BambooHR prior to December 2021 you will need to disconnect it first before using this new experience. Click here to learn how. Once you have disconnected it, you can continue with the rest of this help article to set up BambooHR.
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. Import and sync employees into Deputy
Pro Tip: Individually mapping your BambooHR locations, departments or divisions will control which employees get added to which location from BambooHR.
2. Importing leave balances to Deputy, exporting leave requests to BambooHR
Pro Tip: If BambooHR time off is measured in hours or days, corresponding Leave Rules in Deputy need to be set to the same unit.
What data syncs between Deputy and BambooHR?
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
You have a choice for 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 members 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 head back to the People tab and to Add People > Import via Integration
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
- Go to Export Timesheets
- Select the timesheets and employees you want to export
- Press Group by Pay Rate
- Set the Export Codes of all the pay rates to be "REG" and press Save
- Press Export Selected Items
- Find BambooHR Payroll Export from the dropdown
- 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
- Go to Export Timesheets
- Select the timesheets and employees you want to export
- Press Group by Pay Rate
- Set the Export Codes of all the pay rates and press Save
- Press Export Selected Items
- Find BambooHR Payroll Export from the dropdown
- 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.
Can I sync employee pay rates?
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.