Lanes & Planes offers you the possibility to import and update certain user data of your employees directly and automatically via ExtAPI (Oneway) to Lanes & Planes.
1. Set-Up of your user import integration with Lanes & Planes
1.1 Set-Up within Lanes & Planes
We take care of the relevant steps in the Lanes & Planes system for you. There is no need for you to set it up.
All settings (such as the frequency of updates) are made on your site.
1.2 Set-Up within your system
The data is transmitted via JSON script. The requirements for this can be found in the attached PDF.
2. Synchronization of user data
2.1 User master data
The following user data is mandatory and must be transmitted and updated to Lanes & Planes via ExtAPI:
- First and last name
- E-Mail address
- Invoice profile(s)
Depending on the settings in the company account (e.g. cost centers, manager approval), further data may become mandatory.
The following additional data can be provided:
- Personal identification number
- Creditor account
- Creditor account (Company Credit Card)
- Individual cost center
- Personnel Number
- Travel Manager E-mail Address(es)
- Cost Center(s) (incl. specification of a validity)
- Travel Policy Group(s)
2.2 Timing of synchronization and e-mail invitation
You determine the time of synchronization yourself.
As soon as you send new and updated users, they are created or adjusted in the Lanes & Planes Tool.
You can define in the Settings & Policies whether the newly created users should be invited automatically by e-mail.
2.3 Information of previous imports
The Previous user imports-link in the company account will take you to the overview of your company's previous user imports.
If you click on Details, you will get more details about which users have been newly created or updated by the import, and you can directly click on the respective user account at Lanes & Planes.
If a user import fails completely, the administrator (creator of the API key - see attachment) can be informed by e-mail. In case you wish to activate that notification, feel free to get in contact with us.
2.4 Further information about the synchronization
Manual changes of user data in Lanes & Planes user accounts
Please note that manual changes in the Lanes & Planes user account for all submitted data will be automatically overwritten with the next synchronization. (Exception: Change of e-mail address)
If you plan to change an employee's e-mail address, please change the e-mail address in Lanes & Plans Tool before. Otherwise, a new user will be created with the changed e-mail address and the existing user will be deactivated, since our system can only uniquely identify an employee by their e-mail address. Please make sure that the stored e-mail address of the employee already exists in your system. If you synchronize users with Lanes & Planes who have non-existent e-mail addresses, the user will not receive any e-mails from Lanes & Planes, even if the e-mail address is subsequently created by you.
If cost centers are transferred that are not yet stored in the Lanes & Planes company account, they will be created in the Lanes & Planes company account.
If you use cost centers that may only exist for a limited time, these can also be transmitted.
Multiple Invoice Profiles
If you work with several invoice profiles, please note that these must be supplied with the synchronization. We will be happy to provide you with the required accounting_invoice_profile_ids.
Travel Policy Group(s)
If you work with travel policy groups, you can supply the assignment directly via the API. The required group_ids can be found in the URL that is displayed as soon as you are in a travel policy group in the Lanes & Planes tool. (f.e.: https://api.lanes-planes.com/org_admin/organizations/xx/user_groups/378 (ID 378 is the required group_ids))
You can use the following standard roles: Administrator, Manager, Travel Assistant, Accountant, Traveler, Traveler - without booking rights, Read-Only Administrator.
If you are working with multiple roles, please note to include them with the import.
If you do not want to transfer the role(s), all new users will be created as "Traveler". The only exception is for users whose e-mail address is stored with another user as manager_email. These users will be created as "Manager". All other roles can be adjusted in the Lanes & Planes Tool and will not be overwritten by the automatic synchronization.