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HiBob

Connect Swarmia directly to HiBob with OAuth to sync time off and match employees.

Swarmia connects directly to HiBob over OAuth to sync time off and match employees to Swarmia contributors.

Why use the direct integration

  • No third-party data processor. Swarmia reads from HiBob directly, so your HR data doesn't pass through an intermediate vendor.

  • Same data, same effect on your metrics. Approved time off feeds into developer effort metrics, FTE counts, investment balance, capitalization, and the work log.

Requirements

  • Swarmia admin. Connecting HiBob requires a Swarmia admin in your organization.

  • HiBob admin with a Swarmia account. The person who completes the connection has to be a HiBob administrator and have a Swarmia account, because the flow starts in Swarmia and ends with the consent step in HiBob.

  • Work email on every employee. Swarmia matches HiBob employees to Swarmia contributors by their work email. Employees without a work email won't sync, and their time off won't show up in Swarmia.

Connect HiBob

  1. Go to Settings → HR system.

  2. In the HiBob row, click Connect. You'll be redirected to HiBob to authorize the connection.

  3. Approve the requested access. Swarmia asks for two read-only scopes: timeoff:read to read time off requests, and timeoff.sensitive:read to read how each time off policy is classified.

  4. After approval, you're redirected back to Swarmia. The status flips to Connected and the initial sync starts in the background.

The initial backfill usually completes within a few minutes.

What Swarmia syncs

Time off

  • All time off created or changed in HiBob over the last 2 years, refreshed every 24 hours. There's no cutoff on future dates, so a request booked for next year syncs as soon as it's created.

  • Only approved time off counts. Canceled and deleted requests are kept so the day stops counting as time off, but they never appear in metrics or the work log.

  • Part-day absences count as a full day. A half day or a few hours off is stored as a whole day.

  • Open-ended time off doesn't sync until an end date is set in HiBob. It syncs on the next daily refresh after you add one.

  • Only the work type is stored. HiBob classifies every time off policy as paid time off, unpaid time off, or working time. That classification is the only policy detail Swarmia stores — vacation, sick leave, parental leave, and anything else are all treated the same.

Swarmia reads policy names to match them to requests, but doesn't store them. It never reads balances, accrual rules, approvers, or the reason someone gave for a request.

Time off under a private policy syncs too. Swarmia sees absences booked under a policy marked private in HiBob, so those days count as time off rather than working days. They're stored like any other time off — dates and work type, never the policy name or the reason.

Employee data

  • Work email and name only. Swarmia uses them to match each HiBob employee to a Swarmia contributor. Both come from the time off records themselves — Swarmia doesn't have access to your employee directory.

Swarmia doesn't read addresses, compensation, job details, or any other employee fields.

Where the data shows up

  • Developer effort metrics — approved time off reduces a person's available days, so effort scores reflect when people are actually working.

  • FTE counts — feed into investment balance and software capitalization reports.

  • Work log — time off appears when work log is grouped by author.

See Developer effort (FTEs) for how time off factors into the calculation.

Check the connection status

The HR system settings page shows the current status of the integration:

  • Connected — the integration is healthy and syncing.

  • Needs reconnecting — the connection works, but it was made before Swarmia asked for the policy classification scope. Reconnect to grant it.

  • Disabled — the integration has been turned off, or HiBob revoked Swarmia's access.

If HiBob rejects a token refresh, Swarmia retries automatically before flagging the connection for reconnection.

Disconnect or reconnect

Disconnecting happens in HiBob. Go to Marketplace → Manage apps and remove Swarmia. Syncing stops, and the time off Swarmia already has stays as it is.

To reconnect, remove Swarmia in HiBob first, then click Reconnect in Swarmia. HiBob won't authorize an app that's still installed, so starting from Swarmia while the app is in place ends on a HiBob error page instead of the consent screen.

Connections made before the policy classification scope need reconnecting. HiBob can't widen the access of an app that's already installed, so remove Swarmia in HiBob and connect again. The time off Swarmia already has stays as it is.

Related

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