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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

Tribepad Question

CBM Field

Look Up Field?

Required Field?

questionbank_785_answer

First Name

First Name

Y

questionbank_788_answer

Surname

Last Name

Y

questionbank_634_answer

Q 6 HMRC Please enter your Date of Birth

Date of Birth

Y

questionbank_534_answer

What is your gender

Stated Gender

Y (Picklist)

Y

questionbank_796_answer

Title

Title

Y

questionbank_632_answer

Q 4 HMRC National Insurance Number

NI Number

questionbank_898_answer

Please select your ethnicity below

Ethnicity

Y

questionbank_777_answer

Candidates Contact Number

Work Phone (Mobile)

questionbank_669_answer

If yes to the above please enter an email address where you would like to receive your payslip and further information

Personal Email

questionbank_780_answer

House Nm/Name

Property No

questionbank_781_answer

Street Name

Street

questionbank_782_answer

Town

Town / City

questionbank_783_answer

Country

County

questionbank_784_answer

Postcode

Postcode

candidate_user_id

Employee Payroll ID*

Y

questionbank_786_answer

Middle Name

Middle Name

questionbank_794_answer

What is your marital status

Marital Status

Y

questionbank_798_answer

Job title

Job Title

questionbank_859_answer

Please select your Nationality

 Nationality

Y

questionbank_535_answer

What is your sexual orientation?

Sexual Orientation

Y

questionbank_537_answer

Do you consider yourself to have a disability?

Disability Status

Y (Pick List)

questionbank_539_answer

What is your Religion or Belief?

Religion

Y

questionbank_831_answer

What are your preferred pronouns?

Pronouns

Y

questionbank_920_answer

Please indicate your gender identity?

Gender Identity

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

Mapping Tables for Picklists

questionbank_534_answer - What is your gender?

CBM Text

CBM Code

Male

Male

1

Female

Female

2

Prefer not to say

Not Known

3

questionbank_537_answer - Do you consider yourself to have a disability?

CBM Text

CBM Code

Yes

Has Disability

2

No

No Disability

1

Prefer not to say

Undisclosed

3

Staff Contract

New Staff Contract records are made using the following mappings:

Tribepad Field

Tribepad Question

CBM Field

Look Up Field?

Required Field?

questionbank_793_answer

Start Date

Start Date

Y

questionbank_672_answer

Contracted hours offered

Contract Hours Per Week

Y

questionbank_827_answer

Base Locations

Responsible Team

Y

Y

questionbank_828_answer

Pay Grades

Role (Matching on 'Code' in 'Care Provider Staff Role Type' reference table)

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

Hourly

Description

Initial Contract

Apprenticeship?*

N

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

Start Time (shown next to Start Date)

00:00

Staff Recruitment Items

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

Multiple rows are made per document type and up to two employment references as a row each.

Tribepad Field

CBM Field

Look Up Field?

Required Field?

Conditional logic to determine multiple document types based on:

questionbank_789_answer - Resident Permit Number

questionbank_632_answer - Q 4 HMRC National Insurance Number

questionbank_779_answer - DBS Issue Date

questionbank_811_answer - Adult First ISA Certificate Number

questionbank_812_answer - ISA Adult First Issue Date

questionbank_793_answer - Start Date

Compliance Item

Y

Y

.questionbank_589_answer - HR Right To Worked Document Seen

Compliance Item =

when 'Passport' then 'Passport"

WHEN 'Home Office EU Share Code Check' THEN 'Home Office Check'

WHEN 'Resident Permit' THEN 'Resident Permit '

WHEN 'Birth Certificate/NI' THEN 'Birth Certificate/NI

questionbank_723_answer - Passport/ID Number

When above = 'Passport' then 'Reference Number'

candidate_user_id

Regarding

Y

Y

questionbank_813_answer - Reference 1 - Name of Referee

Referee Name

questionbank_816_answer - Reference 2 - Name of Referee

Referee Name

questionbank_815_answer - Reference 1 - Email Address

Referee Email

questionbank_818_answer - Reference 2 - Email Address

Referee Email

questionbank_814_answer - Reference 1 - Name of Company/or if a Character

Referee Address

questionbank_817_answer - Reference 2 - Name of Company/ or if a Character

Referee Address

questionbank_791_answer - Right To Work Valid From

Valid From Date

questionbank_792_answer - Right to Work Valid To

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

Compliance Item

For Reference records set to 'Employment Reference'

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

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

Outcome

Set to 'Complete'

Status

Set to 'Current'

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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