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API keys let an external automation — an n8n workflow, a Zapier zap, a custom script — write specific data back into Regentra. Paired with outbound webhooks, this closes the loop: a webhook tells your automation something happened, and an API key lets it write the result back.
API keys are a PSA feature and write-scoped: they can add a ticket note or log time, and nothing else. There is no read API and no key that can act with your full account permissions.

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Creating a key

1

Open API Keys settings

Go to Settings → API Keys and click New Key.
2

Name it

Give the key a name that identifies what will use it (e.g. “n8n — ticket automations”).
3

Choose scopes

Select the permissions this key needs:
  • Time entries — create time entries on tickets.
  • Internal notes — add internal notes to tickets.
4

Set an expiration (optional)

Set an expiration date, or leave it open-ended.
5

Save and copy the key

Regentra shows the full key exactly once. Copy it now — it can’t be retrieved again, only revoked and replaced with a new one.

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Using a key

Every key starts with rgk_. Send it as a bearer token on every request:

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Confirming a key works

GET /api/v1/ping requires no scope and has no side effects — use it to confirm your Authorization header is wired up correctly before pointing a real workflow at the write endpoints:

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Adding an internal note to a ticket

Requires the Internal notes scope.
Notes created through the API are always internal — visible to your team only, never to the customer, and they never trigger a customer-facing email.

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Logging time on a ticket

Requires the Time entries scope.
Time entries created this way land in the same Submitted approval queue as time logged in the app — an admin still reviews them before they’re billable. The hourly rate is always resolved automatically from the ticket’s company agreement (or your org’s default rate); you can’t set a rate on the request itself. By default, time is credited to your organization’s automation service account. To credit a specific technician instead, add userEmail to the request body — it must match an active, non-service technician in your organization, or the request is rejected rather than silently falling back to the service account.

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Idempotent requests

Automations retry. To make a retried request safe, send an Idempotency-Key header on time-entry creation:
If a request with the same key already created an entry for your organization, Regentra returns that existing entry instead of creating a duplicate, with "idempotentReplay": true in the response.

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Attribution

Every write made through an API key is audit-logged and attributed to the key, not to a person — audit log entries show the key’s name so you can trace exactly which automation made a change.

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Revoking a key

Click Revoke on any key from Settings → API Keys. A revoked key stops working immediately. This can’t be undone — create a new key if the automation needs to keep running.

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Errors

Every authentication failure — a missing key, a malformed key, an unknown key, a revoked key, an expired key, or a key missing the required scope — returns the same 401 Unauthorized with no further detail in the response body. This is deliberate: it prevents anyone probing the API from learning which of those cases applies. If your automation is unexpectedly failing, check the key’s status and scopes in Regentra directly rather than trying to infer the cause from the response. Requests are also rate-limited — per source IP before a key is even validated, and per key once it resolves — and return 429 Too Many Requests if you exceed those limits. If your organization’s plan doesn’t include PSA, authenticated requests fail with 403 Forbidden instead of 401.