Enabling and using the BambooHR integration

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Available for Roles Super Admin, Admin, Team Member, Limited Team Member
Can only be enabled by Super Admins
Permissions • (To enable) Manage API credentials and manage integrations
• (To use) Manage profiles and view associated postings
Packages LeverTRM, LeverTRM for Enterprise

 

This article depicts scope changes to the BambooHR integration included in the Fall 2023 Product Release, scheduled to rollout progressively in November 2023. For full details, refer to our Fall 2023 Product Release Notes.

To opt out of scope changes and turn off the BambooHR integration, contact Lever Support via the Support Request form

As an official BambooHR partner, Lever makes it easy to automatically push hired candidates from Lever to BambooHR. Streamline the recruiting to HR process through the pre-population of fields in BambooHR for new hires by sending candidate, offer, requisition, and profile data from Lever when candidates are hired or when candidates reach a predetermined target stage. The Lever-BambooHR integration will automatically populate a new BambooHR employee profile, minimizing the time spent on manual data entry.


Field mapping

The BambooHR integration pulls candidate details from a variety of locations in Lever. Read through our BambooHR field mapping help article which describes how data from various Lever objects can be configured and mapped to maximize how much data is sent to BambooHR.

Lever's enhanced integration with BambooHR supports passage of the following fields:

  • First Name
  • Last Name
  • Preferred Name
  • Mobile Phone Number
  • Home Email
  • Job Title
  • Division
  • Department
  • Location
  • Address 1
  • Address 2
  • City
  • State
  • Zip Code
  • Country
  • Hire Date
  • Pay Type
  • Pay Rate Currency
  • Pay Rate
  • Job Info Effective Date
  • Employment Status
  • Employment Status Effective Date

Enabling the BambooHR integration

 

The BambooHR integration must be configured by a Full Admin user on the BambooHR account. If the BambooHR key is configured by a user other than a full admin, you may not see all Lever data pre-populated in your BambooHR instance. 

Enable the BambooHR integration in Lever

Navigate to Settings > Integrations and API and toggle on the BambooHR integration.

Arrow pointing to BambooHR integration toggle on intergration settings page in Lever

When you toggle on the BambooHR integration, please read through the accompanying integration details, then click the button Send Request to Enable to notify Lever Technical Support of your request.

BambooHR integration tile with send request to enable button circled.

Lever will reach out to you requesting the following required information:

  • Integration Trigger - The integration can kick off the new hire sync transfer either when an opportunity record is moved to the “Hired” archive state, or when moved to a specific stage.
    Trigger Stage
    - If you’ve chosen the stage change option above, you’ll need to send the name of the stage that will kick off the integration.
    BambooHR Company URL
     - Be sure this is an EXACT match with the spelling you use for your BambooHR account (e.g. https://:COMPANY.bamboohr.com/)
  • BambooHR API Key - This key should be generated by a full admin user from your BambooHR dashboard (Details below)

Configuring the BambooHR integration

Creating an API Key

 

We recommend that you create a non-employee user in your BambooHR instance with Full Admin access to create the API key (such as integration@yourcompany.com). Although this is not required, doing so will assure that the integration continues to operate successfully in the event that your admin users depart or have access role changes.

To generate a BambooHR API key:

  • Log into BambooHR then click on your account icon in the top right-hand corner of the dashboard menu and select API Keys.

Settings menu in BambooHR with API keys option circled.

  • Next click on the + Add New Key button in the My API Keys window.

My API keys page in BambooHR with Add New API key butotn circled.

  • In the API Key Name text box, type "Lever" then click the Generate Key button.

Add New API key modal with Lever type in API key. name field and Generate New Key button circled.

  • Click on the Copy Key link and save the API key in a document you can easily access. Once complete, click the Done button. You will provide this API key to Lever as a part of your configuration.

Same modal as previus image post-key generate with copy key and Done buttons circled.

 

Creating a BambooHR employee profile record from Lever

 

Note that this the BambooHR integration triggers just for external hires. Internal hires will not trigger the creation of an employee profile record in BambooHR. 

Once the integration has been configured you can begin sending data from Lever to BambooHR when candidates are hired. The integration will create a new BambooHR employee profile record.

Candidate preparation

Before hiring the candidate, make sure that all desired fields are filled out on the candidate and opportunity profiles, requisition, offer and BambooHR New Hire profile form. The more fields present and populated in Lever, the more fields that will be pre-populated in BambooHR.

Candidate profile in Lever

Lever Profile and Offer forms. Job title field is circled on Offer form. Note beneath image reads that outlined values must exactly match the BambooHR values.

Associated Requisition in Lever with location, work type and department/team fields circled.Note beneath image reads that outlined values must exactly match the BambooHR values.

Hiring a candidate

Once the candidate details have been filled out, you may then archive the candidate as 'Hired' in Lever or move the candidate to your integration trigger stage, depending on your setup. At a minimum, First Name and Last Name are required to create a record in BambooHR.

Candidate profile in Lever with opportunity archived as 'Hired.'

A new employee record will be created in BambooHR.

Employee record in BambooHR with close-up of pre-populated fields.

The associated Job Info, Employment Status and Salary details will also be included in the new BambooHR employee record.

Employee record in BambooHR showing additional fields on visible in previous image.

Screenshot 2023-09-18 at 3.24.15 PM.png

Once information transfer is initiated you will see one of two tags on the candidate opportunity in Lever:

  • 'BambooHR - Successfully Transferred': This tag will be added when the candidate's information has been successfully passed from Lever to BambooHR
  • 'BambooHR - Failed to Transfer': This tag will be added if the candidate's information failed to pass from Lever to BambooHR

A note will be added to the candidate's opportunity in Lever when their information is either successfully passed or fails to pass to BambooHR as a record of the attempt. If you have offer and/or resume uploads enabled, the note will indicate the status of each upload. If the information failed to pass, the note will specify what caused the failure so you can attempt to correct the error. Additionally, a second note containing the new hire’s BambooHR ID will be added to the opportunity. 

Re-attempting to pass candidate information to BambooHR after a failure

If the note indicates a failure to pass information as a result of missing or incompatible information in Lever, you can correct the error and then re-initiate the information transfer by applying a tag with the label ‘BambooHR - Retry' to the hired opportunity. Once you apply the tag, the integration will automatically re-attempt to pass information from Lever to BambooHR.

Excluding a candidate from the BambooHR information transfer
When the BambooHR integration is enabled, Lever will by default attempt to pass candidate information to BambooHR for all opportunities once they are marked as 'Hired’ or reach the trigger stage, depending on your integration configuration. To exempt a candidate's opportunity from the BambooHR information transfer, add a tag with the label ‘BambooHR - Skip' to the opportunity.

Resume and offer upload to BambooHR

In addition to triggering off the Hired archive state and passing candidate information the integration has been updated to also:

  • Pass resume, if available
  • Pass the candidate offer file

Both actions will be completed via the BambooHR API. Inputs required from the client to set up file upload from Lever to BambooHR are as follows:

Field Notes
Model Employee ID Integer field. The ID given by the client will be used in getting the metadata for folders. This corresponds to the client's employee ID or number as it appears in BambooHR.
Offer Resume Folder Name If TRUE, the solution will need to know the folder to upload to in the client's system as every BHR instance may vary in the file structure.
Offer Letter Folder Name If TRUE, the solution will need to know the folder to upload to in the client's system as every BHR instance may vary in the file structure.

The Model Employee ID corresponds to an employee in BambooHR that has access to the folders that will receive the resume and offer letter uploads.

Screenshot 2023-09-18 at 1.25.32 PM.png

For example, to upload new hire resumes to the “Resume and Applications” folder, the client should identify an employee with access to that folder. In the above BambooHR environment, Jay Martinez has the folder in their “Documents” tab, but any employee with the “Resume and Applications” folder present would work. The client would then collect Jay’s Employee ID (177, outlined in red) and send the ID and target folder name along with the other BambooHR enablement information.

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