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BambooHR + Process Street Integration

Updated December 2, 2022

BambooHR makes your hiring, onboarding, reporting, and other HR processes easy to manage in one place. When you start or complete a process in BambooHR, it can trigger a Workflow Run in Process Street via Webhooks or Zapier. For example, when your candidate is hired in BambooHR, that could trigger a Call Centre Employee Onboarding workflow in Process Street.

Connect BambooHR with Process Street via Webhook

A Webhook integration can bring information from BambooHR that would trigger a new workflow run in your Process Street account. Webhooks are automated messages or payloads sent from apps as a trigger to cause an action in a receiving app.

In this example, we will create a Webhook that runs the Call Centre Employee Onboarding workflow when a candidate in BambooHR reaches the Hired stage.

Process overview:

  • We will create a Call Centre Employee Onboarding workflow in Process Street
  • We will create a Hiring Pipeline in BambooHR and then create a few candidates. When a candidate reaches Hired stage, this will act as our trigger
  • We will create a webhook that listens for our desired trigger in BambooHR and runs the Call Centre Employee Onboarding workflow in Process Street

Now, let’s jump into the integration.

1. Preparations in Process Street

First, create a Workflow in Process Street and ensure to add form fields that are relevant to the data fields in BambooHR. This will help you to map the relevant information from BambooHR to Process Street.

This information is stored in BambooHR when a candidate was created. So, we need to create relevant form fields in our workflow to push that information through to Process Street. For our example, these form fields should include the candidate’s name, job title (short text fields), phone number (number field), email address (email field), start date (date field), and so on.

This will mean that whoever is onboarding the candidate won’t have to look up their information in BambooHR, but can instead see all their details in Process Street.

2. Preparations in BambooHR

Log into your BambooHR account or create a new account. Since we want to trigger a new run in Process Street when a candidate is hired, we will be working with the Hiring dashboard for that position in BambooHR. To set this up, go to the Hiring tab then click + Add Job Opening in the top right corner. You can set up a new job here or if you have existing positions or candidates, you can use that to create your trigger as well.

When you have created your job opening, add a few candidates then change the hiring status of a candidate to Hire.

Once you have hired a candidate, you would be prompted to add them as an Employee. While adding your new employee, remember to fill in all the details that you want to send over to your Process Street workflow.

You can learn more about Webhooks in BambooHR here.

3. Create a Webhook trigger to run your workflow in Process Street

To get the webhook URL from Process Street, when you’re editing your workflow, click the + icon above your task list on the left. Here, you can look for BambooHR as a Trigger to Run this workflow.

You can name your webhook as the app name or any phrase that helps you identify the Trigger. Next, for our example, we’re selecting the event as Add employee. Then copy your Webhook URL.

4. Set up the Webhook Trigger in BambooHR

To set up webhooks in your BambooHR account, click on the Settings cog in the top left corner then click on Webhooks in the left menu.

Note: If you don’t find Webhooks in the menu, please contact BambooHR’s support team to get that activated.

Once you see Webhooks, click on + Add Webhook. Then set up the webhook with the information you want to send over to your Process Street run. Here, ensure to select JSON as the format to send the data.

5. Finish the setup in Process Street

Now, come back to Process Street and test your trigger. Your payload should return as a success but if it doesn’t, you might want to go back to BambooHR and add a new employee.

When your test returns successful, you can proceed to map your fields from BambooHR properties to your Process Street form fields.

Lastly, turn your webhook On and Save it. Then Publish your workflow and you’re all set!

As an extra step, you can go to BambooHR, move a candidate to Hired then come back to Process Street in the Reports Dashboard to confirm a new workflow is run.

Connect BambooHR to Process Street via Zapier

Zapier connects over 1,000 apps together. It’s an “if this, then that” tool, meaning that once a trigger has occurred, an action will then take place. This helps to save you time and effort by automating processes.

In this example, we’ll be walking you through how to set up a Zap that links BambooHR and Process Street to trigger actions on both platforms.

Use Cases:

  • A company wants to add a new employee to their database
  • The company wants to create a new employee record in BambooHR when a task is checked off in their Employee Hiring & Onboarding workflow in Process Street
  • The company also wants to manage its paid time off requests effortlessly
  • The company wants to run a PTO workflow in Process Street when a new Time Off Request is created in BambooHR

Users: In order to create an API key for integrations, you must be an Administrator.

Process overview:

  • We will create a Zap in Zapier to add a new employee in BambooHR when a new task is checked off in Process Street
  • We will create a Zap to run a workflow in Process Street when a new PTO request is added in BambooHR

Let’s look at how we can do this.

Prepare your workflow before creating your zap

First, create a Workflow in Process Street and ensure to add form fields that are the same as the data fields in BambooHR. This will help you to map the relevant fields from both platforms together to push data from one to the other.

For example, use short text fields to store the employee’s first and last names, a date field for their birth date, and so on.

Create a Zap to add a new employee in your BambooHR database

Log into Zapier or create an account, then click “Create Zap“. This will be our Zap to automatically create a new employee in BambooHR.

Here, choose Process Street as the Trigger and New Task Checked as the Trigger Event.

Choose or connect your Process Street account, then set up the Trigger by selecting the Workflow and Task. This should be a task that contains the form fields for capturing the employee details you want to push into BambooHR.

For us, this means selecting our “Employee Hiring and Onboarding” workflow and the “New hire’s details” task within it.

Next, you’ll want to test your Trigger. For the test to pull sample data into Zapier, you’ll need to first run the chosen workflow in Process Street then complete it up to and including the task you’ve selected as your Trigger. Remember to fill in your form fields with the data you’re going to push into BambooHR.

If the task you checked off completes the workflow run, make sure to ‘reactivate’ it before running your test in Zapier by clicking the Reactivate button on the top right of the right-hand workflow run menu.

Once the test comes back successfully, set up the Action by choosing BambooHR as the Action app. Next, select Create Employee as the Action event. This will make our Zap create a new employee in BambooHR when the Trigger is detected.

Select or connect your BambooHR account, then map the fields from your Process Street Workflow to those in BambooHR. Here we’re using the fields like, First Name, Last Name, Birth Date, Email ID and so on.

Now, click Continue to test your Zap. A successful test should look something like in the image below. You can also preview the information here and verify if you have your data mapped correctly.

You should also check your BambooHR account to make sure that you have a new employee at the top of your People list. This should be full of your sample data and look similar to this:

When your test returns successful, remember to give your Zap a name and turn it on. Congratulations, you’ve now automated your employee record creation!

Sending information from BambooHR to Process Street

Now, let’s see how we can send information from BambooHR to Process Street.

Create a relevant workflow in Process Street

First, you will need to have a workflow in Process Street that’s relevant to the task you’re setting as the Trigger in BambooHR.

For this example, we’re looking at a Paid Time Off Request. Once again, make sure that you’ve included form fields to capture the data you want to push through from BambooHR.

Create a Zap to run a Workflow to manage new PTO requests from BambooHR

This time, we will click on Create Zap, select the Trigger app as BambooHR, and the Trigger event as New Time Off Request. This means that our new Zap will trigger every time a new PTO request is created in BambooHR.

Next, click on Continue and select your account in BambooHR. Now, you’ll want to test your Trigger. For this, you need to create a time off request in BambooHR with the Start Date, End Date, and Leave Type filled in, so that Zapier can pull it in as sample data.

When your test returns successful, continue to set up Process Street as the Action app and the Action event as Run Workflow.

Then, continue to set up your Action. For this, choose the PTO Workflow that you created in advance and map the form fields in it to the fields in BambooHR.

Here, we have mapped the Requester Name, Start Date, End Date, Leave Type Name and Notes.

Lastly, test your Action. If you’ve set it up correctly, it should return a success message like this:

You should also check your Process Street account for a new PTO workflow run in your reports dashboard, created by your zap:

Now, remember to give your Zap a name and turn it on.

Zaps allow you to automate the busy work in your workflows, whether they’re HR-related or not. Try testing out the different Triggers and Actions yourself with Process Street and other apps to see what work you can wave goodbye to!


 

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