Configure the connection with Moodle for training

Smartosh allows the transmission of training data between Smartosh and Moodle. Smartosh calculates the training each person must undertake based on the PPE they use, their job position, work centre, etc. Based on this calculation, it registers the user in Moodle, launches the session and subsequently collects the attendance date and evaluation results when applicable.

The training needs workflow is identical to that of manual training needs: certificate generation and the other steps are governed by exactly the same rules.

Note

The connection with Moodle is made via webservices. It is essential that these are well defined on the Moodle side before configuring anything in Smartosh.

Prerequisites in Moodle

Although the internal configuration of Moodle is beyond the scope of this guide, there are essential points for the integration to work:

• Enable web services (extensions in Moodle).
• Create a user, a set of services and a token that will be used in the connection.
• The defined protocols must be REST and XML-RPC.
• The course completion conditions must be correctly defined in Moodle, as Moodle determines whether a user has completed a course.

The details of these operations are explained in the official Moodle documentation: Web service settings.

Data to be provided by the Moodle administrator

As a result of the configuration, the Moodle administrator must provide:

• The URL of the web services.
• The token to connect with.
• The course identifier (ID) of Moodle to be linked.

Configure the connection in Smartosh

Each connection uniquely links a course from a specific Moodle server with a Smartosh session.

Preliminary step: define the session

Before creating the connection, the training and session to be linked with Moodle must exist in Smartosh. It is recommended to define a session with training and a training session to simplify management.

Create the connection

Go to Settings → Moodle Connection and fill in the following fields:

Field	Description
Name	Internal name identifying this connection.
Training	Selected from the trainings defined in Smartosh.
Session	Only sessions including the training from the previous field can be selected.
Service URL	Provided by the Moodle administrator. Page where the webservice request is launched.
Token	Token to access the service, defined in Moodle.
Training identifier in Moodle	Number identifying the course in Moodle.
Status	When the operation is launched, it changes to Importing and upon completion shows: Finished with error, Finished with warnings or Finished successfully.
Email for error notification	If defined, when a daily process detects errors, a notification is sent by email (without details; the history must be consulted).
Moodle exclusive for this tenant	Activates additional alerts that only make sense when Smartosh employees coincide with those in Moodle.
Disabled	If checked, the nightly process does not run. The connection can still be launched manually.
History	Details of the dates and results of each execution.
Functions	Reserved for future uses and other Moodle versions.

Run the synchronization

Once the Moodle connection, training, session and necessary Moodle settings (courses, surveys, etc.) are configured, the synchronization process can be launched in three ways:

• Automatically every night via the ConexionDatosWorker.SincronizarTodasConexiones process, provided the Disabled checkbox is unchecked.
• Manually from Settings → Moodle Connections, using the Perform Connection operation. The result is shown in the connection’s History upon completion.
• From Training → Sessions, selecting a session with an active Moodle connection. The Synchronize with Moodle button and a tab with status and history appear.

The transfer process is divided into two clearly differentiated blocks: exporting participants to Moodle and collecting results from Moodle.

Block 1: export participants to Moodle

The system reviews all training needs marked as Not Called for the training linked to the connection and, for each, executes:

1. Search for the employee in Moodle

The application searches for the employee in Moodle using the identifier they have in Smartosh (DNI, NIE, etc.). The search is done by:

• Identifier = username
• Identifier = IdNumber (additional Moodle field)
• email = Smartosh email

If the employee is not found, Smartosh sends the following data to Moodle to register them:

• Username (identifier)
• Password (generated by the application)
• First name
• Last name 1
• Email (mandatory in Moodle and cannot be duplicated; the system verifies this)
• Identifier
• Order to reset the password on first access

The log records: User {First name and last name 1} ({Identifier}) - registered in the system.

2. Enrolment in the course

It checks if the employee is already enrolled in the course. If not, the application enrols them.

The log records: User {First name and last name 1} ({Identifier}) - enrolment in the Moodle course.

3. Update in Smartosh

The training need is updated with the session and the session date, and marked as In Progress.

The log records: User {First name and last name 1} ({Identifier}) - called in SmartOSH.

4. Email notification to the user

Each called employee is sent an email, unless they have the “Disable email sending” checkbox marked:

• New user → template «User registration in Moodle», with username and password to start the training.
• Existing user, new training → template «Enrolment in Moodle».

Block 2: collect results from Moodle

The application queries Moodle for the course participants and, for each:

1. Identify the user in Smartosh within that session, by idnumber (NIF) or by username.
2. Retrieve attendance date and score: the information is saved as evaluation grade and attendance date, marking as attended in the corresponding session. If the training is marked “must be evaluated”, the evaluation date and grade are also recorded.
3. Retrieve completion: if Moodle indicates the course is completed, the action is marked as completed in Smartosh and the person is unenrolled from the course in Moodle (they will no longer be able to access it).

Attendance date in online courses

In Online courses (without a defined date in sessions), the attendance date collected from Moodle coincides with the day the transfer is executed, not the actual completion date.

Upon completion, the system saves the list of operations and incidents generated in the Moodle connection history.

Required permissions in Moodle

The user associated with the token must have permissions to run the following Moodle API functions:

• core_completion_get_activities_completion_status
• core_completion_get_course_completion_status
• core_course_get_courses
• core_enrol_get_enrolled_users
• core_enrol_get_users_courses
• core_grades_get_grades or gradereport_user_get_grade_items (for versions above 3.2)
• core_webservice_get_site_info
• enrol_manual_enrol_users
• enrol_manual_unenrol_users
• core_user_create_users
• core_user_get_users
• core_user_update_users

Without these permissions the connection will fail

If any of these functions are missing, the webservices will return an error and synchronization cannot be completed.

General considerations

• When a session is linked with Moodle, evaluation exams are conducted in Moodle.
• Upon completion of a training action, the system generates the certificate (if configured), exactly as in a manual session.

Considerations for SmartOSH SPA PRO

In SPA environments, a session and a Moodle connection must be created per course in each environment, even when the Moodle course exists only in Spanish.

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Source: KB029 «Configuration and operation of the Moodle connection for training», Training module, version 1.0.00, 17-09-2025.