HiBob: set up and integrate HiBob with LearnUpon – Knowledge Base

Add learners automatically using HiBob data

Connect HiBob to LearnUpon, and map default HiBob attributes to LearnUpon custom user data to create dynamic rules.

Availability: depends on your LearnUpon plan

Contact your Customer Success Manager or Implementation Consultant to discuss.

If you use HiBob, aka Bob, to manage your HR records, you can integrate Bob with LearnUpon. Bob provides account information to set up learners' portal accounts automatically.

Learn more about HiBob: LearnUpon is not responsible for content outside this website.

HiBob and LearnUpon: overview

Connect your organization’s HR records to your learning portal

The integration works in one direction, sending user details from HiBob to LearnUpon: HiBob provides the single source of truth of learner details.

HiBob provides default employee attributes from the following information types:

first name
last name
email

Using default attributes, LearnUpon creates learner accounts in your portal. You can add more attributes from HiBob, by mapping attributes to LearnUpon custom user data fields.

Learners receive a unique link to the email address provided: the link expires after 72 hours.

for invites, learners receive a randomly generated password. They must change the password when they log in
for created accounts learners must set a password at login

Note: by default, LearnUpon creates all new accounts as learners. After you create accounts, you need to edit some accounts to change their user type from learner to manager, instructor or admin.

See: Add users to your portal

For organizations that use SSO, LearnUpon creates learner accounts from HiBob data but does not send a conventional email notification. Through SSO credentials, learners already have their login details, and don't need to set a new password.

See: Set up SAML SSO for your portal

LearnUpon checks HiBob for new user details once a day to synchronize portal records to HiBob. Optionally, the admin can start a sync manually from LearnUpon.

If a learner’s first name, last name or email address change in HiBob, LearnUpon updates its version, but doesn’t send a new invitation.

If learners leave your organization, LearnUpon ends their access to the portal based on the termination date in HiBob.

Tip: any changes you make in HiBob can be manually synced an hour after the changes occur.

Admins can track invite progress in the portal the same way they track manual learner invites. In LearnUpon terms, invites that are not batch user uploads, or created through the API, are treated as manual.

From main navigation, go to Users > Pending Users for a current list of invites waiting for a response.

You can also export users to a CSV file, to view invite dates and all other user account information. See Users: download all user data in a portal.

Once synchronized, you can see learners provided by HiBob in your LearnUpon portal, marked by a HiBob logo.

HiBob status and learner invitations

For HiBob's employee status field: if the status is inactive, LearnUpon does not synchronize the learner, and does not send them an invite to LearnUpon.

Handle existing learners in the LearnUpon portal

LearnUpon treats HiBob as the source of truth about learner details.

After setup, the integration “fetches” all the learners from HiBob based on their email addresses, to map them in LearnUpon, including updating the custom user data for existing portal accounts.

Map your data: connect HiBob fields to LearnUpon custom user data

Use attributes from HiBob to fill out custom user data fields in LearnUpon. LearnUpon’s custom user data runs the dynamic rules to add learners to groups.

Note: for custom user data fields that use choice, aka drop-down fields, the drop-down values available must match exactly between HiBob and LearnUpon. If they don’t match, HiBob can’t send the correct value to LearnUpon.

When you use the following field types in custom user data, make sure the values are identical to the corresponding field in HiBob:

String choice
Decimal choice
Integer choice

See: Custom user data: set up custom fields

When you create groups, you can set up courses to enroll learners automatically as soon as they join a group.

Access permissions

Admins with full portal permissions: can set up the feature

The integration is available for top-level and sub-portals.

Note: each portal requires a separate HiBob instance.

The LearnUpon admin who sets up the integration requires access to a HiBob service account and appropriate permissions in HiBob. During setup the admin gives consent for LearnUpon and HiBob to connect to each other.

Prerequisites

In HiBob: create a service user account and permission group

appropriate service account and admin permissions
a HiBob permission group, which defines which data HiBob provides to LearnUpon

If you haven’t created a HiBob Service User Account and Permission Group already, you can create one during the setup process.

Warning: your HiBob service user ID with its token are shown only one time. You must copy these credentials immediately to a safe place.

See instructions about creating a service user and creating a permission group.

In LearnUpon: set up groups, custom user data and dynamic rules

To make the most of the integration, you need groups and dynamic rules set up, based on LearnUpon custom user data. See:

Add HiBob to your portal: first-time setup

Your Customer Success Manager or the support team turn on the integration for your portal. You as admin set it up for your organization.

From main navigation go to Settings > Integrations > HR Integrations.
Select HiBob.
From HiBob page, select + Connect.
In the HiBob dialog that opens, select Continue to access HiBob from LearnUpon.
In the HiBob Service User Account dialog that opens, enter the following credentials and select Submit to continue:
- HiBob User ID
- HiBob Token
Review the data that LearnUpon can now receive from HiBob and select Continue.
Select Finish.

On HR Integrations, the integration appears as Active.

Map your data from HiBob to LearnUpon

The integration uses standardized field names to make connecting between applications easier. The listed attributes for HiBob may vary slightly from what you see in HiBob pages.

From main navigation go to Settings > HR integrations.
Select HiBob.
From the main page select Map your data > Add new mapping.
From Select attribute field, select a HiBob attribute name.
From Select CUD field, select a LearnUpon custom user data field to match.
When required:
- repeat these steps to create as many fields as you need
- select X next to a row to remove a connection
Save changes to finish.

Set defaults to add HiBob learners

This process sets the default behavior for the integration, to add accounts from HiBob. These settings apply during the daily synchronization, or when you run a manual sync.

From main navigation go to Settings > HR integrations.
Select HiBob.
Select Invite configuration.
From When do you want to invite them? select 1 of:
- When they are added to HiBob
- On their hiring date
From How to add new users? select 1 of:
- Create as an active user and send a welcome email
- Create as active user only
- Create as pending user and send invitation email
Save changes to finish.

Synchronize between LearnUpon and HiBob

A sync prompts HiBob to add learners, based on settings in Invite configuration. After the first sync, LearnUpon synchronizes its records with HiBob once per day automatically.

You can sync manually once per hour, as required: for example, if you add a number of new accounts to HiBob, and want to see them set up in LearnUpon.

From main navigation go to Settings > Integrations > HR Integrations.
Select HiBob.
Select Sync.

This process takes a short time depending on the number of accounts.

Confirm the sync worked:

for created accounts, go to Settings > Users and filter for users created after the selected date
for invited accounts go to Settings > Users. From secondary navigation select Pending Users to view the progress of invites

Remove HiBob from your portal

From main navigation go to Settings > Integrations > HR Integrations.
Select HiBob.
From HiBob, select Disconnect.
In the dialog that opens, select Disconnect to confirm.

See:

Articles in this section