HiBob Integration

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

The Veremark <> HiBob integration serves two purposes:

• The automatic synchronisation of Veremark checks requested through an Applicant Tracking System (ATS) or directly on the Veremark platform into HiBob once the checks are completed.  Learn more.
• Additionally, this integration allows users to initiate Veremark checks directly from the HiBob platform.  Learn more.

Setting up the data sync

Overview

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 provides a step-by-step guide on configuring the Veremark <> HiBob integration, enabling the seamless automatic synchronisation of check data into HiBob.

1. Obtain the partnerkey from Veremark

In Veremark, go to the Settings menu, select Integrations, and then click on the HiBob icon to generate your PartnerKey record for HiBob.

Make sure to copy and securely store this url, as it will be required for the next steps in the HiBob setup process. Once you have saved it, you can proceed with the configuration in HiBob.

2. Set up the Service User in HiBob

Navigate to Settings(1.) → Integrations(2.) → Manage (Service users)(3.) as shown on Fig.2.

Fig.2

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

On the subsequent screen, be sure to carefully copy and securely store both the Service User ID and the Token Key. Please note that the Token Key cannot be retrieved later; if lost, you will need to create a new Service User to obtain a new key (see Fig. 4).

It is essential to promptly share the User ID and Token Key with your Veremark representative or send them to clientsupport@veremark.com for further assistance.

 

Fig.3

 

 

3. Create the new Data Categories

Proceed to add the specific data categories that you wish to synchronise from Veremark to HiBob.

To add a new category, go to Settings (1.) and select People's data fields (2.) within the Data management menu. Then, click on the +Add category (3.) button located in the top right corner, as illustrated in Fig.5.

Fig.5 Create new category

Assign a name to the new category, such as "Veremark Checks," or choose a description that best fits your specific 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

 

4. Permission Groups

Next, establish the necessary permissions for the service user you created earlier.

1. To access the Permission Groups, start from the HiBob home page and go to the Settings menu. Next, click on Account, and then select Permission Groups. This action will present you with a comprehensive list of the Permission Groups that are currently set up in your account.

2. Click the + Create group button located in the upper right corner. You can then provide a name for your new permission group.

3. In the Group Members section, select the option to Specify People by Condition. Then, click on the Edit icon to modify the current conditions, and remove any existing conditions by using the 🗑️ icon next to each condition.

4. In the "Add Specific Employees" section, select the Service User that you created in the "Add Service User" section (Step 3). After selecting the user, click on "Apply," followed by "Create" and then "Confirm" to save your changes. This process is illustrated in Fig.9 and Fig.10.

Fig.12 Synced data

 

Setting up the Check Trigger

Video Walkthrough

In this video, I provide a comprehensive guide on configuring your HiBob account to initiate Veremark checks and effectively manage the entire screening process within HiBob.

1. Add an additional data field

Navigate to the System Settings menu, then proceed to Data Management and select the option for People's Data Fields (2).

Create a new field titled “Veremark screening criteria” in the previously established Veremark Data Fields, ensuring that the field type is set to List (Fig.13).

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

2. Setup the Webhook

To continue, navigate to the Settings menu (1), select the Integrations option (2), and then click on the Manage Webhook section to proceed (see Fig.14).

 

Fig.14 Create new webhook

• Give the webhook a descriptive name (e.g. Veremark hook)

• Add the following URL:

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

        • (Replace the string with the one provided from Fig.1 )

• Add the 'Task' 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

3. Additional permissions setup

To ensure that all existing Veremark criteria can be synced into the HiBob dropdown list for the Veremark screening criteria field, you need to enable specific permissions within the Permission group (see Fig.17).

From the System Settings menu, go to Account and then select Permission Groups. Locate the group you created earlier that includes your Service User, and proceed to edit its settings.

Click on the Features tab, scroll down and expand the People menu. Find the Lists option → Edit permissions → enable Edit all lists (sites, job titles, etc.)

4. Enabling additional Lifecycle Statuses

It is important to ensure that the permission groups encompass all the lifecycle stages for which you intend to conduct background checks. By default, the permission group will only include the 'Employed' status. However, you may also wish to include individuals with a 'Hired' status to facilitate checks for those candidates.

To proceed, remain within the permission group and navigate to the 'People's data' tab (Fig.18).

Click on the option to specify "People by Condition," then select the "Edit" button below to proceed.

Fig.18 Edit Peoples Data Permissions

In the "Select People by Condition" popup that appears (Fig.19), navigate to the third dropdown menu and select all applicable lifecycle stages, such as "Hired" and "Employed." After making your selections, click "Apply," and then click "Apply" once more to confirm your changes.

Fig.19 Edit data access

5. Checking Veremark Criteria in HiBob

After completing the previous steps, you can confirm that the synchronisation is functioning correctly by checking if your Veremark Criteria are appearing in HiBob. To do this, navigate to Data Management > People's Data Fields and scroll to the bottom of the page to locate the Veremark data fields that you set up earlier in the process.

To view your Veremark criteria (Fig.20), click on the three dots in the row corresponding to the Veremark screening criteria and select 'Edit.' Next, choose 'Manage List' to display all your criteria.

If your criteria do not appear, please review the previous steps to ensure everything has been completed correctly. If issues persist, do not hesitate to contact your Veremark representative for assistance.

Fig.20 Viewing Veremark criteria in HiBob

6. Assign the criteria to the individual's profile

At this point, we are close to initiating the background check process, with just two final steps to finalise.

Access the Bob profile of the individual you wish to screen. Scroll down to the Veremark data fields you previously configured, and choose the appropriate criteria to be used in the 'Veremark screening criteria' field (Fig.21)

Fig.21 Selecting the Veremark criteria

7. Create a new task titled “Background check.”

The creation of a task titled "Background check" is essential for initiating the screening process. It is important to ensure that the task name is an exact match, including capitalisation, as any variations will lead to validation errors. After successfully creating the task, you can assign it to the individual either as a standalone task or incorporate it into a broader workflow.

To create the task, navigate to Tasks > Task List Settings and either create a new Task List or add a new General task to an an existing one (Fig.22).

Give the name 'Background check' and a description.

Assignee - select the relevant role type, typically 'employee'.

Trigger - based on event 'On'.

Due date - 1 day after a trigger

Click 'save' and the Background check task should display (Fig.23).

For more support with creating tasks please reach out to your HiBob support representative.

Fig.22 Creating a new General Task

Fig.23 Background check task created

8. Assign the task list to the individual

The task can be manually assigned to the individual by navigating to their profile, clicking Action in the top right of the screen and Trigger Task List. Select the appropriate task list and Now. You should be able to now see the task associated with the individual.

The background check process begins once the task is marked as "Completed," as illustrated in Fig.24.

In the example Task in Fig.24,  you can see what the Complete (activated) task looks like.

This action triggers the creation of all necessary records within the Veremark application, effectively initiating the background check.

 

That's it! For any assistance or support regarding the setup, please feel free to reach out to your Veremark representative or contact us at clientsupport@veremark.com.

We are here to help.