SSalesCrew

Salesforce · 15 min · reviewed 2026-09-06

How do I create a Salesforce API user and get its security token?

Create a dedicated Salesforce user for the integration, give it API access, reset its security token (Salesforce e-mails it), then enter the user, password, token and your instance URL in Settings → Salesforce orgs. Do not share this user with a person: a password change by a teammate locks the integration out.

What you will need

  • A System Administrator login in the Salesforce org.
  • One spare user licence (Salesforce or Salesforce Platform).
  • An inbox for the API user's e-mail (the security token is mailed there).

Steps

  1. 1

    Step 1

    In Salesforce, open Setup → Users → Users → New User.

  2. 2

    Step 2

    Name it clearly, for example SalesCrew API. Use an e-mail you control. Licence Salesforce, profile System Administrator (or a clone with API Enabled, Modify All Data on Leads and Send Email).

  3. 3

    Step 3

    Save. Set the password from the welcome e-mail. Turn Multi-Factor Authentication off for this user only (Setup → Permission Sets → remove *MFA for User Interface Logins*), or the API login fails.

  4. 4

    Step 4

    Sign in as the API user once. Open View profile → Settings → Reset My Security Token → Reset.

  5. 5

    Step 5

    Salesforce e-mails a 24-character token to the user's address. Copy it.

  6. 6

    Step 6

    Find the instance URL: it is the address bar when you are signed in, for example https://acme.my.salesforce.com. Use the my.salesforce.com form, not lightning.force.com.

  7. 7

    Step 7

    In SalesCrew: Settings → Salesforce orgs → Add org, connection API. Enter a label, the instance URL, the API user, its password and the security token. Click Test, then Save.

Common errors

INVALID_LOGIN
wrong password, an old token (every password reset makes a new token), or an IP restriction on the profile. Reset the token again and paste the new one.
"user locked out"
too many failed logins, often a person trying the same user by hand. Reactivate the login under Setup → Users, then reset the token.
API_DISABLED_FOR_ORG
the org edition has no API access (Essentials). Upgrade or use manual mode.

How you know it worked

Settings → Salesforce orgs → Test shows Connected. Then run Check senders on the same row to see which addresses this org can send from.

Where this goes in SalesCrew

Settings → Salesforce orgs → Test shows Connected. In your own workspace the same how-to opens beside the field, with your callback URLs filled in.

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