Integration
Xplor
Two-way: roster in, compliance status out.
A field-by-field guide for wiring Xplor's exports into Ratio's open API — roster in, compliance status back out, so the roster you pay staff from is the roster you prove compliance with.
What comes into Ratio
- Educators and their position titles
- Employee numbers used on your payroll
- Qualification and certificate records with expiry dates
- Certificate attachments where they exist
What Ratio sends back
- Per-staff compliance status (valid, expiring, expired, incomplete)
- Centre-level compliance summary
- Alerts feed at 90, 30 and 7 days
How the fields map
Each record from Xplor lands on a specific field in Ratio. Status is calculated from the expiry date every time a page or report is opened.
| Xplor field | Ratio field | What happens |
|---|---|---|
| Employee / educator record | Staff record | Matched on work email first, then full name. Existing staff are updated, not duplicated. |
| Employee ID or payroll number | Contract number | Kept on the staff record and printed on the assessor evidence pack. |
| Position / role title | Role | Free text. Used for grouping the roster and for first aid coverage counts. |
| Qualification or certificate name | Credential type | Mapped to Ratio's credential catalogue (WWCC/Blue Card, first aid, anaphylaxis, asthma, CPR, qualification, police check). |
| Card / certificate number | Credential number | Stored as entered. Ratio records it; it does not verify it against a register. |
| Issue and expiry dates | Issued / expires | Expiry drives the live 90/30/7-day status at render time. Missing expiry shows as incomplete. |
| Attached certificate file | Evidence file | Images and PDFs up to 15 MB are stored against the credential. |
| Site / centre | Centre | Staff can belong to more than one centre in a group. |
Webhooks you can subscribe to
- credential.expiring
- credential.expired
- staff.updated
Every delivery is signed so your system can verify it came from Ratio.
Worth knowing
- This page is an integration guide for Ratio's open REST API and webhooks — not a turnkey connector installed with one click. Your platform contact or IT person wires it up once.
- No child, family or enrolment data is read or stored.
- Ratio records what you send. It does not check the state screening register for you.