The Challenge

HRIS integrations for driving customer activation

EGYM WELLPASS is a corporate wellness platform that gives employees access to thousands of gyms, fitness studios, and wellness facilities across Europe and the US. As a B2B2C business model, the company partners with companies to provide fitness benefits to their employees, requiring real-time data sync between corporate HR systems and their platform to ensure only eligible employees can access the service.

EGYM WELLPASS faced two critical challenges in their membership management: activating employees when they join, and enabling corporates to efficiently block access for ineligible employees or those who had left the company. Their processes required HR managers to either manually upload CSV files with employee data to define the eligibility or have employees join via a sign up link and then manually review the signups once per month.

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Why manual CSV uploads couldn’t scale

This not only created a poor customer experience, but also led to lost revenue especially with larger enterprise clients. Their customers pay based on subscribed employee count, so limited access to the eligible employee base directly reduced activation and impacted monthly recurring revenue. 

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The Solution

EGYM WELLPASS partnered with Kombo for HRIS integrations to solve these challenges and achieved:

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Optimized resource allocation:

Rather than building separate integrations for each HR system, EGYM WELLPASS integrated once with Kombo's unified API. This approach proved crucial as the company expanded from Germany into the US, France, and other European markets, where customers used different HR platforms. Building coverage for relevant HRIS and establishing partnership agreements would have set back this expansion by 8-14 months.

Kombo's unified architecture allowed the company to support customers using SAP SuccessFactors, Workday and Personio, as well as regional systems like Payfit. The standardized data model meant they could build their employee verification logic once and apply it across all integrated systems.

For security-conscious enterprise customers who couldn't use API integrations, EGYM also leveraged Kombo's SFTP integration capabilities. This enabled them to onboard one of France's largest retail companies, which required file-based data transfers due to internal security policies.

Additionally, Kombo offered sandbox access and comprehensive documentation that clearly outlined the capabilities and limitations of each integration. Kombo also streamlines ongoing maintenance by automatically detecting authentication failures, sending webhook notifications, and providing both UI and API endpoints for creating reconnection links.

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Automated lifecycle management and activation

With Kombo's HRIS integrations, EGYM WELLPASS automatically syncs new employee data when they join the company. The integration also enables to handle employee lifecycle changes programmatically.

When employees depart or become ineligible, EGYM WELLPASS receives real-time updates through webhooks and can immediately offboard them. This prevents continued billing for departed employees and maintains compliance. This eliminated the manual verification bottleneck that previously required HR managers to approve each employee signup.

It is very advanced - member management used to take me hours every month, but now everything is automated and I don't have to worry about it anymore.
– Feedback from an HR manager using Workday

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Flexible employee filtering for complex organizations

Kombo's filtering functionality allows EGYM WELLPASS to handle corporate customers with complex organizational structures. During the connection setup, customers can filter employees by departments, locations, employment types, and other attributes to control which employees have access to benefits.

The filtering capability was essential for enterprise customers who needed to restrict benefits to specific employee groups - such as full-time employees in certain regions or particular departments - while maintaining automated data sync. This supports EGYM WELLPASS’ expansion into multinational accounts without requiring custom development for each customer's unique organizational structure.

Especially for enterprise companies with thousands of employees and different sub-companies, it makes sales discussions way easier.
– Dmytro Naida, Sr. Product Manager

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The Outcome

Kombo's unified API enabled EGYM WELLPASS to focus on their core product while avoiding the engineering costs and delays that building integrations in-house would have caused.

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Unlocked enterprise and international expansion

Enterprise customers often require HRIS integrations as a requirement during sales processes. Kombo's support for complex systems like SAP and Workday enabled EGYM WELLPASS to pursue both large multinational customers and expand into new markets without technical barriers.

This enabled the expansion into the enterprise segment and international markets like France and the US, where customers expect direct HR system integration. The unified API approach allows the team to focus on business development rather than building custom integrations for each market or customer type.

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Reduced customers’ manual workload by 90%

The HRIS integrations cut down manual work for Wellpass's enterprise customers. HR managers who had to upload CSV files and check employee eligibility every month now have automated processes that handle new hires, verification, and departures without manual work.

This cuts manual workload by about 90% for HR managers. For enterprise customers managing thousands of employees across different locations, this eliminates manual work while maintaining compliance. 

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Building analytics capabilities

With development resources freed from integration work, EGYM WELLPASS is now developing analytics dashboards that help HR managers demonstrate the value. Using subscription and anonymized member check-in data, they're developing insights that show corporate customers their employee’s usage and engagement.

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These insights are especially valuable during contract renewal discussions, as HR managers can present concrete data on employee engagement, program utilization, and return on investment. The aggregated health benefits data helps corporate customers justify their wellness program spend and expand offerings.

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How EGYM WELLPASS uses Kombo: