Synchronizing only a subset of your BambooHR users

If you only want 30 out of your 600 employees to trial Small Improvements, or if you only want to synchronize full-time workers (and not contractors) into SI, you can sync a subset of users. 

In cases like these, you'll use custom access levels. Users with a custom access level can be set to view only certain users. For example based on deployment status ("no contractors") or location ("only New York staff") etc. So you can create a custom access level, assign a user that custom access level, and use that user's API key inside Small Improvements.

Step One: Create the new Access Level

In BambooHR, create a brand new customer access level called "SI Importer" that has limited access to specific fields

You'll need to make sure that this custom access level has access to specific fields including Status, Gender, and Location, but you can enable view access for other fields as well. If you forget this setting, then we cannot load all the fields and the synchronization will misbehave. 

Below is a gif showing how to add a certain field to sync the subset:

Step Two: Add a new fake user to the importer

Add a new user in Bamboo called "SI Import User" (or something which helps you remember the purpose of this user), and then grant this user the SI Importer Access level. 

Creating a new user:

You can add the user to the access level from the access level screen: 

Step Three: Login as the fake user and create an API Key for the user

Create an API Key for "SI Import User" and use that API key in Small Improvements. You'll need to login as the fake user if you've setup a fake user for this purpose. You'll do this by selecting the avatar and "API Keys" in the top right hand corner. 

You'll generate the new API key using the Add a New Key button:

You'll need to click 'show' next to the new key and copy it: 

Step Four: Copy and past the API key into the integration screen in Small Improvements 

Visit the configuration tab in the BambooHR setup screen in Small Improvements and add the API key you generated to the required field - below is a screenshot showing where to locate this option. 

We'll start syncing new staff within 2 hours with automatic syncing enabled, or you can sync right away from the Preview screen. You can preview to see the data that's being pulled in for your subset of users. 

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