If you need to transfer ownership of the Aircall ↔ Salesforce integration to a different Salesforce admin user, this article outlines the correct process and the key operational considerations to follow. You will learn how the integration is authenticated, how to safely transition to a new admin, and how to prevent service disruption.

How the integration works

The Aircall ↔ Salesforce integration is authenticated through a specific Salesforce admin user account. This means that any change to that user's status or permissions can affect the integration.

Changing the email address of the Aircall admin does not trigger a new authentication as long as the original Salesforce admin user remains active. Because of this, the order of operations matters when transitioning to a different admin.

Important: Before deactivating the existing Salesforce admin, try to activate a second Salesforce admin with the correct permissions so its ready to reconnect the Aircall integration.

Key considerations before switching admin accounts

  • Confirm whether the current Salesforce admin is used by other systems or workflows. Deactivation may impact unrelated automations.
  • Try to have at least two admins active in Salesforce during the transition. This may prevent service interruption in case the integration requires immediate reauthentication.
  • Decide between:
    • reconnecting the integration after deactivating the old admin, or
    • installing a new integration instance using the new admin and then retiring the old one.
Note: If you install a new instance of the integration, previously synced contacts will not transfer. Future contact sync will occur only from the new integration instance.

Steps to change the admin account

1. Check how the current Salesforce admin is used

  1. In Salesforce, review whether the admin user is tied to other integrations, automation, or workflows.
  2. If the user is shared across multiple systems, coordinate internally before any deactivation.
  3. If the admin is used only for Aircall, continue to the next option.

2. Option A: Deactivate the original Salesforce admin user

Use this option when the original admin is no longer needed anywhere else in Salesforce.

Steps:

  1. In Salesforce, go to Setup and select Users.
  2. Locate the original admin user and deactivate it.
  3. In the Aircall Dashboard, go to Integrations & API and look for your Salesforce integration.
  4. Select Re authenticate or Connect and log in using the new Salesforce admin credentials.

3. Option B: Create a new integration using the new admin

This option preserves the old integration until you verify that everything works with the new one.

Steps:

  1. Go to Aircall Dashboard > Integrations and API then look for Salesforce.
  2. Select Install integration.
  3. Authenticate using the new Salesforce admin credentials.
  4. Verify that calls, tasks, and objects are logged correctly in Salesforce.
  5. Once confirmed, deactivate the previous integration instance in Aircall.
Tip: Installing a new integration instance helps avoid downtime because the old integration remains active until the new one is fully validated.

4. Validate the data flow after switching admin accounts

Steps:

  1. Place a test call in Aircall.
  2. In Salesforce, confirm that the call is logged and linked to the correct objects.
  3. Ensure that email domains for users match in both systems so that authentication works correctly.
  4. Test inbound, outbound, and missed call scenarios to confirm consistency.

Additional considerations

Important: Do not deactivate a Salesforce admin user until you verify that the account is not used by other critical integrations or workflows.
  • Updating the email address only in Aircall does not trigger a new authentication process. Authentication is tied to the Salesforce user ID, not the email address.
  • If the original admin is deactivated too early, the integration may fail until a new admin reconnects it.

Summary

To safely transition the Aircall ↔ Salesforce integration to a new admin:

  • Ensure a second fully permissioned Salesforce admin is active before making changes.
  • Choose between reconnecting the existing integration or installing a new one.
  • Avoid deactivating the original admin until a backup admin is ready to authenticate.
  • Test all call logging flows to confirm the integration works as expected.