To enable the integration, you need to create the permission group for the TravelPerk integration and generate 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. Estimated time: 10 minutes.
- Step 1: Create a Service User in HiBob
- Step 2: Create TravelPerk permission group in HiBob
- Step 3: Setup TravelPerk permissions in HiBob
- Step 4: Setting up the integration between Hibob and TravelPerk
- Step 5: Configure the Hibob integration on TravelPerk
- Step 6: Synchronization
- How to disable the integration
Step 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".
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.
Step 2: Create TravelPerk permission group in Hibob
2.1. Go to Permissions Groups in Settings in the menu:
2.2 On the next page, click on “Create Group”
2.3. 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”.
2.4. Delete the condition with “Lifecycle status” by clicking on the trash can symbol. This will ensure the permissions granted are only implemented to the service user created for the TravelPerk integration.
2.4 Then, select employees under “Add specific employees”.
2.5 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.
Step 3: Setup TravelPerk Permissions in Hibob
After you added the Service User(s), you will be taken to a page to configure the necessary permissions. This step ensures that TravelPerk can synchronize the fields required for the integration to work.
3.1 Once in the permission group, please select People's data and click Edit permission.
3.2 In the access rights page, please select Edit.
3.3 In the Select people by condition page, a Lifecycle status tab should appear. Click Please select. From the drop-down list, please tick Hired, Employed and Terminated.
The above steps will ensure TravelPerk is able to determine who are active and inactive employees.
The next steps will ensure TravelPerk has the relevant data permissions for the fields to be correctly synced:
First, select “People data”.
Then, enable the 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 (why do I need to edit permissions?)
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
After you’re done, don’t forget to hit the Save changes button.
💡 TravelPerk requires the following data from Hibob for the integration to be successful:
|First name||Date of birth|
|Last name||Work contact number|
|Start date||Cost Center|
|Termination date||Manager (for approval workflow)|
Step 4: Setting up the integration between Hibob and TravelPerk
Fantastic, now you have set up the Service User and have both the User ID and Token needed to make the integration live in TravelPerk!
4.1. 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.
4.2. Find HiBob in the list of integrations and click on Set up.
4.3. On the HiBob page that opens up next, click the Enable button.
4.4. You will immediately see a pop-up window. Click on Continue.
4.5. Finally, those efforts to generate the User ID and Token are paying off! Enter the User ID and Token number into the corresponding fields.
4.6. Once it says ‘Connected to Hibob’ > Click on Continue > Click on Skip for Later
Step 5: Configure the Hibob integration on TravelPerk
After you connect the integration you will then be taken to the page to configure the HiBob integration within TravelPerk.
5.1. You are given the option to sync “All” employees or “Selected” employees which allows you to filter based on employee location, cost center & employment type (e.g full time employees).
Important Note: The filter (e.g. employment type, cost center, location) will only be available if you have data on Hibob that can be correctly mapped to TravelPerk. Otherwise, this filter will not appear in the dropdown list and that is expected.
5.2 - You can then select which information should be synced. We recommend “sync full employee data” for your employees to avoid human errors, 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.
5.3 Cost Centers - You can select “Cost Center” which would automatically sync the Department field in Hibob linked to your employees. If Cost Center data is populated in a custom field in Hibob, this will not be synced.
5.4 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 get in touch with your TravelPerk Account Manager if you have any doubts !!
Step 6: Synchronization
Go to the settings tab to “Run manual sync” and to see the status of the synchronization. We also recommend you to “Turn on Auto sync” so the Hibob information gets updated daily into TravelPerk.
If there were any errors during the sync, you will be able to receive more details by downloading the XLS log.
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.