How to set up an Autumna integration

Overview

The Autumna integration allows your organisation to automatically import enquiries from Autumna directly into Found. Once configured, all enquiries submitted through Autumna will appear in your Found CRM, giving you a unified view of all your leads in one place.

What you'll achieve:

• Automatic import of Autumna enquiries into Found

• Unified enquiry management across all channels

• Proper routing of enquiries to the correct locations

• Tracking of enquiry sources with Autumna attribution

Before you begin

Prerequisites

Before setting up the integration, ensure you have:

• Admin access to Found with the edit:Integrations permission

• Contact details for your Autumna account manager — you'll need to request your API key(s) from them

• Corresponding locations already set up in Found

What you'll need to know

• API Key: A unique code that allows Found to securely access your Autumna enquiries — provided by your Autumna account manager

• Service ID: Autumna's identifier for each of your care homes or services

• Location Mapping: Linking Autumna Service IDs to Found locations so enquiries go to the right place

Estimated setup time: ~10 minutes

Step-by-step setup guide

Step 1: Get your API key and Service IDs from Autumna

1. Email your Autumna account manager requesting your autumna_api_key

2. If you have multiple brands or accounts on Autumna, request a separate key for each

3. Once you have your API key, find your Service IDs by visiting the following URL (replacing the placeholder with your actual key):

https://www.autumna.co.uk/api/organisations/?api_key=YOUR_API_KEY_HERE

4. You will see a list of your locations, each with a unique ID number — note these down for Step 3

Step 2: Access the Autumna integration settings in Found

1. Log in to Found (you will need an Admin role)

2. Click on Settings in the navigation menu

3. Select Integrations from the settings menu

4. Click on Autumna from the list of available integrations

You'll see two tabs at the top of the page:

• Secrets — where you manage your Autumna API keys

• Location Mappings — where you connect Autumna services to Found locations

Step 3: Add your Autumna API key

1. Click on the Secrets tab

2. Click the Add Secret button (top right)

3. Fill in the two fields:

   • Integration Name: Enter a descriptive name to identify this API key (e.g., "Main Office", "London Region", "Northern Services")

   • Autumna API Key: Paste the API key provided by your Autumna account manager

4. Click Save to store your API key

If you have multiple Autumna accounts or brands, repeat this step for each API key.

Result: Your API key is now stored and Found will begin checking for new enquiries every 15–30 minutes.

Step 4: Map Autumna services to Found locations

This is the most important step — it ensures enquiries are routed to the correct location in your system.

1. Click on the Location Mappings tab

2. You'll see a table listing all your Found locations

3. For each location that receives enquiries from Autumna:

   • Click on the Mapped ID field for that location

   • Enter the Autumna Service ID for that location (from the list you noted in Step 1)

   • Press Enter or click outside the field to save

4. Repeat for all locations that should receive Autumna enquiries

Important: Only locations with a mapped Service ID will receive enquiries from Autumna. Unmapped locations will not import any enquiries.

Step 5: Verify the integration is working

After setup, Found will automatically start importing enquiries. Here's how to verify everything is working:

1. Return to Settings → Integrations → Autumna → Secrets and ensure your API key shows as "Enabled"

2. Wait for the first import — Found checks for new enquiries every 15 minutes during business hours (8am–6pm weekdays) and every 30 minutes outside business hours

3. Navigate to your Enquiries list and look for enquiries with "Autumna" listed as the source

4. Check they've been assigned to the correct location

Optionally, submit a test enquiry through Autumna, wait 15–30 minutes, and verify it appears in Found with the correct location and contact details.

How it works

Once configured, the following happens automatically:

• Regular polling: Found checks Autumna for new enquiries every 15–30 minutes — no enquiries are missed as the system tracks what's already been imported

• Automatic import: New enquiries are created in Found with contact information, resident details, and enquiry specifics (message, funding, timescales)

• Location assignment: Each enquiry is routed to the correct Found location based on your Service ID mappings

• Source attribution: All enquiries are tagged with "Autumna" as their source

• Contact creation/matching: If the contact already exists in Found, the enquiry is added to their record; if not, a new contact is created automatically

Managing your integration

Adding additional API keys

If you have multiple Autumna accounts or need separate keys for different regions:

1. Go to Settings → Integrations → Autumna → Secrets

2. Click Add Secret

3. Enter a descriptive name and paste the API key, then save

Updating location mappings

If you add new locations or Autumna services:

1. Go to Settings → Integrations → Autumna → Location Mappings

2. Find the new location in the list

3. Enter its Autumna Service ID in the Mapped ID column and save

Disabling an API key

To temporarily stop importing from a specific API key without losing your configuration:

1. Go to Settings → Integrations → Autumna → Secrets

2. Find the API key and click the toggle to disable it

Note: Disabling doesn't delete your configuration — you can re-enable it at any time.

Removing an API key

To permanently remove an API key:

1. Go to Settings → Integrations → Autumna → Secrets

2. Find the API key and click the Delete button (trash icon)

3. Confirm the deletion

⚠ Warning: This action cannot be undone. You'll need to re-add the API key if you want to use it again.

Troubleshooting

Enquiries aren't appearing

Check these items:

• API key status: Go to Settings → Integrations → Autumna → Secrets and ensure the key shows as "Enabled". Try disabling and re-enabling it

• Location mapping: Go to the Location Mappings tab and verify the Service ID is correctly entered with no typos or extra spaces

• API key validity: Your Autumna API key may have expired or been revoked — contact your Autumna account manager to verify, and update the key in Found if needed

• Timing: Imports happen every 15–30 minutes, not instantly — wait at least 30 minutes after submitting a test enquiry

Enquiries going to wrong location

1. Go to Settings → Integrations → Autumna → Location Mappings

2. Verify each Service ID against your locations list at https://www.autumna.co.uk/api/organisations/?api_key=YOUR_API_KEY_HERE

3. Update any incorrect mappings and save — future enquiries will route correctly (past enquiries won't be moved)

Missing contact information

Autumna enquiries must include at least an email address or phone number to be imported. If an enquiry has neither, it will be skipped automatically. Review your Autumna enquiry forms to ensure at least one of these fields is marked as required, or contact Autumna support to adjust your form settings.

Duplicate enquiries

The integration includes duplicate prevention, so the same enquiry won't be imported twice. If you're seeing what appears to be duplicates, they may be separate enquiries from the same contact — check the enquiry dates and messages to confirm, or contact support if the issue persists.

Best practices

• Name your API keys clearly: Use names that indicate geographic region, brand, or division — this makes management easier if you have multiple keys

• Review mappings regularly: Check your location mappings quarterly, ensure new locations are mapped when added, and remove mappings for decommissioned locations

• Test changes carefully: Make updates during low-enquiry periods, submit a test enquiry to verify routing, and monitor the first few live enquiries after any changes