Connect HiBob to Kula

Last updated: August 17, 2026

Connecting HiBob lets you push a hired candidate straight into HiBob as a new employee, with the details you already hold in Kula filling the form for you.

Who can do this: Super Admin, Admin 

Where to find it: Settings → Organization → Organization integrations → HRIS and onboarding

How to Integrate Hibob within Kula

  1. Go to Settings → Organization → Organization integrations.

  2. Find the HiBob card under HRIS and onboarding.

  3. Turn the toggle on. A secure connection window opens.

  4. Sign in to HiBob as an administrator and approve the requested access.

  5. Close the window. You will see "Connected to HiBob".

The field mapping screen opens automatically straight after a successful connection, so you can set your mappings while you are already there. You can reopen it at any time — see below.

Prerequisites

Before getting started, please carefully read the following to make sure you fulfill all requirements for the integration to work:

  • Your account belongs to the Admins permission group of your company's HiBob instance, or a person whose account belongs to the Admins permission group has shared their access with you. This is necessary for retrieving the API credentials, as explained later in this guide.

To verify that you have access to create API credentials:

  1. Log in to your company's HiBob instance and navigate to the top left corner. Click on the products icon.

  2. After pressing the products button, a menu will open, and you should see the System Settings option.

If you cannot see the System Settings option, it means that your account does not belong to your company's Admins permission group, and you cannot complete this guide.

Create a new service user

  1. Log in to your HiBob instance (or that of the admin account that was shared with you)

  2. Click on the link or follow steps 3 and 4 to go to the service user tab of your system settings

  3. Go to System Settings > Integrations

  4. Search for the Service Users card and press the Manage button

  5. Press Create Service User.

  6. Enter a display name for the service user, for example, "Acme Integration Service User" and press Create to continue

  7. You will now be able to view the credentials of the service user. Copy-paste them into the connection flow.

    SCR-20240502-jlvy.png

Creating a permission group

  1. Go to the permissions settings by clicking on this link, or by pressing the Go to permissions group button in the same dialog that was shown after creating the service user

  2. Press Create permission group. A menu will open, then press Service user

  3. Enter a Group name, i.e., "Integration service users".

  4. In the Select service users section, search for the user that was created in the previous step. Click on Create

  5. Press Confirm

Configuring necessary permissions for the service user

  1. Click on the People's data tab.

    Hibob_go_to_People_s_data_tab.png

    Update the people who are exposed to this permission group. To select all users, press Select people by condition, then Edit.

  2. Select all available fields (Hired, Employed, Terminated, Garden Leave, Leave, Parental Leave). Click Apply to save the changes.

  3. After selecting the people this permission group can access, you need to select the specific permissions for the integration. The connection flow will provide a list of all the required permissions for People's data.


    Please note that the above is just an example. It will be different in your case.

  4. Under Access data for, locate all of the permissions listed in the connection flow and enable them

  5. Once all required permissions are selected, click Save in the top right

  6. You will see a confirmation of all permissions granted; click Apply


    Please note that the above is just an example. The listed permissions may differ in your case.

  7. After clicking Apply, please wait for approximately 10 seconds. HiBob is still processing your changes, and it typically takes a moment for them to be fully updated. After having waited, click on Set up integration in the connection flow.

Map your Kula fields to HiBob

Field mapping decides which Kula value fills which HiBob field, so the employee form arrives prefilled instead of blank.

  1. Hover over the connected HiBob card.

  2. Click Edit.

  3. Match each HiBob field to the Kula field that should fill it.

  4. Save.

These Kula fields are available to map, from your job, requisition and offer records:

Group

Fields you can map

Organisation

Department, Sub Department 1, Sub Department 2, Sub Department 3

Address

Full Address, Street, City, State, Country, Zipcode

Office

Office Name, Office Location

Dates

Hire Date — the date the candidate was last moved to the Hired stage

How to move a candidate from hired to HiBob

Push a hired candidate to HiBob

Once the mapping is set, open the hired candidate's application and send them to HiBob. Kula loads the HiBob employee form, prefills every mapped field, and fetches HiBob's own dropdown options live so the values you pick are always valid.

You can also attach documents from the application — offer letters and other files — and choose which HiBob document category each one goes into.

For the full flow, see [Push a hired candidate to your HRIS]

Fix an invalid connection

If the card shows Invalid, the authorisation was revoked or expired on the HiBob side and pushes will fail.

  1. Hover over the HiBob card.

  2. Click Re-authenticate.

  3. Sign in to HiBob again and approve access.

Your existing field mappings are kept — you do not have to set them up again.

Good to know

  • Only hired candidates can be pushed. If the application is not in the Hired stage, Kula blocks the push.

  • Documents are limited to 20 MB per file. Anything larger is rejected. Files over 10 MB, and any push covering more than one document category, upload in the background — the push itself completes straight away and the documents follow.

  • Pushing the same person twice fails. If the employee already exists in HiBob, Kula reports it rather than creating a duplicate.

  • A permissions error means HiBob, not Kula. If the push fails with a permission error, the HiBob credentials that authorised the connection do not have rights to create employees. Ask your HiBob administrator to widen them and re-authenticate.

  • Where a job or requisition has more than one office, the first office is used when sending to HiBob.

FAQ

Can I send a candidate to HiBob before they are marked as hired? No. The push is only available once the application reaches the Hired stage — Kula blocks it before then to avoid creating employees for candidates who have not accepted.

We changed our field mapping — do we need to reconnect HiBob? No. Mapping and connection are separate. Hover over the card, click Edit, change the mapping and save; the connection is untouched.

Need help? If you have questions or need assistance, reach out to us at support@kula.ai or use the in-app chat.