How to integrate with BambooHR

This article describes how to create a BambooHR API key with the right access to use with Bucketlist Rewards.

The following steps explain how to create an account and and API key for the BambooHR integration in BucketlistRewards.

Security Note

As a security point of view, it's important to manually specify only the fields that BucketlistRewards needs access to (as described above) VS allowing 'everything' as this could would create an API key having access to all your employees data (like SSN, etc) when it's not needed. Remember that anyone with the API key could have access to all the fields that you give the rights to.

Create the Access Level

1. Login into BambooHR with an administrative account.

2. In BambooHR:

  • Click on 'Settings', 'Access Levels', click on the '+' icon and then on 'Custom Access Level'

3. For 'Access Level Name', type 'Bucketlist API' and click on 'Next step'

4. In the step 'What Can People with this Access Level Do?', don't check anything and click on 'Next Step'

5.In the next step, select these fields for 'view only' access:

  • In 'Personal' > 'Basic Info', select
    • Employee #
      This is needed to keep the synchronization between the users of BucketlistRewards and the BambooHR integration.
    • First Name
    • Last Name
    • Preferred Name
      This field will be used as the first name if it's not empty
    • Birth Date
      this field is optional, you can keep it as 'no access' if you don't wish to have birthdays of your employees imported into your platform
  • In 'Personal' > 'Contact', select
    • Work email
      The employee's email are used to login to the platform and receive notifications from the platform (for example, when they receive recognitions, etc). Note that employees can unsubscribe from notifications if they do not wish to receive them anymore.
  • In 'Job' select
    • Hire Date
      This field is optional. This will be the employee's start date and may be used for automated service awards, like giving a rewards for employees after being with a company for a specific amount of years.
  • In 'Job' > 'Employment Status' select
    • Employment Status
      This is needed to know the difference between an active or terminated employee. If they are terminated, they will be removed from the platform.
  • In 'Job' > 'Job Information', select
    • Reporting To
      This is used to set the users' access permissions in BucketlistRewards. People that are managers will have the 'manager' permission and others will get the 'employee' permissions.
  • In 'Job', select
    • Direct Reports
      This is used to generate reports using the API. For example, to get all terminated and active users.

6. Click on 'save and finish'. 

 

Create the Account that Will Have Access to the API

This step is required as this will create a user that will be tied to the right access level from which we'll get the API key from.

1. In the 'Employees' tab, click on 'Add new employee'

2. Since it's an employee that will be used only to access the API, fill up only the required fields (First and last name). You can call the employee 'Bucketlist API' for example.

3. Once the employee is added, from its detail page, click on the 'cog icon', 'BambooHR Access Level' and choose the access level added in the previous steps (Bucketlist API).

4. BambooHR should then ask you to enter an email. Enter an email for which you have an access too. This is because BambooHR will send a link to set the user's password.

6.Check the email account that you used in the previous step. You should've received a similar email as this one:

7. Click on the 'Choose your password' link and enter the user's password.

8. Once logged in, click on the user's icon (the top right round icon) and 'API Keys'

9. In the 'My Api Keys' page, click on 'Add New Key'.

10. Enter 'Bucketlist API' in the 'API key name' input field

11. Click on 'Generate Key'

12. Copy the generated API key to somewhere safe. It should look like a random string of 40 characters/numbers. 

 

Add the API Key to the BambooHR integration in BucketlistRewards

1. Login to the BucketlistRewards platform with an admin account

2. Click on your icon (top right corner) and on 'integrations'.

3. In the BambooHR section in the Integrations page, enter your API key and your BambooHR platform URL.

Note: If you don't see that section in your integrations page, please contact support.

  • In the API Key field, enter the API key that you created in the previous steps.
  • In 'Subdomain', enter the subdomain of your BambooHR platform. For example, if you access your BambooHR platform at https://ibm.bamboohr.com/, you would enter ibm.
  • The 'New users' checkbox indicates if you wish to synchronize manually added users in the BucketlistRewards platform with a matching user in BambooHR based on their emails. 
    For example, if you create a new user manually in BucketlistRewards and this checkbox is unchecked, terminating the employee wouldn't have any effect on the manually added user.
    However, if this was checked, then both users in BucketlistRewards and BambooHR would be linked together (providing they have the same email address) and the user would be terminated in BucketlistRewards as well.
    If unsure, simply leave it unchecked.
  • Click on 'Add Integration'

Manual and Automated User Synchronization

1. Click on your avatar and then on 'Members'.

2. In the right side (on Desktop), you should see a 'BambooHR' panel like so:

  • Checking the 'Auto-Invite new employees' will automatically invite the new employees in BambooHR that aren't in BucketlistRewards every 24 hours.
  • Checking the 'Auto-Remove terminated employees' will automatically remove employees in BucketlistRewards too.
  • If you click on 'Invite all employees' button, you will be asked to invite all employees in your BambooHR integration that aren't yet in BucketlistRewards. 

    • If you confirm, then all employees that aren't in BucketlistRewards yet will be invited to the platform by Email using a temporary password or an SSO connection, depending on your companies' settings.
    • Note that this could take a couple of minutes, depending on the number of users that are invited, before all users are invited and email sent.
  • Clicking on 'synchronize managers' will change users' permissions.
    • If a user is a manager in BambooHR (that is, if the user is set as the manager of at least 1 employee), their permission access will be 'managers'
    • Otherwise, users will have the permission 'employee'.
    • Admins, for a security reason, aren't synchronized automatically, they need to be set manually in the BucketlistRewards platform. When synchronizing 'managers', 'admin' users are ignored, meaning that they keep their access rights and are not 'downgraded' nor set to other permissions.

Note on Automated User Synchronization

  • Synchronization happens every 24 hours
  • User's dates (birthdays, etc) are synchronized independently from new hires, so it's possible that new hires won't have birthdays added right away.