HiBob Integration

This video and article explains how to get started with the Veremark <> HiBob integration

The Veremark <> HiBob integration primarily enables check data to be synced automatically from Veremark into HiBob. 

A typical use case might be a check ordered on an ATS, processed through Veremark and then automatically sync'd into HiBob.

Alternatively we also provide functionality to trigger checks directly from HiBob.

Data Sync

The following section describes how to set up the data sync functionality.

The check data that can be synced are:

• Status
• Completion date
• Criteria name
• Report URL

Video Walkthrough

This video walks through how to setup the Veremark <> HiBob integration to automatically sync check data into HiBob.

Setup in Veremark

First within Veremark, navigate to the Settings-> Integrations and click on the HiBob icon to create the PartnerKey record (or if a PartnerKey record exist to retrieve it) and show on the screen the KEY (Fig.1). Save this key somewhere safe, you will need it later if you wish to trigger checks directly from HiBob.

Setup in HiBob

In HiBob a Service user needs to be created. Navigate to Settings(1.) → Integrations(2.) → Manage (Service users)(3.) as shown on Fig.2.

Fig.2

Next add a name to the new service user and click Done (Fig.3).

On the next screen make sure to copy and store the service user ID and Token key (the key can not be retrieved later ,only a new Service User can be generated) (Fig.4).

IMPORTANT: Please immediately provide the User ID and Token Key to your Veremark rep, or send them to clientsupport@veremark.com.

 

Fig.3

 

 

Next add the data categories to be synced from Veremark to HiBob.

From the Settings (1.) navigate to People’s data fields(2.) under the Data management menu and click on +Add category(3.) The button is in the top right corner as shown on Fig.5.

Fig.5 Create new category

Give the new category a name of Veremark Checks or whatever description may be useful for to your use case (Fig.6).

Fig.6 Add new category and give name

Once the category is created, scroll down to the list of categories and the new entry will be visible.

Drill down into the new category and create all the necessary custom fields with the corresponding field type (Fig.7)

IMPORTANT. Please use the exact same names as shown below:

Veremark status → type of Text

Veremark check completed → type of Date

Veremark criteria name → type of Text

Veremark report URL → type of Text

 

Fig.7 Define data field names with the corresponding types

Creating a new field is shown below in Fig.8.

Fig.8 Adding a new field

Now create new permissions for the new service user that was previously created.

1. From the HiBob home page select Settings>Account>Permission Groups  A list of existing Permission groups appears.

2. Click the + Create group button in the top right hand corner. Enter any name for your permission group.

3. Under group members click Select people by condition. Click the Edit icon and remove any existing conditions using the 🗑️ icon next to the condition.

4. Under Add Specific Employees>Service Users add the Service User you created in section “Add Service User” → Step 3. Click Apply and then Create and Confirm. (as shown on Fig.9 and Fig.10)

Fig.12 Synced data

 

Setting up the Check Trigger

From the list of already added Custom data fields add a new field with the name of “Veremark screening criteria“(3) and a type of List (Fig.13). From Settings(1), navigate to People’s data fields(2) and New Field

Fig.13 Adding new screening criteria dropdown data field (without any values in it)

Setup Webhook

From Settings(1), navigate to Integrations(2) and Webhook(Manage) (Fig.14)

Please reach out to clientsupport@veremark.com for further assistance.

Fig.14 Create new webhook

• Give the webhook a descriptive name

• Add the following URL:

  • https://api.veremark.com/partner/hibob/{partner key GUID}

    • (Replace the {partner key GUID} with the string provided from Fig.1 )

• Add the following events from the dropdown list (Fig.15)

• Click on the Exclude events triggered by the system

• Choose the Select by condition and from the Edit add a condition where the Lifecycle equals to Employed or Hired

• Save

Fig.16 List of Task events that will trigger the webhook

Initiate background check

After the above Webhook is configured, all is needed is to create a new task with the exact name of “Background check“ (it is important that the name fully matches otherwise the code will not be able to pass the validation step). In the example of tasks in Fig.17 is shown how the Open(incomplete) and Closed(cmplete) tasks look like. Each tas is related to a specific user for which the background check is going to be initiated.

 

The background check is initiated when a task with a name of “Background check“ is marked as Closed(completed). This will create all the corresponding records in the Veremark app.