almatar Integration

Simplify your business travel management with our integration with Almatar. 

This integration allows admins easily book flights and accommodations all from within ZenHR. All bookings automatically comply with your company’s travel policies and seamlessly sync with your HR and finance workflows for smooth tracking, approvals, and reimbursements.

How to Activate the Integration

Option One: Enable via ZenHR Marketplace

Access almatar from the ZenHR Marketplace

1. From the dashboard, on the main menu, click on the ZenHR Marketplace icon. 

2. Under the Travel Management System section, find almatar. 

3. Then click "Setup".

Activate Your almatar Account

1. Enable the "Activate" toggle to connect your ZenHR account to almatar.

2. Then click on the “Save” button, then almatar will send an email to you to set your password (the same email address that you used for ZenHR).

1. Once Activated, Check Currency Compatibility

   • If your company operates in a currency other than SAR, that currency is not supported by Amatar as it accepts SAR only.

   • This means you need to set up exchange rates for proper conversion.

   • Note: almatar only accepts SAR (Saudi Riyal), meaning any transactions in other currencies require an exchange rate setup.

2. Add Exchange Rates

   • Click on the "here" link under Currency.

   • This should direct you to a section where you can input the required exchange rate from your local currency to SAR.

Option 2: Enable via the Manage Business Trip Page

From the ZenHR dashboard, go to Main Menu →  Payroll →  Manage Financials → Manage Business Trips

• On the Manage Business Trips page, click “Learn More”.

• This will redirect to the ZenHR Marketplace.

• Under the Travel Management System section, find almatar. 

• Then click "Setup".

How to Add Users with Roles & Permissions

1. From the almatar setup,  click on “Manage User Access”.

2. Under Add users, select from the dropdown who can access almatar:

   • Super Admin

   • Financial Admin

   • Financial Read-Only

3. almatar will then send invitations via email.

How to Use The Integration

Once the almatar integration is Active. You can then begin booking flights on ZenHR. 

Step 1: Start Booking

1. On the Manage Business Trips page, click on “Start Booking” beside the desired business trip on the table. 

Step 2: Select Flights & Accommodations

1. Choose if you want to book Flights and/or Accommodations (e.g, hotels) based on the business trip request. 

2. Once you click "Book Flight" or "Book Accommodation", your booking details will be sent to almatar, and you will proceed with the next steps on almatar.

Step 3: Redirection to almatar

1. You will then be redirected to almatar. 
   The Flight Booking Details page will include the business trip details such as traveler details, destinations, travel dates, and budget pre-filled based on the trip request on ZenHR. 

2. If all the details look good, click the “Book Now” button to proceed and select the desired flights for this business trip. 

Step 4: Once the flight is selected, complete the Booking

1. Review and adjust details if needed: 

   • Travel dates 

   • Flight tier (This tier cannot be edited as it is based on ZenHR business travel policy) 

   • Traveler details (editable)

Then confirm and proceed to payment.

After the payment is completed, almatar will send a confirmation email with the booking details (cost, transaction ID, reference number).

Managing Business Travel Bookings

Tracking Business Travel Expenses on ZenHR

• Once a booking is completed on almatar, the details are automatically recorded in ZenHR. 

• Booked amounts (e.g., flight tickets, hotel stays) are categorized as company expenses.

Post-Booking Tracking in ZenHR

Once a trip is booked through almatar, the details are synced with ZenHR, are mapped accordingly on the almatar dashboard:

• Flight costs → can be found under "Air Tickets"

• Hotel costs → can be found under "Accommodation"