Lease and mobility
HiBob to Shuttel integration: colleagues of the Dutch entity from Bob in Shuttel automatically
With an integration between HiBob and Shuttel, every new colleague of the Dutch entity in Bob gets a Shuttel account in the group of their scheme automatically, with the employee number Dutch payroll uses as well. As soon as Bob reports the departure, after the last working day, the colleague is deregistered in Shuttel; employees of sites in other countries are not included.
What the integration does
Employers that use HiBob for all employees and give their Dutch colleagues a Shuttel card for commuting and business travel often register new colleagues with Shuttel by hand. The administrator only hears about leavers afterwards.
- HR records the new colleague in Bob, with entity, site, department and manager.
- Bob reports the change; KoppelHet checks whether the colleague belongs to the Dutch entity.
- KoppelHet adds the colleague to Shuttel with employee number, name, work email, group and manager.
- On a move to another site or department, or on long leave, the colleague moves to the matching group.
- After the last working day Bob reports the departure and KoppelHet deregisters the colleague in Shuttel.
What to watch for with HiBob and Shuttel
- Bob holds colleagues from every country. The site and entity decide whether someone falls under the Dutch scheme. If a colleague moves to the office in another country, KoppelHet deregisters them in Shuttel on the day the new site takes effect.
- Bob reports a departure at midnight after the last working day, in the site's time zone. For Shuttel that is exactly right, because the card still works up to and including the last day. For a summary dismissal HR sets the last working day to today.
- A move HR enters in advance, for example to another department from the first of the month, is only reported by Bob on the effective date. The Shuttel group therefore changes on the right day, without KoppelHet having to schedule anything.
- Bob reports temporary leave with a message of its own. Whether a colleague moves to a group without commuting allowance during long leave is agreed per type of leave; on return they go back to their own group.
- Shuttel delivers the allowances to the payroll system, not to Bob. That is why KoppelHet uses the employee number of the Dutch payroll in Shuttel, and not Bob's internal ID.
- The service user in Bob only gets permissions on the categories Shuttel needs. Pay, bank details and home address stay out of view; if a field is missing in the integration, it is usually a permissions issue in Bob.
How we build and run it
- The integration runs on the KoppelHet platform, hosted in a data centre in the EU.
- Every sync and every error is visible in the functional log; on an error your administrator is notified.
- A change that cannot go through is not half-applied but queued for another attempt.
- KoppelHet is ISO 27001 certified. Data travels encrypted and stays on the platform no longer than needed.
- After go-live we manage the integration and adjust it when your process changes.
- The integration fits next to your existing integration layer. Only the fields in the design are transferred; the platform keeps no register of its own.
Implementation and price
This is not an app you switch on. We build the integration for your organisation on our platform, with building blocks we reuse on every project. So it is custom work that does not start from scratch.
A consultant prepares the intake and analyses both systems. We then record the mapping and exceptions field by field, test in the test or acceptance environment and go live at a moment you choose. Costs are a one-off amount for the setup and a monthly amount for platform, monitoring and support.
Frequently asked questions
Does Shuttel have an integration with HiBob?
In its information pack Shuttel lists integrations with AFAS, Visma | Raet, Nmbrs, ADP and SAP SuccessFactors among others, for allowances. HiBob is not among them. KoppelHet makes sure the colleagues from Bob reach Shuttel.
Where do the allowances from Shuttel end up?
In Dutch payroll. If Shuttel supports that payroll system itself, it goes that way. Otherwise KoppelHet can pass on the allowance file later as an extension.
Can colleagues in other countries get a Shuttel card too?
The card is made for Dutch public transport. By default only colleagues of the Dutch entity are included; exceptions are set per site.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- HiBob is read through signed employee data webhooks (employee events, including employee.temporaryLeave, and table entries for work and lifecycle with effectiveDate) and the People API (people search) as a daily check. The service user has permissions per category; custom fields, such as the Dutch employee number, are requested explicitly.
- Shuttel publishes no public API documentation; the connection on the Shuttel side is agreed per customer.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in HiBob | Field in Shuttel | Notes |
|---|---|---|
Personeelsnummer van de Nederlandse payroll | Personeelsnummer | Not the internal Bob ID, so allowances land on the right person in payroll |
root.firstName | Voornaam | |
Achternaam | Achternaam | |
Werkadres | E-mailadres | For the invitation to the app and Mijn Shuttel |
Entity en site | Werkgever | Only the Dutch entity is passed on |
work.department en site | Gebruikersgroep | Through a lookup HR maintains |
Manager | Leidinggevende | For the approval step in Shuttel |
work.startDate | Startdatum | |
Lifecycle: vertrek | Afmelden |
Related
Ashby → HiBob
Ashby to HiBob integration: a hire from Ashby straight in as an employee in Bob
Bullhorn → HiBob
Bullhorn to HiBob integration: an approved placement as a new employee in Bob
Carerix → HiBob
Carerix to HiBob integration: successful match becomes a new employee in Bob
Greenhouse → HiBob
Greenhouse to HiBob integration: from a hire in Greenhouse to a new employee in Bob