Create a System Account

What is a System Account?

A System Account is a dedicated account in your intranet linked to an API key. It can perform automated actions such as posting in channels, editing content, or managing workflows, depending on the permissions you assign.

Key characteristics include:

• No seat consumption: System accounts don’t take up a paid seat, so they add no cost beyond the API add-on.
• Flexible permissions: They can be given admin rights or posting/editing rights in specific channels, depending on your organizational needs.
• API-driven access: All actions are authenticated through an API key tied to the account.

This makes system accounts particularly useful for automating repetitive tasks, integrating Happeo with other systems, or ensuring a smooth flow of content into your intranet.

How System Accounts are used

System Accounts act like behind-the-scenes team members that enable automation and integration:

• Posting to channels: A System Account must have the correct posting rights. For example, if a channel only allows editors to post, the account must be added as an editor (not just a participant).
• Ghostwriting: To edit another user’s posts, the account must be granted ghostwriting permissions.
• API automation: System Accounts are often connected to workflows, bots, or integrations that publish updates, sync data, or push notifications into Happeo.

By aligning permissions with your content and governance model, System Accounts ensure automations behave just like trusted users, without blurring accountability.

Best practices for using System Accounts

System Accounts unlock automation that extends your intranet’s value beyond daily use—helping your organization streamline tasks, reduce manual effort, and maintain consistent, centralized control.

• Limit privileges wisely: Assign only the permissions the System Account needs (e.g., posting rights instead of full admin) to reduce risk and keep governance clear.
• Use descriptive names: Name System Accounts according to their function (e.g., “HR-Bot” or “ProjectSync”), so users immediately recognize automated activity in channels.
• Review access regularly: Audit System Accounts and their permissions to ensure they’re still serving a purpose.
• Document usage: Keep an internal record of all active System Accounts, their purpose, and owners, so accountability doesn’t get lost over time.

Availability and costs

• The ability to create System Accounts is available through the Happeo API add-on.
• API access requires activation and comes at an additional cost.
• System Accounts themselves do not consume seats, keeping license usage under control.
• For pricing or activation, contact your Customer Success Manager (CSM).

How to create a System Account

🔑 Permissions: Only admins can create System Accounts.

1. Click your avatar in the top-right corner of your intranet navigation.
2. Go to Admin Settings.
3. Select User Management > System Accounts.
4. Click Create new System Account.
5. Enter the name of your new account.
6. Choose a user role:
   • Normal: Standard account permissions.
   • Admin: Full platform control.
7. Click Create System Account.

Once created, you’ll generate and link an API key for integrations.

Add a System Account to a channel

System Accounts can be added as members to channels, just like users.

1. Navigate to the channel where you want to add the account.
   • 🔑 Permissions: You must be an owner or editor of the channel.
2. Click the Members tab in the top-right channel navigation.
3. Search for and click the System Account name.
4. Assign the appropriate role:
   • Participant: Read-only access.
   • Editor: Can create and edit posts.
5. Click Add member.

This ensures your automations and integrations post or manage content in the correct spaces, with the right level of visibility.

How to manage a System Account

Admins can easily manage existing System Accounts from the Admin Settings → User Management → System Accounts section. Within this view, you can:

• Suspend an account: Click the red bin icon to suspend a System Account.
• View or remove API keys: Click the eye icon to display an API key, and use the bin icon within the API key window to remove it if necessary.
• Adjust admin privileges: Open the three-dot menu next to the System Account to grant or remove admin rights.

FAQ

Access & permissions

Do System Accounts require a Google or Microsoft account to function?

No, System Accounts are native to Happeo and are not tied to an individual’s Google or Microsoft identity. This makes them more flexible for integrations and automations.

Can System Accounts be given the same permissions as regular users?

Yes, admins can grant them roles such as channel participant, editor, or even admin rights, depending on what the automation needs.

Can System Accounts post in any channel automatically?

Not by default. They must first be added as a member of the channel and given the appropriate role (participant, editor, etc.).

Usage & automation

Do System Accounts appear in analytics or reporting?

Yes, actions performed through a System Account (like posting) are visible in activity logs, helping admins track automated contributions separately from human users.

Can multiple API keys be linked to the same System Account?

No, each System Account is linked to a single API key. If you need multiple integrations, you may need to create additional System Accounts.

Can System Accounts ghostwrite posts for multiple users?

Yes, but only if ghostwriting permissions are explicitly granted. Without this, the System Account cannot edit or create posts on behalf of others.

Costs & limits

Do System Accounts count toward my seat cap?

No, System Accounts do not consume seats and therefore do not impact your licensed seat limit.

Is there a limit to how many System Accounts I can create?

No, there’s no set limit on the number of System Accounts you can create. However, it’s best to only create accounts that serve a clear purpose, and to regularly review and remove any that are no longer in use to keep your environment streamlined.

Management & maintenance

What happens if a System Account’s API key is compromised?

You should revoke the API key immediately and generate a new one. This ensures no unauthorized automations can continue to act within your environment.

Can System Accounts be deleted?

Yes, admins can delete them from the Admin Settings under User Management → System Accounts. Any automations tied to the account will stop functioning.

Troubleshooting

Why can’t I see the System Account tab in User Management?

The System Account tab may not be visible if your current Happeo package does not include this feature. To confirm if System Accounts are available for your organization, please contact your Customer Success Manager (CSM).

Why can’t I retrieve a list of channels from Happeo’s public API?

• Check channel membership: The API cannot list channels if the System Account isn’t a member of any. Add the account to at least one channel to generate results.
• Verify the API key: Log into Happeo and confirm the API key is still active. If it has been revoked or deleted, it cannot be recovered—you will need to generate a new one.
• Confirm permissions: Ensure the System Account has the necessary rights to access the target channel(s).

Why can’t I retrieve channel members from Happeo’s public API?

• API key status: Start by verifying that the API key in use is still valid. Deleted or revoked keys cannot be restored—generate a new one if needed.
• Check the Channel ID: Ensure the Channel ID in your request matches the intended channel. Incorrect IDs will result in incomplete or missing data.
• How to find the Channel ID: Open the target channel in Happeo and check the URL. Example:  channels/123456789/Marketing → the Channel ID is 123456789.

Why can’t I post as another user using Happeo’s public API?

• Channel membership: Confirm the System Account is a member of the target channel. Without membership, it cannot post.
• Posting permissions: The account must be set as an Editor in the channel settings to create posts.
• API key validation: Check that the API key is active. If it has been revoked or deleted, create a new one.
• Verify Channel ID: Double-check that the Channel ID in the request matches the intended channel.
• Posting on behalf of someone: Ensure the System Account has ghostwriting rights enabled for posting on behalf of others.
• Confirm User ID: The User ID in your request must match the intended user. You can retrieve the correct User ID using Happeo’s API: Get One User