Real-time
Two-way sync
Changes in Hibob or Smartsheet instantly reflect in both systems. No stale data, no manual imports.
Human resources ⇄ Business productivity
Hibob to Smartsheet integration — real-time, two-way sync
Keep Hibob and Smartsheet in sync without custom scripts. Cut weeks of integration work, eliminate silent data drift, and give your team a single, reliable source of truth.
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Adopted by fast-scaling companies moving mission-critical data in real time
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Migrated from Celigo
Why teams connect Hibob and Smartsheet
Keep the people, teams, and status that Smartsheet and Hibob share aligned in real time, so a hire, role change, or departure recorded in one reaches the other within seconds.
Each tool in Smartsheet keeps its own list of who can use it: users, members, or agents, along with the team they sit on and whether they are still active. Hibob is the authoritative record of the same people as employees, with their department, manager, and employment status. When those two are connected only by manual account admin or a periodic export, the work tools drift: new hires wait days for access, team and manager changes never catch up, and people who have left keep standing accounts.
Stacksync syncs Discussions and Comments, Users and Groups, Sheets, Rows in Smartsheet with Work, Salaries, Time off, Lifecycle in Hibob bi-directionally and in real time. A person added, moved, or offboarded in Hibob creates or updates the matching user in Smartsheet within seconds, with field-level mapping and conflict resolution in place of spreadsheets and one-off account changes. Where Smartsheet captures details of its own, such as a corrected contact or a login identity, those can flow back to Hibob in whichever direction you configure.
Because the sync is field-level, each system keeps its own extras; only the shared facts, who a person is, which team they belong to, and whether their access should be on, are held in agreement.
Common use cases
- 01 Two-way sync a project-tracker Sheet's Rows with a Postgres table so engineering works in SQL while project managers stay in Smartsheet.
- 02 Write records from a CRM or ERP into Smartsheet Rows so ops teams manage intake and status in a grid, then push status Cells back to the source.
- 03 Push Salaries and Variable Pay from Bob into a payroll provider or warehouse each pay cycle, using the Payroll-permitted service user.
- 04 Mirror Work data (department, site, manager, title) into an org-chart or reporting warehouse for headcount and structure analysis.
Common sync patterns
Where Smartsheet routes or assigns work by person: assignments follow the org
When someone changes teams or managers in Hibob, the queues, ownership, or approvals in Smartsheet update to match, so work reaches whoever holds the role now.
Onboarding: access ready on day one
A new hire recorded in Hibob creates the matching user in Smartsheet with the right team and manager already set, so people can start working without waiting on a provisioning ticket.
Offboarding: no standing access after a departure
When someone is marked as leaving in Hibob, the matching account in Smartsheet is deactivated or flagged, so departures do not leave open access behind.
What you can sync between Hibob and Smartsheet
Representative objects on each side — any object or custom field can map to any target. Schemas are auto-detected; types are converted between the two systems.
| Hibob objects | Smartsheet objects | How this pairing syncs | |
|---|---|---|---|
| Work Reporting line, department, site, and title under /people/{id}/work; drives the org chart and is synced two-way to directories. | Attachments Files linked to rows or sheets; posting one carries a 10x rate cost, so bulk file sync is throttled to 30 per minute. | Work is specific to Hibob and Attachments to Smartsheet — each maps to any object or custom field on the other side. | |
| Salaries Compensation history at /people/{id}/salaries; full CRUD but gated behind the Payroll permission on the service user. | Discussions and Comments Threaded comments on rows and sheets; read out to sync collaboration history or activity into another system. | Salaries is specific to Hibob and Discussions and Comments to Smartsheet — each maps to any object or custom field on the other side. | |
| Time off Absence requests and who's-out data via /timeoff/employees/{id}/requests and /timeoff/whosout; submit new requests and read balances. | Users and Groups Account membership and sharing; synced to keep an HR or identity source aligned with sheet and workspace access. | Time off is specific to Hibob and Users and Groups to Smartsheet — each maps to any object or custom field on the other side. | |
| Lifecycle Hire, termination, and leave status changes at /people/{id}/lifecycle; read-only and the source of lifecycle webhook events. | Sheets The core container; each sheet has typed columns, rows, and a modifiedAt stamp. Stacksync treats a sheet as a table and syncs its rows two-way. | Lifecycle is specific to Hibob and Sheets to Smartsheet — each maps to any object or custom field on the other side. | |
| Documents Employee documents accessed under the Docs API; gated behind the Documents permission granted per service user. | Rows Records inside a sheet, each with createdAt/modifiedAt and cells keyed by columnId; the primary unit synced to and from external tables. | Documents is specific to Hibob and Rows to Smartsheet — each maps to any object or custom field on the other side. | |
| Named lists Dropdown option lists such as departments and sites used to resolve field values when mapping People records during sync. | Columns Define sheet schema and cell type (TEXT_NUMBER, DATE, CONTACT_LIST, PICKLIST, CHECKBOX); read via the API so field mappings can be generated. | Named lists is specific to Hibob and Columns to Smartsheet — each maps to any object or custom field on the other side. |
How changes propagate between Hibob and Smartsheet
Each direction of the sync is driven by what the source system can signal and what the destination accepts — detection, delivery, and expected latency below.
Hibob Smartsheet Sub-second propagation
DetectionHibob notifies Stacksync of record changes through webhook events. Webhooks fire for employee created/updated/deleted, table-entry created/updated, time off, and lifecycle events.
DeliveryEach detected change is written to Smartsheet through its API, with automatic retries and rate-limit backoff.
Smartsheet Hibob Sub-second propagation
DetectionSmartsheet notifies Stacksync of record changes through webhook events. Sheet-scoped webhooks subscribed to *.* events notify on row and cell changes.
DeliveryEach detected change is written to Hibob through its API, with automatic retries and rate-limit backoff.
Rate-limit considerations
- Hibob: Rate limits are enforced per service user; violations return HTTP 429 with X-RateLimit-Limit, X-RateLimit-Remaining, and X-RateLimit-Reset response headers. The docs list POST /people/search at 50 requests per minute, and bulk /people/search is preferred over per-record reads.
- Smartsheet: 300 requests per minute per access token; heavy calls like posting attachments cost 10x (30/min). A 429 returns errorCode 4003, back off ~60s.
What ships with Hibob ⇄ Smartsheet
Connect Hibob and Smartsheet for flexible, real-time data sync.
Real-time sync, workflow automation, event queues, EDI, and monitoring, for every Hibob–Smartsheet connection.
No-code + pro-code
Workflow automation
Trigger automated workflows whenever Hibob or Smartsheet data changes, update records, fire webhooks, or kick off sequences without brittle API scripts.
At scale
Event queues
Handle millions of events per minute without losing a single Hibob or Smartsheet record.
Observability
Monitoring
Track your Hibob ⇄ Smartsheet sync health, view errors, and replay failed events in one click.
Trading partners
EDI
Transform legacy EDI complexity into simple database interactions between Hibob and Smartsheet.
How the Hibob and Smartsheet connectors work
Hibob
- Integration surface
- REST API (the Bob API)
- Authentication
- Service User credentials over HTTP Basic auth (Base64-encoded serviceUserId:serviceUserToken); permissions granted per data category (People, Payroll, Documents) in Bob admin
- Change detection
- Webhooks fire for employee created/updated/deleted, table-entry created/updated, time off, and lifecycle events; the employee.updated payload flags which fields changed and Bob recommends an API call for the full record. There is no CDC stream, and deleting a table entry fires no webhook (Bob has no table-entry deletion event).
- Capabilities
- read · write · webhooks
- Rate limits
- Rate limits are enforced per service user; violations return HTTP 429 with X-RateLimit-Limit, X-RateLimit-Remaining, and X-RateLimit-Reset response headers. The docs list POST /people/search at 50 requests per minute, and bulk /people/search is preferred over per-record reads.
Smartsheet
- Integration surface
- REST API (v2.0)
- Authentication
- OAuth 2.0 authorization-code flow, or a raw/personal API access token passed as a Bearer header
- Change detection
- Sheet-scoped webhooks subscribed to *.* events notify on row and cell changes; otherwise polling on sheet and row modifiedAt timestamps
- Capabilities
- read · write · webhooks
- Rate limits
- 300 requests per minute per access token; heavy calls like posting attachments cost 10x (30/min). A 429 returns errorCode 4003, back off ~60s.
How it works
How to connect Hibob to Smartsheet — three steps, no code
Configure and sync within minutes, no code. Whether you sync 50k or 100M+ records, Stacksync handles the queues, infra, and plumbing. Integrations are non-invasive and need zero setup on your systems.
- 01
Connect your apps
Authenticate Hibob and Smartsheet with each platform's native method — OAuth, API keys, or service accounts — plus secure options like SSH tunneling, IP whitelisting, and VPC peering.
Hibob
connected
Smartsheet
connected
OAuth 2.0SSH tunnelSSL certificateVPC peering - 02
Choose tables
Pick the Hibob and Smartsheet objects to sync — Stacksync auto-detects both schemas, including custom fields where the platform exposes them. Sync to existing tables, or let Stacksync create new ones with ideal data types.
objects · Hibob ⇄ SmartsheetCustomers 12,480Sales Orders 8,213Invoices 5,902Items 1,344 - 03
Map fields
Fields map automatically even when names and types differ. Stacksync handles transformation and type casting for you, zero configuration required.
Hibob SmartsheetCompany company_name textEmail email textAmount amount numericCreated created_at timestamp
FAQ
Hibob and Smartsheet integration FAQ
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Yes. Stacksync provides a managed, real-time two-way integration between Hibob and Smartsheet: authenticate both systems, choose the objects to sync (such as Hibob's Work and Salaries), map fields visually, and changes propagate both ways in milliseconds — no code required.
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Smartsheet: Reports are read-only and capped at 50,000 rows; paged report reads return at most 10,000 rows per request. Hibob: Historical tables key entries by effectiveDate while non-historical tables key by id, which sync engines must handle when reconciling changes. Stacksync's field mapping accounts for these differences between Hibob and Smartsheet without custom code.
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Stacksync is SOC 2 Type II and ISO 27001 certified with HIPAA BAA support. Data is encrypted in transit, and a zero-persistent-storage architecture means Hibob and Smartsheet records are not retained after a sync operation.
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Stacksync pricing is usage-based and starts at $1,000/month, including the managed Hibob and Smartsheet connectors, real-time two-way sync, monitoring, and support. That replaces building and maintaining a custom Hibob–Smartsheet integration in-house.
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Yes — Stacksync ships production-grade connectors for both Hibob and Smartsheet. The connectors handle authentication, schema detection, rate limits, and retries; you configure the sync, and Stacksync operates it.
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Change detection on Hibob: Webhooks fire for employee created/updated/deleted, table-entry created/updated, time off, and lifecycle events; the employee.updated payload flags which fields changed and Bob recommends an API call for the full record. There is no CDC stream, and deleting a table entry fires no webhook (Bob has no table-entry deletion event). On Smartsheet: Sheet-scoped webhooks subscribed to *.* events notify on row and cell changes; otherwise polling on sheet and row modifiedAt timestamps. Each detected change propagates to the other side in milliseconds, with field-level conflict resolution and an inspectable event log.
SECURITY
Security teams trust Stacksync
As a data company, we understand the importance of keeping your data secure. Stacksync is built with security best practices to keep your data safe at every layer, and is DPF-certified for US, EU, UK and CH data transfers.
SOC 2 Type II
ISO 27001
HIPAA BAA
GDPR
CCPA
DPF US-EU-UK-CH
→ SECURITY WITH BENEFITS
SSO & SCIM
Let your users access Stacksync from your centralized user management systems. Works with Okta, Azure, Google SSO and more.
Alerts
Immediately get alerted about record syncing issues over email, Slack, PagerDuty and WhatsApp. Resolve issues from a centralized dashboard with retry and revert options.
Secure connection options
Securely connects to your systems with:
Related integrations
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