23 September 2026

Configure WEST integration

Configure the EBS and WEST2 integration to provision learner accounts in WEST2 and retrieve completed initial assessment results for EBS learners.

Before you begin

Make sure that:

  • Your institution has migrated its applicable data from WEST1 to WEST2.

  • You have permission to manage EBS institution settings and workflows.

  • Tribal have created an app registration on WEST2 for your organisation.

  • Tribal have sent you the WEST2 client ID and client secret. Note that EBS uses these credentials to request a bearer token from the integration token API. The bearer token provides access only to APIs used by the EBS-WEST integration.

  • You have the correct WEST2 API URL, organisation, centre and group values.

Set up the WEST integration as follows:

  1. Define institution settings

  2. Configure workflows

  3. Test the integration

  4. Renew the client secret

Institution settings

Configure the EBS institution settings as follows:

  1. On EBS Central, go to Institution Settings > EBS-WEST integration.

  2. Select the organisation that you want to configure.

  3. Enter the values for your institution as shown in the table below.

    This field Holds this information...

    WEST integration base API URL

    		 The base API URL for WEST. For example, https://api.walesessentialskillstoolkit.com/api/. Note that you must use the API URL supplied by Tribal.

    App registration client ID of the EBS-WEST integration on WEST Azure AD B2C

    		 The application client ID from Azure AD B2C. For example, 83886288-4849-4b8b-a714-4d4dadcf9569.

    App registration client secret of the EBS-WEST integration on WEST Azure AD B2C

    		 The application client secret from Azure AD B2C. For example, abcdefghijklmnopqrstuvwxyz0123456789/+ABCDEFGHIJKLMNOP== .

    WEST integration organisation name

    		 The integration organisation name from the WEST application. For example, HessleCollege.

    WEST integration centre name

    		 The integration centre name from the WEST application. For example, HessleCampus.

    WEST integration group name

    		 The integration organisation name from the WEST application. For example, HessleSkillsGroup.
    WEST integration enabled Whether the integration with WEST is enabled.

  4. Then, ensure that WEST integration Enabled is set to Y and then select Save.

Workflows

Workflow manager includes a WEST folder containing these workflows:

  • 1626: Sync EBS to WEST - Learner provisioning, which sends learner information from EBS to WEST2.

  • 1627 Sync WEST to EBS - Initial assessment results polling, which retrieves completed results from WEST2.

Configure the schedule for each workflow. The schedules determine:

  • When new qualifying learners are created in WEST2.

  • When changes to existing learners are sent to WEST2.

  • When completed initial assessment results are retrieved.

  • When failed records are processed again.

By default, both workflows are scheduled to run daily at 00:00.

Choose frequencies that meet your institution’s operational requirements. The scheduled triggers run only after you have configured and enabled the integration for the institution.

Check the provisioning requirements

Before enabling learner provisioning, make sure that qualifying learners:

  • Have an email address recorded in EBS.

  • Have a qualifying enrolment or application.

  • Are not recorded as members of staff.

  • Have the identifiers required to match their EBS and WEST2 records.

  • Are associated with the correct organisation.

  • Do not use an email address or username already registered in the WEST identity service.

The organisation, centre and group configured in EBS must already exist in WEST2. The workflow creates new qualifying learners and sends relevant changes from EBS to existing WEST2 records.

Check the result-retrieval requirements

Before enabling initial assessment results polling, make sure that:

  • The learner has been provisioned to WEST2.

  • The matching course is assigned to the learner in EBS.

  • The learner and course identifiers are valid.

  • The assessment is complete in WEST2.

The workflow matches results by using:

  • LN02

  • WEST2 username

  • Course code

The workflow records each completed result against the relevant learner and course in EBS. The report must link the EBS person record by LN02 rather than WEST2 username. A WEST2 username is not guaranteed to match the learner’s LN02.

The workflow retrieves completed initial assessment results and records each result against the relevant learner and course in EBS.

Test the integration

After you configure the connection and workflow schedules, use an approved test record to verify both workflows.

Verify learner provisioning

Verify learner provisioning as follows:

  1. Select a test learner who meets the provisioning requirements.

  2. Run the Learner Provisioning workflow or allow its next scheduled run to complete.

  3. Check that the learner has been created in WEST2.

  4. Check that the learner’s details are correct in WEST2.

  5. Check that the EBS and WEST2 records are linked.

  6. Change a supported learner detail in EBS.

  7. Run the workflow again or allow its next scheduled run to complete.

  8. Check that the existing WEST2 record contains the updated information.

  9. Check that the workflow has not created a duplicate learner.

Verify result retrieval

Verify result retrieval as follows:

  1. Assign a supported course to the test learner in EBS.

  2. Complete the corresponding initial assessment in WEST2.

  3. Run the Initial Assessment Results Polling workflow or allow its next scheduled run to complete.

  4. Check that the result is recorded against the correct learner and course in EBS.

  5. Check that the expected result details are available.

Use test records and environments in accordance with your institution’s testing and data-protection policies.

Renew the client secret

Each client secret expires 365 days after it is generated. One month before expiry, Tribal generates a replacement client secret and sends it securely to affected EBS customers.

When you receive a replacement:

  1. On EBS Central, go to Institution Settings > EBS-WEST integration.

  2. Replace the existing client secret with the new value and save the changes.

  3. Check the next workflow run for authentication errors.

  4. Confirm that learner provisioning and results polling continue successfully.

If the secret expires before you replace it, both workflows will fail to authenticate. After you enter a valid secret, a subsequent workflow run processes eligible records that were not synchronised while the credentials were invalid. Do not retain expired credentials longer than required by your organisation’s security policy.