LeanData - BambooHR Integration Guide

Contents:

• Overview
• Authorizing BambooHR with LeanData
• Syncing Vacation Data from BambooHR
• Automatic Daily Sync
• Manual Sync
• Viewing / Modifying Vacation Data from BambooHR
• Error Alerts

Overview

The BambooHR Integration will enable you to connect LeanData User Schedules with BambooHR. This will allow you to sync your Users' vacation data from BambooHR, where it is already recorded and kept, and use that data to inform record assignment from within LeanData FlowBuilder. This will remove the need to maintain vacation data in two different platforms, and prevents misrouting due to missing vacation data in LeanData. 

Authorizing BambooHR with LeanData

In BambooHR

1. In BambooHR, create a new Access Level called LeanData Integration
   

   

2. Configure the Access Level to be able to View the following about other employees: 
   • First Name
   • Last Name
     

     

   • Work Email
     

     

   • Any Time-Off Policy you want reflected in LeanData
     

     

3. Create a Non-employee User with the LeanData Integration Access Level
4. Log into BambooHR as that Non-employee User
5. Click on the profile icon in the upper right to access the profile menu and and click on API Keys

   

6. Click the Add New Key button.
   

   

7. Name your API Key and click Generate Key.
   

   

8. Copy the generated API Key.

In LeanData

1. In order to use authorize BambooHR for use with LeanData, please navigate to the LeanData App > Integrations and under Human Resource Information System section, click the Get Started button on the BambooHR tile.
   

   

2. On the right side of the page, enter the API Key generated and your BambooHR Company Domain (which is typically your company name)
   

   

3. Click Authorize BambooHR

Syncing Vacation Data from BambooHR

Automatic Daily Sync

Once you have authorized BambooHR, LeanData will automatically pull approved time off requests once per day from BambooHR for any Users who have received records via LeanData assignment. These will be captured as Vacations in LeanData. LeanData will sync any approved time off requests that are scheduled within the next 8 weeks by default. Please contact LeanData support to modify the time frame if necessary.

LeanData will map users from BambooHR based on their work email compared to their email address on their User record in Salesforce.

Vacations that are created in LeanData will NOT be synced to BambooHR.

Please Note: BambooHR will not send the starting/ending time of employee time off requests. LeanData will consider a User who has time off for 4 hours or more in a day to be unavailable for the entirety of that day, and Users with less than 4 hours off in a day to be available for that day. Please contact LeanData support to change the minimum threshold. 

Manual Sync

To manually sync approved time off requests from BambooHR, from the LeanData App, navigate to People > Settings > Schedules > Vacations Tab.

Click the Sync BambooHR Data button to initiate a one way sync that will pull new approved time off requests from BambooHR into LeanData Vacations.

Clicking the Down Arrow by the Sync BambooHR Data Button will allow you to download a file containing the override history for your vacations. This will allow you to track any changes that have been made to Vacations that were synced from BambooHR.

You can also manually Schedule LeanData Vacations directly from this page by clicking Schedule LeanData Vacations. These manually created vacations will NOT be synced to BambooHR.

Viewing / Modifying Vacation Data from BambooHR

To view Vacation Data from BambooHR, from the LeanData App, navigate to navigate to People > Settings > Schedules > Vacations Tab

On this page you will be able to view all Users who currently have Vacations scheduled. 

Click on a User, and you will be taken to that User's Vacations page, which will display all upcoming Vacations, including vacations created in LeanData and Vacations synced from approved time off requests in BambooHR.

Vacations that were created or last modified from BambooHR will show the BambooHR logo in the Last Modified By Column.

By hovering over a vacation, you can edit or delete the vacation by clicking the icons on the far right.

If you edit a vacation, the changes will be reflected in LeanData, but those changes will not be synced back to BambooHR.

If you need to see a history of the changes made to a vacation, you can download the Override History on the People > Settings > Schedules > Vacations tab.

Please Note: Once a vacation has been edited or deleted in LeanData, subsequent syncs with BambooHR will no longer modify that vacation.

Error Alerts

If the sync between LeanData and BambooHR fails, an email alert will be sent to the recipients of your LeanData Monitoring Alerts.

Recipients of Monitoring Alerts can be added from the LeanData App > Admin > Settings > Notifications tab > Recipients sub-tab. 

For additional questions please submit a ticket with LeanData Support.