Learn how to set up your Trinet integration to connect with Bob

Integrating bob with Trinet's payroll system ensures your people data is always up to date and ready for your next pay cycle.

Before you begin

Syncing payroll data across systems requires thinking ahead about how you’d like to have your pay cycles and integrations set up.

For this reason, we’ve prepared this handy checklist you can use with your payroll and/or IT colleagues before initiating the Trinet integration process. Additionally, review the general checklist on how to set up your pay cycles here.

Contact Trinet to inform them that you wish to integrate your payroll data with Bob. During this process also ask for the following from Trinet, which you’ll use during the integration process:

  1. Company ID

  2. Client ID

  3. Client Secret

  4. Department mapping

  5. Job title mapping

  6. Location mapping

Got it all? Great! You can now begin to set up your Trinet integration using the steps below.

How to set up the Trinet integration in Bob

Bob's setup wizard will guide you in setting up the Trinet API integration. To make this process as easy as possible, we’ve created some preset default settings which are greyed out.

Details

The first two steps in the wizard are settings that are already done for you in bob. Follow these instructions to get started:

  1. From the left menu, select Settings > Integrations. 

  2. Click the Payroll category.

  3. Click Connect on the Trinet API integration tile, then click the Setup button. A setup wizard will open which will have some preset settings in grey and some that may be configured.

  4. Enter the Company ID that you received from Trinet in the field.
    Clients with a single company managed in Trinet should select the Single company option and enter their company ID, and clients with multiple companies managed in Trinet should select the Multiple companies option; For each company, enter the Company ID and Company name.

  5. Enter the Client ID that you received from Trinet in the field.

  6. Click on the Edit Client Secret button which will open a new field. Enter the Client Secret that you received from Trinet in the field.

  7. Click Next.

Fields

The fields step has already been preset, so click Next to continue.

Value mapping

Each value mapping list has two ways in which it can be configured, right in Bob’s interface or via an imported value mapping list. You may find that you only need one method or might choose to use both as needed.

Via an imported value mapping list

You may import and export any other value mapping list to Bob.

  • This method is best suited for when you have long value mapping lists.

  • Use this method to import the information in the three validation lists you’d exported from Trinet (Department, Job Title, and Location) to bob

  • Editing an existing value mapping list using an imported one will override the original value mapping list’s data.

In the Value mapping step, you may edit any of the pre-set value mapping lists and/or create additional ones:

To edit a pre-set value mapping list

To edit a pre-set value mapping list e.g., adding new job titles to the mapping list, via an imported value mapping list, follow these steps:

  1. Click on the three dot menu of the list you’d like to edit, select Edit.
  2. Click on the Source in bob dropdown to select the field from which the bob list values are derived, e.g. “Job Title”.
  3. Enter the Name of the corresponding field in Trinet, e.g. “Job Title.”
  4. Override the existing value mapping list by clicking on the import icon.
  5. Click on Select template to open a bob values list template dropdown.
  6. Scroll or search for the bob value list (derived from a bob field) you wish to use and select it.
  7. Click Download.
  8. Enter the value mapping list according to the instructions in the Excel sheet and save the document as an xlsx file.
  9. Go back to the value mapping list and click the import icon.
  10. Click on the Upload xlsx button.
  11. Search for your file and click to select it.
  12. Click Open.
  13. Click Run import to begin importing your document to Bob.

To create a new value mapping list

To create a new value mapping list, click on the + Create new button, located at the bottom of the value mapping lists. A popup will appear.

  1. Click the Source in Bob dropdown to select the field from which the bob list values are derived, e.g. “Job Title.”
  2. Enter the Name of the corresponding field in Trinet, e.g. “Job Title”.
  3. Create a mapping between a bob value and the payroll system’s value by clicking on the import icon.
  4. Click on Select template to open a bob values list template dropdown.
  5. Scroll or search for the value list you wish to use and select it.
  6. Click Download.
  7. Enter the value mapping list according to the instructions in the Excel sheet and save the document as an xlsx file.
  8. Go back to the value mapping list and click the import icon.
  9. Click on the Upload xlsx button.
  10. Search for your file and click to select it.
  11. Click Open.
  12. Click on Run import to begin importing your document to Bob.
  13. Review the value mapping list’s data for accuracy.

Via bob

Use Bob to edit and create value mapping lists:

  1. In the Value mapping step, you may edit any of the pre-set value mapping lists and/or create additional ones: To edit a pre-set value mapping list (e.g. add new job titles): Click the three dot menu of the list you’d like to edit. Select Edit. To change the field that serves as the selected list’s Source in bob field, click on its dropdown. Scroll or search for the bob field you’d like to change.
  2. To edit an existing value:

    To edit the bob value name, select the text in the Bob value field you wish to change (on the left) and enter the new Bob value name. Ensure that you use the exact name of the value in Bob.

    To edit the payroll system’s value name, select the text in the corresponding right field and enter the new Trinet value name. Repeat as needed.

  3. To add a new value, go to the row beneath the value mapping table (you may need to scroll if you’ve got many values listed): Enter the exact name of the value in bob in the left text field. Enter the exact name of the value in Trinet in the right text field. Repeat as needed. Click Done.
  4. To create a new value mapping list, click on the + Create new button.
  5. Click on the Source in bob dropdown to select the field from which the bob list values are derived, e.g. “Job Title.”
  6. Enter the Name of the corresponding field in Trinet, e.g. “Job Title."
  7. Create a mapping between a Bob value and the Trinet’s value using the following steps:
    - Enter the name of the value in Bob in the Bob value field, e.g. “Account Manager”
    - Enter the name of the value in Trinet in the field to the right of the Bob value field, e.g. “AM.”

    Note: in some instances, the list values may be similar or identical while in other instances they may vary greatly. To ensure that data transfers accurately, enter each value in the value mapping.

    - Click the + Add value button.
    - Repeat the above as necessary.
    - Click Done.
  8. Repeat the above to create different value mapping lists as needed.
  9. Click Next once you’re done with the value mapping step.

Field mapping

Begin mapping the data flow between fields and values across bob and Trinet in the Field mapping step. Trinet’s fields are already listed from the details entered in prior steps.

  1. Begin mapping the data flow between fields and values across bob and Trinet in the Field mapping step. Trinet’s fields are already listed from the details entered in prior steps.

    To view all mapped fields, including non-editable ones, switch off the Editable mappings toggle. To only view the editable fields, switch the toggle on.

    Starting from the first row, select one of the following options from the Mapped with column that will best relay the data to the specified Trinet’s field:

    - Const: a constant value used by your Trinet settings, e.g. a company code, that will be the same value in every employee’s mapped field in Trinet.
    - Exact: a field in your Trinet settings that are an exact match with a bob field, e.g. Trinet’s “Location” field is the exact match with bob’s “Site” field
    - Value mapping: a value mapping list that has been mapped in the previous value mapping step that best matches the field, e.g. “Job Title” value mapping list.
  2. Under the Source column, select the bob field or value that best corresponds with the external payroll’s field (specified in the same row):

    If “Const” was selected, enter the value in the row’s Source text field. If “Exact” was selected, scroll or search for the corresponding bob value or field, e.g. “Site”, and select it. If “Value mapping” was selected, select the value mapping list option as created from the Value mapping step, e.g. “Job title.” Repeat as needed for each row.
  3. Click Done.

Amazing, you’ve got your Trinet integration configured in bob! Next, set up the pay cycle(s) associated with Trinet.