Users

In Profile → Users, administrators add people to the system, assign roles, and connect bots.

How to connect a bot

1. Create a user with role BOT.
2. Generate a bot token for that user.
3. Set the token lifetime in weeks.
4. Grant the bot access to the required form.
5. Use the token in requests:

Authorization: Bearer <token>

Important notes about bot token

• a bot token is bound to the bot user
• one bot should have one active token
• task access is determined by the bot's access to the form
• if you need higher throughput, create a second bot and issue a separate token
• one bot can have access to at most 2 forms

Practical setup

Minimal integration flow:

1. Create a dedicated bot user for one integration.
2. Grant access only to the forms that bot must use.
3. Generate a token for the required lifetime.
4. Use that token in the external service, bot, or AI agent.

If the bot needs access to more forms:

1. Create another bot.
2. Generate a separate token for it.
3. Grant that bot access to the required forms.

Error message:

• Bot already has access to 2 forms. Create another bot or remove access from another form.

Recommendation

Do not use one bot for every integration in the company.
If integrations are different, create separate bot users with separate tokens and separate form access.

Related sections

• Roles
• HCAPP Bot API