Company administrators can load their employees from HiBob into Aeqium using an XLS import. SFTP enables HiBob to automatically create that import and send it to Aeqium each day.

Note: You need to be an Account Admin for your HiBob Account and an admin in Aeqium to configure SFTP.

What employee data does Aeqium pull from HiBob?

We share the full list of exact fields later on in this guide. In general, the SFTP report should include employee identifiers, organizational data, and compensation data.

Build a custom report in HiBob

  1. Go to the menu on the left and select Analytics —> Reports.
  2. Select + Add New.
  3. Click Report —> Start from scratch —> General report.
  4. A Build report from scratch popup appears, which has a column selector.
  5. From the left column, select the fields you want to appear as columns in the report. Either search for the field or click on a report type. Then, click on the field name to add it to the column on the right.
  6. To delete a field from the right column, hover over the field name and click X.
  7. Click Generate. The report will be displayed.
  8. To save the report, click Save as
  9. Enter a name for the report and add a description if necessary. Then, select the folder to save it in or create a new folder and click Save.
  10. Note: If you leave the page before saving the report the report will not be saved.

Field Mapping

Column Header for Aeqium Required? Notes
employee_id Yes The employee number or other unique identifier for this employee
status Yes Either Active or Inactive
type Yes Either Non-contractor or Contractor
first_name Yes The employee’s preferred first name
middle_initial No The employee’s middle initial
last_name Yes The employee’s last name
work_email Yes The employee’s work provided email
personal_email No The employee’s personal email
start_date No Hire date formatted as YYYY-MM-DD (e.g. 2021-11-15)
end_date No Termination date formatted as YYYY-MM-DD (e.g. 2021-11-15)
department No The employee’s department name
team No The employee’s team name
job_title No The employee’s current job title, e.g. Senior Software Engineer
job_level_num No The employee’s current level number, e.g. 5
job_level_external_id No The external ID or Job Code that identifies the employee’s Job Level
location*** No The employee’s work location
manager_employee_id No The EEID for this employee’s manager
manager_email No The work email for this employee’s manager
income_effective_date* No Effective date for the income formatted as YYYY-MM-DD (e.g. 2021-11-15)
income_type* No Either ‘year’, ‘month’, ‘week’, or ‘hour’ indicating the pay period for the income_amount
income_amount* No A number indicating the employee’s current pay rate, e.g. 100000
income_currency* No The 3 letter currency code for this employee’s income, e.g. USD
income_reason No An alphanumeric justification for the income (if any)
annual_hours No The number of hours the employee works in a year, used to convert their hourly and annual salaries. If no value is provided, the system defaults to 2080 hours.
variable_date** No The effective date of the employee’s current variable compensation, formatted as YYYY-MM-DD
variable_plan** No The plan name for this employees variable income, e.g. Performance Bonus or 2022 Commission Plan
variable_target** No A number indicating the target variable compensation amount in real currency terms, e.g. 25000
variable_percent** No A number indicating the target variable compensation as a percent of current salary, e.g. 50
variable_currency** No The 3 letter currency code for this employee’s variable income, e.g. USD
variable_reason No An alphanumeric justification for the variable income
gender*** No Parseable values are ‘male’, ‘female’, and ‘neither’
job_ladder_name*** No The job ladder of the employee, e.g. ‘Sales’. Only fill out after reviewing options for mapping employees to Bands.
job_level_name*** No The job level name of the employee, e.g. ‘Sales Manager’. Only fill out after reviewing options for mapping employees to Bands.

** To import data on variable compensation, information must be provided for at least four variable fields; variable_date, variable_plan, variable_target OR variable_percent (NOT both), and variable_currency. variable_reason is optional.