By setting up the integration between HiBob and Alleo you will achieve the following:
All eligible employees in your HiBob account will be added to Alleo
Any mutations in HiBob (on and off-boarding of employees) will automatically be synced with Alleo on a daily basis.
Setting up the integration
To set up the integration you will need to complete the following steps, each step is outlined in detail in this article:
Create a Service User login for Alleo and save the ID and Token.
Add a custom field to HiBob to indicate if an employee is eligible for access to Alleo.
Optional: bulk update existing employees to set the value of this new field.
Create a custom Permission Group for the Alleo Service User login.
Share the ID and Token with Alleo via an encrypted secret sharing service (e.g. 1password, onetimesecret.com).
Alleo enables the integration.
Step 1: Creating a HiBob Service User
Follow the steps described in this HiBob support article: https://apidocs.hibob.com/docs/api-service-users
Important: store the ID and Token in a secure location, you will not be able to view these details again after clicking done.
Step 2: Adding a Alleo Custom Field
In some cases not all the employees who are in HiBob need to get access to Alleo (e.g. due to team location or position). To indicate which employee is eligible for Alleo, a custom field needs to be added:
From the left menu, select Settings > Company > Employee Fields
In the Work section click on “New Field”
Configure the field with the name “alleo_access” (please use all lowercase and no spaces) and set the the type to “List”.
The screenshot below states the incorrect field name without 'access'. Please make sure to use “alleo_access”.
Apply it to the appropriate departments, if relevant.
Using the “Manage” button, add 2 options (yes and no) to the List.
Step 2a (optional): Bulk update your employees in HiBob
In order to set the newly added Alleo field correctly for your employees, you can bulk update employees as follows:
Go to Analytics > Reports > Add New > General Report
In the column picker, select the email field and alleo field and export the report
In the exported report, populate the alleo field with “yes” and “no”
Go to People > Import and select the “UPDATE EMPLOYEE DETAILS” options
Upload the updated report file with the email address as identifier and the alleo field as the field to update:
Step 3: Create a custom Permission Group for the Alleo Service User login.
There are 2 options to grant permissions to Alleo:
Use the 'All users permission group' which is the default setting for newly created Service Users (not recommended)
Create a specific Alleo group that isolates the permissions (recommended).
If you opt to create a Alleo Permission Group, please follow the steps in this HiBob article: https://help.hibob.com/hc/en-us/articles/4409776408209#get-the-most-out-of-bob-0-0
Make sure to provide View access to the all following HiBob sections:
Basic info
Personal
Work
Employment
Lifecycle
Step 4: Share the ID and Token with Alleo
Share the ID and Token which you saved in Step 1 with your Alleo contact person. Please make sure to use an encrypted secret sharing service like 1password or onetimesecret.com.
Step 5: After testing Alleo will enable the integration and report back to you on the status of the integration.
🚀 Now you are all set!
Optional: Assigning varying budgets
If you would like to vary the Alleo budget assigned to employees, this can be achieved by adding custom field(s) in HiBob to indicate per employee what the budget is that the employee should receive. Follow the instructions in this article to set this up.