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Tribepad and Access Integration

mark.thompson@oneadvanced.com Updated by mark.thompson@oneadvanced.com

Tribepad and Access Integration

The Tribepad Integration takes records from the Tribepad system and inserts them into Care Business Management.

The scope within Care Business Management includes:

System Users

New System Users records are made using the following mappings:

Tribepad Field

CBM Field

Look Up Field?

Required Field?

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Last Name

Y

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First Name 

Y

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Date of Birth

Y

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Stated Gender

Y (Picklist)

Y

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Title

Y

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NI Number

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Ethnicity

Y

questionbank_777_answer

Work Phone (Mobile)

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Personal Email

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Property No

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Street

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Town / City

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County

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Postcode

candidate_user_id

Employee Payroll ID*

Y

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Middle Name

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Marital Status

Y

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Job Title

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 Nationality

Y

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Sexual Orientation

Y

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Disability Status

Y (Pick List)

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Religion

Y

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Pronouns

Y

The following fields are derived or must be updated manually after the integration as they are not available in the Tribepad API:

CBM Field

Set to

Notes

Employee Type

Rostered System User

Requires a Login

No

If the user requires a log in this must be set to Yes manually, at that point additional information will be requested , such as 'User Name'.

Inactive

No

Smoker

Not Known

This should be updated if known as has an impact on Rostering Rules

Pets

This must be updated if known as has an impact on Rostering Rules

Business Unit

Set based on Team in the contract record using questionbank_827_answer

Default Team

Set based on Team in the contract record using questionbank_827_answer

Default Persona

Rostered System User

Start Date

Todays Date

Available From

Todays Date

Bank Details Required for Payroll?

No

Staff Contract

New Staff Contract records are made using the following mappings:

Tribepad Field

CBM Field

Look Up Field?

Required Field?

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Start Date

Y

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Contract Hours Per Week

Y

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Responsible Team

Y

Y

The following fields are derived or must be updated manually after the integration as they are not available in the Tribepad API:

CBM Field

Set to

Notes

Type

Rostered User

Description

Initial Contract

Apprenticeship?*

N

If the contract is an Apprenticeship this should be updated as it can impact finance

Staff Recruitment Items

New Staff Recruitment Items records are made using the following mappings:

Tribepad Field

CBM Field

Look Up Field?

Required Field?

Conditional logic to determine document type based on:

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Compliance Item

Y

Y

candidate_user_id

Regarding

Y

Y

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Referee Name

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Referee Email

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Referee Address

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Valid From Date

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Valid to Date

The following fields are derived or must be updated manually after the integration as they are not available in the Tribepad API:

CBM Field

Set to

Notes

Status

Completed

Requested By

Tribepad Integration User

Completed By

Tribepad Integration User

System User Training

New records and updates to System User Training records are made using the following mappings:

Access Field

CBM Field

Look Up Field?

Required Field?

PersonnelNumber

Regarding (PersonnelNumber will be matched to the Employee Payroll ID* in System User , if there is no match the record will be rejected)

Y

Y

ActivityName

Training Course (Matched based on the CompletedOn date of the course in the API with the start and end date of the Course in CBM)

Y

Y

CompletedOn

Course Finish Date

Y

CompletionStatus

Outcome

Y

CertificateExpires

Expiry Date

The following fields are derived or must be updated manually after the integration as they are not available in the Access API:

CBM Field

Set to

Notes

Training Item

The Training Item recorded in the Training Course Reference Data

Rejection Rules

A log table is available which will hold all rejected rows, which can be found in Admin > Tribepad Integration Logs and Admin > Access Integration Logs .

Rejections can be caused by:

  • Data which does not match to a Look Up Fields Reference Data will cause the entire row to be rejected and placed into the Rejection Table. Each customer is responsible for keeping the refence data up to date and in sync for TribePad and CBM
  • Data which has a candidate_user_id that has already been used and is active in the CBM system will be rejected
  • Required fields not populated in the payload will cause the record to be rejected

 

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