The Bamboo HR integration keeps employees in BambooHR synchronised with their user profiles in ExpenseIn.
For the sync to be successful, the Employee # in BambooHR must exactly match the User Reference in ExpenseIn.
Note: We recommend enabling the User references must be unique Additional Setting in ExpenseIn to ensure each user always has a unique reference.
How the integration works
The BambooHR integration is one-way:
Changes made in BambooHR will update ExpenseIn.
Changes made in ExpenseIn will not update BambooHR.
If a synced field is edited directly in ExpenseIn, it will be overwritten during the next user sync unless the same change is made in BambooHR.
Sync Schedule
An initial sync will occur shortly after connection (or reconnection).
A daily sync will occur at approximately 4:00 AM GMT.
Sync times are subject to change.
Sync Requirements
To sync successfully, the following fields must be completed for the employee in BambooHR:
First Name (Preferred Name will be used if populated)
Last Name
Employee #
Status (Active)
Work Email
If any of these fields are missing or incomplete, the employee will not sync to ExpenseIn.
What syncs to ExpenseIn
Existing Employees
When the integration is first connected, existing employees in BambooHR (for the specified BambooHR Division) are created as users in ExpenseIn if their Work Email or Employee # doesn't already exist.
If the employee already exists in ExpenseIn, they'll sync automatically, provided their Employee # and User Reference match.
Note: Newly created users still need a policy assigned to them and to be invited to the system when ready.
The following information will sync automatically:
Personal Details
Preferred Name/First Name, Last Name, and Work Email changes will update the user's First Name, Last Name, and Email in ExpenseIn.
Department
Employee Department changes will update the user's Department in ExpenseIn.
Approval Flow
Reporting To changes will update the user's Approval Flow in ExpenseIn. Only occurs when Sync Approval Hierarchy is set to 'Yes' in the integration settings.
New Starters
New employees created in BambooHR are created as users in ExpenseIn if their Work Email or Employee # doesn't already exist.
If the employee already exists in ExpenseIn, they will sync automatically, provided their Employee # and User Reference match.
Note: Newly created users still need a policy assigned to them and to be invited to the system when you're ready.
Leavers
Employees with a 'Terminated' Job Employment Status in BambooHR are marked as Leavers in ExpenseIn, provided the Employee # and User Reference match.
How to set up the BambooHR integration
Before connecting
1. Check User References
Ensure existing ExpenseIn users have User References that match their Employee #'s in BambooHR.
2. Check Department References
Ensure Department References in ExpenseIn match Department Names in BambooHR.
3. Check Approval Flows
If Sync Approval Hierarchy is enabled when configuring your BambooHR integration, ensure that Approval Flows are set up correctly in ExpenseIn. Each employee's Line Manager (Reporting To) must:
Be syncing via the integration.
Be a 1st-stage approver on only one approval flow.
Note:
If a Line Manager (Reporting To) is a 1st-stage approver on multiple Approval Flows, no Approval Flow will be assigned, and the Employee's User profile in ExpenseIn will not sync.
If no Approval Flow exists where the Line Manager (Reporting To) is a 1st-stage approver, a single-stage Approval Flow will be created and assigned to the user.
If an employee has no Line Manager (Reporting To) in BambooHR, no Approval Flow will be assigned to the user.
Connecting
Authorise ExpenseIn to connect to BambooHR to enable the user data synchronisation.
Verifying the Sync
Once you've completed the setup, check that your BambooHR employees are syncing correctly to your users in ExpenseIn.
If you have any questions about the synced data or are unsure whether you've completed the setup correctly, contact our Support team for assistance.