Workato Integration Gives LabWare Centralized Visibility Into Global Instructor Scheduling

The Client Profile

• Industry: Laboratory Informatics / Enterprise Software

• Use Case: ILT Resource & Instructor Scheduling Integration

• Headquarters: Wilmington, Delaware

• Global Reach: 40+ offices across six continents and customers in 125 countries

LabWare is a global provider of laboratory informatics software specializing in Laboratory Information Management Systems (LIMS), Electronic Laboratory Notebooks (ELN), and laboratory automation. Headquartered in Wilmington, Delaware, LabWare operates more than 40 offices across six continents and supports customers in 125 countries.

With a geographically distributed organization, LabWare needed its learning technology to support instructor-led training programs across locations while giving program administrators the visibility required to effectively manage training resources but there was a problem; the information administrators needed to coordinate instructors existed across different systems, and Docebo did not natively provide the resource-allocation visibility required to bring it together.

The Challenge

Managing Instructor Resources Across Disconnected Calendars and Learning Systems

Instructor-led training requires more than creating a course and enrolling learners. Program administrators also need to know whether instructors and other resources are actually available.

For LabWare, critical scheduling information existed across Docebo and Microsoft 365, making it difficult for administrators to see the complete picture from one place. Docebo managed the learning environment and ILT information, while Microsoft 365 contained broader calendar and scheduling commitments.

Neither system independently gave program administrators the centralized resource view they needed. That created several challenges:

• Administrators lacked a centralized view of instructor availability.

• ILT scheduling information and broader calendar commitments existed in separate systems.

• Coordinators needed to manually reconcile information between Docebo and Microsoft 365.

• Limited visibility increased the risk of instructor scheduling conflicts and double-bookings.

• Planning future ILT sessions required unnecessary administrative effort.

The challenge couldn't be solved simply by changing a configuration within Docebo. LabWare needed functionality that didn't natively exist within the LMS.

The Solution

Using Workato to Extend Docebo Beyond Its Native Capabilities

Quandary created a custom ILT resource calendar integration through Docebo Connect, powered by Workato, to connect learning information in Docebo with scheduling information in Microsoft 365. Workato served as the integration and orchestration layer between the two environments.

Using the Docebo connector, Microsoft 365 Calendar connector, and custom HTTP actions, Quandary created an automated flow of information that could bring previously disconnected scheduling data together. Rather than forcing administrators to work around the limitations of either platform, Workato enabled Quandary to create the functionality LabWare actually needed.

Connecting Docebo and Microsoft 365

The integration connected two critical sources of information. Docebo provided the ILT and learning-related scheduling data. Microsoft 365 Calendar provided visibility into instructors' broader scheduling commitments.

Workato connected those environments so information could be brought together programmatically instead of requiring administrators to compare calendars manually.

Extending the Integration With Custom HTTP Actions

Native connectors alone weren't enough to deliver all of the functionality LabWare required. Quandary used custom HTTP actions within the Workato-powered environment to bridge gaps that couldn't be addressed through standard connector functionality.

This allowed the solution to go beyond simple point-to-point synchronization. Quandary could apply custom integration logic to retrieve, transform, and coordinate the information required for the resource-allocation experience.

Creating an ILT Resource Allocation Visualization

Connecting the data was only part of the solution. Administrators needed to be able to use that information to make better scheduling decisions. Quandary brought the relevant scheduling information together into a custom resource-allocation visualization.

Instead of moving back and forth between Docebo and Microsoft 365 to understand instructor commitments, program administrators gained centralized visibility into the information needed to plan ILT resources.

Replacing Manual Calendar Reconciliation

The integration changed the scheduling workflow. Previously, administrators needed to reconcile information across separate systems to determine instructor availability.

With Workato connecting the environments, much of that information could be aggregated automatically and administrators could spend less time gathering scheduling information and more time making decisions based on it.

The Results

Centralized Instructor Scheduling Visibility

LabWare program administrators gained a centralized view of instructor scheduling information that wasn't natively available within Docebo. Instead of relying on fragmented information across the LMS and Microsoft 365, relevant resource data could be brought together into a unified experience.

Reduced Manual Calendar Reconciliation

Workato automated the movement and aggregation of information between Docebo and Microsoft 365 and that reduced dependence on administrators manually comparing calendars and learning schedules to understand instructor availability.

Lower Risk of Scheduling Conflicts

Giving administrators greater visibility into instructor commitments helped them identify potential scheduling conflicts before assigning resources to ILT sessions and this created a more proactive approach to instructor scheduling and reduced the risk of double-booking.

Faster ILT Resource Planning

Centralizing resource information simplified the process of planning future instructor-led training and the program administrators could make scheduling decisions with better information available in one place rather than assembling that information manually.

Functionality Beyond the Native LMS

Perhaps most importantly, LabWare gained a capability that Docebo didn't natively provide. Rather than replacing the LMS or forcing administrators to accommodate its limitations, Quandary used Workato to extend the platform around LabWare's actual business requirements.

The Impact

Enterprise platforms rarely solve every business requirement out of the box. The question is what happens when the organization needs functionality that the core platform doesn't provide.

For LabWare, instructor scheduling created exactly that challenge and the learning information existed in Docebo. Instructor commitments existed within Microsoft 365. But administrators needed a centralized way to see both.

Workato became the connective layer that made that possible.

• Centralized instructor scheduling and resource-allocation visibility

• Connected Docebo learning data with Microsoft 365 Calendar information

• Automated aggregation of previously disconnected scheduling information

• Extended Docebo beyond its native ILT resource-planning capabilities

Using Workato's connectors alongside custom HTTP actions, Quandary transformed two separate systems into a connected resource-planning environment. The result wasn't simply another integration, it was new business functionality built on top of the technology LabWare already owned.

Instead of forcing administrators to compensate for a platform limitation through manual work, Workato enabled Quandary to close the capability gap through integration, automation, and custom logic.