How to Set Up the PeopleForce Integration?

The PeopleForce integration allows you to automatically transfer employee data to AcademyOcean, significantly simplifying the onboarding process and helping maintain an up-to-date learner database 🙌

After connecting the integration, you will be able to:

Before setting up the integration in AcademyOcean, you need to create an API key in PeopleForce.

To do this:

1. Log in to your PeopleForce account.

2. Go to Settings.

3. Scroll down to the API Keys section:

4. Click + New:

5. Enter a name for the new API key.

6. In the Permissions settings, grant View access to the following items:

7. Click Generate to create the API key:

Once you have obtained the API key, you can proceed with setting up the integration in AcademyOcean 🙌

To get started, navigate to Academy Settings → Apps & Integrations → Integrations → PeopleForce: https://app.academyocean.com/account/settings/academy/integrations/peopleforce

When opening the integration for the first time, only the main settings tab will be available. Additional tabs will become accessible after a successful connection.

To connect the integration:

1. Generate or obtain an API key in PeopleForce.

2. Paste it into the API Key field:
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3. Click Test Connection to verify the connection.

4. Once the connection is successfully verified, click Save.
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After saving, additional integration settings will become available:

The integration supports two primary synchronization methods.

When this option is selected, AcademyOcean will generate:

The Webhook URL must be added in your PeopleForce settings.

The Secret Key is required to securely receive webhook requests.

The following webhook events are supported:

Once configured, changes made in PeopleForce will be reflected in AcademyOcean almost instantly.

Alternatively, you can use automated daily synchronization.

In this mode, AcademyOcean performs a full synchronization request to PeopleForce once per day and updates employee information accordingly:

The synchronization runs automatically every day at 03:00 UTC.

You can also configure the following options:

Choose whether newly created users should automatically receive a welcome email.

You can define how the system should behave when a field is empty in one of the systems.

For example:

After connecting the integration, open the Field Mapping tab.

Here, you can define which PeopleForce fields correspond to AcademyOcean fields.

For example:

The Email field is mandatory and cannot be modified:

During the initial synchronization, email addresses are used to match PeopleForce employees with existing AcademyOcean learners.

After the initial match is established, future synchronizations use internal identifiers:

In the Team Mapping tab, you can configure automatic learner assignment to teams:

To do this, create mapping rules between PeopleForce field values and AcademyOcean teams.

You can:

In the Employee Filters tab, you can configure which employees from PeopleForce should be synchronized with AcademyOcean:

By default, if no filters are configured, all employees from PeopleForce will be synchronized. To limit the list of employees, create one or more filtering rules. Only employees who match at least one of the configured filters will be synchronized.

For example, you can create a filter based on a specific PeopleForce field value to synchronize only employees from a particular department, with a specific position, or with another required attribute.

Learners linked to PeopleForce employees who no longer match any of the configured filters will be removed from the academy. If these employees start matching the filters again later (for example, after changing or removing a filter), they will be automatically synchronized again.

All changes to the filters are applied during the next synchronization.

In the KPI Synchronization tab, you can configure which learning metrics from AcademyOcean should be transferred to PeopleForce as employee KPIs:

For each metric, you can:

— Enable or disable its synchronization.

— Specify the KPI name that will be displayed in PeopleForce.

The following learning metrics are available:

— Average Quiz Score — the employee's average score across quizzes.

— Quiz Attempts — the number of quiz attempts.

— Courses Completed — the number of completed courses.

— Overall Score — the employee's overall learning score.

— Certificates Earned — the number of certificates earned.

— Badges Earned — the number of badges earned.

— Time Spent in Academy (min) — the total time the employee has spent in AcademyOcean, measured in minutes.

To synchronize data immediately, click the Sync Now button.

This will trigger a full synchronization of employees from PeopleForce to AcademyOcean:

The Logs section allows administrators to review the results of every synchronization.

The logs include information about:

You can also review the history of integration settings changes:

⚠️ Please keep the following limitations in mind:

The integration works in one direction only.

AcademyOcean receives data from PeopleForce but does not send any data back to the HR system.

A single PeopleForce integration can only be connected to one AcademyOcean academy.

This limitation exists because PeopleForce does not provide a mechanism for distributing employees across multiple academies. Connecting the same integration to multiple academies could result in duplicate users being created.

If a learner is permanently deleted from AcademyOcean (Hard Delete), future synchronization for that learner will no longer occur.

The integration will not recreate the learner or update their information.

After the initial user matching process, email addresses are no longer used for synchronization.

If an email address is changed either in PeopleForce or AcademyOcean, it will not be updated through the integration.

Email addresses are only used during the initial matching process.

✅ Done! Once configured, employees from PeopleForce will be automatically synchronized with AcademyOcean according to your selected settings.