Our HRIS integrations are now available on all of our packages.
Our HiBob integration allows you to sync your employee data with Learnerbly - completely automatically. HiBob connections now use OAuth: you sign in to Bob and approve Learnerbly's access, with no Service User or API token to create, share or rotate. As with all our HRIS integrations, the connection runs through Merge, our HRIS connection provider: Merge holds the secure connection to Bob and Learnerbly reads your employee data through it.
Before you get started
We recommend before setting up the integration you read our guide on how the integration works to make sure it fits with how you want to manage Learnerbly. Take a look at our guide and FAQs on đ How our HRIS integrations work.
You can see what HiBob fields we sync with Learnerbly at the end of this article.
Check your employee data
Please make sure that all your employees have their country in their home address, as we use this to identify their location and assign a content region and ensure they access the right content. If they do not have a country, they will not get synced with Learnerbly.
If for whatever reason, you donât want to add their country to your HRIS, you can always add them manually.
Who can connect
You need two things: a Learnerbly Admin account to open the connection from Learnerbly, and a Bob administrator who can install Marketplace apps to approve Learnerbly's access when Bob asks. The same person can do both, or you can sit down together for the two minutes it takes.
What Learnerbly will ask Bob for
When you approve the connection, Bob shows the permissions Learnerbly is requesting. They are read-only: Learnerbly never writes anything back to Bob.
View employee data (employee profiles and org data): names, work emails, start and termination dates, departments and managers.
View sensitive employee data (personal and sensitive employee data): the home address, from which we only use the country to assign a content region.
View time off (time off, balances and settings): requested by Merge as part of its standard HiBob connection. Learnerbly does not read, store or display time off.
What will happen to your existing data
Once integrated, changes in your HRIS will override any changes manually made on Learnerbly. The integration will;
Update any users that currently exist with the data in HiBob
Add any users that are in HiBob but not in Learnerbly
Remove any users that are past their termination date
Add any departments to Learnerbly as groups and overwrite any existing group relationships which will alter your Breakdown of Spend
Replace any approvers with the users' line manager in HiBob
â ď¸ Important things to be aware of:
Employees archived on HiBob will be archived on Learnerbly
Any new employees will be added to Learnerbly
Existing users on Learnerbly will be updated with:
Their line manager in HiBob will be their approver
Their group in Learnerbly will be updated to the employeeâs department in HiBob
Connect HiBob to Learnerbly
Getting set up with integrating HiBob with Learnerbly couldnât be simpler. First, we need to connect HiBob to Learnerbly and then your employees will immediately start syncing. The connection window that opens from Learnerbly is provided by Merge; it takes you to Bob to sign in and brings you back when you are done.
Go to your Admin Hub Settings. Note only Learnerbly Admins can set up an integration.
Click âConnectâ on the card titled HRIS Integration and select Hibob from the list of integrations.
On How would you like to authenticate?, choose Use my credentials (recommended). Please donât choose âToken and user IDâ: that is the Service User method HiBob is retiring.
Merge lists the data Learnerbly has read access to (Employees, Teams and Locations). Click Next.
On Connect Hibob, click Open window. A Bob window opens; sign in as a Bob administrator if Bob asks you to. Bob then shows the App permissions screen with the three permissions listed above. Under People data access, leave All company selected, or make sure your selection includes everyone who should be in Learnerbly: employees outside the selection are never synced. Click Authorize. The Bob window closes and you are back in Learnerbly.
On Map additional fields, click Skip for now. HiBob needs no field mapping: we take your employeesâ country from their home address.
On Success!, click Finish setup. Your data will start syncing: the HRIS card will show Connected and Syncing data... until the first sync completes, usually within a few minutes and at the latest the next weekday morning at 08:00 UTC. After that it shows when we last synced.
How to know your integration is set up
Once you've connected HiBob and Learnerbly, we'll start syncing your employees within a few minutes, or at the latest the next weekday morning at 08:00 UTC. You'll see that you are successfully connected and your sync is in progress on your Settings page.
Integration is syncing
Integration has synced
Already connected with a Service User? Switch to OAuth
HiBob is retiring the Service User (ID and token) method for Marketplace integrations. Connections that have not switched to OAuth stop syncing after 31 December 2026, so every organisation currently connected needs to reconnect once. Your Customer Success contact will get in touch to agree a date, but you can do it yourself at any time:
Go to your Admin Hub Settings and click Manage on the HRIS Integration card.
Follow the same steps as above: select Hibob, choose Use my credentials (recommended), sign in to Bob as an administrator and click Authorize.
The card shows Syncing data... while we run a full refresh of your employees against the new connection. Your existing learners are matched by their HiBob employee id and their email, so nobody is duplicated and nobody loses their budget or history.
Once the card shows when we last synced, you can delete the Learnerbly Service User and its permission group in Bob. They are no longer used.
What fields do we sync with
Learnerbly | HiBob | Notes |
First Name | firstName |
|
Last Name | surname |
|
| ||
Start Date | startDate | Users will be created on the day of their start date. |
Termination Date | terminationDate | Users will be archived on Learnerbly at midnight on the day of their termination date. |
Approver | work.reportsTo | If there is no manager, you can add this manually on the platform. If you change a manager on our HRIS, we'll update it on Learnerbly. |
Group | work.department | You cannot manually add groups on Learnerbly with a HRIS integration as it will be overwritten by the data in your HRIS. |
Content Region | home address country | We use the country of an employee's home address to automatically assign them to a content region. |
After you've set up the integration
Your employee data will continue to sync every morning Monday to Friday at 08:00 UTC. HiBob will act as your source of truth aside from budgets, so if you make a change in Learnerbly to any of the data above, it will be overwritten by the data in HiBob the next day.
Now that your employees are users on Learnerbly, you can still decide exactly when they get access. To do this, assign them a budget and send them an email invitation.
Bulk assign budgets and send invitations
In your Admin People table, filter by Learner without budgets and then select the employees required. Click Bulk Actions and then Add Budgets and complete setup.
Once budgets have been assigned, then filter the People table by Learners who haven't been invited to Learnerbly to send them an email invite.
Troubleshooting
Bob does not show the App permissions screen, or says you cannot install the app. The person signing in to Bob needs to be a Bob administrator with permission to install Marketplace apps. Ask your Bob admin to sign in at step 5, or to grant you that permission.
Some employees are missing from Learnerbly. Check that they have a country in their home address in Bob, that they have already reached their start date, and that they are included in the People data access selection you approved in Bob. Employees without a country are skipped; future starters are created on their start date.
The card has said Syncing data... for more than a working day. Contact us via our Chat message with your organisation name and the time you connected.
A learner has the wrong approver or group. Learnerbly mirrors the line manager and department in Bob. Correct them in Bob and the change comes through at the next sync.
For anything else, message us via our Chat or email support@learnerbly.com. Please never share Bob credentials or tokens with us; the OAuth connection does not need them.
How to disable your integration
If you'd like to disable your integration, please contact us via our Chat message. You can also remove Learnerbly's access from your Marketplace apps in Bob; syncing then stops at the next run, but please let us know so we can tidy up the connection on our side.