Our HiBob integration automatically syncs your employee information from HiBob to PayFit, significantly reducing the time spent entering employee changes.

By using our integration with HiBob, you can:

💡 Save time.

💡 Remove manual double entry of data.

💡 Improve workflows and alignment between HR and finance teams.

💡Choose the data you'd like to be synced with PayFit

💡 Align your tech stack.

Once you've set up the integration to PayFit, you can choose to sync any of the following fields from HiBob.

The integration can sync any of the following information that has been added, removed or changed:

✅ Personal information: name, address, phone number, email address.

✅ Employee bank details: sort code, account number, and bank name (UK bank details only).

✅ New starter personal information: including gender, title, tax code, NI number, payroll number, and start date.

✅ Salary changes: hourly, daily, weekly, monthly & yearly salaries (backdated up to one month in the past).

✅ Contract details: job title, hours worked per week, weekly working pattern.

✅ Leaver information: leave date, reason.

✅ Bonuses or commissions.

✅ Annual and sick leaves: start and end dates in the current month, the future or up to one month in the past.

❌ Annual leave entitlement (this must be added manually into PayFit if you want the remaining leave entitlement to be calculated and for PILOH to be calculated when an employee leaves).

❌ Change of employment start date (this is to avoid discrepancies with HMRC).

❌ Other types of leave (eg. parental/unpaid/jury service).

❌ Other types of payments (incl. deductions).

❌ Pushing payslips from PayFit to HiBob.

❌ Overtime.

❌ Pension scheme information.

❌ Custom fields - We don't currently support synchronisation for custom fields. PayFit can only sync the default HiBob fields. It's also important that these fields aren't renamed in HiBob as this can disrupt the sync.

There are five steps to setting up the integration between HiBob and PayFit.

For PayFit to access information from HiBob, we use a Service User ID and token. These allow PayFit to access your HiBob data. To create the Service User on Hibob, please refer to our Help Centre article.

At this point, you need to note which employees you'd like to sync, so you can send this to us:

We recommend running a practice sync before syncing into your live account. This gives you a chance to review the information that will be synced from HiBob into PayFit without affecting your live account. To do this:

1️⃣ Send our team a message via the Help Centre to say that you'd like to test the integration. Don't forget to include the settings you noted in Section three.

The testing process usually takes a couple of days. Our Customer Success team will get in touch if there are any issues related to your Service User ID and token.

2️⃣ After the testing is complete, they'll direct you to the integration activity log, stored securely in your Company documents folder. This log shows the employee data that would sync from HiBob, based on the settings provided. Please review this data to make sure it includes the data you expected.

3️⃣ Once you're happy with the data, you'll need to add those employee settings that you noted in Section three, to PayFit. To do this:

4️⃣ The integration is now live and your data will sync from HiBob each night.

Once the integration is set up, the sync happens at night (outside of business hours) every 24 hours. Any information added to HiBob will appear in PayFit the following day.

Within the integration hub, you can view a log of the changes made through the integration, with information such as the date of the change, the type of change, and the original and new data available on your PayFit app. To view the activity log:

You can also download the log to review it offline.

We have a dedicated team that looks after our integrations. They test and monitor the integration regularly, so if we spot anything that looks amiss, your customer care representative will be in touch to notify you and advise on the next steps.

If you notice a difference in the information synced after the switchover from your API token to Service User ID and Token, there are three possible reasons for this:

If your data still doesn't seem to be syncing correctly, please reach out to a member of our team via the Contact Us form.

When selecting your integration settings, you can choose whether you want all of your employees on HiBob to be added to PayFit. If you select no, you're able to choose the filters to apply. Once you've selected the filters, you'll need to wait one working day for PayFit to pull over the filters (e.g., if you select contract type, PayFit will copy over the categories you use on HiBob). Once you've selected the specific categories, PayFit will only sync this information.

The most common authentication errors are:

If the authentication error isn't rectified by following the above instructions, please reach out to our team via the Contact Us form.

If you update employee information in PayFit, when the integration runs overnight, the information will be replaced with the information currently in HiBob.

To ensure PayFit updates the correct employees with HiBob information, we use nine data points to match the employee, then check for differences between PayFit and HiBob.

If the employee can't be matched, they'll be indicated as 'Not complete' in the Matched employee details section. If an employee is ‘Not complete’ this also prompts a required action to ensure that the employee's payroll will run smoothly. Information may need to be updated in HiBob for PayFit to sync the data to the correct employee. More information regarding this can be found in our Employee Matching Status article.

When you add an employee to HiBob, their information is synced overnight to PayFit, reducing the time taken to onboard your new team members. However, not all employee information needed for payroll will be entered into your HR software. Therefore, for every new starter, there will be some additional information to be added to PayFit, e.g., year-to-date information, to ensure your employee is included on the payroll and paid correctly.

You can now choose when new employees are added to PayFit. The options are: as soon as the employee is added to the HR software (via the overnight sync) or if their start date is in the current month. You can adjust your choice at any time by going to the Integrations Hub > Settings.

If an employee returns to work for you after leaving, within HiBob, you can simply add a new contract to the existing employee's record. However, from a payroll point of view, HMRC requires a second employment, with a new RTI ID. This requires a second employee record in PayFit.

As the original HiBob record is linked with the employee's first employment on PayFit, PayFit is no longer able to sync information from HiBob to a new record on PayFit. To use the integration for the second employment, in HiBob, you'll need to set up a second employee record for the new employment. Otherwise, this employee will always be excluded from the sync, and you'll need to manually update the record in PayFit and HiBob.

PayFit currently integrates directly with HiBob and not Bob’s Payroll Hub, Payroll Connect.

We're always working to improve our integrations, so if you have any suggestions for further information on how to sync from HiBob to PayFit, please let our team know via the Contact Us Form. While we can't promise any specific features due to data access limitations, it's great for us to know what could improve your internal processes even further.

At this time, the integration is only available in the UK.