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The Kantata integration makes delivery and resourcing data available in your client work. Ask how a project is tracking against budget, who is allocated to it next week, or what margin the engagement is running at, and Hebno answers from Kantata with each project, task and time entry cited. When a request implies a change, such as logging time or requesting a consultant, Hebno shows a confirmation card and writes to Kantata only after you confirm.

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At a glance

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Before you start

You need:
  • An owner or admin role in Hebno.
  • A Kantata OX account administrator who can register an OAuth application.
  • A dedicated Kantata user for the integration. The organisation connection acts as this user, so its account permissions and project permission levels set the most Hebno can read or write.
Register an OAuth application for Hebno on the Kantata developer site under Your Applications. Enter the redirect URI shown on the Kantata card in Hebno, then copy the client ID and client secret. Kantata does not use scope strings. Access comes from the integration user’s permissions in Kantata, and from each member’s own permissions for members who link their account.
Add the integration user to the projects Hebno should read with the Financial or Project Lead permission level if you want budgets, rates and margin in answers. A lower level such as Viewer returns projects and tasks without financial fields, and Kantata returns a permission error for writes the level does not allow.

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Connect Kantata

1

Allow the integration

Open Admin → Connectors → Catalogue, find Kantata under PSA, time and resourcing, and set it to Allow.
2

Connect the organisation

Select Connect, enter the OAuth client ID and client secret, and sign in to Kantata as the integration user. Approve the request, then select Test connection. Hebno lists the projects and areas the integration user can read and write.
3

Choose teams and data areas

Under Who can use it, choose All teams or pick teams. Under Data areas, choose what members can see. See Data areas.
4

Set access

Leave Access on Read and write to let members propose time entries, task changes, resource requests and notes, or choose Read only.
The card shows Connected with the Kantata account name. Members in the selected teams can use Kantata in chat straight away. Members can link their own Kantata account so writes are made in their name under their own Kantata permissions.
  1. In Hebno, open Settings → Connections, find Kantata and select Link your account.
  2. Sign in to Kantata and select Authorize.
When your account is linked, Hebno reads and writes as you: time entries are logged against your Kantata user, and you see only the projects you participate in or can view as an administrator.

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Data areas

Data areas control what members of the allowed teams can see through the organisation connection. They apply on top of whatever the integration user can read in Kantata.
Admin connector panel showing who can use it, access and data areas

An organisation connection with team access and data areas. Financial figures default to owners and admins.

To share budgets and margin with delivery leads, open the Kantata card in Admin → Connectors, select Financials and add the teams that should see them.
When a member has linked their own account, Hebno uses that member’s Kantata permissions instead of the organisation connection. Data areas still apply, so a member never sees more through Hebno than both Kantata and your Hebno settings allow.

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What Hebno reads

Reads are live. Hebno queries Kantata when a request needs it. Only what a reply used is stored with the conversation as its sources.

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What Hebno writes

Every write appears first as a confirmation card. You can change any field before you select Confirm.
Confirmation card for Kantata with editable fields

A Kantata change pending confirmation. Nothing is written until you confirm.

A resource request is in Draft until a person submits it in Kantata. Hebno never submits or approves timesheets, fulfils resource requests, changes rate cards or budgets, or creates or sends invoices in Kantata. If you have linked your own account, the entry is created as you. Otherwise it is created through the organisation connection, with your name in the notes and the write recorded against you in Admin → Logs → Integrations. Linking marks which Kantata projects belong to a Hebno project, so you can ask “how are we tracking?” without naming them.
  1. Open the project and select Brain.
  2. Under Linked records, select Link record, then Kantata.
  3. Search by project title or client, and select the project. Repeat for each Kantata project in the engagement.
In chats tagged to the project, Hebno starts with the linked projects for any delivery, budget or resourcing question, and time entry cards default to them. See Linked records.

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Use Kantata in chat

  • Attach: open the + menu, choose Sources → Kantata, and pick a project, a task, a resource request or your timesheet week. Or type / and choose Kantata.
  • Ask: name the client, project or phase in your request. For example:
    How is the Contoso pricing review tracking against budget and margin, and what is left before the readout?
    Who is allocated to Contoso for the next two weeks, and which resource requests are still open?
    Log 2.5 hours on the Contoso pricing review, stakeholder interviews, for yesterday.
  • Research runs show a Checking Kantata step, with a chip for each project, task and time entry it read.
  • Agents can read Kantata on a schedule, for example a Monday brief on budget used and open resource requests across active projects. Writes an agent proposes appear in agent approvals for review.

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Troubleshooting