Thanks to the integration with HiBob, our customers will be able to import their whole employee directory into the TravelPerk platform. No need to create user accounts by adding emails manually when you're setting up TravelPerk for the first time, and also no need to add new employees and remember to delete those who have left — TravelPerk and HiBob will work in sync. And have we mentioned you'll also be able to automatically set approvals with information from HiBob?
This article provides you with step-by-step guidance on how to integrate your HiBob company's account with TravelPerk.
- Automated provision of employee directory from HiBob;
- Auto-enrichment of employee profile info in TravelPerk;
- Manual trigger to sync new employees and archive those who left;
- Fully-automated sync between HiBob and TravelPerk;
- Automated setup of account information like Companies, Cost Centers, and Approvals from HiBob.
Who can use this integration?
This integration is available to all Premium and Pro users. Please note that you need admin access to both HiBob and TravelPerk in order to set up the integration.
Integration Setup Guide
In order to enable the integration, you need the HiBob User ID and Token. You can either generate them yourself if you're an admin or request the ID and Token from your HiBob admin.
Part 1 of the Guide will explain how to get them. And if you already have them, please skip to Part 2 of the Guide.
Part 1: Create a Service User in HiBob
1.1. Log into your Hibob account. In the main menu, click on Integrations.
1.2. Once on the Integrations page, find the tile called "Service users" in the Automation section and click on Manage.
1.3. On the next page, click on the "New Service User" button.
1.4. Enter the Service User name and a Display name for it. It can be anything but it would be very easy for everyone in your company if you just called it "TravelPerk".
After you enter both names, click on the Next button.
Now you have the User ID and Token!
⚠️ They will only be issued once so ensure that you stored the ID and Token in a safe place where you can easily find them in the future.
You will also need them now to activate the HiBob Integration on the TravelPerk platform.
‼️ 1.5. Before we move back to TravelPerk, we need you to edit permissions for your new Service user.
Go to Permission groups in Settings in the menu:
1.6. On the next page, click on "Create Group”.
1.7. On the Create Group page, give the group a name e.g TravelPerk Integration. Under Group members, tick “Select people by condition”. Then click “Edit”.
Then, select employees under “Add specific employees”.
Make sure that you select “Service users” and that you only select the Service user group you created in Step 1.3.
Having made a selection, click on “Apply”. This will grant TravelPerk access only to the data needed for the sync.
1.8. Set up People permissions.
After you added the Service User(s), you will be taken to a page to configure the necessary permissions. This step ensures that TravelPerk is able to synchronize the fields required for the integration to work.
First, select “People data”.
Then, enable necessary Permissions following this list:
People → About
✅ View selected employees' About sections
People → Address
✅ View selected employees' Address sections
People → Basic Info
✅ View selected employees' Basic info sections
People → Employment
✅ View selected employees' Employment sections
People → Home
✅ View selected employees' Home sections
People → Lifecycle
✅ View selected employees' Lifecycle sections
People → Personal
✅ View selected employees' Personal sections
✅ Edit selected employees' Personal sections (See why TravelPerk needs to edit those)
People → Personal Contact Details
✅ View selected employees' Personal contact details sections
People → Work
✅ View selected employees' Work sections
People → Work Contact Details
✅ View selected employees' Work contact details sections
1.9. If you want to set up the integration to also provision Companies at Travelperk, enable the following permissions:
Company → Settings → Site Settings → ✅ Manage company sites
After you’re done, don’t forget to hit the Save changes button.
Part 2: Set up the integration between HiBob and TravelPerk
Fantastic, now you have set up the Service User and have both User ID and Token needed to make the integration live in TravelPerk!
2.1. If you haven't yet logged into your TravelPerk account, do it now, and click on Integrations under the Account settings in the upper menu or follow this link.
2.2. Find HiBob in the list of integrations and click on Set up.
2.3. On the HiBob page that opens up next, click on the Enable button.
2.4. You will immediately see a pop-up window. Click on the Continue button.
2.5. Finally, those efforts to generate the User ID and Token are paying off! Enter the User ID and Token number into the corresponding fields.
2.6. Great job! You're all set!
On the Integrations page in TravelPerk, HiBob will be marked as an enabled integration — indicated by the green "Active" sign.
2.7. In order to sync data from HiBob with TravelPerk, open the HiBob integration page by clicking on the Manage button. Then, select Settings to trigger synchronization manually.
After this integration is no longer in beta, you'll be allowed to enable the "Daily automatic sync of users" — this way, you won't have to sync data manually.
2.7.1 You will then be taken to the page to configure the Hibob integration within TravelPerk. You are given the option to sync “All” employees or “Selected” employees which allows you to filter based on employee location.
2.7.2 - You can then select which information should be synced. We recommend to “sync full employee data” all data to remove manual data entry for your employees however there is the option to “Select employee details to sync” which will only sync the boxes that are ticked outside of the mandatory data fields. Please note that should any of the fields be missing in Hibob that you opt to sync, the sync will fail where applicable and you will receive an error log detailing this.
Optional Steps - Advanced Features
2.7.3 Cost Centers - You can select “Cost Center” which would automatically sync cost centers linked to your employees. TravelPerk synchronizes the data from the Department field in Hibob. If Cost Center data is populated in a custom field in Hibob, this will not be synced. If the information populated in the Department field in Hibob is not the information you need populating in Cost Center in TravelPerk, we recommend you do not enable Cost Center.
2.7.4 Automated Approval Groups (Pro Plan Feature) - Pro customers can also enable automatic approval processes. based on managers and policies. Approval groups will be automatically created using the “reports to” field in Hibob. Turning on this feature will create approval groups for line managers with their direct reports automatically added to the group.
You then need to select the preferred approval method:
A. Automatically approve in-policy trips
All trips that fall within the travel policy are automatically approved. Out-of-policy trips require line manager approval
B. Automatically approve in-policy trips and receive notifications
All trips that fall within the travel policy are automatically approved and the line manager will be notified of the trip. Out-of-policy trips require line manager approval.
C. Manually approve all trips
All trips go for line manager approval
!! Please note that any pre-existing approval workflow will be overridden by enabling automatic approval processes. Please contact your TravelPerk Account Manager if you have any doubts !!
2.8. And last but not least, go to the History tab to see the status of the synchronization.
If there were any errors during the sync, you will be able to receive more details by downloading the XLS log.
That's it! Now you can see all the synced 🔄 employees in your TravelPerk account:
How to disable the integration
Go to Integrations and find HiBob. Click on the Disable button on the right.
Confirm that you want to disable it.
What happens after you disable the integration between HiBob and TravelPerk?
The profiles of the employees you imported will remain on TravelPerk however the sync will no longer be possible.
You can re-connect HiBob to TravelPerk again if you need it.
- What does HiBob do? Should I get this HR system?
- Do I need to be a HiBob customer to use the integration?
- I’ve lost my Service User credentials (User ID / Token). What should I do?
Why do I need to enable “Edit selected employees' Personal sections” under personal permissions?
- I still have questions about the integration setup. Whom can I contact to get help?
What does HiBob do? Should I get this HR system?
HiBob is a global HR system that allows to:
- Engage employees (from onboarding to work anniversaries);
- Manage compensation and benefits;
- Manage employee time and attendance;
- Take care of all administrative tasks within one platform (and now, with the TravelPerk integration, to even take care of travel approvals within HiBob);
- Build workflows and automate paperwork.
Do I need to be a HiBob customer to use the integration?
Yes, it’s necessary to be a customer of HiBob.
I’ve lost my Service User credentials (User ID / Token). What should I do?
Please create a new Service User by following the steps listed in Part 1 of this Guide.
What happens if the person who set up the integration leaves the company?
If a user who enabled the integration is no longer active, the synchronization will fail. Please re-enable the integration with a new admin.
Why do I need to enable “Edit selected employees' Personal sections” under personal permissions?
Editing permission for the Personal section is required for the API to be able to read the DOB (dates of birth) of employees on HiBob. The DOB is defined as PII (personally identifiable information), which means the TravelPerk integration requires access to both viewing and editing the Personal section’s permission to be able to read it. This does not change the functionality of the API, it still only reads the information from HiBob.
I still have questions about the integration setup. Whom can I contact to get help?
Please contact your Account Manager at TravelPerk.