Create and Configure a Telegram Bot for HRPro Notifications

Telegram provides an additional, timely communication channel for delivering EPortal updates to employees who may not check email immediately. 

Unlike WhatsApp WebChat, Telegram allows companies to create and use a Telegram bot for HRPro notifications without per-message charges. This makes Telegram a cost-effective additional notification channel for delivering supported HRPro updates to employees, while email notifications remain available as usual. 

Use this guide to create a Telegram bot for your company and connect it to HRPro. After the bot is verified in HRPro, employees can connect their Telegram accounts and receive supported HRPro notifications.

Each company must create and configure one dedicated Telegram bot for its own HRPro environment. This bot is used to send notifications to employees who choose to link their Telegram accounts. Do not use a personal bot or share the same bot token with another company.

Before you start

You need:

• A Telegram🡕 account

• Permission to create and manage a company's Telegram bot

• HRPro administrator access to System Manager > HRPro Setup > Employee Portal Setup.

Keep the bot token secure. Anyone with the token may be able to control the bot.

Create a bot

1. Open Telegram and search for @BotFather.

2. Open the verified BotFather chat and select Start.

3. Send the command:

/newbot 

4. Enter a display name for the bot, for example:

HRPro Notifications

5. Enter a unique bot username. The username must end with bot, for example:

YourCompanyHRProBot

6. BotFather will create the bot and provide a Bot Token.

The Bot Token normally looks similar to this: 

123456789:AAExampleBotTokenValue

Copy the token and store it securely.

Configure the bot profile

You may optionally configure the bot name, description, profile picture, and command list in BotFather. These settings help employees recognise that the bot belongs to your company.

Recommended settings:

• Bot name: Your Company HRPro Notifications

• Bot username: A clear company-specific name ending in bot

• Description: Official HRPro notification bot for Your Company

• Profile image: Your company logo, if appropriate

Do not use a personal Telegram account name or personal bot for company notifications.

Connect the bot to HRPro

1. Go to System Manager > HRPro Setup > Employee Portal Setup, General tab.

2. Scroll to the Telegram Notification section.

3. Select Enable Telegram Notification.

4. Paste the Bot Token into the Bot Token field.

5. Click Verify Token.

6. Confirm that HRPro displays the correct:

   • Bot Username

   • Bot Name

   • Bot ID

   • Status: Verified

7. Click Save to save the configuration.

If verification succeeds, HRPro retrieves the bot information automatically. The Bot Username, Bot Name, and Bot ID should match the bot created in BotFather.

After your company’s Telegram bot has been set up, EPortal users can connect their EPortal accounts to Telegram to receive notifications. For instructions, see Connect Your Telegram Account for HRPro Notifications.

Troubleshooting

Token verification fails

Check that:

• The full Bot Token was copied from BotFather.

• There are no leading or trailing spaces in the token.

• The token belongs to the intended company bot.

• The token has not been revoked or regenerated in BotFather.

• HRPro can access Telegram’s services through the network or firewall.

If necessary, generate a new token in BotFather, update the Bot Token in HRPro, verify it again, and save the configuration.

Bot details are blank

Bot Username, Bot Name, and Bot ID are populated only after successful token verification. Re-enter the correct token and click Verify Token.

Employee is not linked

Ask the employee to open the bot through the Employee Portal link and press Start or send a message to the bot. Then check the link status again in HRPro.

Last Error contains a message

Review the displayed error message first. Common causes include an invalid bot token, a revoked token, a network connection issue, or an employee who has not yet started a conversation with the bot.

Security reminder

Treat the Bot Token as a password:

• Do not share it through email, chat messages, or screenshots.

• Do not expose it in browser scripts, public source code, or logs.

• Limit access to HRPro Telegram configuration to authorised administrators.

• Regenerate the token immediately in BotFather if you believe it may have been exposed.