Business Integrations — Activate Credentials & Sync Data
Written By Anand Raj
Last updated 12 days ago
The Integrations module is where a Kickcall Business activates the third-party tools (EHR, scheduling, CRM, etc.) that its AI agent will use during live calls. Before the agent can read or write anything in the third-party system, the integration must be made active with valid credentials, and (if supported) the records must be synced into Kickcall.
This article walks through both steps: activating an integration with credentials, and running the initial data sync.
Step 1 — Activate the integration with credentials
Every integration the Agency has assigned to your Business shows up under Integrations. Open one and you'll land on the Credentials tab.
To activate, fill in:
Friendly Name — a label so you can identify this connection (useful when the same integration is connected for multiple locations).
Location — the Business location this connection belongs to.
API Key (or OAuth, depending on the integration) — the credential issued by the third-party platform.
Every integration has its own activation requirements. The exact fields you'll see on the Credentials tab depend on what the third-party platform requires — some common examples:
API Key / API Username + Password / Base URL — most EHR and practice management integrations.
OAuth login — for integrations that support it, you'll be redirected to sign in to the third-party platform and grant access.
Tenant / Business / Branch IDs — some integrations need additional identifiers alongside the key.
Click Edit (top-right of the API Credentials card) to enter or update the values, then save. Once Kickcall validates the credentials, the integration becomes active and the Sync tab (if supported) unlocks.
For integration-specific setup steps and documentation, reach out to your Agency. Each integration has its own process for issuing API keys, OAuth access, or required IDs — and the wrong values will silently fail. Your Agency support team maintains the per-integration documentation and will either provision the credentials for you or walk you through requesting them from the third-party vendor.
Step 2 — Sync data from the integration into Kickcall (if supported)
If your integration supports data sync, you'll see a Sync tab next to Credentials. Sync pulls existing records (contacts, patients, customer profiles, etc.) from the third-party platform into Kickcall so the agent can reference them on calls.
Note: Sync does not copy appointment or slot availability data into Kickcall. Appointments and open slots are always fetched at runtime, live from the integration during a call — so your agent always sees the latest schedule without waiting for the next sync.
Run the initial sync
The very first sync must be started manually using the Start Initial Sync button. This copies every existing record from the integration into Kickcall.
Important: The initial sync can take time — how long depends on the size of your database in the third-party system. A few hundred records will finish quickly; tens of thousands can take a while. Recommendations:
Run it during non-working hours — so it doesn't compete with live calls or staff using the third-party system.
Have your Agency team initiate it — they can monitor it end-to-end and intervene if something fails.
Sync Now, Sync Schedule, and Sync Logs
After the initial sync, the Sync tab shows three things:
Sync Now — a manual Run Sync Now button to trigger an on-demand sync any time (for example, after you've just added a batch of records in the third-party system and want them available to the agent immediately).
Sync Schedule — set the automation Frequency so Kickcall keeps records in sync without manual action. Daily is the recommended cadence for most Businesses — it keeps records fresh without putting unnecessary load on the third-party API.
Sync Logs — a per-run history with Date & Time, Status (Success / Partial / Failed), Duration, API Hits, and counts for Total, New, Updated and Failed records. Use this to verify each sync run and to spot integrations that need attention.
Reading the sync statuses
Success — all records in the run were processed without errors.
Partial — some records were synced successfully and some failed (see the Failed column). Usually caused by individual records with missing/invalid fields in the third-party system.
Failed — the whole run failed, typically due to expired credentials, revoked OAuth access, or the third-party API being down. Re-check the Credentials tab first.