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Integrate your award and compliance data with an accreditation / awarding body using the API v2 Feeds

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Integrate your award and compliance data with an accreditation / awarding body using the API v2 Feeds

Steps to integrate your User Award data with your accreditation or awarding body

 

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Learn how to use the API Feeds to integrate your User Award details with your awarding body.

Integrating your accessplanit platform with an accreditation or awarding body can bring several benefits to your organisation's compliance and certification processes! By synchronising your systems, you can ensure that User Awards are seamlessly updated with the accreditation or awarding body to support compliance and certification reporting!

Automating the submission of User Award data from your accessplanit platform to your awarding or accreditation body streamlines the accreditation process, allowing your team to focus on strategic tasks rather than manual administration. Real-time updates on certification statuses and compliance achievements enable proactive management and timely submissions, which could better support your organisation's meeting regulatory standards.

As your organisation expands its awards and compliance initiatives, the scalability of this integration supports efficient management of increasing volumes of data.

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While there are a number of different ways to integrate your User Award data between your accessplanit platform and your awarding body, this guide will focus on how to complete this integration using the accessplanit API v2 feeds. APIs give you real-time access to your data, they keep information consistent, and can grow with your needs, supporting custom data elements. Overall, APIs are a reliable and flexible way to link different systems and services together, making everything work together more easily.

Follow this page to learn the steps to integrate the User Award data in your accessplanit platform with your awarding body using the accessplanit v2 API Feeds.

1. Prerequisites

Before you start planning the details your integration, we recommend that you make sure you have everything you need for an integration

The following steps should be followed:

  • Ensure your meeting software supports Integrations via an API

  • Explore your options for how your integration will be created (who will be developing it)

Ensure your connecting software supports Integrations via an API

Before you begin planning your integration, we recommend confirming that your awarding body will support the integration.

To confirm that an integration is possible, you should work with an internal expert or product owner, or your key contact from your awarding body. Here are several areas to confirm:

  • Check that the software is capable of supporting API integrations, this includes ensuring it can handle HTTP requests, and it supports data in a JSON data format.

  • Check if there are any additional licences/fees or permissions required to set up an integration using APIs

Explore your options for how your integration will be created (who will be developing it)

Review your options for who could develop this integration for you; you may have an internal development team, an external third party that you have worked with before, or your meeting software supplier may have developer recommendations or be able to complete the integration themselves.

Here are a few of the considerations when deciding who will work on your integration:

  • Experience
    Working with a developer who has worked with awarding bodies previously is a benefit, particularly if they have experience with your specific supplier and/or accessplanit. They should be proficient in JSON and REST.

  • Quote and pricing models
    While it is unlikely that you will be able to request a quote at this stage, understanding their pricing model is important to know, some developers will charge a fixed price for a project, whereas others will charge a daily rate. Ensure that you are aware of what this quote includes, as some quotes also factor in additional services and support.

  • Reputation/reviews
    If it is your first time working with a third party developer, you may wish to ask for their reviews and/or testimonials.

  • Development process
    Understanding what methodology the developer follows helps to ensure their approach will fit into your process, for example if you need to be able to re-evaluate approaches and iterate throughout the project a ‘waterfall’ approach would not be suitable.

  • Timeline
    Understanding the developers availability and lead times is the first step to knowing if they will be able to deliver within your project timeframes, once you have scoped the integration during the next phase in 'planning' you will be able to confirm this.

  • Support
    Understand what support will be available to you post-launch (this should include technical assistance and bug fixes), and whether there are any additional charges for these services.

 

2. Planning your integration

In this step you will work with your developer to plan your integration

There are two key steps for planning your website integration:

  • Understand common set-ups and best practice

  • Define what and how data will be shared within your integration

Understand common set-ups and best practice

Depending on your requirements, there are up to 2 key processes that can be automated for Awarding Body integrations:

  • Award Integration
    Award data is shared between your accessplanit platform and the Awarding Body

  • User Award Integration
    As your Users are targeted to complete Awards, achieve those Awards, and their Awards ultimately expire, this information can be shared with the Awarding Body.

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This is the best practice for integrating each of these processes:

a. Award is created / updated in accessplanit

Process triggered

Every hour via a GET request

Filter criteria

  • Example optional filter: Only Awards with a certain Award Type

Data included

Use accessplanit API v2 endpoints:

  • Award

Recommended data fields to include:

  • AwardID (Unique ID of the Award e.g. HOWTOILEoB)

  • AwardTypeLabel (Type of the Award e.g. Qualification)

  • Label (Label of the Award, e.g. Safety at Heights Level 1)

  • Description (HTML/rich text description of the Award)

  • Lifetime (Number of months until the Award expires once achieved)

 

b. Award is created / updated in the awarding body

Process triggered

Automatically, following the update

Filter criteria

  • Example optional filter: Only Awards with a certain Award Type

Data included

Use accessplanit API v2 endpoints:

  • Award

Recommended data fields to include:

  • AwardID (Unique ID of the Award e.g. HOWTOILEoB)

  • AwardTypeID (ID of the Type of the Award e.g. qual)

  • Label (Label of the Award, e.g. Safety at Heights Level 1)

  • Description (HTML/rich text description of the Award)

  • Lifetime (Number of months until the Award expires once achieved)

 

c. User is targeted to complete an Award in accessplanit

Process triggered

Automatically via web-hooks, as soon as the User is allocated the User Award Target

Filter criteria

  • UserAwards with a status of ‘Target’ only

  • Example optional filter: Only UserAwards with a target date in the future

Data included

Use accessplanit API v2 endpoints:

  • UserAward

Recommended data fields to include:

  • AwardID (Unique ID of the Award e.g. HOWTOILEoB)

  • AwardLabel (Label of the Award, e.g. Safety at Heights Level 1)

  • TargetDate (Date the user is targeted to achieve the Award by e.g. 2026-06-25T00:00:00)

  • UserID (Unique ID of the User targeted to achieve the Award e.g. jasmit)

  • UserFullname (Full name of the User targeted to achieve the Award e.g. Jack Smith)

 

d. User is completed an Award in accessplanit

Process triggered

Automatically via web-hooks, as soon as the User is allocated the User Award Target

Filter criteria

  • UserAwards with a status of ‘Completed’ only

  • Example optional filter: Only UserAwards with a expiry date in the future

Data included

Use accessplanit API v2 endpoints:

  • UserAward

Recommended data fields to include:

  • AwardID (Unique ID of the Award e.g. HOWTOILEoB)

  • AwardLabel (Label of the Award, e.g. Safety at Heights Level 1)

  • UserID (Unique ID of the User targeted to achieve the Award e.g. jasmit)

  • UserFullname (Full name of the User targeted to achieve the Award e.g. Jack Smith)

  • CompletedDate (Date the user is achieved the Award by e.g. 2026-06-25T00:00:00)

  • ExpiryDate (Date the user’s award will expire e.g. 2026-12-25T00:00:00)

 

e. User is completed an Award in accessplanit

Process triggered

Automatically via web-hooks, as soon as the User is allocated the User Award Target

Filter criteria

  • UserAwards with a status of ‘Completed’ only

  • UserAwards with an expiry date in the past

  • Example optional filter: Only UserAwards that have not been renewed

Data included

Use accessplanit API v2 endpoints:

  • UserAward

Recommended data fields to include:

  • AwardID (Unique ID of the Award e.g. HOWTOILEoB)

  • AwardLabel (Label of the Award, e.g. Safety at Heights Level 1)

  • UserID (Unique ID of the User targeted to achieve the Award e.g. jasmit)

  • UserFullname (Full name of the User targeted to achieve the Award e.g. Jack Smith)

  • CompletedDate (Date the user is achieved the Award by e.g. 2026-06-25T00:00:00)

  • ExpiryDate (Date the user’s award will expire e.g. 2026-12-25T00:00:00)

  • Renewed (If the User has since renewed / achieved the award again)

  • Renewing (If the User is booked onto a Course to renew / achieve the award again)

 

 

 

 

Define what and how data will be shared within your integration

Once you have reviewed the common set-ups and best practice for awarding body integrations above, you should define the inputs and output for integrating your courses into your website.

Work with your development team to define your integration! Here are the steps to follow for each process you want to integrate:

  • How will your integration for this process be triggered?
    Will it be triggered based on something being created or updated, e.g. when an [what] is marked as ‘Advertised’? Or will it be triggered periodically, such as once a day or once an hour?

  • Should any filters be applied?
    Decide ….

  • What specific data should be shared and in what format?
    What information about your [what] would you like to push to your [what software]?

 

 

3. Developing & testing your integration

In this step, your developer will create the integration between the two systems

Development

Please see our dedicated developer guide to access information and guidance for working with the API v2 feeds: https://accessplanit.atlassian.net/wiki/spaces/HG/pages/3215425537

Testing

Depending on your development methodology, we recommend to start testing early and continue to test during the development phase, rather than leaving testing to the very end of the project. Incorporating a combination of testing types; including Unit Tests, Integration Tests, and Functionality/UAT testing is important to ensure everything is working as expected.

During your Functional testing phase, you will test your integration against it's specific functionality requirements, this testing can be combined with User Acceptance Testing (UAT) which is where your users will complete tests using real-world data to test the integration. Within this tests you should include both valid and invalid data, to ensure correct information is successful, and incorrect information fails.

FAQs

Here are some common questions that we receive about the APIs and their answers

  • Is the data provided by the API v2 feeds in real-time?
    Yes, each API GET request you make will return real time data for that moment.

  • Can I access historical data in the API v2 feeds?
    Yes, you can adjust your filters of your request to include or exclude historical data.

  • What data formats are supported by the API v2?
    JSON

  • How is the data transmitted via the API to keep it secure?
    The APIs can only be accessed by users with API permissions, additionally the range of access is them limited by roles, this means that not every API User can access all endpoints.

  • How do I get access to the API v2 feeds?
    Your initial API Access will be granted alongside the module purchase.
    For any additional API Users please speak to your Optimise CSM and they will ensure your access is set up promptly.

 

Support

If you need any further support with building an integration with your finance system using the API Feeds, here are the steps to get in touch with us

 

 

 

 

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