Payaca integration
Sync Payaca scheduled visits as tasks, write training results back to the project, and give the AI hands-free job tools.
Payaca is a job-management and quoting platform popular with UK trade businesses. Connect it to TrainAR to bring your scheduled visits in as tasks, post training results back onto the job, and give the AI assistant hands-free Payaca tools during sessions.
What syncs
Into TrainAR (real-time webhooks):
- Payaca scheduled events (visits) become tasks in TrainAR - one task per visit. Payaca pushes them the moment they're created, assigned, rescheduled, or edited.
- Each task carries the visit name, customer name, date, and the project context (reference, pipeline stage, customer, site address).
- Archiving a visit in Payaca closes the matching task; re-scheduling it re-opens it.
- Payaca assignees are matched to TrainAR users by email for assignment.
- A background sync also refreshes project context (pipeline stage, customer, site address) on your existing tasks every 15 minutes.
Back to Payaca (when Sync direction = Import + Export):
When a training session is completed against a Payaca-sourced task, TrainAR posts a note onto the originating project with the task title, completed-by name and email, score, duration, a session link, and any completion notes. Completed form PDFs from the session (job sheets, certificates) are attached to the project as files.
Writeback never changes your project's pipeline stage or status. What happens to the job after training is your team's call, in Payaca.
What you will need
- A Payaca account with API access.
- Your Payaca Client ID and Client Secret - issued by Payaca for API access.
- Admin access to TrainAR.
Setup
- Dashboard → Integrations → Payaca card → Connect.
- Enter your Payaca Client ID and Client Secret. They're validated live against Payaca, then stored encrypted - they are only used to talk to Payaca on your behalf.
- TrainAR registers its webhooks with Payaca automatically and the connection goes live.
- In the post-connection setup, choose which staff to sync work for and whether writeback is on (Import + Export).
Hands-free AI tools
Once connected, the AI assistant gets Payaca tools it can use by voice during a session:
| Tool | What it does |
|---|---|
| Find job | Search your Payaca projects by free text |
| Get job | Pull the full detail of one project |
| Get customer | Look up a customer's details |
| Today's visits | List today's scheduled visits |
| Add job note | Dictate a note onto the project |
| Update job stage | Move the project to a different pipeline stage (only when the engineer explicitly asks) |
| Set job fields | Update the project's custom fields |
Sync model
Task creation is webhook-driven (instant). The 15-minute background sync only refreshes project context on existing tasks - so if a task ever looks stale, wait for the next cycle or use Re-sync on the card.
Troubleshooting
- Connect fails with an authentication error. Re-check the Client ID and Secret - they're validated against Payaca live at connect time.
- Visits aren't appearing as tasks. Tasks only come from scheduled events. A Payaca project with no scheduled visit creates no task. Also check the staff allocation in the integration settings.
- Tasks come in unassigned. The assignee's Payaca email doesn't match any TrainAR user email - see Tasks from integrations.
Where to next
- Tasks from integrations - how synced tasks behave
- Tasks → sessions writeback - what flows back
- Integrations overview - the full catalogue