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Integrate HiBob with TravelPerk

  • Updated
  • 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 to 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  • If the Service user who enabled the integration is no longer active, the sync will fail, and you'll need to re-enable the integration with a new Admin.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 with 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 and in the main menu, select Settings and then click Integrations

    Hibob Integrations Option.png

  2. In the Automation section, find the tile called Service users and click Manage

    Hibob Service Users.png

  3. Click New Service User

    Hibob New Service User.png

  4. Enter TravelPerk as the Service User name and Display Name and click Next

    Hibob Create New Service User.png

  5. The User ID and Token will be displayed - you'll need them to activate the HiBob Integration on TravelPerk

    Hibob Service Token.png

Note: 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 permission group in HiBob

  1. On your HiBob account in the main menu, select Settings and then click Permissions Groups

    Hibob Permissions Groups.png

  2. Click Create Group

    Hibob Create Group.png

  3. Enter TravelPerk Integration as the Group name and under Group members, choose Select people by condition and click Select People

    TravelPerk Select by Condition.png

  4. Delete the condition with Lifecycle status by clicking the trash can symbol. This will ensure the permissions granted are only implemented to the service user created for the TravelPerk integration.

    Delete Lifecycle Status Hibob.png

  5. Under Add specific employees, click Service Users, then select the Service User that you created in the previous section and click Apply
  6. Click Create - this will grant TravelPerk access to only the data needed for the sync

    Apply and create Hibob.png

 

3. Setup TravelPerk Permissions in Hibob

After you add the Service User, 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.

  1. On HiBob, go to the Permission group, select People's data, then select Access Rights and click Edit

    Hibob Access Rights.png

  2. On the Select people by condition pop up, a Lifecycle status line should appear. From the drop-down list choose equals, then tick Hired, Employed and Terminated and click Apply

    Hibob Lifecycle status.png

  3. In the top right hand corner, click Save to make sure TravelPerk can determine who are active and inactive employees
  4. Select People data, then select People and click Edit Permissions

    hibob_permissions_set_up.gif

  5. Enable the necessary Permissions following the list below and click Save changes:
Permission Description
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 and edit selected employees' Personal sections
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

Note:  Editing permission for the Personal section is required for the API 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 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.

TravelPerk requires the following data from Hibob for the integration to be successful: 

Mandatory Optional (recommended)

First name 

Date of birth

Last name

Work contact number

Work Email

Gender

Start date

Cost Center 

Termination date

Manager (for approval workflow)

Employment status

  

 

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 clickSkip 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

    lucca9.png

  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 and follow the instructions in section 7 at the bottom of this article - Set up Line Manager approvals. 
  3. Decide if you want to use Companies Matching - you have the option to automatically assign all Companies or selected Companies. The Company must already be set up in TravelPerk using the exact entity name that is in HiBob. 

    wdtk14.png
  4. Decide if you want to enable the Cost Center sync - if Cost Centers don’t exist when syncing, they will be created automatically, and users will be assigned to their specific cost center as reflected in HiBob

    lucca12.png
  5. To set up automated approvals:
    - If your account was created before the 1st of July 2024, follow the instructions on Set up automated approvals for your HR integration.

    - If your account was created after the 1st of July 2024, 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 choose to 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. 

Screenshot

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

wdtk19.png

 

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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