Overview
Once the Skills Forward integration has been enabled in Onefile Eportfolio and activated by Skills Forward, Onefile will begin importing data automatically. The full sync may take up to 24 hours (overnight) to complete.
How Matching Works
When new learners are found, Onefile automatically attempts to match learners in both systems using:
- Email address (most common)
- National Insurance Number (NINO)
Important: If the learner’s NINO is not recorded on the Episode page, the learner’s email address in Onefile must be verified for the match to take place.
Once a learner is matched, their Skills Forward assessment data will immediately appear on the Skills Forward page within their Onefile portfolio.
An option to log in to Skills Forward will also be available.
Automated Processes & Frequency
The table below outlines the automated sync processes and how often they run:
| Update | Description | Frequency |
|---|---|---|
| Get Skills Forward Users | Finds new users or updates to existing users on Skills Forward and syncs their information to Onefile. | Once a day (overnight) |
| Match Skills Forward Users | Automatically matches users in both systems where the email address or NINO is identical. | Every hour |
| Get Skills Forward Assessments | Imports new assessment results and updates existing assessments from Skills Forward into Onefile. | Every minute |
Skills Forward Unmatched Report
For diagnostic purposes, a new report titled Skills Forward Unmatched is available under the Diagnostics section of the Centre Manager reports page.
This report includes:
- Section 1: Onefile learners not yet matched with Skills Forward
- Section 2: Skills Forward learners not yet matched with Onefile
How to Trigger a Match
To force a match between systems, update either:
- The learner’s email address, or
- The learner’s NINO
Matching behaviour:
- If updated in Skills Forward → changes will sync to Onefile during the next overnight Get Skills Forward Users update.
- If updated in Onefile → match will take place during the next hourly Match Skills Forward Users process.
Multiple Centre Support
The integration supports customers with multiple Onefile Centres. In this case, enter the same API Key and API Token across all Centres to enable the integration consistently.
Tips & Notes
- Email verification is essential when matching by email address.
- Matching by NINO is instant once both systems contain the same NINO.
- The Unmatched report is the best tool for troubleshooting learner sync issues.
Terminology
Terminology used in this article may differ depending on your Centre or MIS configuration.
Need Help?
If you encounter any issues or have questions, please contact Onefile Support or your internal support team.