Introduction
Connecting HiBob to Ledgy allows you to automatically sync employee data — such as names, emails, start dates, and termination dates — directly into your Ledgy stakeholder profiles. This saves time on manual data entry and keeps your cap table up to date.
This article covers the HiBob-specific steps: creating a Service User, setting up permissions, and linking your account. Once connected, configuring and syncing data follows the same process as all HRIS integrations.
See How do I connect and sync my HRIS system with Ledgy? for full details on configuration and syncing.
Prerequisites: You need Administrator permissions in HiBob and Admin access in Ledgy.
Step 1: Start the connection in Ledgy
In Ledgy, go to Company Settings > Data Management
Find the HRIS System Integration section
Click Connect
Search for and select HiBob
Click Connect again to proceed
A linking window will appear which will ask for your HiBob Service User ID and Token. The next section explains how to get these.
Step 2: Create a Service User and Permission Group in HiBob
You need to create a Service User in HiBob and assign it the correct permissions so Ledgy can read employee data.
2.1 Create a Service User
In HiBob, go to Settings > Integrations and click Manage on the Service Users tile
Click Create service user
Enter a display name (e.g. "Ledgy") and click Create
Copy and save the Service User ID and Token — you'll need these to link your account
2.2 Create a Permission Group
Go to Settings > Permission Groups and click Create Group, then select Service user
Enter a group name, select your new Service User, and click Create
If a pop-up appears, Confirm the creation of the group
2.3 Set up People's Data permissions
Under People's Data, click Select people by condition > Edit and set Lifecycle Status = Employed, Hired, Terminated
Back in the People's Data add the following permissions based on the required fields you need to share for your integration:
For each permission category, select the View selected employees' [Permission] sections and View selected employees' [Permission] section histories permission.
If you need Date of Birth or the full unobscured SSN fields, you must include both View and Edit access for the appropriate permission. Note that we will NOT edit any employee sections.
People > Basic Info Example:
HiBob Permission (only select the sections you want Ledgy to read) | Associated Fields |
People > Basic Info (required) | Name |
People > Employment People > Work | Company Employee Number Manager Start Date Termination Date Work Email Work Location Department Job Title Employment Type FLSA Code |
People > Work contact details | Work Email |
People > Personal | Date of Birth (requires Edit permission) Mobile Phone Number |
People > Personal contact details | Mobile Phone Number Personal Email |
People > Home | Gender Marital Status Personal Email |
People > Lifecycle | Employment Status |
People > Identification | SSN (requires Edit permission for the full unobscured SSN fields) |
People > Address | Home Location |
People > EEO | Ethnicity |
People > Payroll | Pay Rate Payroll Runs |
People > About | Avatar |
People > Financial | Bank Information |
People > Equity | Equity Grants |
Timeoff > Balance | Timeoff |
Timeoff > Requests | Timeoff |
Timeoff > See who's out today | Timeoff |
3. Once done adding the above permissions, finish creating the Permission Group by selecting Save and Apply the changes.
Step 3: Link your HiBob account with Ledgy
Back in Ledgy, enter your HiBob Service User ID and Token in the linking window
Click Next
When prompted to map additional HR fields, click Skip for now — you can request additional field mappings via Support chat once the connection is complete
Your HiBob account is now connected to Ledgy!
Default fields synced via the standard connection
Once connected, the following Ledgy fields are automatically mapped from HiBob via the standard integration — no additional or custom mapping is required:
Core profile fields:
Identifier — the field used to match HRIS records to Ledgy stakeholder profiles (configurable: Employee Number, Work Email, or Personal Email)
Name
Email (i.e. Work Email)
Personal Email
Address Line 1
Address Line 2
ZIP Code
City
Country
Birthdate
Employment fields
Start Date
Termination Date
Employment Status
Pay Period
Pay Currency
Employment Type
Job Title
Team
Work City
Work Country
Optional fields (require configuration in Step 4):
The following fields can also be imported but must be explicitly enabled in the Configure settings:
Pay Rate
Manager
Mobile Phone Number
💡 Permissions note: You do not have to grant read permissions for all of the fields listed above. If you choose not to give Ledgy read access to certain fields in your HiBob permission group, those fields will simply be returned as blank — no error will occur.
Name and Email are the minimum fields required to create a stakeholder profile in Ledgy.
Connecting custom fields (fields outside the default connection)
If you need to sync fields from HiBob that aren't included in the default list above — for example, department-specific data, custom employee attributes, or any other field unique to your HiBob setup — you can request a custom HR field mapping.
How it works:
Contact the Ledgy Support team via the in-app chat bubble on the bottom-right or email [email protected] and let them know which HiBob field(s) you need
Support will check whether the field is available via the HiBob integration API
If available, Support will connect the field to your Ledgy account
Once connected, go to Data Sync > Configure > Requested HR fields — you'll see the newly connected HiBob field listed there
Create a Ledgy custom field to receive the data (if one doesn't already exist) via Company Settings > Data Management > Stakeholder custom fields > Add custom field
Map the connected HiBob field to your Ledgy custom field in the Configure screen
Click Save — the Data Sync page will update with the newly retrieved data
Run a Sync to pull the custom field data into your stakeholder profiles
Once synced, the custom field data will appear on each stakeholder's profile under Custom Fields. You can also use these fields in reports, document templates, grid columns, and as "group by" options on the Stakeholders page.
Tip: During the initial HiBob linking flow, you'll see an option to map additional fields. We recommend clicking "Skip for now" and requesting field mappings via Support once the connection is complete — this ensures everything is set up correctly.
For full details on custom field mapping, see the general HRIS guide.
Step 4: Configure your sync settings
Go to the Data Sync page and click Configure. For full details on all configuration options, see the "Configuring your HRIS import settings" section in our general HRIS guide:
Key settings to configure:
Stakeholder identifier — For HiBob, the recommended identifier is Work Email or Employee number. This is how Ledgy matches HRIS records to existing stakeholder profiles.
Stakeholder email — Choose which employee field maps to Ledgy's primary email.
Additional fields to import — Optionally import Manager, Mobile Phone Number, or Pay Rate.
Nb. ‘Mobile number’ will appear as invalid if the country code is not inputted in HRIS. Please add country code to HRIS entries to successfully sync mobile number - otherwise, this will need to be manually updated in Ledgy.
Sync-if conditions — Filter which employees are included in the sync (e.g. only active employees, or employees in specific locations).
⚠️ Important: If you already have stakeholder profiles in Ledgy
If you already have existing stakeholder profiles in Ledgy before connecting HiBob, you need to ensure Ledgy can match your HRIS records to the correct existing profiles. Without this step, duplicate stakeholder profiles may be created during the sync.
How matching works
Ledgy uses a Stakeholder Identifier to match incoming HRIS data with existing stakeholder profiles. The identifier you choose in the Configure settings (e.g. Work Email, Employee Number, or Personal Email) must be present in both:
The employee record in HiBob
The Identifier field on the stakeholder profile in Ledgy
If an existing stakeholder profile in Ledgy does not have a matching identifier, Ledgy cannot link it to the HRIS record and will create a new (duplicate) profile instead.
What you need to do
Before running your first sync, update the Identifier field on your existing Ledgy stakeholder profiles:
Go to Stakeholders in Ledgy and click the Bulk button
Select Natural person and click Stakeholders to download your stakeholder list as an Excel file
In the Excel file, fill in the Identifier column for each stakeholder — use the Work Email or Employee number from HiBob (or whichever identifier you selected in the Configure settings)
Upload the updated Excel file back to Ledgy
Then, in the Configure settings:
Go to Data Sync > Configure
Set the Stakeholder identifier dropdown to match the identifier type you used in the Excel file (e.g. Work Email)
Click Save
Now when you sync, Ledgy will correctly match your existing stakeholder profiles with the HiBob data — no duplicates!
💡 Tip: You can update the Identifier field in bulk using Ledgy's Bulk Edit feature.
For the full explanation of how stakeholder identification works across all HRIS integrations, see the "Choosing how to identify stakeholders" and "What happens if I have existing stakeholders?" sections in our general HRIS guide.
Step 5: Sync your data
Once your configuration is set, you're ready to sync. For full details on syncing (including test syncing, syncing all stakeholders, and ongoing synchronisation), see the "Syncing data into Ledgy" section in our general HRIS guide:
Quick steps:
On the Data Sync page, review the stakeholder records pulled from HiBob
Optionally, select a few records and click Sync Selected to test first
Once verified, click Sync Now to sync all matching stakeholders
Need help? Contact our support team via the in-app chat or email [email protected]