HiBob Automation Setup Guide
This guide assumes you have already communicated with Brilliant to request a HiBob automation for your account.
Before we create an Automation to automatically send gifts to employees from your HiBob instance we first need to determine the specific rules you’d like the Automation to follow. Typical rules we hear are not to send new hire kits to interns, to send the campaign email 1 day after a New Hire date, etc. However we can adjust your Automation to follow any rule as long as the data is available in your HiBob instance.
To determine these rules, we will send you a questionnaire to complete. If there are any details on the questionnaire that you would like to discuss in further detail, you can request on the questionnaire to have a follow up call scheduled with our Implementation team. Once we have determined your Automation rule preferences, we can begin your setup.
Setup In Your HiBob Instance
In order for Brilliant Automations to connect to your HiBob instance we recommend creating an API Service User with limited access to the specific fields we need for your Automation. To create a special security group and user in your HiBob instance you can follow HiBob’s instructions here.
The API Service User will need view access to the following People data categories:
- Basic info
- Work
- Employment
- Personal contact details (required only if you plan on sending gift emails to employees' personal emails)
Once the Service User is set up, email your Brilliant Implementation contact and provide the token (Access Key ID and Access Key Secret).
Setup In Your Brilliant Account
If a Preferred Gift Campaign is being used for your Automation (most common), the campaign setup will need to be complete before we can continue with the setup process.
Our Implementation team will use your Service User token credentials to connect your Brilliant Automation. This connection will make a call to the HiBob API once a day to pull a list of employees, filter the list down to ones who should be sent gifts that day (based on your configuration and desired rules), and then add them to the appropriate Preferred Gift Campaigns.
If you are using Preferred Gift Campaigns to deliver gifts (as opposed to Brilliant Storefront), user accounts are not created in our system for these employees, they are simply added to the campaign and receive your branded campaign email with a link to the Preferred Gift landing page.
For example, a New Hire configuration might work as follows:
- check the employee's start date, check if it is today and add them to the New Hire Gift campaign if so
Once the Automation setup is completed, our team will run an async test to confirm that the correct data is accessible and being filtered correctly, and is properly routing to your Preferred Gift Campaign. Once this is confirmed, your Automation is ready to go live! Our team will coordinate with you to determine a go-live date to make the first API call. From this point, we will monitor the Automation closely in the first week to ensure the workflow is functioning as intended.
Ongoing, our team will monitor your Automation for errors and will be available if any questions or requests for updates arise.