Connect Reachdesk to HiBob so you can sync employee data and use it in Reachdesk campaigns and automations.

Before you start

To set up the HiBob integration, you need to create a HiBob API Service User. This lets you connect Reachdesk without using a personal HiBob account and gives you control over what data Reachdesk can access. You can learn more about HiBob API here.

Steps

Create a HiBob Service User

Step 1: Open the Service Users area in HiBob

1. Log in to HiBob with an administrator account.

2. In the left-hand menu, go to Account > Integrations.

3. Under categories, select Automation.

4. Under Service Users, click Manage.

5. Click New Service User.

Step 2: Create the Service User

1. Enter a unique name and a display name.

2. Click Next.

3. Copy the Service User ID and token when they appear.

   • Important: Copy the token before you click Done. You will not be able to view it again. You can reset the token later and create a new one if needed.

Configure HiBob permissions for Reachdesk

A newly created Service User has no access permissions by default. Reachdesk cannot retrieve employee data until permissions are configured. You can do this by Creating a Custom Permissions Group.

Step 3: Enable the required permissions

Once you’ve created a permissions group for Service Users, add the new Service User to that group and ensure the following permissions are enabled:

Features > People 

• Directory
  • View the company’s people directory
• Employees
  • Add new people to the company
• Organisational chart
  • Export the company’s org chart
  • View the company’s org chart

People's Data > People 

• About
  • Edit selected employees’ About sections
  • View selected employees’ About sections
• Address
  • Edit selected employees’ Address sections
  • View selected employees’ Address section histories
  • View selected employees’ Address sections
• Basic info
  • Edit selected employees’ Basic info sections
  • View selected employees’ Basic info sections
• EEO
  • Edit selected employees’ EEO sections
  • View selected employees’ EEO sections
• Email
  • Edit selected employees’ email addresses
• Emergency
  • Edit selected employees’ Emergency sections
  • View selected employees’ Emergency sections
• Employment
  • Edit selected employees’ Employment sections
  • View selected employees’ Employment section histories
  • View selected employees’ Employment sections
• History
  • View selected employees’ profile changes history
• Home
  • Edit selected employees’ Home sections
  • View selected employees’ Home sections
• Identification
  • Edit selected employees’ Identification sections
  • View selected employees’ Identification section histories
  • View selected employees’ Identification sections
• Jobs
  • Edit selected employees’ Jobs sections
  • View selected employees’ Jobs section histories
  • View selected employees’ Jobs sections
• Lifecycle
  • Edit selected employees’ Lifecycle sections
  • View selected employees’ Lifecycle section histories
  • View selected employees’ Lifecycle sections
• Payroll
  • Edit selected employees’ Payroll sections
  • View selected employees’ Payroll section histories
  • View selected employees’ Payroll sections
• People analytics
  • View selected employees’ People analytics section histories
  • View selected employees’ People analytics sections
• Personal
  • Edit selected employees’ Personal sections
  • View selected employees’ Personal section histories
  • View selected employees’ Personal sections
• Personal contact details
  • Edit selected employees’ Personal contact details sections
  • View selected employees’ Personal contact details sections
• Training
  • Edit selected employees’ Training sections
  • View selected employees’ Training sections
• User data
  • Edit selected employees’ User data sections
  • View selected employees’ User data sections
• Work
  • Edit selected employees’ Work sections
  • View selected employees’ Work section histories
  • View selected employees’ Work sections
• Work contact details
  • Edit selected employees’ Work contact details sections
  • View selected employees’ Work contact details sections
• Work eligibility
  • Edit selected employees’ Work eligibility sections
  • View selected employees’ Work eligibility sections

Documents

• Confidential Docs
  • Upload selected employees’ docs in the folder
  • View selected employees’ docs in the folder
• Shared Docs
  • Upload selected employees’ docs in the folder
  • View selected employees’ docs in the folder

Time off

• Balance
  • Bank overtime on behalf of their employees
  • See selected people’s time off and sick leave balances
  • View, approve or decline requests that are pending approval of others
• See who’s out today
  • See who’s out today

Step 4: Assign the Service User

1. In HiBob, go to Settings.

2. Under Account, click Permissions Groups.

3. Open the permissions group created for your Service Users.

4. Click Group Actions and select Edit Details.

5. In the modal, select Select People By Condition.

6. Open the dropdown under Add Specific Employees and select the Reachdesk Service User.

7. Click Apply, then Save.

Connect HiBob to Reachdesk

Step 5: Link the integration in Reachdesk

1. In Reachdesk, go to Account > Integrations.

2. Scroll to the HiBob integration.

3. Click Link HiBob account.

4. In the pop-up window, paste the HiBob User ID and token.

5. Click Submit.

Sync timing and logic

• Initial Sync: When you first connect, it can take up to 1 hour for employee data to be fetched and appear in Reachdesk.

• Daily Sync: After setup, the integration syncs daily at 7:00 AM UTC.

• Termination Logic: Reachdesk automatically excludes employees with a terminationDate in the past. Employees who have resigned but have a future termination date will still be included in active triggers until that date passes.

• Future Starters: To prevent gifts (like a welcome treat) from firing before an employee actually starts, we recommend adding a filter in your campaign setup where Employment status is Active.

Frequently Asked Questions

Who can access the integration data after setup? 

Any user with access to the Reachdesk platform can use the data from the integration once their individual account is linked. We recommend the user connecting the integration has high visibility in HiBob (access to addresses, birthdays, and start dates) so the automated campaigns run accurately.

Can I connect more than one HRIS at the same time? 

No. You can only connect one HRIS per organization at a time. To use a different HRIS, you’ll need to disconnect HiBob first.

Does Reachdesk write data back to HiBob? 

Reachdesk acts as a "read-only" integration for employee data to ensure HiBob remains your single source of truth. We sync once a day so that we can have the most up-to-date records.

What should I do if the sync is delayed? 

If employee data hasn't appeared after 24 hours, reach out to us at support@reachdesk.com.