Intermediate Setup – may require occasional guidance, but generally manageable to setup using the step-by-step guide.

Talos has several HR providers integrated within the system.

Learn how to setup Workforce within your ATS, so you can onboard candidates directly into your HR system.

Note: you will need access to the Integrations Management administration permission to setup the integration

Setup

Required Information

The below details will be required to integrate Workforce to Talos:

Email
Password

-OR-

Access Token

You can create an access token by following this guide on Workforce's knowledge base.

Once all the details have been provided by Workforce to you, you will be able to set this up in Talos Marketplace. Search for 'Cascade' within the Marketplace and click on 'Workforce':

Click on 'Enable this Integration' and complete the required fields and click on 'Save' to link the integration with your ATS:

Once the details have been saved, the integration tile will be updated on the home page of the Integrations to show this is connected.

Below are the list of values being captured in data capture form other details are taken from Talos ATS.

Field	Mandatory?	Data Capture Form	Section
Start Date	No	Internal	New Starter Form
Preferred Hours	No	Internal	New Starter Form
Contracted Weekly Hours	No	Internal	New Starter Form
User Email	No	Internal	New Starter Form
Hourly Rate	No	Internal	New Starter Form
Annual Salary	No	Internal	New Starter Form
Team	No	Internal	New Starter Form
Preferred name	Yes	External	Personal Details
Middle Name(s)	No	External	Personal Details
Date of Birth	No	External	Personal Details
Address Line 1	No	External	Address
Address Line 2	No	External	Address
Town/City	No	External	Address
County	No	External	Address
Country	No	External	Address
Postcode	No	External	Address
Sort Code	Yes	External	Bank Details
Account Number	Yes	External	Bank Details
Account Name	Yes	External	Bank Details

The Team field requires values to be set in drop down options. The Team ID needs to be set in the value section of the field option which corresponds with the correct Team.

Workforce Team Setup

The values required for the field can be found by logging into your Workforce account select “Teams” tab.

To find Team ID select one of the Teams from within a location which will take you to a screen like the one below.

The ID for that team will then be displayed in the URL as the 7 digit number following teams, for example:

Note: When setting up the display name options its best to include the location and Team (Department). As a team name maybe be in multiple locations.

E.g. Liverpool Marketing, Manchester Marketing.

Additional Setup

Please see our 'HR Connect - Additional Setup' guide for further information on additional configuration options and linking your HR Provider to your ATS workflows.

Transferred Fields

Please see the below table which shows what fields are transferred to Workforce and where this information is populated from in Talos.

Any fields which have been highlighted in the table below are mandatory and must be included for a submission to be successful to Workforce.

Softworks Field	Talos Source	Talos Name
name	External Data Capture Form	Preferred name
legal_first_name	Core Data	First Name
legal_middle_names	External Data Capture Form	Middle Name(s)
legal_last_name	Core Data	Last Name
date_of_birth	External Data Capture Form	Date of Birth
employment_start_date	Internal Data Capture Form	Start Date
department_ids	Internal Data Capture Form	Default Team
preferred_hours	Internal Data Capture Form	Preferred Hours
contracted_weekly_hours	Internal Data Capture Form	Contracted Weekly Hours
report_department_id	Internal Data Capture Form	Default Team
email	Internal Data Capture Form	User Email
phone	Core Data	Mobile Number
hourly_rate	Internal Data Capture Form	Hourly Rate
yearly_salary	Internal Data Capture Form	Annual Salary
street_line_one	External Data Capture Form	Address Line 1
street_line_two	External Data Capture Form	Address Line 2
city	External Data Capture Form	Town/City
state	External Data Capture Form	County
country	External Data Capture Form	Country
postcode	External Data Capture Form	Postcode
bsb	External Data Capture Form	Sort Code
account_number	External Data Capture Form	Account Number
account_name	External Data Capture Form	Account Name

Transferred Files

Please see the below table which shows what documents are transferred to Workforce and and what file types are exported:

Document Type	File Type	Detail
TrustID RTW Reports	PDF
Applicants CV	Multiple	Type depends on what document file type has been used when uploaded to TalosATS
Applicants Application Form	PDF
Completed DocuSign Documents	PDF
Data Capture Forms	PDF
Certn Reports (DBS)	PDF
Any Documents stored in Manage Files	Multiple	Type depends on what document file type has been used when uploaded to TalosATS
Completed Reference Reports	PDF

FAQ's

Can I add additional drop down options to the questions once I have added the form and saved already?

Yes, these options must match what you have set up in Workforce, the new options will only be added to any new vacancies posted automatically. To update live roles they will need to be updated individually within the job settings of the vacancies. Please see our guide here on how to do so.

Can I add additional fields into the form?

Yes, you can add additional fields into the data capture form however this information will not be transferred to Workforce. The integration will only transfer information for the fields indicated above.

Can I remove fields from the form that I don't want to transfer?

Yes, you can remove any optional fields from the forms that you don't wish to include in the transfer. However, some fields are mandatory, these mandatory fields cannot be removed and must be completed.

Can I change a free text question into a dropdown list?

Yes, a question type can be changed, however, this will need to be completed by our support team. Please raise a support request with the field(s) you would like to change, and a list of the dropdown values per question and our support team will be able to action this for you.

Are documents transferred to Workforce?

Yes, documents are transferred from Talos to Workforce, however, the Document Field IDs will need to be provided in Talos when setting the integration up to allow documents to be transferred successfully.

One ID is needed for Right to Work documents, and one ID is needed for all other documents.

Workforce - Additional Information.pdf