Docebo Integration

1. Overview
2. Key Features
3. How It Works
4. Data Field Mappings

Overview

The Administrate-Docebo Integration eliminates manual work by syncing ILT/vILT operations (scheduling, planning, resources, learners, compliance) in real time, while keeping Docebo as the sleek, single front-end for learners.

• For Admins: Run all instructor-led classroom management, training operations, scheduling, planning, communications in Administrate - no double entry, no errors.
• For Learners: A polished Docebo experience with always-accurate enrollments, progress tracking, and content access.

Key Features

1. People Sync: Always up-to-date user data

• Initial Setup: Pull users and branches from Docebo into Administrate
• Ongoing Sync: Bi-directional sync updates for users and branches. (Contacts and Accounts)

2. Course, Event & Session Sync (Administrate → Docebo)

• Automatically sync ILT, vILT, and e-learning courses from Adminsitrate to Docebo

• Real-time updates for schedules, sessions, instructor assignment - all relevant class information. Learners always see the latest details.

3. Content Metadata Sync (Docebo → Administrate)

• Training content lives in Docebo. Titles, Description, Content Type, and other metadata information sync back to Administrate.

4. Learner Provisioning (Bi-Directional)

• New Learners (users) in Docebo are provisioned as Contacts in Administrate

• New Contacts in Adminisrate are provisioned as Users in Docebo

5. Learner Enrollment & Completion (Bi-Directional)

• Enrollments made in either system sync instantly.

• Course completions, cancellations, attendance updates in real time, ensuring accurate tracking and reporting.

How It Works

Pre-requisites

Before setting up the integration, ensure you have the following:

• Public Key from Administrate: Download it by going to Administrate → Control Panel → LMS Integration → Download Public Key. 
  

• Docebo API Management Access: This key must be configured in Docebo to authorize the Integration. You'll need to be a Power or Super User.

Setting up Docebo integration

1. Configure Docebo for the Integration

   • In Docebo, click on the Control Panel (Cogwheel Icon).

   • Under API and SSO, click Manage. If you don’t see API and SSO, click on "Add New Apps" then select ‘Activate’ next to it.

   • Select API Credentials, then Add Oauth2 app.

   • Fill in the required fields:

     • App Name: Choose any name.

     • Description: Choose any description.

     • Client ID and Secret: You can define any value here.

     • Redirect URI: Set it to https://lms-integration.administratehq.com/oauth/callback

     • Under show advanced settings, select JWT bearer (only).

     • Upload the Public Key downloaded from Administrate (As mentioned in the pre-requisites section)

     • Copy the Client ID for later use in Administrate.
       

2. Configure Administrate for the Integration
   
   

   • In Administrate, go to Control Panel → LMS Integration

     • Set the Vendor to Docebo

     • Enter the Domain (the Docebo instance URL without the https://).

     • Enter the Client ID copied from Docebo.

     • Enter the Username used (it should be a Power User in Docebo).

     • Click Submit

     • Upon submission, Administrate will automatically create the necessary webhooks in both platforms. Once completed the connection status will display 'Connected'.

Initial Sync

Flow: Docebo to Administrate.

Purpose: When the integration is first set up and successfully connected, it will sync all Branches and Users from Docebo into Accounts and Contacts in Administrate. 

Sync Rules

Branches in Docebo are matched to Accounts in Administrate based on the Branch Name:

1. If an external_id exists (previously matched), update the information in Administrate.

2. If not, attempt to match by name:

   • If a match is found, link the entities (set an external_id).

   • If no match is found, create a new Account in Administrate and link it to the Branch.

Users

Users in Docebo are matched to Contacts in Administrate based on their email address. If an email address doesn’t exist, matching is attempted using the first and last name:

1. If an external_id exists (previously matched), update the information in Administrate.

2. If an email address exists:

   • Match by email.

   • If a match is found, link them (set an external_id).

   • If no match is found, create a new Contact in Administrate and link it.

3. If an email address doesn’t exist, match by first and last name:

   • If a match is found, link them.

   • If no match is found, create a new Contact in Administrate and link it.

Individual Accounts in Administrate

Individual Accounts refer to sole traders or self-employed individuals who operate independently and are not affiliated with a larger organization that your business trades with. Unlike corporate accounts, Individual Accounts are managed as standalone entities with no hierarchical ties to a broader organization.

• Docebo users that are under the root branch are synced to Adminsitrate as Individual Accounts.

• Moving a user from the root branch in Docebo to another branch will trigger a sync. This decouples the Contact from the original Individual Account and moves it to the corresponding new Account. The original Individual Account remains in the Administrate system.

Training Catalog Sync

Overview

• Flow: Administrate to Docebo

• Purpose: This sync enables training teams to continue using Administrate for resource planning and event scheduling, ensuring a seamless flow of Courses, Events, and Sessions to Docebo for learner consumption.

Sync Rules

Templates

• Creating a Template in Draft with Learning Mode set to Classroom or Blended will create a Course of type Instructor-Led Training in Docebo.

• Templates with Learning Mode set to Self-Paced are not synced to Docebo.

• Publishing a Template in Administrate sets the corresponding Course as published in Docebo.

• Self-Paced Events in Administrate are synced as Courses with type e-Learning in Docebo.

Events and Sessions

• Events in Adminstrate correspond to Sessions in Docebo

• Sessions in Administrate correspond to Events in Docebo

• Once an Event is published in Administrate, it is synced as a Session in Docebo

• Active Sessions in Administrate sync to Docebo Events.

• Cancelling an Event or Session in Administrate will delete the corresponding entity in Docebo.

Content Metadata and Training Material Sync

Overview

• Flow: Docebo to Administrate

• Purpose: Content creators can upload Training Materials to Docebo and assign them to Courses. Administrate automatically keeps track of available training materials as a record.

Sync Rules

• Training Materials metadata is synced to Administrate at both the Template and the Event as External Activities.

• A Docebo E-Learning Course maps to an Administrate Event, the Docebo Course has no Sessions. When uploading Training Materials on the Docebo Course, it syncs to the Administrate Event.

• A Docebo ILT Course maps to an Administrate Template, the Docebo Course has Sessions which map to an Administrate Event. When uploading Training Materials on the Docebo Course we sync to the Administrate Course Template and all future Administrate Events on that template.

Learner Sync

Overview

• Flow: bi-directional

• Purpose: Automatically provision, update, and de-provision users in Docebo while also creating and updating accounts and contacts in Administrate. This ensures learners remain synchronized across both platforms.

Sync Rules

• Creating Accounts and Contacts in Administrate will sync as Branches and Users in Docebo. Likewise, creating Branches and Users in Docebo will sync as accounts and contacts in Administrate.

• See Initial Sync for matching logic and data sync.

• Merging user Profiles in Docebo is not supported.

Learner Enrollment Sync

Overview

• Flow: bi-directional

• Purpose: This integration ensures that learners are automatically enrolled in events and sessions, regardless of where the registration occurs. Whether learners enroll through Docebo, a website, or via internal automated rules (e.g., new hires automatically enrolled in training plans), the system ensures enrollment consistency across platforms.

Sync Rules

• Student Registration on Events:

  • Administrate: When a student is added to an event, they are automatically enrolled in the corresponding Docebo Session.

  • Docebo: If a learner registers for a Session through Docebo, the system will sync their registration with Administrate.

• Self-Paced Events:

  • Adding a student to a self-paced Event in Administrate will automatically enroll them in the corresponding Docebo e-learning Course.

  • Similarly, enrolling through Docebo will ensure that the registration syncs to Administrate for the appropriate self-paced event.

• Classroom Events:

  • Adding a student to a Classroom Event in Administrate will enroll them in the corresponding Docebo Session (live training).

  • Similarly, enrolling through Docebo will ensure that the registration syncs to Administrate for the appropriate classroom event.

• Transferring Students Between Events:

  • If a student is transferred from one event to another in Administrate, the system will automatically:

    • Un-enroll them from the current Docebo Session.

    • Enroll them in the new Docebo Session.

• Cancelling Enrollments:

  • Cancelling a student’s enrollment in an event through Administrate will automatically un-enroll them from the corresponding Docebo Session.

  • Similarly, un-enrolling a student in Docebo will trigger the cancellation in Administrate as well.

Learner Result Completion

Overview

• Flow: bi-directional

• Purpose: This integration ensures that learners are automatically enrolled in events and sessions, regardless of where the registration occurs. Whether learners enroll through Docebo, a website, or via internal automated rules (e.g., new hires automatically enrolled in training plans), the system ensures enrollment consistency across platforms.

Sync Rules

• Marking a Learner as Completed

  • When a learner is marked as “Passed” in an Administrate Event, the system automatically updates their status to “Completed” in the corresponding Docebo Session.

  • Likewise, if a learner is marked as Completed in a Docebo Instructor-led Training Session, their completion status is updated in Administrate.

• Marking a Learner as ‘Failed’ or ‘Not Recorded’

  • If a learner is marked as Failed or Not Recorded in an Administrate Event, their status will be set to In Progress in the corresponding Docebo Session to allow for further actions.

• Reverting Completion Status

  • Marking a learner as Incomplete in a Docebo Instructor-led Training Session updates their status to Not Recorded in the corresponding Administrate Event.

Locations Sync

Overview

• Flow: Administrate → Docebo

• Purpose: Ensures the Event location set in Adminsitrate is automatically synced to Docebo, allowing learners to view the correct Location or Venue details for their scheduled Training Session.

Sync Rules

• Any Location assigned to an Event in Administrate will be automatically reflected in the Corresponding Docebo Session

• Locations will remain in Sync between Doceboa and Adminsitrate.

Monitoring, Logs, and Maintenance

To ensure the smooth operation of the Administrate Docebo integration, you can monitor the sync logs and troubleshoot potential issues within Administrate.

Accessing Sync Logs

1. In Administrate, go to Control Panel → Integration Logs → LMS Integration (Docebo)

2. You can view all the sync history from this panel, including successful and failed attempts.

Integration Health Dashboard Widget

Administrate provides an at-a-glance view of your integrations' health. This is important so that if, and when issues arise, it is automatically surfaced - no manual digging. 

Data Field Mappings

Accounts and Contacts

Docebo Field	Administrate Field
branch_name	Account Name
User - First Name	Contact - First Name
User - Last Name	Contact - Last Name
User - Email	Contact - Email

 

Templates

Docebo Field	Administrate Field
Code	Code
Title	Name
Course Summary	Description
Learning Mode	Course Type
Life Cycle State	Status
Language	Language

Events and Sessions

Docebo Field	Administrate Field
Title	Name
Code	Session Code
Max Places	Max Enroll
Registration Deadline	Subscription Deadline
Start Date	Start Date
End Date	End Date
Location	Location
Instructors	Instructors

Training Materials / Content

Docebo Field	Administrate Field	Notes
course_id	course_template_resources.course_id
training_material_name	course_template_resources.description	Name/description of the material.
training_material_id	CourseTemplateLmsContent.external_id	Stored as: docebo_training_material_id
training_material_type	course_template_resources.external_activity_description	Type of content (e.g., SCORM, video).