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Map Your Fields

When you connect a data source, Oho reads your people and their credentials automatically. But your source has its own names for things — its own organisations, its own qualification names, its own status codes — and Oho needs to know which Oho value each of those lines up with. Matching them is the Map your fields step when you set a source up.

You don't do this from memory. The setup screen shows the values it found in your source and asks you to pick the Oho value each one maps to. What it asks about depends on the source — it only shows the things that source actually sends.

What you'll end up with

Your source's values landing in the right place in Oho — people in the right organisation, the right credentials queued for verification, and active/inactive status that matches reality.

What you map​

The mappings you see vary by connector, but they're usually some of these. IntelliHR, for example, asks you to map Organisations, Qualifications, and Worker Status.

Organisations​

Your source's organisation, company, or business-unit values → your Oho organisations. This puts each worker in the right organisation, so the right people can see them and compliance is counted in the right place. A worker belongs to exactly one organisation — see Workers.

Qualifications and credentials​

Your source's qualification, certification, or licence names → Oho credential types. This is what turns a "WWC Check" in your HR system into a credential type Oho can verify against the register. A qualification you don't map still imports as a record, but Oho can't verify a type it doesn't recognise.

Worker Status​

Your source's employment-status values → Oho's worker status (ACTIVE, INACTIVE, ON_LEAVE, TERMINATED). This keeps active staff in your live reports and drops leavers out of them, instead of everyone showing as active. See Active vs. inactive.

How mapping works in setup​

During setup, Oho lists the distinct values it found in your source for each thing that needs mapping, and you choose the Oho value for each one. The mapping is saved with the connection and reused on every sync, so you set it once. If a new value turns up in your source later — a new organisation, a qualification you haven't seen — it's flagged so you can map it, rather than slipping through unnoticed.

Example: IntelliHR

Connecting IntelliHR, the setup screen asks you to map three things: your IntelliHR Organisations to your Oho organisations, IntelliHR Qualifications to Oho credential types, and IntelliHR Worker Status values to Oho's ACTIVE / INACTIVE / ON_LEAVE / TERMINATED. Map them once and every IntelliHR sync applies the same rules.

Recognising the same person again​

Separate from value mapping, Oho has to recognise when an incoming record is someone it already has — otherwise a re-sync would create duplicates. It does that with a match key:

  • File imports (Excel, Google Sheets, SFTP): the worker's Work Email.
  • HRIS / ATS integrations: your upstream record ID, carried on source.externalId (for example a Workday Employee ID or an IntelliHR person ID).

On each sync a match updates the existing person in place; no match creates a new one. Keep the key stable and populated and re-syncs stay clean. More in Workers → Linking to your HR system.

What needs mapping is source-specific​

Every connector sends different things, so the setup screen — and each connector's integration reference — tells you exactly what it asks you to map. Spreadsheet imports (Excel, Google Sheets) are the exception: they use a fixed template, so there's nothing to map as long as you keep the template's column headings.