This document outlines the process for generating employee data reports in Rippling, transmitting the file to TeamOhana, how fields are mapped, and the steps followed to process the data once received.

Report Generation in Rippling

The customer will need to generate two reports for employee data to be sent to TeamOhana. The first being a customized employee roster report, and the second being a customized change report. Below we will share the minimum steps needed to collect or generate this data, and how to send it to TeamOhana.

Please note that every customer should only use this as a reference to understand the Rippling report process – as the actual report generated should be customized based on the guidance from your TeamOhana Implementation Manager. 

Steps to Generate the Employee Roster Report

1. Logged in via an Rippling Admin user role > Navigate to Reports

2. Create Report using the existing Employee Roster template

3. Ensure the report includes the required fields:

*Each organization will likely need additional fields based on their set up (i.e any variable fields, job role). This guide is only referencing at a minimum what we should capture, but please work with your Implementation Manager on confirming all necessary fields for your organization. 

• Rippling Permanent Profile Number

• Rippling Profile Number

• Employee / Employee Name

• Legal First Name

• Legal Last Name

• Start Date

• Last Day of Work

• Employee Work Email

• Job Title

• Department

• Department Path

• Manager Name

• Compensation Time Period

• Manager Work Email

• Employment Status

• Base Compensation (please remove field “Annual Compensation”)

• Base Compensation - Currency

• Employment Type Name

• Work Location

• Employee ID (this can only be added when you are setting up the workflow automation - noted in step 7)

4. Customize the report to include all active, terminated, and hired employees

5. Ensure that the file name starts with “hris_”

6. Run + Save the report to generate the latest employee dataset

7. Export the report in CSV format + mark the report to include Employee ID
   
   

Steps to Generate the Change Report

1. Logged in via an Rippling Admin user role > Navigate to Reports

2. Create Report using the existing Change History template

3. Ensure the report includes the required fields:

*Each organization will likely need additional fields based on their set up (i.e any variable fields, job role). This guide is only referencing at a minimum what we should capture, but please work with your Implementation Manager on confirming all necessary fields for your organization. 

• Employee / Employee Name

• Employee Work Email

• Field changed

• Old value

• New value

• Effective date

• Requested date

• Changed by

• Reason

• Event type

• Rippling Profile Number

• Permanent Profile number

• Compensation currency

• Compensation time period

• Employee ID (this can only be added when you are setting up the workflow automation - noted in step 7)

4. Customize the report to filter out Annual Compensation from Old Value/New Value, and to only include active and terminated employees.

5. Ensure that the file name starts with “change_history_”

6. Run + Save the report to generate the latest employee dataset

7. Export the report in CSV format + mark the report to include Employee ID

Notes

The report should maintain a consistent column structure to ensure reliable ingestion. Always alert TeamOhana ahead of any data structure changes.

Report Transmission to TeamOhana

Once the reports are generated, the customer configures Rippling to automatically send the report to TeamOhana via secure email workflow.

Delivery Method

The report should be sent through an automated Rippling report schedule to the following secure inbox:

files@teamohana.com

This inbox is a secured email endpoint used for receiving HRIS data files.

Steps to Configure Automated Delivery in Rippling

1. Navigate to Workflow Studio in Rippling.

2. Create new workflow

3. Customize new workflow to send automated email

4. Ensure the automated email is based on a set schedule

   • Every Monday - recommended EOD

5. Configure the delivery settings:

   • Add Action: Add send file and attach the two reports

   • External Recipient: files@teamohana.com

   • Format: CSV

   • Frequency: Based on the agreed schedule (Monday, weekly).

   • Needed: Employee ID to be included in both reports

6. Save the scheduled report / workflow

Once configured, Rippling will automatically send the report to TeamOhana at the scheduled interval.

Rippling → TeamOhana Field Mapping

When the report is received, the data fields from Rippling would be mapped to corresponding fields in TeamOhana. *Exact field mapping may differ than the below example - your TeamOhana Implementation Manager will help determine best mapping.

Mapping Considerations

• Employee ID is used as the primary identifier for updates.
  

• Manager mapping requires the manager to already exist in the dataset.
  

• Compensation fields are used for forecasting and headcount planning when applicable.
  

If new fields are introduced in Rippling, the mapping should be reviewed before ingestion.

Report Processing by TeamOhana

Once the file is received, the TeamOhana team performs a structured ingestion and validation process.

Step 1 — File Validation

The team verifies:

• File format (CSV)
  

• Required columns are present
  

• No structural changes were made
  

• Data completeness
  

If issues are detected, the customer will be contacted before ingestion.

Step 2 — Data Preparation

The dataset is prepared by:

• Cleaning formatting inconsistencies
  

• Validating employee identifiers
  

• Verifying manager relationships
  

• Confirming department alignment
  

Step 3 — Data Ingestion

The processed file is uploaded into TeamOhana.

During ingestion the system will:

• Update employee records
  

• Sync reporting structures
  

• Update department assignments
  

• Refresh workforce planning data

Step 4 — Post-Processing Validation

After ingestion, the team verifies:

• Employee counts match the report
  

• Reporting hierarchy is correct
  

• Departments and roles mapped correctly
  

• No ingestion errors occurred

Step 5 — Confirmation

Once validation is complete:

• Any discrepancies are flagged for correction

Troubleshooting

Common issues include:

• Missing employee IDs
  

• Incorrect department values
  

• Manager not present in dataset
  

• Structural changes to the report
  

• Missing required fields

If issues occur, the customer may be asked to regenerate the report.

Process Summary