Disclaimer: This guide was correct at the time of writing (June 2021) but may go out of date over time as it explains how a system external to Civica Scheduling works. You may want to double check this support article against documentation produced by Allocate about Selenity Expenses system.
In order to integrate the two pieces of software, a staff member must be created on Selenity with API permission - this staff member is then used for the integration and is managed by the Trust. It is important to be aware that Selenity force a password reset every 90 days and as a result the integration will break each time the password reset is forced. This article explains how to initially create the staff member so that the integration works and your organisation is able to successfully respond to the password reset every 90 days.
Creating an API User
Create the Access Role
The steps are as follows:
- Administrative Settings → User Management → Access Roles → New Access Role
- Set the Role Name to: Civica Scheduling API Access
- Reports Access: All Data
- Product Access: Website, API
- Element access
- Base information: View Expense Categories, View Expense Items, View Expenses,
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- Miscellaneous: Add Add Expense For Employee via API, View Claim Viewer
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- User Management: View Access Roles, View Vehicles, View Employees, View Item Roles
Create new user
- Administrative Settings → User Management → Employees → New Employee
- When you add the access roles, you will need to select Civica Scheduling API Access under the permission tab
- The email address needs to be an internal email address for your organisation so you can do the password reset process
Managing a forced password reset
After a password reset is required by Selenity, it is necessary to go back to Civica Scheduling and enter the new details. You can follow the instructions shown in Part 2: Client Guide for Civica Scheduling – Selenity Integration
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