Overview
The Talos Perform integration with HiBob (Bob) keeps your Talos Perform users in step with the employee data you already maintain in Bob.
Once connected, employee details, job titles, departments and reporting lines flow from Bob into Talos Perform on a schedule you agree with us. New employees are created as Talos Perform users, existing users are kept up to date, and employees who leave are made inactive, so reviews, objectives, check-ins and 360° feedback always involve the right people and the right managers.
Note: The integration is read-only. Talos Perform reads employee data from Bob and never writes to, changes or deletes anything in Bob.
Talos Perform connects to Bob through Apideck Unify, our integration platform. APIdeck BVBA acts as a sub-processor for this integration, and you will be asked to agree to this before connecting.
Before you start
You will need:
A paid Talos Perform account
A Talos Perform user with Configurator, Administrator and Moderator access. All three are needed to set up the sync
The required authorisation to agree to a new third party sub-processor, APIdeck BVBA, for your account
Permission in Bob to install apps from the Bob Marketplace, and access to the employee data you want to share
Note: If you are an existing Talos Perform client, we suggest speaking with your Customer Success Manager before enabling the integration, who can help you configure the field mapping and your sync schedule.
Permissions the integration requests
When you install the app, Bob shows a consent screen listing the permissions Talos Perform is asking for. All three are read-only:
View employee data. Reads employee profiles and organisational data: names, work email address, employee number, job title, department, division and reporting lines
View sensitive employee data. Allows optional mapping of personal fields your organisation chooses to bring across, such as date of birth
View company metadata. Reads your company's field and list definitions so the mapping screen can show your Bob fields, including custom fields
On the same consent screen, Bob also asks you to choose whose data the app can access (People data access). Anyone excluded here will not be sent to Talos Perform, and so will not be created or updated as a Talos Perform user.
Important: Include everyone who needs to log into Talos Perform, not only the people who will be reviewed.
It is easy to think of this as "the employees having reviews", but anyone who needs an account must be in the selection, whether or not they have a review of their own. That includes:
Managers and other reviewers who complete reviews for other people
People who give 360° feedback
HR staff who run reports or administer the system
Anyone with configurator, administrator or moderator access
If someone is left out of the People data access selection, no Talos Perform account will be created for them and they will not be able to log in.
Info: Approving a permission covers current and future data in that category. If your organisation later adds fields or columns inside a category you have approved, that data is included automatically.
Step 1 - Install the app from the Bob Marketplace
In Bob, go to Bob products → Marketplace.
Search for Talos Perform and open the listing.
Click Install.
Bob sends you to the Talos Perform user provisioning settings page to complete the setup.
Step 2 - Accept the sub-processor terms in Talos Perform
Log into Talos Perform and go to the User Provisioning section of the configuration.
Tick the box to accept the terms and press Save. Your name, email address and the date and time of your agreement will be stored.
Step 3 - Connect Bob
Press the Open Settings button to launch the APIdeck vault, where you authenticate the connection to Bob.
Select HiBob (OAuth) from the list of available HR systems.
Authorise the connection. Bob's consent screen appears, showing the permissions listed above and the People data access options.
Approve the request. You are returned to Talos Perform once the connection is made.
Exit the APIdeck vault.
Important: Choose HiBob (OAuth), not HiBob (Legacy). Both currently appear in the list. The legacy connector uses an older authentication method and is not the one this integration uses. Selecting it will not connect correctly.
Info: If you need help at this step, click on the Connection Guide in the APIdeck vault to get instructions specific to Bob.
Step 4 - Map your fields
Once authorised, click into the Mapping tab of the integration panel. For each active field, choose which incoming Bob field maps to each Talos Perform field.
Fields you can map include:
Name, work email address and employee number
Job title, department and division
Line manager, matrix manager and sign-off manager
Permission group and review group
Profile photo
Custom fields specific to your organisation
Note: If you need help identifying the incoming field names from Bob, please speak to your CSM.
Info: The mapping page only allows for one-to-one mappings from an incoming Bob field to a Talos Perform user field, such as Permission group or Review group. If you need more complex data mapping, then you will need our business logic tool.
Custom data fields in Talos Perform
Before you can map a Bob field to a custom Talos Perform field, that custom field has to exist in Talos Perform and be turned on.
As part of onboarding, your CSM will work with you to set up the custom data fields you want in Talos Perform. You can also configure them yourself under Settings → User provisioning → User fields. Any custom field you enable there becomes available to map on the Mapping tab.
Note: You can bring across up to 6 text fields and 2 date/time fields from Bob. First name, last name, email address and manager are standard fields that are always available, and employee ID and job title do not count towards your 6 either. See Which HRIS systems does Talos Perform integrate with natively? for the full list of fields supported for Bob.
Step 5 - Set up notifications and welcome emails
On the Configuration tab of the integration panel:
Add the email addresses that should be notified once a sync is complete.
If you have already launched Talos Perform, you may want to turn on the welcome email for new users. The message can be customised as needed.
Note: Any emails added must be the emails of users who are already present in the Talos Perform account.
Step 6 - Run your first sync
Go to the Runs tab.
Press the Queue Sync button to start a sync.
As syncs are queued this may take a while, so it's best to wait for the email notification of the sync completing and then navigate back to this page.
Once a run is complete, you can see the logs for the run in the Runs table.
If there are any failures, they are available in those logs should they occur.
Sync schedule
Our basic integration allows for weekly syncs of your users. Speak to your CSM to arrange for this to be configured for you. Once configured, you can see your schedule in the Schedule tab of the integrations panel.
You can also start an on-demand sync at any time from the Runs tab.
Info: If you require daily user syncs, you will need our advanced integrations package.
What happens on each sync
On every run, Talos Perform receives the current employee records from Bob and updates Talos Perform to match:
A new employee is added in Bob. A new Talos Perform user is created, using your field mapping
An employee's details change in Bob (name, job title, department or manager). The existing Talos Perform user is updated
An employee is terminated or deleted in Bob. The Talos Perform user is made inactive and drops out of active processes and reporting
Each Talos Perform user created by the integration stays linked to its Bob record, so later syncs update the right person even if their name, email address or job title changes.
Every sync is logged, showing which users were added or updated and highlighting any records that could not be processed.
Uninstalling the integration
Uninstalling always happens in Bob:
In Bob, go to Bob products → Marketplace → Manage apps.
Find Talos Perform and choose Uninstall.
This revokes the permissions you granted and stops any further employee data being shared with Talos Perform. Your existing Talos Perform users and their performance data are not deleted. They simply stop being updated from Bob.
Troubleshooting
Viewing errors from a sync
If your import run has any errors, you can click on the 'view logs' button at the right of the import run row to see a full list of users we tried to import. Any error rows will show what went wrong and you can resolve it before starting a new sync.
You can see the record that we tried to import (after any mappings and business logic have been applied to the incoming user object) by clicking on 'view details'.
Custom field names in Bob's API
If you map custom fields from Bob, be aware that the label Bob uses for a custom field in its API is not always the same as the label shown in the Bob web application. If you cannot find the right field name in the mapping screen, please speak to your CSM who can help you identify what Bob is sending it as.
Some employees are missing from the sync
Check the People data access choice you made on Bob's consent screen when you installed the app. Employees outside that selection are not shared with Talos Perform. To change it, uninstall and reinstall the app in Bob, then choose a wider selection.
This is the most common cause of a person having no Talos Perform account. Remember the selection needs to cover everyone who logs in, including reviewers, feedback givers and HR administrators, not only the people being reviewed.
Someone cannot log in, but their colleagues can
Usually the same cause as above: they were not included in the People data access selection, so no account was ever created for them. Check whether they appear in the latest sync's run log. If they are not listed at all, Bob is not sending them.
Deactivated users not getting updated
We don't match to deactivated users (except by Bob employee ID) in case it's an old employee who had the same email address when they got deactivated. You will see an error in the user sync logs saying "Email is in use for a different user". If you are confident this is the same user as your deactivated user, please reactivate their profile and run the sync again.
The connection has stopped working
If the permissions granted to the app have been revoked in Bob, or the app has been uninstalled, syncs will stop. Reinstall the app from the Bob Marketplace and reauthorise the connection to resume.
Getting help
If you need help setting up or running the integration, please speak to your Customer Success Manager or contact [email protected].