BambooHR Time Off to Kantata OX Time Off Entries Recipe Functional Details – Kantata Knowledge Base

Overview

The BambooHR Time Off to Kantata OX Time Off Entries recipe—which is responsible for syncing time off data from Bamboo HR to Kantata OX—has some unique aspects that are important to be aware of before it’s utilized.

When using this recipe, you are able to fetch (i.e. retrieve) time off requests based on Employee, Status, and Date range. It does this via the Scheduled Run trigger, which searches for potential time off to sync.

BambooHR recipe.png

Recipe Stages

This recipe has three stages:

1. Retrieve BambooHR Time Off

This recipe begins by retrieving time off requests from BambooHR that meet the following criteria:

The request is Approved.
The time off dates occurred between one month before the recipe run time and two years after the recipe run time.

For example, if a team member requests time off for March 2023 and the current date is May 2023, the recipe will not sync this time off since it doesn’t match the second condition listed above.

From this set of time off requests, the integration will then narrow down which time off data needs to be created or updated based on the last updated date of the time off request. This new set is then converted into a format that’s compatible with Kantata OX time off entries, which means they are listed as separate objects for time off per employee and date.

Note: Any time off that falls outside the supported range or time off that has not been updated since the last run date of the recipe will have to be manually entered outside this integration.

2. Retrieve Kantata OX Time Off

In the next recipe stage, the integration fetches time off data from Kantata OX using the same date range and criteria.

3. Compare Kantata OX Time Off Formatting

Once both sets of BambooHR and Kantata OX time off have been fetched, the recipe will compare the data and determine if time off entries need to be created, updated, or deleted in Kantata OX to match what’s in BambooHR:

Create—If an employee’s time off entry exists in BambooHR but doesn’t exist in Kantata OX, an equivalent time entry will be created in Kantata OX.
Update—If an employee’s time off entry in BambooHR doesn’t have the same duration as the time off entry in Kantata OX, the Kantata entry will be updated to match the BambooHR one.
Delete—If an employee’s time off entry exists in Kantata OX but not BambooHR, the Kantata entry will be deleted.

In the example below, a user entered 4 hours of time off for December 21, 2023 in Kantata OX directly.

But on the BambooHR side, it shows that the user submitted 8 hours of time off for December 21, 2023.

Once the recipe has fetched this time off data from both BambooHR and Kantata OX and compares the two, it will update the time off entry in Kantata to match what is in BambooHR.

Frequently Asked Questions

Q. What happens if there is a BambooHR time off entry for an employee that isn’t mapped to a Kantata OX user?

A. Kantata OX time off will only be created, updated, or deleted if the BambooHR employee is first mapped to a Kantata OX user in the Employee User Mappings lookup table. If the employee is not mapped, their time off will be ignored.

Q. What happens if a team member has a BambooHR time off amount that exceeds their Kantata OX capacity for the day?

A. The time off amount will be adjusted to match the workweek capacity in Kantata OX. For example, if a BambooHR time off request is for 8 hours and the user’s Kantata OX capacity is only 4 hours, the system will create a time off entry for 4 hours.

Q. What happens if some of the time entries from Bamboo HR are invalid in Kantata OX?

A. When creating or updating time off in Kantata OX, bulk APIs are utilized. If a record is invalid within a batch create/update, an error response appears and all time off entries in the batch are rejected. To ensure valid records are synced, the recipe will notice this occurrence and attempt to create or update time off individually. This means both valid and invalid time off syncing is caught and logged.