Darwinbox integration

SpotDraft’s Darwinbox integration is designed for HR Operations teams to streamline employee contract creation and ensure accurate employee data flows seamlessly between Darwinbox and SpotDraft.

This integration helps HR teams reduce manual effort, improve data accuracy, and centralize employee contracts in SpotDraft while keeping Darwinbox updated with executed documents.

Who is this integration for?

This integration is primarily built for:

• HR Operations teams

• People Ops teams involved in offer letters and employment contract management

It is best suited for organizations using Darwinbox as their HRMS and SpotDraft for contract creation and execution.

What problems does this integration solve?

With the Darwinbox integration, HR teams can:

• Automatically generate employee contracts in SpotDraft using predefined templates

• Ensure employee data from Darwinbox flows accurately into contracts

• Push executed contract PDFs back into Darwinbox for record-keeping

• Maintain a single source of truth for employee contracts in SpotDraft

How the Darwinbox integration works

1. Trigger from Darwinbox
   The integration is powered by Darwinbox webhooks. When specific events occur in Darwinbox (for example, candidate activation or offer-related events), a webhook is triggered.

2. Contract creation in SpotDraft
   Based on the webhook event, SpotDraft automatically generates a contract using a predefined SpotDraft template.
   Employee information, such as role, compensation, start date, manager, and other candidate details are populated from Darwinbox into the contract.

3. Contract execution in SpotDraft
   The contract follows SpotDraft’s standard signing and execution workflow.

4. Executed PDF pushed back to Darwinbox
   Once the contract is fully executed, the signed PDF is automatically pushed back to Darwinbox for HR records.

5. Centralized contract repository
   All generated contracts appear directly at the top of the SpotDraft contract repository for easy access and visibility.

Supported contract flows

Currently, the Darwinbox integration supports:

• Template-based contract generation in SpotDraft

The following are not supported at this time:

• Third-party paper flows

Contract updates or amendments after initial generation

Data synced from Darwinbox to SpotDraft

The integration uses employee and candidate information available in Darwinbox, including but not limited to:

Candidate name, Role or designation, Compensation details, Start date, Reporting manager, etc.

Technical Setup Guide

📝 Prerequisites

• Takes 20-30 minutes to complete the set up

• Darwinbox Studio access

• SpotDraft Admin or Integrations access

• Ensure "Darwinbox" integration is enabled in your SpotDraft workspace

⚙ Installation & Configuration

A. Darwinbox Studio Configuration

1. Login to your org's Darwinbox Admin portal

   

2. Search for Darwinbox Studio & open

   

3. Locate & open Darwinbox API Keys section

   

4. Click on Configure Darwinbox API option to create new API configuration

   

5. Enter the mandatory details and create new API

   

• Give API Configuration name

• Authentication Type

• User - make a note of selected user's User ID & Password

• Module -> Core

• Endpoint -> /masterapi/employee

• Dataset Key -> Core

• Optional fields

  • Response Encryption Type

  • Applicable To

  • API Policy

Hit Save to create API configuration.

6. Once API is created, click on three dots and open 'View/Reset API Key'

   

7. Make a note of below details

   

• API Key

• Data Set Key

• User ID of selected user while creating API (you can get it from Darwinbox Studio Users

• Password of selected user while creating API

  

Copy & paste these details on a notepad for better accessibility while authentication.

B. SpotDraft Configuration

1. Login to your SpotDraft workspace and navigate to Settings→ Integrations.

   

2. Open the HRMS section and select Darwinbox and open Setup

   

3. Click on Darwinbox - Create Template Contracts 'Add Integration' option

   

4. Setup wizard

4.1 Click on New Authentication for Darwinbox

4.2 Enter details to complete authentication

• Authentication Name

• Darwinbox Domain - something like spotdraft.darwinbox.io/

Enter below details as per Darwinbox Configuration Steps

• User name - Enter the User ID

• User Password

• API Key

• Dataset Key

  

4.3 Click on Create to complete authentication. You will get successful message & then click Next

4.4 Select SpotDraft Template which you want to use as integration with Darwinbox & Move for signatures automatically - Enable Auto Send to Signature

Checked: The contract will be created and immediately sent to all parties for signing.
 Unchecked: The contract will be saved as a draft in SpotDraft so you can review or edit before sending for signatures.

Click on Next

4.5 Map the two important fields - Counterparty Name & Email from the dropdown. These dropdowns show fields available in your Darwinbox account.

4.6 Selecting Business User - Choose the business user on whose behalf these contracts will be created. This person will be recorded in SpotDraft as the contract owner and will appear as the business user for all agreements generated through this Darwinbox integration.

Click on Next

4.7 Select Creator Signatory - This step captures who represents the employer in the contract. The Darwinbox to SpotDraft flow can create only two-party agreements, such as Employment or Consultant contracts. It cannot support contracts with more than two parties.

Click on Next

4.8 Select your SpotDraft business Entity & click on Next

4.9 Select Candidate Identifier from the dropdown & add mapping. Make sure the identifier is unique per candidate - like personal email ID.

Click on Next

4.10 Select contract mapping fields between SpotDraft & Darwinbox

These fields will be available as per selected contract type. You need to create new mappings to map all required fields in SpotDraft contract.

4.11 Map currency value from dropdown - INR,USD, etc.

4.12 Map Duration fields from dropdown - DAYS, MONTHS, YEARS

4.13 Give solution name

4.14 Darwinbox Workflow URLs - Copy and paste this link in notepad as we need this for next steps.

Click Finish to complete this step.

5. Darwinbox Generic Settings

5.1 Click on Darwinbox Generic Settings 'Connect'

5.2 Enter details - Darwinbox Identifer

Select Hard-coded fields from dropdown as empType and paste Webhook URL as copied from 4.14 step

Click Next

5.3 Copy Webhook URL into notepad & click Finish

6. Push Executed Contracts to Darwinbox

6.1 Click on 'Push Executed Contract to Darwinbox' Connect

6.2 Click on New Authentication for Darwinbox

6.3 Enter all details - same as 4.2 step above & click on Create

6.4 Select destination in Darwinbox to push executed contracts PDF file & click on Finish

7. Now click on Connect for all 3 integrations

   

Darwinbox Webhook Setup

• Setup Webhook in Darwinbox studio as Employee Created and enter URL copied from 5.3 step above.

💡 🎉 Congratulations. The integration is now complete.

✅ Verification 

1. Create a new employee in Darwinbox, you will see a contract created in SpotDraft

2. Once the contract gets executed, the contract file will be pushed to HR Letters -> Employee Related

   

Known limitations

1. Contract creation success or failure is not visible within Darwinbox.

   1. If contract creation is successful, the contract is automatically created directly in the SpotDraft repository. 

   2. Failures must be monitored with support from the SpotDraft team.

2. Contract generation is supported only when exactly two parties are involved, where the counterparty is an individual (for example, an employee or candidate).

3. The integration only supports template-based contract generation. Other contract flows are not supported.

4. Dynamic table mapping is not supported at this time. 

5. Customers must have Darwinbox Studio purchased and enabled to access the required APIs and webhooks needed for this integration.