Integrate HiBob with TravelPerk

  • You need a Pro or Premium account to use this feature

With HiBob you can manage time, talent, performance, and culture in one platform. They can help you streamline your HR processes, customize your workflows, engage employees and manage time and attendance. 

 

The HiBob integration

The HiBob integration makes it easy for you to import your whole employee directory into the TravelPerk platform and manage user accounts, including:

  • User provisioning - onboarding and offboarding - from your employee directory
  • Auto-filling employee profile information on TravelPerk
  • Manual triggers to sync new employees and archive those who left
  • Fully automated sync between HiBob and TravelPerk
  • Automated account setup, such as adding Cost Centers and Approval processes

Important information

  • If you have SSO enabled for TravelPerk, we recommend turning off Allowing user creation and Allowing user updates, as this could conflict with the integration. For more information, see Customize SSO settings.
  • If a user's first name, last name, or email in the identity provider (IDP) is different from HiBob's, the IDP will override the data from HiBob synced to TravelPerk.
  • If the Service user who enabled the integration is no longer active, the sync will fail, and you'll need to re-enable the integration with a new Admin.
  • To automatically match employees to the correct Company in TravelPerk using the HiBob integration, see Company matching & filtering with TravelPerk and the HiBob Integration.
  • To disable the HiBob integration, follow the instructions on Manage integrations.
  • If you have any questions or need assistance setting up the integration, contact your Account Manager. 

 

Enable the HiBob integration

You need to be an Admin on TravelPerk and Admin on HiBob to enable the integration following these steps:

1. Create a Service User in Hibob

  1. Sign in to your Hibob account
  2. In the top left corner, click the square and select System Settings



  3. From the menu, select Integrations and under Service users, click Manage



  4. Click Create Service User



  5. On the pop-up, enter TravelPerk as the Display name and click Create



  6. Copy the User ID and Token - you'll need them to activate the HiBob Integration on TravelPerk
  7. Click Go to Permission groups and follow the next steps

The User ID and Token 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.

 

2. Create TravelPerk permissions group in HiBob

If you weren't redirected to the Permissions page, you can access it by going to System Settings. Under Account, click Permission Groups. 

  1. Click Create permission group and select Service user
  2. Enter TravelPerk Permissions as the Group name and under Members, select the service user TravelPerk, then click Create 
  3. Click Confirm



  4. On the Permission groups page, go to the People's data tab and under Whose data can members access, choose Select people by conditions, then click Edit.



  5. On the Select people by condition pop-up, select the relevant Lifecycle statuses, such as Hired, Employed or Terminated and click Apply, then click Apply again


 

3. Select the permissions data for the integration

  1. On the Permission groups page, go to the People's data tab and under Access data for, click People



  2. Click Edit permissions and select the following permissions:



Permission Description Fields used for integration
People - Basic Info View selected employees' Basic info sections Email, First Name and Last Name
People - Employment View selected employees' Employment sections Employment Type
People - Home View selected employees' Home sections Gender
People - Lifecycle View selected employees' Lifecycle sections Status and Termination Date
People - Personal View selected employees' Personal sections and edit selected employees' Personal sections Date of Birth
People - Personal Contact Details View selected employees' Personal contact details sections Contact Number
People - Work View selected employees' Work sections Start Date, Department and Report to and Site
People - Work Contact Details View selected employees' Work contact details sections  Work Mobile

The API must have editing permission for the Personal section to read the date of birth of employees on HiBob. The DOB is defined as PII (personally identifiable information), which means the TravelPerk integration requires access to both view and edit the Personal section’s permission to read it. This does not change the functionality of the API. It still only reads the information from HiBob.

 

4. Setting up the integration between Hibob and TravelPerk

  1. Go to Account Settings and select Integrations
  2. Find the HiBob integration and click Set up
  3. Click Enable
  4. On the pop-up, click Continue
  5. Enter the User ID and Token number that you created in the first section
  6. Once it says Connected to Hibob, click Continue and then click Skip for Later

Hibob_skip_for_later.png

 

5. Configure the HiBob integration

After you connect the integration, you will be taken to the configuration page for the HiBob integration on TravelPerk. 

  1. Decide if you want to sync All employees or Selected employees - you can filter Selected employees by Cost Centre, Company or Employment Type
  2. Decide if you want to sync full employee data or select employee details

    - Full employee data - all mandatory and optional data will be synced.

    - Select employee details - you can select Sex, Date of Birth, Contact number and Line Manager.

    - For Line Manager approvals to work correctly, you must select Line Manager    . 

  3. Decide if you want to use Companies Matching - you can automatically assign all Companies or selected Companies.

    To set up the correct attribute mapping for the Company field, you must complete the steps on Company matching and filtering with TravelPerk and the Hibob integration. The Company must already be set up in TravelPerk using the exact entity name in HiBob. 

  4. Decide if you want to enable the Cost Center sync - if Cost Centers don’t exist when syncing, they will be created automatically. Users will be assigned to their specific cost center as reflected in HiBob.
  5. To set up Line Manager approvals, follow the instructions in section 7 at the bottom of this article - Set up Line Manager approvals.
  6. Click Save & Sync and the settings will be applied. The first synchronization will happen automatically.

 

6. Manual sync and turning on Auto Sync

On the HiBob Integration Settings page, you can Run Manual Sync, which will import the latest data. 

Once you are happy with how the manual syncs work, click Turn on Auto sync to enable daily automatic syncs from HiBob.

If there were any errors during the sync, you can download the XLS log to receive more details. For more information, see Understanding the Integration Sync Log. 

Synced employees are indicated with the Sync icon on the People page.

 

7. Set up Line Manager approvals

If you want to set up automated approvals that send approval requests directly to a traveler's manager, you need to create an approval process following these steps:

  1. Go to Account Settings
  2. Under Travel Management, click Approval processes
  3. Click New approval process
  4. Under Who should approver their trips?, click the select approver field next to Request approval from and choose Line manager
  5. Click Create approval process

If a traveler has an approval process assigned, it will always take priority over default approval processes for all travelers.

If the traveler doesn't have a Line Manager assigned, the approval request will be sent to the company Admin. 

 

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