Pay equity mapping — guide and workspace

This year’s pay equity mapping lives on one page, Pay equity mapping {year}, with three tabs, laid out the same way as Salary Review:

Guide — one checklist in the right order, with a counter (“3/9”). Start here in your first year.
Workspace — this year’s figures (employees in the data, work groups, flagged differences, unjustified cases, corrections open) and shortcuts to Overview, Group Insights, Individual Analysis and Action Plan.
Annual report & archive — the written documentation for this year and every earlier year (see Annual report & archive).

In the menu the two entry points are called Guide & workspace and Annual report & archive. An organisation that has not generated an annual report yet opens on Guide; otherwise the page opens on Workspace.

The nine steps. Each row shows one line of live status from your real data and one button that goes to what is missing right now. The step with the filled button is the next one to do.

Define employer and year — the legal employer and headcount on 1 January, with its source (in the annual evidence). The evidence can be filled in before the annual report is generated. The step is done when the employer and the number are confirmed, the same rule as in step 9.
Prepare the employee and pay data — the mapping must cover every employee at the employer, with the correct pay, gender, employment rate and group. The status line shows exactly what is missing, for example “24 employees in the data · 24 included in the analysis · 2 missing an equal-work group or job category · 1 missing an employment rate · coverage not confirmed”. The checks only run on those included; someone deliberately excluded needs no data but counts as “not included” so the exclusion gets reviewed. A recorded answer such as “Non-binary” does not count as missing gender.
- Review who is included opens the employee list filtered to Needs review (not included, or missing something), with the Include in analysis, base salary, gender, employment rate and equal-work group columns shown. Filter buttons with counts sit at the top: Needs review, Not included, Missing pay, Missing gender, Missing employment rate, Missing group and All. Your saved columns and filters are not changed. With an empty list the button is Go to the employee list.
- Once the data is complete the status says “the data is complete — confirm the coverage”, and the button goes straight to the coverage confirmation in this year’s evidence under Annual report & archive, where it is recorded (the link is also under Details).
- The step is done when every check passes and the coverage is confirmed. If your role cannot read the employee list, only the counts and coverage are shown, and the step is done once the coverage is confirmed.
Pay provisions and practices — the pay policy in Policies and your analysis of how it is applied in practice (Chapter 3, Section 8(1) of the Swedish Discrimination Act). Done only once the practice analysis is in the annual evidence.
Describe equal and equivalent work — “N of M” work groups in use have criteria. The button opens Salary Mapping → Job evaluation, where the groups and their criteria are recorded. Under Set it up, step by step (open until the step is done) the setup is listed in order, each with its own status and link:
1. Create equal-work groups — how many groups exist.
2. Define the evaluation criteria — the four statutory criteria (knowledge and skills, effort, responsibility, working conditions) and how many of your own you have added.
3. Assess each group — “N of M groups have complete criteria”: every criterion, your own included, must be scored 1–5. Groups used in the staff list but not yet assessed are counted too.
4. Job categories and levels (if you use them) — shown only when the Job categories feature is on, and optional.
5. Assign employees to groups — “N of M employees in the analysis have an equal-work group or job category”. The link opens the staff list with the Equal work group column shown.
The step is done only when sub-steps 1–3 and 5 are done.
Map and analyse — flagged differences still missing a justification, and this year’s analysis in the evidence.
Justify and correct — a correction plan and linked action item for every unjustified difference.
Plan access and collaboration — at least one logged consultation and a data-protection record.
Prior-year follow-up — an evaluation of last year’s measures (or why none apply).
Document and generate the annual report — all seven parts of the written documentation. Details shows each part separately. For the current year the parts show the saved evidence. If you saved something after the last generation, it says that it is not in the frozen report yet, and the step is done only once you have regenerated.

The step’s context comes with you. When you open a page from a step (the employee list, Job evaluation, Policies, Individual Analysis, Action Plan, Salary Review or Annual report & archive), a bar at the top shows “Pay equity mapping · Step 2 of 9 · …”, one sentence on when the step is done, and Back to the guide, which opens the guide on that same step. When you save something on the page the evidence is read again; once the step is done the bar says Step complete and Continue to the next step takes you to the next step that is not done. The bar disappears when you go to another page, switch organisation or log out, and it never shows when you open the page directly from the menu. Switching language translates the bar without losing the step.

Progress per legal employer. When this year’s evidence is kept per legal employer, the box Annual evidence per legal employer appears at the top of the Guide tab and on the Workspace, for example “Vasa Verkstad AB 7/9 · Nordlys Software ApS 3/6”. The numbers count the confirmed items per employer: employer and headcount, the dated analysis with the coverage confirmation, the outcome, cooperation, last year’s evaluation and each equal work group in the employer’s own analysis. An organisation with one employer sees no such box.

A step is done only through saved evidence. There is no checkbox to tick. The status is computed from the same data as the pages the steps link to, so the guide can never show anything other than what is actually recorded. Steps that depend on a feature that is turned off show “Not enabled”. A green tick is a work aid, not a certificate of legal compliance.

About the legal requirements (collapsed at the bottom of the Guide tab) shows which duties apply at your size and the five statutory areas of active measures:

Annual pay mapping is required regardless of size (Chapter 3, Section 8). Written documentation is required from 10 employees on 1 January (Sections 13–14). From 25 employees all active-measures work must be documented.
The count is by headcount (not full-time equivalents) for the whole legal employer on 1 January, not what you personally can see. Size labels step 9 as “Required by law” or “Good practice” but never locks anything.
The guide covers only one of the five areas (pay and other terms of employment). The other four are handled outside this tool.

The legal requirements in other countries. The section is shown for every country and is built from a legal profile per country, with the same four parts: Which requirements apply to you (size thresholds counted with that country’s own thresholds), What the law covers (each area marked “Covered by this guide” or “Not covered by this guide — track separately”), Sources (links to the law text and the authority) and Status (in force, pending or preparation). The country comes from the legal entities the employees belong to.

Sweden — as above, unchanged, plus sources (the Discrimination Act, DO) and status.
Denmark — the Equal Pay Act (ligelønsloven): the right to disclose your own pay (§ 2a, every employer), gender-segregated pay statistics from 35 employees for job groups (DISCO code) with at least 10 men and 10 women (§ 5a) or an equal pay report, and the pending transposition of the EU pay transparency directive (reports from 100/150/250 employees, pay transparency in recruitment). Sources: retsinformation.dk and STAR. The pay statistics area links to the Danish pay statistics page.
Norway (own profile) — the Equality and Anti-Discrimination Act: equal pay for the same work or work of equal value (§ 34), an activity duty for every employer (§ 26), pay mapping by gender and involuntary part-time work every other year with risk analysis, measures and documentation for employers with more than 50 employees (and every public employer) or 20–50 employees when a party requests it, and a reporting duty (§ 26 a). The EU directive is shown as “possibly coming”, since it reaches Norway only through the EEA. Sources: lovdata.no and LDO.
Finland (own profile) — the Equality Act (tasa-arvolaki): a gender equality plan with a pay survey at least every two years from 30 employees, drawn up with the employee representatives, and the pending transposition of the EU directive. Every point is marked uncertain (the finlex text could not be read; the content follows the Ombudsman for Equality’s guidance). Sources: finlex.fi and tasa-arvo.fi.
Poland (own profile) — the Labour Code (Kodeks pracy): equal pay for equal work or work of equal value (art. 18³ᶜ), equal treatment (art. 18³ᵃ), pay information to job applicants and gender-neutral job ads (art. 18³ᶜᵃ), and the rest of the EU directive as pending. Sources: ISAP (isap.sejm.gov.pl) and PIP.
Other EU/EEA countries — an EU baseline from Directive (EU) 2023/970: art. 5 (pay before employment), art. 7 (right to information), art. 9 (reports from 100, 150 and 250 workers) and art. 10 (joint pay assessment at an unjustified gap of at least 5 %). Always labelled Preparation — check national law.
Countries outside the EU/EEA — a neutral text (“No legal profile for this country — the guide shows a general way of working”) and a Show the EU baseline anyway button.

If the organisation has legal entities in several countries, one block is shown per jurisdiction. Outside Sweden, size is counted on the employer-recorded headcount when the organisation is in one country only, otherwise on the staff register (an estimate). Points we are not sure of are marked Uncertain — check with a lawyer. The content is a work aid, not legal advice. The guide’s steps use neutral wording without Swedish sections for organisations outside Sweden.

The page requires server-side pay-equity justifications to be enabled for your organisation and the Guide & workspace permission (the Annual report & archive tab requires the Annual report & archive permission). A role with only Guide & workspace sees every step, but not the annual report’s consultation log and documentation plan — a short notice on the Guide tab explains this, and those steps then show as not done.

Step 3: pay policy coverage. When the “Scoped policies” feature is on, step 3 shows how many employees in the analysis are covered by at least one pay policy reviewed this year, for example “41 of 45 employees in the analysis are covered by at least one reviewed pay policy”. Details lists every pay policy that applies to anyone in the analysis, with whom it applies to and how many employees it covers. If someone is not covered, or an applicable policy has not been reviewed this year, a warning is shown, for example “4 of 45 employees are not covered by a pay policy reviewed this year”. The link “Show who has no policy” opens the staff list filtered to exactly them. The step can still be marked done once the pay-practice analysis is saved; the warning shows what remains. The guide shows counts only, never salaries.

Step 0 – Legal entities and import. At the top of the Guide tab, before the nine steps, the guide shows where everything starts: first the legal entities, then the employee import. The order matters — every employee in the import is linked to a legal entity, and the entity’s country decides which law, currency and reporting duties apply. The button opens Company settings ▸ Legal entities until at least one entity exists, and the employee import after that. Details links to the entities, to the import template (Excel, with the columns the pay equity mapping reads) and to the import. The step is done when at least one legal entity exists and employees are imported. If legal entities are not used, the organisation counts as one employer and only the import is needed.

Setup. The Setup box (collapsed, below step 0) lists the five settings the analysis depends on, each with a status and a button: legal entities, system parameters and explanatory factors, job evaluation, salary ranges and custom fields. Salary ranges and custom fields are optional. A status that cannot be read shows a dash, never a zero.

The EU pay transparency directive. Below the nine steps, a separate block for Directive (EU) 2023/970 appears when any of the employees’ legal entities is in an EU or EEA country. An organisation without such an entity does not see it. The steps, each with a button to where the work is done:

Gender pay gap report (art. 9) — how often, and when the first report is due, at your size: every year from 250 workers, every three years from 150 and from 100. Done when this year’s report is frozen in the annual report. The button opens the EU report.
Attest and submit the report (art. 9) — management attestation, submission to the monitoring body and distribution to workers. Done when all three are recorded for the current version. Without this year’s annual report the button goes there first.
Joint pay assessment (art. 10) — shown only when the report has categories with a gap of at least 5 % to review. Done when the assessment is recorded.
Requests for pay information (art. 7) — the number of open requests and when the oldest is due. Overdue ones are marked. The button opens the Requests for pay information (art. 7) page.
Pay transparency in recruitment (art. 5) — open vacancies and how many lack a pay range. Done when no open vacancy lacks one.

Below 100 workers the art. 9 and 10 steps are hidden, and the block explains why. The right to information and recruitment transparency apply to every employer. The directive is still being transposed into national law, so thresholds and dates may change. Steps that depend on a feature that is turned off show “Not enabled”.

Below 50 workers the block also shows a note on article 6(2): a country may exempt employers with fewer than 50 workers from making the criteria for pay progression available. No country has decided yet, so the note tells you to check national law and is marked uncertain. The criteria for pay and pay levels always apply, whatever the size. The note is not a step and does not change how many steps are done.