Why you should connect Firmable with a dedicated integration user

The problem with connecting via a personal login

When you connect Firmable to your CRM, the connection is authenticated as whichever user was logged in at the time. If that person's account is later deactivated, has its permissions changed, or they leave the company, the connection can break without warning, syncs silently stop working, pushes fail, and nobody notices until someone asks why records haven't updated in weeks.

This also affects record ownership: new records created by a push are assigned based on your User mapping, or, if User mapping isn't set up, to whoever's login the connection is running under. If that's a personal account, every unassigned new record ends up owned by that one person, and stops working entirely the day their access changes.

The fix: a dedicated integration user

Create a separate CRM user account specifically for the Firmable connection, rather than connecting through anyone's personal login. This account isn't tied to a single person's employment status, so the connection keeps working through role changes, team restructures, and departures.

How to set it up

• In your CRM, create a new user account dedicated to integrations (for example, "Firmable Integration" or "Data Sync User"). Give it whatever permissions level your CRM requires for API or integration access.
• Grant this account the same permissions your CRM connection needs (the same Admin or Integration-level access documented in your CRM's connect guide).
• On the Firmable side, add this account as a user with the Integration role. This is a free seat, it doesn't consume a paid licence on your Firmable plan.
• Connect Firmable using this account's login, instead of a personal one.
• If you're relying on the fallback ownership behaviour (no User mapping configured), be aware that new records will now be owned by this integration user, not a person, decide whether you want User mapping configured instead so records land with the right rep or team.

Frequently asked questions

• Do I need a dedicated license for this user? Usually yes, check your CRM's requirements for API or integration-level access, some CRMs offer an integration-only user type at a lower cost than a full seat.

• What if I've already connected using a personal account? Reconnect using a dedicated integration user as soon as possible, this avoids the connection breaking later without warning.

• Does this replace User mapping? No, they solve different problems. A dedicated integration user keeps the connection itself stable, User mapping controls who new records are actually assigned to. We recommend setting up both.

We hope this article has helped you set up a stable CRM connection. If you have any other questions, don't hesitate to contact us at support@firmable.com.