Skip to main content

Docebo Integration

Updated

  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, and 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 pulls users and branches from Docebo into Administrate.
  • Ongoing bi-directional sync keeps Contacts and Accounts aligned.

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

  • Automatically sync ILT, vILT, and e-learning courses.
  • Real-time updates for schedules, sessions, and instructors.

3. Content Metadata Sync (Docebo → Administrate)

  • Training content remains in Docebo while metadata syncs back to Administrate.

4. Learner Provisioning (Bi-Directional)

  • New Docebo users provision as Contacts in Administrate.
  • New Administrate Contacts provision as Docebo users.

5. Enrollment & Completion Sync (Bi-Directional)

  • Enrollments sync instantly.
  • Completions, cancellations, and attendance update in real time.

6. Resources

  • Resources sync to Docebo as classrooms when you add them to sessions. 
  • Configure which room types sync as classrooms in Integration Settings.

How It Works

Pre-requisites

  • Download the Public Key in Administrate: Control Panel → LMS Integration.
  • Configure Docebo API credentials (requires Superadmin access).

Setting Up the Integration

  1. Configure Docebo
    • Control Panel → API & SSO → Manage.
    • Add OAuth2 app.
    • Redirect URI: https://lms-integration.administratehq.com/oauth/callback
    • Upload the Administrate public key.
  2. Configure Administrate
    • Control Panel → LMS Integration.
    • Select Vendor: Docebo.
    • Enter Docebo domain (do not include https://).
    • Enter Client ID and Docebo Superadmin credentials.
    • Submit

  3. Configure Sync Mode and Field Mapping

    Select which Sync Mode you prefer, the two options are:

    1. Branch Per Account: Choose this mode if you want each account in Administrate to have its own corresponding branch in Docebo. Each account will sync directly to its own branch.
    2. All Accounts in One Branch: Choose this mode if you want all accounts to sync under a single branch in Docebo. When you select this mode, you must pick a default branch where all accounts will be placed.

Initial Sync

Flow: Docebo → Administrate

Branches sync to Accounts. Users sync to Contacts using email or name matching logic.

Training Catalog Sync

Flow: Administrate → Docebo

  • ILT and Blended templates sync as Instructor-Led courses.
  • Publishing templates syncs to Docebo automatically.
  • Event/session changes sync in real time.

Content Metadata & Training Material Sync

  • Training materials metadata syncs as External Activities.
  • ILT courses map to Templates; Sessions map to Events.

Learner Sync

Flow: Bi-directional

Users stay synchronized between Administrate and Docebo. How branches are handled depends on the selected sync mode:

  • Branch Per Account: Each account maps to its own branch in Docebo. Users will always be kept in sync within their branch.
  • All Accounts in One Branch: All accounts are synced once to the selected default branch. Subsequent branch changes in Docebo do not affect the sync.

Data Field Mappings & Source of Truth

Standard Field Mappings (Administrate → Docebo)

When Course Templates and Events are synced from Administrate to Docebo, the following standard fields are mapped:

  • Course Title → Docebo Course Name
  • Course Code → Docebo Course Code
  • Language → Docebo Course Language
  • Course Category → Docebo Course Category
  • Max Places (Event level) → Docebo Session capacity
  • Course Description → Docebo Course Description

ILT and Blended Course Templates sync as Instructor-Led Courses in Docebo. Sessions in Administrate sync as Sessions within the corresponding Docebo Course.

Event Mapping (Event = Session in Docebo)

  • Code → Session 'Code'
  • Title → Session 'Name'
  • Maximum Students → Session 'Maximum enrollments'
  • Virtual Classroom → Event collaboration tool. 
    Virtual Meetings is one-way from Administrate to Docebo. When a virtual classroom (e.g. Zoom) is set in Administrate, it will sync to Docebo and overwrite any existing value. If a virtual classroom is configured directly in Docebo, it will not sync back to Administrate. However, it will be preserved in Docebo and will not be cleared or overwritten by the auto-heal process - even if the corresponding field in Administrate is empty. Administrate will only populate Docebo when a value is explicitly provided in Administrate.
    • Known Limitation: If a virtual classroom is configured in Administrate and synced to Docebo, then subsequently removed from Administrate, the virtual classroom settings in Docebo will not be updated or cleared. For now, any changes in this scenario will need to be made directly in Docebo.
    • Coming Soon: We're planning to introduce VILT Settings within the integration, giving you control over which system acts as the source of truth for virtual classroom configuration. This will allow for full bi-directional awareness between the two platforms and will resolve the current limitation.

Session Mapping (Session = Event in Docebo)

  • Code → Administrate requires a code for each session. This code is typically the same as your event's code and is automatically set when you create an event. This field does not sync to Docebo because Docebo doesn't support a code on events
  • Title → Event 'Name'
  • Start Date/Time → Event date & Event start time
  • End Date/Time → Event end time
  • Location → Event venue location
  • Time Zone → Event Time Zone
  • Instructor → Event instructor
  • Resource (room type) → Event classroom

Custom Field Mapping

The integration supports mapping of Custom Fields across the following entities:

  • Users
  • Branches (Only applicable if the Sync Mode is set to 'Branch Per Account')
  • Courses
  • Sessions
  • Enrollments

Custom Field mappings are configured in:

Control Panel → LMS Integration → Field Mappings

Only fields explicitly mapped in this configuration will sync between systems.

Source of Truth by Entity

  • Courses & Sessions: Administrate is the source of truth for scheduling, capacity (Max Places), instructors, and structural course data.
  • Training Content: Docebo is the source of truth for e-learning content assets.
  • Users: Bi-directional. Updates may originate in either system depending on configuration.
  • Branches / Accounts: Initially pulled from Docebo; ongoing sync behavior depends on configuration.
  • Completions & Enrollments: Bi-directional in real time.

Location Sync & Country Handling

Location synchronization is one-directional:

Administrate → Docebo

Locations created in Docebo do not sync back to Administrate during the initial sync or ongoing integration.

Creating Missing Locations

If a location exists in Docebo but not in Administrate, you must:

  • Create the Location in Administrate manually.
  • Set the Docebo Location ID as the docebo_location_id external ID on the Administrate Location record.

Country Field Requirements

Docebo requires the Country field to be populated for all Locations. Administrate does not require this field.

When syncing a Location from Administrate to Docebo:

  • If the Location has a value in the Country field (from the Edit Location modal), that value is used.
  • If no Country is defined in Administrate, the integration currently defaults the Country to United Kingdom.

The Region field in Administrate is not used during Docebo location synchronization.

To avoid unintended country defaults, ensure all Administrate Locations include an explicit Country value before syncing.

Category Handling

Docebo allows a Course to belong to a single Category. If multiple categories exist in Administrate, only the mapped category will sync.

If category mappings are changed in Administrate, the integration will update the Docebo course during the next sync.

Automatic Corrections

During synchronization, the integration may automatically correct data mismatches to maintain consistency between systems. Examples include:

  • Updating language fields to match supported Docebo values
  • Aligning course categories based on current mappings
  • Normalizing session capacity to reflect Administrate Max Places

These adjustments are logged in the Integration Logs for audit visibility.

Monitoring & Logs

Administrators can review integration activity and diagnose issues by navigating to:

Settings → Integration Logs → LMS Integration

Logs include:

  • Sync direction
  • Payload details
  • Error messages (if applicable)
  • Status of automatic retries

Related articles