BambooHR integration

The BambooHR integration lets you manage all your time-off requests and employee data in BambooHR and sync the user details and approved time-off requests to your Scoro site. This ensures a more accurate overview of everyone's actual availability and makes resource planning and allocation easier.

This article will show you how to connect BambooHR with Scoro, configure the integration settings, and track the synced time-off events in Scoro.

1. How the time-off and user sync works

The BambooHR integration lets you automatically sync all your team members' approved time-off requests to Scoro, ensuring a more accurate overview of everyone's actual availability and making resource planning and allocation easier.

Additionally, the BambooHR integration lets you manage all your employee data in BambooHR and also sync the user details to Scoro. Users are mapped between BambooHR and Scoro based on their email addresses.

1.1. Time-off sync

With the BambooHR integration, all approved time-off requests are automatically synced to Scoro and appear in the Calendar, Timesheet, and other Scoro views, adjusting the user's availability across the site accordingly. Both full-day and partial-day time-off requests are supported.

The time-off entries synced from BambooHR appear in Scoro with a BambooHR logo next to them, making them easy to recognize.

1.2. User sync

The BambooHR integration includes the user sync, which you can toggle on or off as needed.

During the initial user sync, employees are matched to Scoro users by email. Employees without an employee ID and a work email won't be synced to Scoro.

• If no matching user exists, Scoro creates a new user if the user's employment status in BambooHR is Active and the Scoro site has available user seats.
• If there are no available user seats in Scoro, users from BambooHR are still synced to Scoro with their user accounts set to Inactive. This allows you to purchase additional user seats and mark the synced users as Active afterward whenever you’re ready.

Once users are synced to Scoro, the BambooHR employee number is used to link BambooHR and Scoro user data. This lets you change the user data – such as the user’s email address – in BambooHR and update the user account details in Scoro.

The Sync settings section in the BambooHR integration settings lets you select the default company account, role, and permission to apply to all the synced users, plus additional controls for deciding how to handle employee data changes when syncing data from BambooHR to Scoro. Learn more about these settings in this section.

1.3. Sync direction

Both time-off and user synchronization work one way only – from BambooHR to Scoro:

• The approved time-off requests can be modified or deleted only on the BambooHR platform. After modifying or deleting them in BambooHR, the corresponding time-off entries in Scoro will be updated or removed automatically, or the changes will need to be synced manually, depending on your synchronization settings.
• The time-off entries created in Scoro won't sync to BambooHR.
• Changes made to the user accounts in Scoro won’t sync back to BambooHR
• You can control, in the integration settings, whether changes to employee data in BambooHR are synced to Scoro. 

2. Connecting BambooHR to Scoro

To connect your BambooHR account to Scoro, you need to complete these two steps:

• Generate an API key in BambooHR
• Set up the integration in Scoro

Step 1: Generate an API key in BambooHR

Before you set up the BambooHR integration in Scoro, you need to generate a new API key in BambooHR:

1. Click on My account in the bottom-left corner of the screen, then click on API keys.
2. Click the New API Key button.
   
3. Give the API key a name that describes what it’s used for (e.g., Scoro integration) and click Create Key.
   
4. Click Copy Key to copy the new API key to your clipboard. Note that after you close this window, you won’t be able to retrieve this API key – if you lose it, you’ll need to disable the one you just generated and create a new one.
   

Step 2: Set up the integration in Scoro

Once you have generated an API key in BambooHR, you can proceed with setting up the BambooHR integration in Scoro:

1. Go to Settings > Site settings > Integrations, then click the BambooHR integration.
   
2. Enter the details from your BambooHR platform:
   • Company domain – enter the domain of your BambooHR account. You can find it in the URL you use to access BambooHR. For example, if you access BambooHR at https://mycompany.bamboohr.com, then the subdomain is “mycompany”.
   • API KEY – paste the API key you just copied
3. Click Save to finish setting up the integration.
   

After both platforms are successfully connected, the page will reload and display the integration settings screen. You can then proceed with configuring the integration settings.

3. Configuring the integration settings

Once you’ve connected BambooHR with Scoro, you can configure your BambooHR integration settings:

• Select what data to synchronize
• Sync settings
• Time-off types

3.1. Select what data to synchronize

In the Settings section of the BambooHR integration settings, you can enable the toggles for the types of data you want to sync between the two platforms:

• Users – enable this toggle to sync your users (both active and inactive) from BambooHR into Scoro. Learn more about how the user sync works in this section.
• Time off – this toggle is enabled by default when you connect both platforms and ensures that all approved time-off requests are synced from BambooHR to Scoro. Learn more about how the time-off sync works in this section.

You can also specify the start date after which approved time-off requests will be synced to Scoro. The start date isn't relevant for user sync - see this section for more information on how the user sync works.

3.2. Sync settings

The Sync settings section in the BambooHR integration settings lets you control the following general settings:

• Synchronization – use this dropdown field to choose whether to sync data from BambooHR hourly, daily, or manually.
  • By default, hourly sync is selected, but you can change it as needed. 
  • When selecting manual sync, you can sync the data by clicking the Synchronize now button in the BambooHR integration settings page.
• Send error notifications to – enter the email address to which Scoro will send error notifications in case something happens during data synchronization. Only one email address can be entered in this field, so we recommend entering your site's administrator's email here.

If you’ve enabled user sync, the Sync settings section also includes the following fields for configuring user synchronization:

• Default company account – select the entity you want to enable for all users synced from BambooHR by default. Only one entity can be set as the default – you can enable additional entities by modifying the user account in Scoro.
• Default role for synced users – select the role to apply to all users synced from BambooHR by default. You could create a placeholder role specifically for the synced users, then change it to the required role by updating the user account in Scoro.
• Default permission set for synced users – select the permission set to apply to all users synced from BambooHR by default. Make sure to select a permission set with a lower access level; you can modify the users’ permission sets in Scoro after they’re synced from BambooHR.
• Update linked users’ name, email, job title and phone based on BambooHR – enable this toggle if you want to update the Scoro user data with user details from BambooHR. When disabled, BambooHR will only create new Scoro users if no matching user email is found in Scoro, but won’t modify existing Scoro user accounts.
• Deactivate the Scoro user when the employee becomes inactive in BambooHR – enable this toggle if you want to deactivate the Scoro user account when the employee account is deactivated in BambooHR. For this setting to work, make sure to also enable the Update linked users’ name, email, job title, and phone number from BambooHR toggle.
• Send an invitation email to newly created users – enable this toggle to automatically send an invitation to create a Scoro account to users created during the user sync. 

3.3. Time-off types

The Time-off types section in the BambooHR integration settings lists all time-off types from your BambooHR workspace. For time-off requests to sync properly, you need to match each time-off type with the corresponding Scoro time-off type from the dropdown field. 

• Choose the Other time off type if the others don't correspond to your BambooHR time-off type. If a time-off request in BambooHR includes a note, it will sync to Scoro as the time-off reason.
• Time-off requests with time-off types that don’t have a corresponding Scoro time-off type mapped out won’t be synced to Scoro.

4. Checking error logs

The Errors tab in the BambooHR integration settings lists all unresolved errors.

5. Troubleshooting sync issues

Here are the most common reasons why a time-off request hasn't synced from BambooHR to Scoro:

• The time-off request is not approved in BambooHR:
  Only approved time-off requests are synced to Scoro. Once the time-off request is approved, it should sync to Scoro successfully.
• The time-off request submitter’s email address doesn’t match the user’s email address in Scoro:
  The email addresses must match for the approved time-off request to sync to Scoro.
• The API key was generated by a user with limited or no access to employee data in BambooHR:
  The API key should be generated by a user with full access to employee data in BambooHR; otherwise, the integration setup may succeed, but no approved time-off entries will sync to Scoro. To fix this, make sure a user with full employee data access in BambooHR generates the API key, then set up the integration in Scoro again.