What is your integration use case?
Use case 1: I have not created any stakeholder profiles in my Ledgy account.
1. Connect BambooHR with Ledgy
First, go to Company Settings > Data Management > HR system integration > Connect.
Scenario 1: Existing connection
If you’re already connected — there is nothing to do! Feel free to jump to ‘Configure your HRIS field import into Ledgy’
If you are connected, but wish to adjust your API key permissions or change HRIS provider, please ‘disconnect’ and follow the new connection instructions, or reach out to customer support.
Scenario 2: Establishing a new connection / no existing connection
1.1 Select BambooHR from the HR system logo picker and click the Connect button
Choose the recommended authentication method via OAuth Authentication.
There is also an option to authenticate via API key, but using the OAuth Authentication method is recommended.
1.2 Retrieve authentication credentials from BambooHR and link it with Ledgy
If you currently use a Custom Access Level within BambooHR, please check this section so we are able to map the default employee fields.
1.2.1 Option 1: Connection via OAuth Authentication (recommended)
Step 1: Add in your subdomain for your BambooHR Account
Go to Company Settings > Data Management > Connect -> BambooHR > Select "I want to authenticate through BambooHR's website."
For example, if you sign in at "acme.bamboohr.com", add acme.
Do not enter the full "acme.bamboohr.com".
You will be redirected to BambooHR to log in to your account.
Step 2: Enter your BambooHR account credentials.
Once entered, your Authentication is complete!
Step 3: Skip field mapping
You’ll be given the option to map additional HR field mappings from your HRIS into Ledgy. Hit ‘Skip for now’ and request additional field mappings via the in-app chat, once linking is complete.
Congratulations! Your BambooHR account is connected to your Ledgy account!
1.2.2 Option 2: Connection via API Key Authentication
Step 1: Add your BambooHR subdomain
Go to Company Settings > Data Management > Connect -> BambooHR > Select "I want to use my API Key or Access Token."
For example, if you sign in at "acme.bamboohr.com", add acme.
Do not enter the full "acme.bamboohr.com".
Step 2: Find your BambooHR API key in your BambooHR Account
1. Log in and click on your name in the upper right-hand corner of any page to get to the user context menu. Click on the API Keys link in the dropdown menu.
It is important to be either have "Full Admin" access or in a Custom Access Level for "All Levels". Read the section "Note on non-Full Admin Access Levels and Ledgy Impact".
2. Click Add New Key in the upper left corner.
3. Input a name, and then click Generate Key.
4. Copy the API key that appears and add it to the modal in your Ledgy account.
Step 3: Skip field mapping
You’ll be given the option to map additional HR field mappings from your HRIS into Ledgy. Hit ‘Skip for now’ and request additional field mappings via the in-app chat, once linking is complete.
Congratulations! Your BambooHR account is connected to your Ledgy account!
Note on non-Full Admin Access Levels and Ledgy Impact
If you have an Employee Access Level:
After linking, you will only be able to view details specific to your profile
There will be a null Employee record around your manager
If you have a Manager Access Level:
After linking, you can only view details specific to your profile and only your indirect + direct reports.
If you have a Custom Access Level:
You should set your Access Level to view "All Employees". Otherwise, the data synced will be altered and result in null employee records.
You should allow View Access to information you would want to be synced
You should enable Access to view your section to ensure your record is synced to Ledgy.
Permission settings for Custom Access Levels
When creating a Custom Access Level for the BambooHR, the following permissions must be enabled for the default employee information
The First Tab: See About Other Employees
IMPORTANT: Please select "ALL EMPLOYEES" for whom this access level can access the information.
Under the Personal section, enable View access for the following:
Basic Information:
Status
Employee Number
First Name
Last Name
Preferred Name
Address:
Address Line 1
Address Line 2
City
State
Zip Code
Country
Contact:
Work Email
Home Email
Under the Job section, enable View access for the following:
Hire Date
Original Hire Date
Direct Reports
Team
Employment Status
Employment Status Date
Employment Status
Termination Type
Job Information
Job Title
Department
Division
Location
Job Information Date
Reporting To
The Second Tab: See About Themselves
Should Employees be able to see their information?
Select "Yes, Allow Access"
Which Access Level should apply?
Select "Full Access"
This means that the BambooHR Employee with this Custom Access Level will be able to see the same information for themselves
If you don't want to share specific data points with Ledgy, don't add viewing permissions!
2. Configure your HRIS field import into Ledgy
You need to configure the fields before initiating sync. Hit ‘Configure’ to open up the modal below. You are able to change the configuration later and at any future point.
Nb. please close & re-open the modal to first load the configure screen. Loading may take up to 5 minutes.
2.1. Stakeholder identifier should be a unique identifier and the value should exist for all employees in HRIS. In BambooHR case, it is the "Employee number”.
If you already have stakeholders in Ledgy, please see FAQ below.
2.2. Stakeholder email: Choose which employee field to map to Ledgy’s primary email.
2.3. Additional fields to import allow you to optionally import any of the following fields:
Manager
Mobile Phone Number
Pay Rate
2.4. Hover over the “❓ Some basic stakeholder fields” to see the default fields mapped from HRIS into Ledgy
2.5. If there are additional fields you wish to map to Ledgy from your HRIS, please click the link to reach out to support and request new HR field mappings via chat.
2.6. You can add "Sync if" conditions to specify which employees to sync in Ledgy.
⚠️ Note: filters are additive, meaning that stakeholders must match all conditions for a rule to apply to them. You can use ‘OR’ conditions to select multiple values for a given filter. For example: you may want to sync employees across multiple countries, and of multiple groups.
3. Syncing stakeholders into Ledgy
Once you have setup the configuration, you can sync stakeholders. Hit ‘sync’ to preview stakeholders that will be created or updated in Ledgy.
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.
Use case 2: I have already created stakeholder profiles in my Ledgy account.
1. Connect BambooHR with Ledgy
First, go to Company Settings > Data Management > HR system integration > Connect.
Scenario 1: Existing connection
If you’re already connected — there is nothing to do! Feel free to jump to ‘Configure your HRIS field import into Ledgy’
If you are connected, but wish to adjust your API key permissions or change HRIS provider, please ‘disconnect’ and follow the new connection instructions, or reach out to customer support.
Scenario 2: Establishing a new connection / no existing connection
1.1 Select BambooHR from the HR system logo picker and click the Connect button
Choose the recommended authentication method via OAuth Authentication.
There is also an option to authenticate via API key, but using the OAuth Authentication method is recommended.
1.2 Retrieve authentication credentials from BambooHR and link it with Ledgy
If you currently use a Custom Access Level within BambooHR, please check this section so we are able to map the default employee fields.
1.2.1 Option 1: Connection via OAuth Authentication (recommended)
Step 1: Add in your subdomain for your BambooHR Account
Go to Company Settings > Data Management > Connect -> BambooHR > Select "I want to authenticate through BambooHR's website."
For example, if you sign in at "acme.bamboohr.com", add acme.
Do not enter the full "acme.bamboohr.com".
You will be redirected to BambooHR to log in to your account.
Step 2: Enter your BambooHR account credentials.
Once entered, your Authentication is complete!
Step 3: Skip field mapping
You’ll be given the option to map additional HR field mappings from your HRIS into Ledgy. Hit ‘Skip for now’ and request additional field mappings via the in-app chat, once linking is complete.
Congratulations! Your BambooHR account is connected to your Ledgy account!
1.2.2 Option 2: Connection via API Key Authentication
Step 1: Add your BambooHR subdomain
Go to Company Settings > Data Management > Connect -> BambooHR > Select "I want to use my API Key or Access Token."
For example, if you sign in at "acme.bamboohr.com", add acme.
Do not enter the full "acme.bamboohr.com".
Step 2: Find your BambooHR API key in your BambooHR Account
1. Log in and click on your name in the upper right-hand corner of any page to get to the user context menu. Click on the API Keys link in the dropdown menu.
It is important to be either have "Full Admin" access or in a Custom Access Level for "All Levels". Read the section "Note on non-Full Admin Access Levels and Ledgy Impact".
2. Click Add New Key in the upper left corner.
3. Input a name, and then click Generate Key.
4. Copy the API key that appears and add it to the modal in your Ledgy account.
Step 3: Skip field mapping
You’ll be given the option to map additional HR field mappings from your HRIS into Ledgy. Hit ‘Skip for now’ and request additional field mappings via the in-app chat, once linking is complete.
Congratulations! Your BambooHR account is connected to your Ledgy account!
Note on non-Full Admin Access Levels and Ledgy Impact
If you have an Employee Access Level:
After linking, you will only be able to view details specific to your profile
There will be a null Employee record around your manager
If you have a Manager Access Level:
After linking, you can only view details specific to your profile and only your indirect + direct reports.
If you have a Custom Access Level:
You should set your Access Level to view "All Employees". Otherwise, the data synced will be altered and result in null employee records.
You should allow View Access to information you would want to be synced
You should enable Access to view your section to ensure your record is synced to Ledgy.
Permission settings for Custom Access Levels
When creating a Custom Access Level for the BambooHR, the following permissions must be enabled for the default employee information
The First Tab: See About Other Employees
IMPORTANT: Please select "ALL EMPLOYEES" for whom this access level can access the information.
Under the Personal section, enable View access for the following:
Basic Information:
Status
Employee Number
First Name
Last Name
Preferred Name
Address:
Address Line 1
Address Line 2
City
State
Zip Code
Country
Contact:
Work Email
Home Email
Under the Job section, enable View access for the following:
Hire Date
Original Hire Date
Direct Reports
Team
Employment Status
Employment Status Date
Employment Status
Termination Type
Job Information
Job Title
Department
Division
Location
Job Information Date
Reporting To
The Second Tab: See About Themselves
Should Employees be able to see their information?
Select "Yes, Allow Access"
Which Access Level should apply?
Select "Full Access"
This means that the BambooHR Employee with this Custom Access Level will be able to see the same information for themselves
If you don't want to share specific data points with Ledgy, don't add viewing permissions!
2. Configure your HRIS field import into Ledgy
You need to configure the fields before initiating sync. Hit ‘Configure’ to open up the modal below. You are able to change the configuration later and at any future point.
Nb. please close & re-open the modal to first load the configure screen. Loading may take up to 5 minutes.
2.1. Stakeholder identifier should be a unique identifier and the value should exist for all employees in HRIS. In BambooHR case, the identifier is the "Employee number”.
2.2. Stakeholder email: Choose which employee field to map to Ledgy’s primary email.
2.3. Additional fields to import allow you to optionally import any of the following fields:
Manager
Mobile Phone Number
Pay Rate
2.4. Hover over the “❓ Some basic stakeholder fields” to see the default fields mapped from HRIS into Ledgy
2.5. If there are additional fields you wish to map to Ledgy from your HRIS, please click the link to reach out to support and request new HR field mappings via chat.
2.6. You can add "Sync if" conditions to specify which employees to sync in Ledgy.
⚠️ Note: filters are additive, meaning that stakeholders must match all conditions for a rule to apply to them. You can use ‘OR’ conditions to select multiple values for a given filter. For example: you may want to sync employees across multiple countries, and of multiple groups.
2.7. Update your stakeholders:
To edit your stakeholder in bulk, go to Stakeholders > click the "Bulk" button
Select "Natural person" > Click on the "Stakeholders" button to download your stakeholder list
Add the unique identifier "Employee number" for each stakeholder from your HRIS Platform in the Identifier column in the Excel file
Upload the Excel file back to your account
3. Syncing stakeholders into Ledgy
Once you have setup the configuration, you can sync stakeholders. Hit ‘sync’ to preview stakeholders that will be created or updated in Ledgy.
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.
FAQ
I don't want to connect my personal admin BambooHR account with Ledgy. Instead, I want to create a Custom Access Level link with a generic company email and connect this with Ledgy.
The connection between BambooHR and Ledgy (via OAuth or API key) is associated with a specific user. So, an API key has the same Access Levels and permissions as the user who created it (e.g. if you create an API key as an Admin, the API key will have an Admin access level). As such, for an additional level of security, we advise creating a new "Non-Employee User" within your BambooHR account with a "Custom Access Level" that allows the view of specific data points. To do so, please follow the steps below:
Log in to BambooHR as an administrator
Go to Settings > Access Levels
Click on the + button next to "Levels" > Custom Access Level
Add an Access Level Name, e.g. "Ledgy Access", and click on Next Step
Select what people with this access level can do (for the sync, no field needs to be selected), click on Next Step, and select what people with this access level can see (see this article section and select all the required fields)
Once done, click Save & Finish → you'll be redirected to the access levels settings page
Click on the custom level created ("Ledgy Access") and click on the Settings icon on the top right corner > Add a Non-Employee BambooHR User
Enter a name (e.g. First Name: "Ledgy" and Last Name: "User"), an email you have access to (different from your BambooHR account email), select the created Custom Access Level ("Ledgy Access"), and click Save
I use a Custom Access Level and want to map custom fields with Ledgy.
Please ensure that the Custom Access Level (Settings > Access Levels > Access Level Settings) has viewing permission for the custom fields that you want to map with Ledgy so we can sync that information with your Ledgy account.
When you update the viewing permissions, please request the mapping from the Ledgy support team.
Which HRIS fields are mapped into Ledgy?
By default, we now map more data from your HRIS into Ledgy, and you can select from optional fields to also map into Ledgy.
Fields mapped by default (Simple)
Fields mapped by default (Simple)
Identifier
Name
Email (i.e work email)
Personal Email
Address Line 1
Address Line 2
ZIP Code
City
Country
Birthdate
Group Name
Start Date (not visible on stakeholder modal)
Termination Date (not visible on stakeholder modal)
Employment Status (not visible on stakeholder modal)
Pay Rate (not visible on stakeholder modal)
Pay Period (not visible on stakeholder modal)
Pay Currency (not visible on stakeholder modal)
Employment Type (not visible on stakeholder modal)
Team (not visible on stakeholder modal)
Nb. Depending on the permissions, some default fields will not be mapped.
For fields that are not supported by default by your HRIS, please follow FAQ for “How do I setup HR field mappings from my HRIS into Ledgy?”, to request the field mapping via support chat. You can then map the field mapping into a Ledgy custom field.
Why can I only see partial data for my synced stakeholders?
Oh no! Possible reason:
The OAuth or API key that is used for authentication has permission restrictions.
If this issue cannot be resolved by changing the OAuth or API key permission or by adding the missing field via a custom field (see FAQ for “How do I setup HR field mappings from my HRIS into Ledgy?”) - you can manually input field value in Ledgy for a Stakeholder, or via bulk excel.
How do I setup HR field mappings from my HRIS into Ledgy?
Customer support via in-app chat - after linking flow
Customer support via in-app chat - after linking flow
Simply skip the step in the linking process, and reach out to support via the in-app chat bubble to request more HR field mappings. Once added, you will see the HR field mapping appear in the configure screen - ready to be mapped to the Ledgy custom fields created.
HRIS Fields Not Accepted by Ledgy
HRIS Fields Not Accepted by Ledgy
• Racial or ethnic origin
• Political affiliation
• Religious affiliation (including tax elections)
• Trade union membership
• Genetic or health data (including medical records)
• Biometric data
• Data on sex activity or sexual orientation (does not include gender)
• Criminal records or background check information
• Banking or payment information (including credit card, IBAN)
• Credit rating
• License or passport numbers
• US social security number
For data protection reasons, we want to avoid storing this information in Ledgy. But if you need the information in your Ledgy account, we can make an exception. Please reach out to [email protected] and explain your reasons.
What are Ledgy custom fields?
Ledgy stakeholder custom fields are company-wide fields that you create in Ledgy. They exist on each stakeholder. Now, you can create your own HR field mappings (see above) and sync them into Ledgy custom fields.
They can be used as variables for document templating and in reports, as grid columns, and as “group by” options for your stakeholders in Ledgy, and more.
What if I already have stakeholders in Ledgy, and now want to sync with HRIS?
Ledgy requires a Stakeholder identifier to match existing stakeholders in Ledgy with employees in HRIS. If no identifiers exist in Ledgy and the names do not match 100% between your HRIS platform and Ledgy, then duplicates may be created in Ledgy in the syncing process.
If you have created your stakeholders without your HRIS platform in your Ledgy account and now wish to connect your HRIS platform, please follow the steps to ensure that the sync doesn't create duplicate stakeholders.
Update your stakeholders:
To edit your stakeholder in bulk, go to Stakeholders > click the "Bulk" button
Select "Natural person" > Click on the "Stakeholders" button to download your stakeholder list
Add the unique identifier "Employee number" for each stakeholder from your HRIS Platform in the Identifier column in the Excel file
Upload the Excel file back to your account
Correct mapping:
Follow the step 1 and step 2 in the integration process
Go to Company Settings > Data Management > HR System Integration > Click the "Configure" button
Map the name of the identifier that you added in the Excel file with the Ledgy field "Stakeholder identifier"
Click the "Save" button to save the mapping
Now you can sync Ledgy with your HRIS platform, and we will not create any duplicates!
Can I still use this page without connecting my HRIS?
You can still use the Data Management page to manage your stakeholder’s custom fields.
What happens when an employee is terminated on the HRIS?
When syncing Ledgy with your HRIS, terminated employees are not automatically recognised as terminated by Ledgy. Thus, if not specified otherwise, Ledgy will prompt you to create or update them.
There are different options for managing the terminated employees:
Add a "Sync if" condition such as sync if "status" = "active" → this will exclude the inactive/terminated employees from the sync. However, this will not automatically delete the terminated stakeholders from Ledgy if they had already been previously created (learn more about deleting stakeholders or revoking portfolio access)
Sync the terminated employees to Ledgy, and assign them to a stakeholder group such as "Ex-employee" or "Alumni"
Delete the terminated employees from your HR management platform → this will prevent the terminated stakeholders from being created or synced in the future. However, this will not automatically delete the stakeholders from Ledgy if they had already been previously created (learn more about deleting stakeholders or revoking portfolio access