This article will cover:

• Before you begin
• 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)
  • Exporting timesheets with non-REG or OT pay rates
• Solution for leave types missing in integration 
• FAQ

 

Before you begin

Please ensure:

• You are signed into Deputy as a System Administrator or a Location Manager.
• You have access to the BambooHR account with the access level of Owner. You also need to ensure you log out of BambooHR where you are signed in as any level user other than Owner in another browser on your computer to avoid automatically signing in at that level during the connection.
  • How can I check the access levels I have set up in BambooHR?
  • What if I use the BambooHR Full Admin level access to connect instead of Owner?
• You have disconnected and deleted the old BambooHR integration if you connected your Deputy account to BambooHR prior to December 2021.

 

Connecting the BambooHR integration

This video summarises the BambooHR connection and configuration process which is also described in the steps below.

You will only need to complete this connection and verification process the first time you connect or if you decide to disconnect and reconnect at a later stage.

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 and click Connect.

3. Deputy will prompt you for your:

• BambooHR subdomain
• Bamboo HR account Owner email address and password to log in.

IMPORTANT: When setting up the connection between Deputy and BambooHR it is important that you log in to BambooHR with the email address and password associated with the Owner access level account in BambooHR or else some leave types in BambooHR may be not synced with Deputy. What if I don't have access or don't want to use the Owner Bamboo HR account to establish the connection?

 

Note: if you find that you have automatically skipped over step three and Deputy has not asked you to sign in to BambooHR, it may be because you have logged into BambooHR in another browser on your computer. If this is the case, please ensure you have logged in as Bamboo HR Owner access level. If you find you have accidentally connected your Deputy account to a Bamboo HR account that is below Owner level please follow these steps to disconnect and start the connection process again.

 

Setting up the integration step-by-step

After successfully connecting 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: it is not possible to export leave timesheets from Deputy to BambooHR due to a limitation in the BambooHR API.

For the leave type to appear in Deputy, at least one employee must be assigned to a policy that is part of that leave type in BambooHR. If no employees are assigned to the leave type, it will not appear for mapping in Deputy due to how the BambooHR connection works.

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 who 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 same process mentioned above for accruing leave. Due to a limitation with the BambooHR only pay rates with REG or OT export codes will be accepted by BambooHR. If your timesheets have pay rates other than REG or OT, these pay rate lines will need to be exported separately from Deputy as a spreadsheet and manually entered into BambooHR.

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. Click Group by Pay Rate
4. Set the Export Codes of all REGULAR pay rates as REG and all OVERTIME pay rates as OT and click Save
5. Click Export Selected Items
6. Select BambooHR Payroll Export from the dropdown
7. Click Export.

Note: Export Codes

BambooHR only accepts the following export codes

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

Due to a limitation with the BambooHR API it does not support:

• any additional earnings or loadings
• exporting leave timesheets (the export of leave requests is possible)

 

Exporting timesheets with non-REG or OT pay rates

As noted above, the BambooHR API will only accept REG or OT pay rates during export from Deputy to Bamboo HR.

Since Deputy timesheets may include pay rates other than OT and REG, Deputy provides a process to export these pay rates into a spreadsheet. Managers can use this spreadsheet to manually enter the additional pay rates into Bamboo HR.

This method will be useful for Deputy accounts using Deputy's Fair Workweek solution since there may be predictability pay or other premiums added to these timesheets in Deputy that may need to be included in the employee's payroll in BambooHR but are not accepted by BambooHR's API.

Managers who need to use this option would complete the following steps immediately after exporting REG and OT timesheets from Deputy to BambooHR.

 

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 REGULAR pay rates as REG and all OVERTIME pay rates as OT and press Save
5. Press Export Selected Items
6. Select BambooHR Non-Reg and OT Rates option from the dropdown
7. Click Export and then Download file to download a CSV file to your computer.
8. The resulting file will have all the pay rate lines from the selected timesheets with the pay rate lines for REG and OT removed and left empty (as it is assumed these REG and OT lines were exported to BambooHR previously). This leaves all the remaining non-REG and OT pay rates in the spreadsheet as shown in the example below.

The spreadsheet can now be used to manually enter pay rate items other than REG and OT into BambooHR. 

 

Solution for leave types missing in the integration

If you find that after you connected BambooHR to Deputy, some leave types have not sync'd across, the reason for this could be due to the fact you have connected the Deputy account to BambooHR using BambooHR user access credentials that are below Owner level.

• How do I know what BambooHR level user I am?
• What if I don't have access or don't want to use the Owner Bamboo HR account to establish the connection?

In BambooHR, the only user access level that contains a complete set of all configured leave types by default is the Owner access level. When you connect a Deputy account to a BambooHR account using an access level login that contains only a partial set of leave types then only those leave types can be sync'd for any team member in your accounts.

To correct this, you can reconnect the integration using a Bambooh HR Owner level access account and ensure all leave types sync across:

Disconnect the BambooHR connection from Deputy

1. Click on Integrations in the drop-down menu under your name.

2. Select BambooHR and click Disconnect.

Reconnect and configure the BambooHR integration 

Once you have disconnected you are ready to reconnect the BambooHR account using the BambooHR Owner account login credentials:

1. Please ensure you are logged out of BambooHR in any other browser window you have open to avoid inadvertently logging in at the wrong BambooHR access level.

2. Follow the instructions to connect your Deputy account to BambooHR, this time using the email address and password associated with the Owner of the BambooHR account.

3. Follow the instructions to configure your integration as before.

 

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.

How do I find the access level information in BambooHR?

1. Click on the cog in the top navigation bar next to your name and then Access Levels.

2. You can review the list on the right-hand side to determine the access level of each user and also find which user is associated with the Owner of the account.

What if I don't have access or don't want to use the BambooHR Owner account to establish the connection?

If there is some reason why you can't, or don't want to, use the BambooHR Owner access account to establish the integration connection to your Deputy account you can still use the BambooHR Full admin level access account to connect but there will be some extra configuration required.  

If you are using (or have used previously) a BambooHR Full admin level access account to connect BambooHR to Deputy you will need to ensure that all leave types in BambooHR that you want to sync with Deputy have been assigned to that specific user with the login of the Full Admin that was used to verify the integration connection at Step 3 here.

To do this you need to:

1. Establish which BambooHR Full Admin user made (or will make) the integration connection to Deputy. If you don't know who made the connection in the first place and are having issues with leave types we recommend disconnecting the integration and reconnecting again so that you know exactly which login is used to establish the connection.

2. For that specific BambooHR Full Admin user that is making the integration connection, you need to go into BambooHR and assign this user to every leave type that you need to sync with Deputy.

3. In BambooHR, click on the Settings cog on the right of the top navigation panel and then select Time Off from the menu on the left-hand side panel.

4. Work your way through the list of Time Off policies in the list and ensure that your designated Full Admin user is added to each policy that you want to sync with Deputy. In the example below the Full Admin user, Cornelia Pink is being added to each policy.

5. Once the BambooHR Fulladmin user that established (or establishes) the connection to Deputy has all leave types assigned to their profile in BambooHR then all leave types will be available to sync with Deputy for all team members in your account (if they are assigned to those team members accordingly).

Note: you do not need to perform these steps if you make the integration connection to BambooHR using a BambooHR Owner level access login as all leave types are available on that access level by default.