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BambooHR <> Fleet

Written by Janet
Updated over 7 months ago

👋 Overview

Fleet uses a secure connection to your BambooHR system — powered by Finch, an industry-leading HRIS integration platform — to automatically sync your employee roster. This streamlines eligibility tracking, onboarding, and ongoing program management, saving your internal team an estimated 20–40 hours per month.

This guide walks your team through the exact steps required to verify or create BambooHR Full Admin access for Fleet's integration.

⏱ Estimated Time to Complete

Typically 5–10 minutes if your team has BambooHR Full Admin access and the necessary permissions.

If you need to create a new Full Admin user, expect an additional 5–10 minutes for user setup and activation.

🔐 Security & Compliance

Fleet's connection to BambooHR is:

  • Scoped and permissioned — access is limited to the minimum data required for your program setup

  • Session-restricted — only secure API sessions are used for data transfer

  • Credentials never stored — Fleet (via Finch) uses authorized sessions without storing sensitive credentials

We partner with Finch, a trusted HRIS integration platform that is:

  • SOC 2 Type II and CCPA compliant

  • Backed by end-to-end encryption and daily backups

  • Built with strict data retention and access controls

  • Automatically purges data upon connection deactivation

Learn more about our HRIS integration partner's security: Finch Trust Center

🔧 BambooHR Integration Setup

BambooHR requires Full Admin access to connect with Fleet. You have two options: use your existing Full Admin credentials or create a dedicated Full Admin user for the integration.

Before you start

  • Ensure you have Full Admin access to your BambooHR account

  • If you're unsure of your permission level, follow the verification steps below

  • Note any Single Sign-On (SSO) requirements for your organization

Option 1: Verify Your Existing Full Admin Access

If you plan to use your current BambooHR credentials for the Fleet integration:

Step 1: Check Your Current Permissions

  1. Log into your BambooHR account

  2. Select the gear icon in the top right corner of the dashboard

  3. Select Access Levels

  4. Look for your name under Full Admin

If you see your name listed under Full Admin, you can proceed directly to Step 3: Handle Single Sign-On (SSO) Considerations.

If you don't have Full Admin access, either:

  • Ask an existing Full Admin to grant you Full Admin permissions, or

  • Follow Option 2 to create a dedicated integration user

Option 2: Create a Dedicated Full Admin User (Recommended)

Creating a dedicated user for Fleet integration provides better security and audit tracking.

Step 1: Create a New Full Admin User

  1. Log into your BambooHR dashboard

  2. Click on Settings at the top right

  3. Click on Access Levels and then Full Admin

  4. Click on the Gear icon and select Add a Non-Employee BambooHR User

  5. Fill in the integration user details:

Required User Information

  • First Name: Fleet

  • Last Name: Integration Support

  • Email: Create a dedicated email address for this integration (e.g., fleet-integration@yourcompany.com)

  • Access Level: Full Admin

  1. Click Save to create the new user

  2. The new user will receive an email invitation to set up their account

Step 2: Complete User Setup

  1. Check the email inbox for the new integration user

  2. Follow the setup link in the email to create login credentials

  3. Set a secure password for the account

  4. Complete any required profile information

  5. Verify that the user can successfully log into BambooHR with Full Admin access

Step 3: Handle Single Sign-On (SSO) Considerations

BambooHR integration requirements vary depending on whether you need company data and if your organization uses SSO:

If Your Organization Uses Single Sign-On (SSO):

For Company Data Access (Recommended):

  • Choose the option to Authenticate through BambooHR in Fleet's connection widget

  • This will be the default option and supports SSO authentication

  • You'll be redirected to your organization's SSO provider to complete authentication

For API-Only Access (If Company Data Not Needed):

  • You'll need to create direct login credentials (username/password) instead of using SSO

  • Follow these steps:

    1. In BambooHR, create your own set of login credentials for your account

    2. Set a username and password separate from your SSO login

    3. Use these credentials during the Fleet connection process

If Your Organization Does NOT Use SSO:

  • You can connect using either authentication method

  • Username/password authentication will work with your standard BambooHR credentials

Step 4: Connect Using Fleet's HRIS Connection Widget

  1. Navigate to your Fleet Dashboard

  2. If you're not automatically redirected to the HRIS connection step, go to: My Commuters → Add Commuters → Connect HRIS

  3. This will launch Fleet's HRIS Connection Widget (powered by our secure HRIS partner, Finch)

  4. In the widget's search bar, search for "BambooHR" in the provider list

  5. Select BambooHR to begin the setup flow

  6. Choose your authentication method: Option A: Authenticate through BambooHR (Recommended for Company Data)

    • This supports SSO and provides access to comprehensive company data

    • Click Authenticate through BambooHR

    • You'll be redirected to BambooHR or your SSO provider

    • Complete the authentication process

    • Authorize Fleet to access your BambooHR data

    Option B: Username and Password

    • Use this if you have created direct login credentials

    • Enter your BambooHR username and password

    • Click Connect

  7. Review the data permissions that will be shared with Fleet

  8. Complete the authorization to finish the integration

Step 5: Verify Connection and Data Sync

After successful connection, Fleet will begin syncing your employee data from BambooHR:

  1. The initial sync typically completes within 5-10 minutes

  2. Ongoing updates happen automatically every 24 hours

  3. You can verify the connection by:

    • Checking your Fleet dashboard for imported employee data

    • Confirming that employee count matches your expectations

    • Reviewing any sync status messages or notifications

🔒 Security Best Practices

For Dedicated Integration Users

  • Regular Access Reviews: Periodically verify that the integration user still needs Full Admin access

  • Monitor Activity: Review the integration user's activity in BambooHR's audit logs

  • Limited Use: Use the integration account solely for Fleet connectivity

For Personal Account Access

  • Enable Two-Factor Authentication: Add extra security to your BambooHR account if available

  • SSO Compliance: Follow your organization's SSO policies and requirements

  • Regular Password Updates: Update passwords periodically for non-SSO accounts

🔧 Managing the Integration

Updating User Information

To modify the integration user:

  1. Navigate to Settings > Access Levels > Full Admin in BambooHR

  2. Locate the Fleet integration user

  3. Click Edit to modify user details

  4. Save changes and notify Fleet support if authentication method changes

Managing Access Levels

To modify access levels:

  1. Go to Settings > Access Levels

  2. Locate the user under Full Admin

  3. Use the gear icon to modify permissions or move users between access levels

Revoking Access

If you need to disconnect Fleet's access to BambooHR:

  1. Navigate to Settings > Access Levels > Full Admin

  2. Locate the Fleet integration user (or your personal account if used)

  3. Remove the user from Full Admin access or deactivate the account

  4. Contact Fleet support to confirm the disconnection

🔍 Troubleshooting Common Issues

"Insufficient Permissions" Error:

  • Verify that the user has Full Admin access in BambooHR

  • Check Settings > Access Levels to confirm user permissions

  • Ensure the account is active and not deactivated

SSO Authentication Issues:

  • Verify that your SSO provider allows BambooHR integration connections

  • Try using direct username/password credentials instead of SSO

  • Contact your IT team about any SSO restrictions

"User Not Found" Error:

  • Confirm that the integration user account has been properly created

  • Verify that the user has completed the setup process from their email invitation

  • Check that the email address used matches the integration account

Connection Timeout Issues:

  • Verify that credentials are correct and the account is active

  • Try logging into BambooHR directly to confirm account status

  • Check for any BambooHR system maintenance or outages

💬 Need Help?

If you run into any issues during the setup process, contact your Fleet onboarding specialist or message us directly using the chat bubble in the bottom-right corner of the screen.

Common support scenarios:

  • Permission Questions: We can help verify that you have the appropriate Full Admin access

  • SSO Configuration: Our team can guide you through SSO authentication setup

  • User Creation Issues: We can assist with creating and configuring dedicated integration users

  • Connection Troubleshooting: We can help diagnose and resolve integration connectivity issues

Our team has extensive experience with BambooHR integrations and can help resolve any setup challenges specific to your organization's configuration.

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