External LRS — export xAPI statements

Who this guide is for: Tenant administrators who keep learning records in their own Learning Record Store (LRS) — Watershed, Learning Locker, Veracity, SCORM Cloud’s LRS, Yet Analytics or any xAPI 1.0.3 conformant LRS — and want EmbayLMS activity to flow into it automatically.

Overview

Once an LRS is connected, EmbayLMS sends an xAPI statement to it every time something worth recording happens. Nothing is sent before you connect one, and nothing is sent after you disconnect.

Every statement carries the module or course as its object (https://{your-portal}/xapi/activities/module/{id}), the course as its parent context activity, the enrollment as context.registration, and context.platform: "EmbayLMS".

Delivery and retries

Statements are sent in the background, usually within seconds. Each one is sent with PUT /statements?statementId=… using an ID that is fixed for the event it describes, so a retry can never create a duplicate in your LRS.

• A network error, a timeout, or an LRS error (5xx, 408, 429) is retried 5 times with growing delays (30 s, 1 min, 2 min, 4 min).
• A refusal that retrying cannot fix — wrong credentials (401/403), a statement the LRS rejects (400), an ID conflict (409) — stops at once.
• Either way the statement stays in the Delivery log as Failed, with the reason, and you can retry it (or all failed statements) after fixing the cause.

Prerequisites

• The Owner role, or a custom role holding integration.lrs:manage (integration.lrs:view shows the page and the log read-only).
• Your LRS’s xAPI endpoint and a Basic-auth key/secret pair with permission to write statements. A write-only key is enough.
• The endpoint must be a public https:// address. Internal addresses (localhost, private networks, cloud metadata addresses, .internal / .local names) are refused, and redirects are never followed.

Step 1 — Create credentials in your LRS

In your LRS, create a client / key pair for EmbayLMS with statement write access. Note the endpoint it shows — usually something like https://lrs.example.com/data/xAPI/ (it ends before /statements).

Step 2 — Connect the LRS

1. Go to Settings → Integrations → External LRS.
2. Enter the LRS endpoint, the Username or key and the Password or secret.
3. Choose How learners are identified (see Identity below). Keep Anonymous ID unless your LRS must match learners by email.
4. Click Connect LRS.

The secret is encrypted as soon as it is saved and is never shown again: the page shows a masked username and “Saved (hidden)”. To change either, type the new value; leave a field blank to keep what is saved.

Step 3 — Test the connection

Click Test connection. EmbayLMS makes one read-only request (GET /statements?limit=1) with your credentials — nothing is written to your LRS — and shows the result:

Step 4 — Watch the delivery log

The Delivery log lists every statement sent in the last 90 days: status (Delivered, Pending, Failed), what it records, the LRS’s HTTP answer, the number of attempts and, for failures, the reason. View statement shows the exact JSON sent. Retry re-sends a failed statement with the same ID; Retry all failed re-sends up to 500 at a time — use it after fixing credentials.

Identity — how learners appear in your LRS

The Anonymous ID is the default because it lets your LRS track each learner consistently without EmbayLMS disclosing names or emails to another system. Choose Email address only when your LRS must match learners by email and your organization has a basis to share it (Québec Law 25, PIPEDA): you remain the controller of the data in your LRS. A learner with no usable email (for example an account anonymized under the retention policy) is always sent with the Anonymous ID. Names are never sent in either mode, and statements forwarded from cmi5 units have their actor replaced by the one above.

Configuration reference

Disconnecting

Disconnect stops the export immediately and deletes the saved credentials. The delivery log stays until its 90-day retention ends. Statements already in your LRS are not touched.

Data retention

Delivery-log rows are kept 90 days and then deleted automatically, whatever their status. They are also deleted with a learner when the learner’s account is erased. Your LRS is the system of record for statements it has received.

Troubleshooting