How-To: Setup the BambooHR Integration

SwipeClock's BambooHR integration imports employee data from BambooHR. This article is intended for SwipeClock users who wish to setup the integration on their site. 

This is a one-way integration where BambooHR is the system of record. This means if you edit a synced employee field in TimeWorksPlus, it will be overwritten by BambooHR. This will require additional configuration by your timekeeping provider.

For Existing TimeWorksPlus Users Adding the Integration

If you currently uses TimeWorksPlus and have existing employee data in Employee Setup, there are some very important considerations before implementation.

Please read Integrating BambooHR with an Active TimeWorksPlus Account before implementation

Topical Index

​Additional Information on the Integration

Step 1: Setting Up Integration Management


Integration Management is where
BambooHR is configured
Integration Management needs to be enabled by your timekeeping provider before setting up the BambooHR integration.

To determine if you have Integration Management:
  1. Login to TimeWorksPlus
  2. Click the Settings Menu
  3. Look for the Integration Management menu item (see image at right). If you see it, click the link and look for BambooHR Integration options.
Once you have confirmed both Integration Management and BambooHR Options are enabled, then you can proceed with registering the integration.

If you don't see the Integration Management item or the BambooHR Integration option, contact your timekeeping provider for assistance.

Step 2: Registering the Integration

Once Integration Management is enabled on the account, you can proceed with registration and the employee sync. The registration and employee sync must be completed before the time off integration and employee SSO can be setup.

Before registering the integration, you will need the following items:

The Bamboo domain is contained in the site's URL
  • BambooHR Company Domain
  • BambooHR Admin Credentials
    The integration cannot be setup with anything other than an administrative login and password to Bamboo.

Verify Your Employee Data is Accurate in BambooHR

Bamboo is the Source: Employee data in BambooHR will be the master record. Make sure your employee data in BambooHR is entered as you want it to appear in timekeeping. For a list of the employee data that passes from BambooHR to TimeWorksPlus, see the section titled Integrated Employee Data.

Employee Numbers: All employees must have an Employee # in Bamboo for the sync to work correctly. Employees with a blank employee number will not be imported.

Existing Employee Data: Most importantly, if you have existing employee data in TimeWorksPlus, make sure the Employee # in Bamboo exactly matches the Employee Code in TWP.

Registration

Follow these steps to register the integration:
  1. Login to TimeWorksPlus.
  2. In the same browser as TimeWorksPlus, (using a different tab) login to your Bamboo account with Admin credentials. The login and password must be associated with an Admin level user. Any user type other than Admin will not work.
  3. Return to TimeWorksPlus and click Settings Menu > Client Level API Secret Management. 

    Checking the Client API
    Key is required
    Viewing this page is required, even if you already know an API secret exists for the account.
    • If the API Secret field is blank, click Generate.
    • If the API Secret field has a long string of numbers and letters, do nothing.

    The API Key secret field
    Once you have registered the integration, it is important not to regenerate this key. It will break your integration and you will need to contact support to re-register
  1. In TimeWorksPlus, click Settings Menu > Integration Management.

The BambooHR domain needs to be entered in your TWP account
  1. Enter your BambooHR Domain in the field pictured above. You cannot register the integration without the domain.

If successful, the page will display the time
and date of the registration. The button will say
Register Again.
 
  1. Click the Register button. A connection between the two systems will be established and you will get a confirmation message.

    If nothing happens, check that your browser isn't blocking pop-ups. 

    You may be prompted for your BambooHR Admin credentials before the connection is registered. If so, enter the login and password to complete registration.

Step 3: Employee Sync

Registration must be completed before performing the Employee Sync.

Selecting which employees to sync from BambooHR
  1. Set the Employee Filter according to which employees will be imported from BambooHR. In addition to All Employees, the options are:  
    • All Employees where FLSA Code has a value This excludes employees with blank FLSA field. All other employees will be imported.
    • Hourly Employees This only imports employees with Non-Exempt in the FLSA .
    • Custom requires additional configuration. Contact SwipeClock Support for assistance with custom filters.
  2. Turn on the Employee Sync with the slider at the right of the page.

Activate the Employee Sync with the slider indicated with the arrow
  1.  A pop-up modal will appear. It will summarize how many employees you will be importing as well as offer a Preview of the employee data. Clicking the preview button will generate a CSV file listing all imported employees. It is suggested you use this preview to verify you are importing the correct employees.

Before clicking the Begin Sync button, it is recommended
that you preview the employee data
  1.  Once you have verified your employee data through the preview file, click the Begin Sync button. It can take up to 5 minutes for the employee data to populate in TimeWorksPlus. If there are any errors (usually due to a missing Employee # in BambooHR), the integration will generate an error report listing the employees that are missing the number. If that happens, you will need to go into Bamboo, add a number and return to this page to re-run the sync.
Employees can start using the clock once they are given a clock number/login in TimeWorksPlus.
 
When the Employee Sync is turned on, employee data will be updated every few minutes.

Integrated Employee Data

The table below lists which fields will be exported. Please note, all employees in BambooHR must have a unique Employee #
BambooHR TimeWorksPlus Notes
Employee # Employee Code IMPORTANT: If the Employee Code differs from the Employee # in BambooHR, the integration will create duplicate employees.
First Name First Name  
Middle Name Middle Name  
Last Name Last Name  
Work Email Email  
Mobile Phone Phone  
Hire Date StartDate  
Term Date EndDate  
Pay Rate Default Pay Rate The Pay Rate Processing rule must be enabled in TimeWorksPlus. You may need to contact your timekeeping provider for this to be enabled. If you have just activated the rule, wait 10 minutes before running the integration.
Pay Rate Effective Date Effective date for Pay Rate  
Job Info Data Employee Data 1  
FLSA Code Employee Type  
Reports To Supervisor  
Job Title Title  
Department Department  
Location Location  
Date EffectiveDate  
 
1- Each of these fields in TimeWorksPlus has an Effective Date that will be populated with the Job Info/Date field in Bamboo.

Additional Details About Employee Data

Timekeeping Card/Clock Numbers

BambooHR does not have a field for assigning the numbers an employee uses for clocking in and out. Because of that, you will need to add clock numbers to employees after running the integration
 
The numbers employees use to clock in cannot be imported through the integration
This can be done manually or through a bulk employee update which can be performed by your timekeeping provider.

Terminated and Rehired Employees


Apply the Inactive Employee option to view
termed employees
  • Terminated employees will be included when the integration runs.
  • If an employee is terminated, the Separation Date will be updated in Employee Setup and on that date, they will be set to inactive in TimeWorksPlus. To view inactive employees, you will need to use the employee selector to see their record.
  • If an employee is rehired in Bamboo, their rehire date will populate the Start Date in TWP and their Separation Date will be cleared out.

Effective Dates

The integration will import the effective dates associated with employee data like Department, Location, Reports To, etc.

 

The Expand History button will show any prior employee data
brought in through the integration

When this data is changed in Bamboo, (like when an employee changes departments), the integration will also pass the effective date information to TimeWorksPlus. However, the original data will not be erased, only hidden. You can view that historical data in Employee Setup by clicking the Expand History button in the employee record.
 
Employee Data imported from Bamboo doesn't necessarily delete data that that already existed in TimeWorksPlus. Instead, the data with the most recent effective date will be shown. For example, if the employee worked in the Grocery department as of Jan 5, 2017 in TimeWorksPlus but their BambooHR record showed them currently working in the Deli effective Dec. 22, 2016, then the Grocery will be the visible department in TWP because it is the most recent.

Payroll Employee IDs, Employee Codes and Bamboo Employee Numbers

As emphasized in this article, making sure that the Employee # in Bamboo matches the Employee Code in TimeWorksPlus is critical for syncing data accurately. But before you go changing numbers in either system, you should also consider the numbers being used to match your timekeeping data to payroll. Oftentimes, the Employee Code is tied to an employee ID in payroll. For that reason, it is suggested you take care when changing any Employee Codes in timekeeping.

Integrating BambooHR with an Active TimeWorksPlus Account

BambooHR can be integrated with TWP accounts that already have employee data in Employee Setup, but some precautions should be taken before implementation.

Bamboo Will Be the Master Record

If an employee record exists in TimeWorksPlus at the time of the sync, BambooHR will update their record with any changes. To do this, the integration uses the Employee # in BambooHR and the Employee Code in timekeeping to match employee records.

The Employee # in BambooHR must match the Employee Code in TWP


Make Sure the Number Matches the Code 

As pictured above, the integration uses the Employee # in Bamboo to find a match to the Employee Code in TWP. For each employee, you will need to make sure the Employee # in BambooHR matches the respective Employee Code in SwipeClock. If the values are different, the integration will create duplicate employees in SwipeClock.


Backup Employee Data in TWP

It is also suggested that you backup your employee setup data in TimeWorksPlus. This is done by using the download feature on the Employee Setup list page. Make sure the page displays all data you want to save before generating the backup CSV file.

A csv backup of employee data can be generated with the download button on the right of the Employee Setup page
 
With a backup of your employee data you can correct any errors that may result from having employee ID mismatches between the two systems. The backup file is your way to see what the employee data was before the integration ran.


IMPORTANT: Missing FLSA Codes in TWP

The integration maps the FLSA field from Bamboo to the Employee Type field in TWP. After you run the integration, you might notice the FLSA code from Bamboo does not appear in the Employee Type field of TWP. This is likely due to an issue with effective dates on pre-existing data in the Employee Type field.

Suppose, prior to running the integration, an employee had a value of Null in their Employee Type field. And the effective date of that field was "April 24, 2015" (their date of hire). Currently, the integration imports the FLSA code with an effective date of "1/1/1970", which obviously pre-dates the existing value in the field. This will result in the FLSA code being hidden from Employee Setup because the pre-existing value is more recent than 1/1/1970. At this time, the only work around is to manually delete the existing Employee Type value. However, if you are not using the Employee Type/FLSA field in TWP, you can likely leave this "as is".

Step 4: Setting Up a TWP SSO Link in Bamboo

Employees can access their timekeeping employee portal through a single sign-on link in BambooHR. By setting up the SSO, you do not need to create a timekeeping username and password in order for the employee to access their timekeeping ESS. However, you will need to add a login for them to use the clock at some point.

To add the SSO link to your Bamboo portal:
  1. From timekeeping, click Settings Menu > Integration Management to access the BambooHR configuration page. 
  2. At the bottom of the page, look for the Custom SSO Link and copy that URL using the Copy Link button. Do not use the URL shown in the image.

After setting up the Employee Sync, you can grab the SSO link from the BambooHR page in TWP
  1. Login to BambooHR as an admin.
  2. Mouse-over the Company Links (located in the sidebar) and select Manage.

Creating links for the employee portal is done in Bamboo
  1. Click Add Category and name the category "SwipeClock". Click Save.

Creating a category for the SSO link
  1. Click Add Link. Name the link "Employee Self Service Portal" and copy the URL from step 2 into the space provided. Click Save

Enter the URL from TimeWorksPlus into BambooHR

The link as it would appear to an employee in the Bamboo portal  
The link will now be visible to employees in their BambooHR portal.

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