This guide assumes you have already communicated with Brilliant to request a HiBob automation for your account.

Before integrating your HiBob account with Brilliant, you must first set up your HiBob instance to expose specific data to Brilliant. After you set up HiBob, you can connect your HiBob account to Brilliant to enable the integration.

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 in your automation. 

1. Follow HiBob’s instructions here to create a special security group and user in your HiBob instance. 

2. When the service user is created HiBob will display the service user ID and token. Take note of the service user ID and token, as it will be used when you connect the automation to your account. 

3. 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)

After you have followed the steps above to setup your HiBob instance, you are ready to integrate with Brilliant by following the steps below:

1. Login to Brilliant using your email address and password.

2. On the lefthand side of the page, navigate to the Automations page of the store you wish to connect the automation to via Storefront -> Your Store to Connect -> Automations.

3. Find the HiBob automation you requested from Brilliant and click Connect. From here, you will be brought to a new tab.

4. In the authentication screen:

   • For Brilliant, the account will be added for you.

   • For HiBob, you will need the service user id and token obtained from the HiBob setup above. Enter the service user id in the username field and the token in the password field. 

5. Click Next to configure the automation.
   

For the automation, you will need to fill out the following fields on the Preferred Gift Configuration screen:

• Preferred Gift Campaign: This is the Preferred Gift Campaign you want to add new hires to.

• Send before or after hire date: If you would like to send gifts to new hires a specified number of days before or after their hire date rather than exactly on their hire date, the automation can be configured to do so. This setting determines if the Preferred Gift will be sent before an employee's hire date or after their hire date. If you want to send the Preferred Gift on their exact hire date, you can choose either of these options.

• Number of days before/after to send: If you chose to send the Preferred Gift before an employee's hire date, this setting determines how many days before their hire date the Preferred Gift will be sent. If you chose to send the gift after their hire date, this determines how many days after. If you want to send the gift the day an employee is hired, you can leave this setting at 0. For example, if you wanted to send a Preferred Gift to new hires 5 days after their start date, the end result for these settings would look like this:
  

  

• Hour of day (CST) to send: The hour of the day in CST the automation will call the HiBob API and send gifts.

• Send gifts to which of the following employee types? This field has three checkboxes listed below. Please check each employee type that you want to send gifts to:

  • Full-Time

  • Part-Time

  • Interns

  • Contractors