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Ravio data requirements

This guide outlines the data requirements for connecting your HRIS to Ravio and required fields

 

Ravio data requirements

Below is a summary of what data Ravio requires from a company’s HRIS system.

✅ Use this table as a checklist when setting up your integration to make sure Ravio has the required data!

**This data is not required for the Anonymous Integration Flow

Data Category Data Point Requiredness Example Data Ravio Purpose
Basic Information Employee Name (Typically First Name, Last Name & Full Name) Required** John Smith, Jack Ashby This is used to display employee names in the Ravio App in the Standard Workflow.
  Employee Email Address Required** example@ravio.com This is used in the background to match Ravio users with employees in your HRIS data. For example, this is used for ensuring managers only see their team’s data when they log in.
Personal Details Employee Date of Birth Required dd/MM/yyyy, yyyy/MM/dd, MM-dd-yyyy etc Used in the Age calculation. Uses in Pay Equity and general segmentation of employees.
  Employee Number Required (Recommended if full flow) E17489182 Uniquely identify employees in the app when the anonymous flow is active.
Work Details Manager Name Recommended John Smith, Jack Ashby Used to identify managers in the app and correctly assign a grade/level in Ravio, also used to tie employees to a job area for benchmarking.
  Manager ID Required E17489182 Used to build the hierarchy on the Ravio side. This is critical for properly levelling your employees.
  Job Title Required Software Engineer, CEO, Account Executive Used to identify your role in the organisation for levelling purposes.
  Department Required Finance, Engineering, Commercial Used to identify your role in the organisation for levelling purposes. Also used in benchmarking against the market.
  Team Required SMB Sales, Accounting, AI Engineering Used to identify your role in the organisation for levelling purposes. Also used in benchmarking against the market.
Job Level Details Job Grade + Track and/or Job Level Required (if stored in HRIS) IC3, E2, M4… These fields define in your HRIS where these employees sit in your levelling framework. Generally these are stored in one of two ways if you use a multiple track framework: One field called ‘Job Level’ (e.g. M3, P1, S3, E2); or two fields ‘Job Grade’ and ‘Job Track’ (e.g. M/P/E in Track, and 1,3,6 in Grade).
Employment Details Employment Type Required Full Time, Part Time, Contractor Helps us identify part time workers / contractors. Used in limiting who is present in the Ravio app (e.g. if we should be hiding contractors)
  FTE Proportion Required 1, 0.8, 0.5 Used in the salary calculation to identify if someone’s lower salary is because they don’t work full time. This often comes in many formats so please declare this when initially integrating.
  Work Location Required London, UK; Madrid, Spain; This is a critical field. Can’t use the app without this information being accurate. Benchmarking just doesn’t work as they are so location dependent. Ideally this data would contain City + Country for most accurate benchmarks.
Payroll Salary Required 28000, 3500 Critical field to calculate annual salary in the Web app.
  Pay Currency Required EUR, GBP Critical field to calculate the correct annual salary in the Web app. Ensures we’re able to standardise all salaries to the same currency.
  Pay Rate Required 28000, 3500 Critical field to calculate correct annual salary in the Web app. Sometimes salaries are stored in the HRIS in their monthly format. This ensures we know that the salary is monthly, and for annual salary we have to multiply.
  Pay Period / Pay Frequency Required Monthly, Annual Critical field to calculate correct annual salary in the Web app. Sometimes salaries are stored in the HRIS in their monthly format. For example, this field ensures we know that the salary is monthly and for annual salary we have to multiply.
Lifecycle Lifecycle Status Required Active, On Leave, Terminated Critical to know whether employees are active or not. Along with termination date this drives whether we show employees in the app or remove.
  Termination Date Required dd/MM/yyyy, yyyy/MM/dd, MM-dd-yyyy etc Critical field to know when to remove employees from the app. Employees can be terminated ‘in advance’ in the HRIS so having the termination date is key to knowing exactly when the employee is leaving.
  Hire Date Recommended dd/MM/yyyy, yyyy/MM/dd, MM-dd-yyyy etc Useful in tenure calculations for benchmarking / reporting insights.
Diversity & Inclusion Gender Recommended (Required if Pay Equity) Male, Female, Other Critical for the pay equity module. Otherwise recommended for use in reporting / benchmarking insights analysis.
  Ethnicity Recommended White British Recommended for use in reporting / benchmarking insights analysis.
Equity Equity Allowance Recommended   Used to build out the total compensation insights and benchmarks. Generally this data is not stored in the HRIS, and there is a chance to upload this separately.
  Vesting Schedule Recommended   Used to build out the total compensation insights and benchmarks. Generally this data is not stored in the HRIS, and there is a chance to upload this separately.
  Grant Value Recommended   Used to build out the total compensation insights and benchmarks. Generally this data is not stored in the HRIS, and there is a chance to upload this separately.
Performance Employee Performance Rating Recommended   Recommended to enhance reporting insights and benchmarking.
  Performance Review Date Recommended   Recommended to enhance reporting insights and benchmarking.
Variable Pay Target Amount / Target Percentage Recommended   Enables access to Ravio’s variable pay / total cash benchmarks.
  Variable Pay Frequency Recommended   Enables access to Ravio’s variable pay / total cash benchmarks.
  Variable Currency Recommended   Enables access to Ravio’s variable pay / total cash benchmarks.
  Variable Effective Date Recommended   Enables access to Ravio’s variable pay / total cash benchmarks.
  Variable Reason Recommended   Enables access to Ravio’s variable pay / total cash benchmarks.

Key Fields & Common Issues

Levelling Fields

These are the fields listed in the category ‘Job Level Details’. These fields allow us to know how you level your internal employees and how they map to your levelling framework.

What should I be checking before finalising the integration?
  • Do we level employees in multiple tracks or in a single grade?
  • Is the data stored in a custom field? If so does the API have the required access?
  • What if this data is not present in my company’s HRIS?
    • If this is the case, this information can be provided separately to your CSM.

Salary Information

These are the fields that declare how much each employee earns, and how frequently they are paid and in what currency.

🚨These fields are critical to the levelling process and if there are issues with this data you will not get access to your full company data in the Ravio app before these are resolved.

What are some common issues with this data?
  • Salary Currency unclear
    • Especially in multi market company’s it is critical that we get the information about which currency each employee is paid in. Ravio will try and figure this out based on benchmarks / typical salaries for each country but this process can be inaccurate. It’s therefore much faster and easier to make sure Ravio is shared this data through the HRIS integration.
  • Holiday Allowance
    • If your company pays holiday allowance to some or all of your employees, please let Ravio know how this data is stored (if at all) in your HRIS. A common issue we run into is incorrect salaries being shown on the Ravio app due to not taking Holiday Allowance into account as we don’t know about it.
  • Pay Frequency / Pay Period Switched In HRIS
    • It’s useful to know in advance how the salary information is stored in your company’s HRIS. Especially the field that indicates how the salary is stored (monthly or annually). This is inconsistently stored between different company’s and HRIS systems, so it speeds things up to know this in advance.

Key Benchmarking Fields

These fields are used to segment the data to align with both how your company is structured and the Ravio benchmarks. This data is key in making sure we are correctly benchmarking your employee’s pay.

What are some common issues with this data?
  • Wrong department
    • A common problem is that the field for department is sometimes inconsistently stored in HRIS systems. It’s very useful to know which field contains the department beforehand so we can make sure this is correct initially.
  • Wrong location
    • Location is one of the most critical fields for correct benchmarks. Sometimes the location information is very unclear in the HRIS which can delay access to the full Ravio functionality. Ensuring that Ravio knows information like where your company’s head office is based, and ideally which city the employee works in to most accurately benchmark.

Lifecycle Status

This information is key to making sure Ravio is only showing you current employees, and terminated employees are removed from your company’s view as soon as they leave your company.

What are some common issues with this data?
  • Ravio doesn’t reflect current status
    • The most common issue here is that Ravio only has access to ‘active’ employees in your HRIS (this is typically done in the ‘permission groups’ stage of the integration).
    • When Ravio only has access to active employees, as soon as an employee’s status changes from active they disappear from the HRIS integration. This means that the last information Ravio had is that this employee is Active, and we don’t receive any information to change this. Therefore the employees remain as ‘active’ in Ravio.
  • Employees still appearing even though they are terminated
    • The above is also the most common issue with terminated employees appearing incorrectly in Ravio. However there is another issue where Ravio cannot access the termination date. This field is key in knowing when to remove an employee from the My Company view, so without this Ravio cannot accurately do that.