Grant temporary access to HiBob

If your HiBob integration is already connected in Drivetrain but you're facing data issues—you can temporarily share access with the Drivetrain team for investigation.

⚠️ Only follow these steps if requested by your Drivetrain onboarding or support contact. This method is used only for debugging, not for setting up the initial connection.

Step 1: Create a Service User

1. Log in to HiBob as an Admin

2. Go to System Settings → Integrations → Manage Service Users

3. Click Create Service User

4. Name it Drivetrain Support or similar and click Create

5. Copy the generated Service User ID and Token — share these with your Drivetrain contact

⚠️ These credentials will only be shown once

Step 2: Assign Permissions via a Permission Group

1. Go to Settings → Permission Groups

2. Click Add permission group → Service user

3. Name it Drivetrain Support Access

4. Select the service user you just created and click Create

5. Under Whose data can members access?, choose Select people by condition

6. • Set conditions to include Hired, Employed, and Terminated

7. Under People's Data, grant the following read-only permissions:

8. • People → Basic Info

   • People → Employment

   • People → History

   • People → Lifecycle

   • People → Work

   • (Optional) Other sections relevant to the issue you're reporting

🔒 This permission set gives Drivetrain temporary, read-only access to your employee records for debugging purposes.

Step 3: Notify Drivetrain

Once the service user and permission group are set up, share the Service User ID and Token with your Drivetrain contact via a secure channel. The team will use these credentials to diagnose the issue.

Step 4: Revoke Access After Resolution (Optional)

Once the issue is resolved:

1. Go to Settings → Users → Manage Service Users

2. Locate the Drivetrain Support user

3. Click Remove Access or Delete

Security Note

This method grants limited, time-bound access to your HiBob data. Drivetrain does not store credentials and will not retain access after the service user is deleted. We recommend removing the user once the investigation is complete.