Introduction
This article describes what happens when the 365Talents integration is activated for your platform, the configuration a Superadmin completes afterwards in the Docebo platform and how to make the 365Talents pages available to your users. For an overview of what the integration does and what it does not do, read the introduction to the 365Talents integration.
Before you start
Docebo activates the integration, not a Superadmin, and it is not available in the Apps and features area. You cannot add or remove the integration yourself.
Activation is independent from the creation of your 365Talents tenant. A Docebo platform and a 365Talents tenant created earlier as a linked pair can be activated later, without being recreated.
Configuration on the 365Talents side, such as rights profiles, is not carried out from the Docebo platform. Arrange it with your Docebo representative.
Confirm the following before configuration begins.
| Check | Why it matters |
|---|---|
| Your users are provisioned into both the Docebo platform and 365Talents from your HRIS or identity provider, as two independent connections | The integration only matches users who already exist in both systems |
| Each user who should use 365Talents has the same email address in both systems | Email is the only matching identifier |
| The users exist in 365Talents with all the fields 365Talents requires | A user whose 365Talents record could not be created stays unmatched |
| Each user holds an equivalent role in both systems, and your 365Talents HR population holds the Docebo role you agreed with your Docebo representative | Roles are not mapped automatically, and a user whose 365Talents rights do not match the page they open sees an error from 365Talents |
| Each user has the same default language in both systems, with an agreed fallback where 365Talents does not support a Docebo language | Interface language is not synchronized |
| Your manager hierarchy in 365Talents matches the one in the Docebo platform | Manager feedback and skill validation follow the 365Talents hierarchy |
| The catalogs you intend to synchronize are organized, clearly titled and assigned to the audiences that should receive their recommendations | Catalogs define both what is sent to 365Talents and who it is recommended to |
| If your platform uses native skill management, a transition plan is agreed with your Docebo representative | Native skill management is turned off at activation, and existing skills data is not migrated |
Learn more about these requirements in the introduction to the 365Talents integration.
What happens at activation
When Docebo activates the integration, the following happens automatically, with no action required from you.
The connection between the two platforms is established, and the 365Talents integration configuration page becomes available in the administration area of your platform.
User matching starts. The platform matches active Docebo users to existing 365Talents users by email address, and it keeps matching new users automatically as they appear in both systems. There is no action to start or enable the matching.
Certification synchronization starts. All unexpired certifications are synchronized, and there is no setting to switch this on or off.
Three built-in pages are created in the Pages area of your platform. Activation does not create any menu, and it does not add the new pages to your existing menus.
The platform's native skill management features are turned off. Learn more about the features affected in the introduction to the 365Talents integration.
Please note: The 365Talents pages are not visible to anyone until you add them to a menu. That gives you time to complete the configuration, rename the pages and tell your users what is coming.
Configuring the integration
After Docebo activates the integration, open the 365Talents configuration page in the administration area. The page shows four areas: Users, Catalogs, Completions and Certifications.
If the configuration page is not in your administration area, activation is not complete for your platform. Contact Docebo through the Help center with your platform domain.
Work through the four areas in order. First verify that users have been matched automatically, then select and synchronize the catalogs you want to use for recommendations. Ongoing completion synchronization starts automatically after the first catalog synchronization completes. Certification synchronization is automatic and covers all unexpired certifications; it does not depend on the catalog selection. You can run the optional one-time historical completion import later, once your records and your decision are ready.
Users
The Users area shows how many users are matched between the two systems.
First, read the matched user count and compare it with the population you expect to use 365Talents. The Users area does not show a count of unmatched users, so the difference between the two numbers is how many intended users are still unmatched. Docebo users outside that population, for example external customers or partners who are not provisioned into 365Talents, are expected to remain unmatched. Next, record the matched count as your baseline. Then, for any intended user who is unmatched, have the missing record or divergent email address corrected in your provisioning source. Once the corrected record exists in both systems, the user is matched automatically, and the matched count updates.
Please note: Correct unmatched users in your organization's provisioning source, not by editing user records by hand in either platform. An unmatched user is excluded from every data flow and cannot open the embedded 365Talents pages. If the matched count does not recover after the correction has reached both systems, contact Docebo through the Help center with the time of the check and the count you see.
The two platforms keep separate user databases, and the integration does not merge them. Docebo pages such as the Users page, My team, enrollments and reports show Docebo data. The embedded 365Talents pages show 365Talents data for the signed-in user. Any difference between the two populations, hierarchies or roles is visible to users.
Catalogs
The Catalogs area shows how many catalogs and courses are synchronized, the status of the last synchronization and the list of catalogs available on your platform.
First, review the list of catalogs and select the catalogs whose courses should be sent to 365Talents. Next, start the catalog synchronization. When it completes, check the reported catalog and course counts against the courses you expect to power recommendations.
Only published courses are sent. Draft and unpublished courses inside a selected catalog are excluded. A course is also sent only if its language is active in your 365Talents tenant. The integration creates what 365Talents needs for each selected catalog automatically; nothing needs to be configured on the 365Talents side.
After the first synchronization, courses in the selected catalogs are kept up to date automatically as they are created, updated or removed. You can change the catalog selection and synchronize again at any time, for example when you add catalogs over time.
Visibility follows the catalog audience in the Docebo platform. A learner is recommended courses only from the selected catalogs they can access, derived from the user, group and branch assignments on each catalog. Visibility is applied per catalog, not per course, so a learner can occasionally be recommended a course they cannot enroll in. If the audience of a catalog does not match the audience you want to receive its recommendations, correct the catalog's visibility in the Docebo platform, then run the synchronization again.
Please note: Do not change your catalog selection while a synchronization is running. Doing so can cause inconsistent results. If it happens, let the first synchronization finish, then start a second one to correct the data.
Tip: Rename or archive catalogs with unclear titles, such as "Test", "Catalog 1" or "Old content", before you synchronize them. The catalog title is carried into 365Talents and used as a label there.
Completions
The Completions area shows the status of the completion synchronization and the historical import option.
Ongoing completion synchronization is automatic. It stays inactive until the first catalog synchronization completes, then starts on its own; there is no action to enable it. From then on, each time a matched learner completes a course in a selected catalog, the completion is sent to 365Talents, which invites the learner to update a related skill on their profile. The skill changes only if the learner accepts.
The historical import is the only decision in this area. You choose either to import nothing, or to import the completions of the previous 12 months for all matched users. No other period is available. The import runs only once and cannot be repeated, but it does not have to run at setup: you can run it later, for example once historical records have been migrated into the platform. Only completions of courses in your selected catalogs are included, and matched users with no completions in the period are skipped. The 12 months are counted back from the moment the import runs.
First, after the catalog synchronization, confirm that completion synchronization shows as active. Next, decide whether you want the historical import. Then, if you chose the 12-month option, run the import.
Please note: The historical import can run only once. Decide whether you want it, and when, before you run it. If you have not decided yet, complete the rest of the setup and come back to it later.
Certifications
The Certifications area shows the status of the certification synchronization. Certification synchronization is enabled automatically at activation and cannot be switched off, and there is no option to choose which certifications are sent. Only unexpired certifications are included. The certification end date is displayed on the learner profile in 365Talents, but nothing happens automatically when a certification expires.
Certifications behave differently from course completions in two ways. They are not limited to your selected catalogs, because a certification in the Docebo platform is not tied to a catalog and can be awarded without any course being completed. They also arrive in 365Talents as standalone records in the learner's professional training profile, rather than attached to a synchronized course. If a learner both completes a course and is awarded a certification for it, 365Talents receives two separate records.
Please note: Certification synchronization is not logged record by record. You cannot trace, audit or reconcile individual certifications from the Docebo platform.
Monitoring synchronizations
The configuration page shows the latest status and the available counts for user matching, catalogs, completions and certifications.
The only synchronization you start by hand is the catalog synchronization, which you can run again at any time. The historical completion import is also started by hand, but only once. User matching, ongoing completions and certifications run automatically and cannot be restarted from the configuration page.
Please note: The configuration page reports status and counts. It does not list individual users or records, and it is not an audit trail.
Making the pages available to your users
Activation creates three built-in pages. It does not create menus. You add the pages to the appropriate existing menus yourself, and you decide there who can see them.
The three pages
| Default page name | Page code | Intended audience |
|---|---|---|
| Workforce skills | 365Talents_HR_Admin_Manager |
Managers, HR users and administrators. It opens the 365Talents welcome page for these roles, which adapts to the signed-in user: links to features the user cannot use are disabled |
| Skills and career | 365Talents_Employee |
Employees. It opens the 365Talents welcome page for employees |
| Opportunities and training | 365Talents_Opportunities |
Employees, and any other users who should reach skills-based training suggestions. It opens the training suggestions and the other opportunity types your organization has enabled in 365Talents |
Find the pages in Navigation menu > Customization (shapes icon) > Pages, listed with your other pages and marked as built-in. Other 365Talents areas are reached through links on the welcome pages, not through separate pages. If you have not worked with pages before, learn more about pages and menus.
Please note: Do not create external link pages that point to 365Talents addresses. A direct 365Talents address bypasses the integration's sign-in and embedding, so users may see a sign-in screen or an error instead of the content.
Renaming a page
You can rename the three pages so that they use your organization's words. Renaming changes only the label in the Docebo platform; it does not change the 365Talents content behind the page.
Best practice: Rename the pages before you add them to any menu, so that users only ever see the final names.
Adding the pages to menus
Add each page to the existing menus of the audiences that should use it, in Navigation menu > Customization (shapes icon) > Menus. Learn how to add pages to a menu and set who can see it.
Add Workforce skills to the menus of your managers, HR users and administrators, and Skills and career to the menus of your employees. Add Opportunities and training to the menus of your employees too, and to the menus of any other audience who should reach training suggestions. Without it, learners have their skills profile but no direct route from their skills to training.
The Docebo platform has no HR role. Reach your 365Talents HR users through the role you agreed for them: for example, add Workforce skills to a menu visible to the group that contains them, whether they are Power Users, Superadmins or learners.
Access to these pages has two separate controls. The menu decides who sees the entry point in the Docebo platform. The user's 365Talents rights decide what they can open. If a page reaches someone in the wrong menu, they still cannot open content their 365Talents rights do not allow; they see an error from 365Talents inside the page instead.
Please note: Adding a page to a published menu makes a new navigation entry appear for everyone the menu is visible to, without warning them. Tell your learners and managers what is coming before you add the pages, and check each menu's audience against the rights configured on the 365Talents side.
Once the integration is active, the native My skills and Skills dashboard built-in pages are removed from the Pages list and from your existing menus, so you do not need to remove them yourself.
Testing the integration before your users start
Before you add the pages to menus for everyone, test the integration with a few test users who exist in both systems.
First, sign in as a test learner and open an embedded 365Talents page from a menu. Check that it opens without a second sign-in and lands on the correct welcome page. Next, repeat with a test user whose language is not English, and check that 365Talents opens in that language or in your agreed fallback. Then, check that the training recommended to the test learner comes only from the selected catalogs they can access, and complete a test course in a selected catalog: 365Talents should receive the completion and invite the learner to update a related skill. After that, check certification behavior for a matched user who holds a certification. Finally, sign in as a learner, a manager and an HR user or administrator, and check that each one reaches the correct page and that its links work.
Ongoing administration
After the integration is live, keep the following in place.
| Area | What to maintain |
|---|---|
| Users | Every user must exist in both platforms with the same email address. The integration matches existing records but does not create or update users. If a user is created by hand in one platform, create the matching record in the other platform too |
| Roles and access | Roles are not synchronized, and there is no one-to-one role mapping. Keep each user's Docebo role and 365Talents rights aligned |
| User changes | Maintain user data and manager relationships through your provisioning source. New or corrected users are matched automatically once they exist in both systems. Language changes made after provisioning must be made in each platform separately |
| Unmatched users | Review the matched user count regularly against the population you expect, and correct missing users or divergent email addresses in your provisioning source |
| Catalogs and visibility | Keep your selected catalogs, your course titles and descriptions and your catalog audiences aligned with the population you want to receive recommendations. After you change the catalog selection or a catalog's visibility, run the catalog synchronization again and check the resulting counts |
Deactivation
When the integration is deactivated, the embedded 365Talents entry points are no longer available in the Docebo platform, and synchronization between the two platforms stops: user matching and the catalog, completion and certification synchronizations no longer run. Data already stored in 365Talents, such as skills and profiles, remains in 365Talents. The three built-in 365Talents pages are removed completely, so they are no longer visible anywhere in the platform. Your existing menus are not removed.
Deactivation removes the courses synchronized to 365Talents. As a result, skills manually attached to those courses are removed and employee feedback on those courses is deleted. Pending suggestions to update a skill after a completed course are still shown to learners, and skills and trainings already added to learner profiles are kept as they are.
If you plan to reactivate the integration, or to connect the 365Talents tenant to another learning platform, contact your Docebo representative to review the transition steps first.