> ## Documentation Index
> Fetch the complete documentation index at: https://docs.msportal.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Configure NinjaOne Integration

> Connect your NinjaOne (NinjaRMM) instance to MSPortal.ai to sync organizations, locations, and devices

This guide walks you through connecting your NinjaOne instance to MSPortal.ai using our streamlined 4-step setup wizard.

## Overview

The NinjaOne integration syncs your organizations, locations, and devices into MSPortal, allowing you to:

* Import and manage devices from NinjaOne
* Map NinjaOne organizations to your MSPortal companies
* Map NinjaOne locations to your PSA locations for accurate site-level tracking
* Keep device inventory synchronized automatically with daily syncs
* Track device status, backup usage, and ownership details
* View NinjaOne devices in reports and compliance tracking

## Prerequisites

Before you begin, ensure you have:

* Active NinjaOne account with administrative access
* MSPortal.ai account with integration management permissions
* Companies already set up in MSPortal (from your PSA integration or manually created)

<Note>
  The NinjaOne integration maps organizations to existing companies in MSPortal. Import your companies from your PSA integration first, or create them manually before setting up NinjaOne.
</Note>

***

## Part 1: Generate API Credentials in NinjaOne

Before connecting to MSPortal, you need to create API credentials in NinjaOne.

<Steps>
  <Step title="Access the NinjaOne Dashboard">
    Log into your NinjaOne portal and navigate to **Administration** from the left sidebar.
  </Step>

  <Step title="Navigate to API Settings">
    Go to **Administration > Apps > API**. You'll see three tabs at the top of the page:

    * **OAuth Tokens**
    * **Client App IDs**
    * **Legacy**

    <Warning>
      Select the **Client App IDs** tab. Do **not** use the **Legacy** tab. Credentials created under Legacy will fail the connection test with a `Client app not exist` error, because MSPortal uses the modern Client Credentials OAuth flow which only works with apps created under Client App IDs.
    </Warning>
  </Step>

  <Step title="Create a New API Application">
    On the **Client App IDs** tab, click **Add** to create a new API application.
  </Step>

  <Step title="Configure the Application">
    Fill in the following settings:

    | Field                    | Value                                                |
    | ------------------------ | ---------------------------------------------------- |
    | **Name**                 | MSPortal Integration                                 |
    | **Application Platform** | API Services (Machine-to-Machine)                    |
    | **Grant Type**           | Client Credentials **only**                          |
    | **Scopes**               | `monitoring`                                         |
    | **Redirect URI**         | `https://app.msportal.ai` (if the field is required) |

    <Note>
      Some NinjaOne instances require a Redirect URI even for Machine-to-Machine apps. If the field is mandatory, enter `https://app.msportal.ai`. It is not used by the Client Credentials flow but satisfies the form validation.
    </Note>

    <Warning>
      **Only check `Client Credentials`.** Do **not** select `Authorization Code`, `Password`, `Refresh Token`, or any other grant type. Enabling additional grant types can cause NinjaOne to reject the token request and the connection test will fail.
    </Warning>

    <Warning>
      Copy both the **Client ID** and **Client Secret** immediately after saving. The Client Secret cannot be retrieved once you close the dialog.
    </Warning>
  </Step>

  <Step title="Note Your Region">
    Identify which NinjaOne region your account uses. This is visible in your NinjaOne portal URL:

    | Region             | Portal URL         |
    | ------------------ | ------------------ |
    | United States (US) | `app.ninjarmm.com` |
    | Europe (EU)        | `eu.ninjarmm.com`  |
    | Oceania (OC)       | `oc.ninjarmm.com`  |
    | Canada (CA)        | `ca.ninjarmm.com`  |

    <Tip>
      Check your browser address bar when logged into NinjaOne to identify your region.
    </Tip>
  </Step>
</Steps>

***

## Part 2: MSPortal Setup Wizard

MSPortal provides a guided 4-step wizard to connect and configure your NinjaOne integration.

### Starting the Wizard

<Steps>
  <Step title="Navigate to Integrations">
    In MSPortal, go to **Settings > Integrations**.
  </Step>

  <Step title="Start Setup">
    Find the **NinjaOne** integration card and click **Configure** to launch the setup wizard.
  </Step>
</Steps>

***

### Step 1: Connect

Enter your NinjaOne API credentials to establish the connection.

<Steps>
  <Step title="Select Your Region">
    Choose your NinjaOne region from the dropdown:

    * United States (US)
    * Europe (EU)
    * Oceania (OC)
    * Canada (CA)
    * Custom URL (for non-standard NinjaOne instances)

    <Tip>
      If you're unsure which region you're on, check your NinjaOne portal URL. For example, if you log in at `eu.ninjarmm.com`, select **EU**.
    </Tip>
  </Step>

  <Step title="Enter API Credentials">
    Fill in the following fields:

    The Host URL is displayed below the region dropdown (e.g., `https://app.ninjarmm.com`) and is auto-populated based on your selection. Then fill in:

    | Field             | Description                             |
    | ----------------- | --------------------------------------- |
    | **Access Key ID** | The Client ID generated in NinjaOne     |
    | **Secret**        | The Client Secret generated in NinjaOne |
  </Step>

  <Step title="Test Connection">
    Click **Test Connection** to verify your credentials. You'll see a green "Connection tested successfully" message when successful.

    If the connection fails:

    * Verify your Client ID and Client Secret are copied correctly (no extra spaces)
    * Confirm you selected the correct region
    * Ensure the API application is set to **Client Credentials** grant type
    * Check that the application platform is **API Services (Machine-to-Machine)**
  </Step>

  <Step title="Create Integration">
    Once the connection test passes, click **Create Integration** to save your credentials and proceed.
  </Step>
</Steps>

***

### Step 2: Map Organizations

Map your NinjaOne organizations to MSPortal companies. Only devices from mapped organizations will be available for import.

<Steps>
  <Step title="Wait for Initial Sync">
    After creating the integration, MSPortal begins syncing your organizations from NinjaOne. This may take a few minutes depending on the number of organizations.

    <Info>
      If you see "No organizations found", wait a few minutes and refresh. The initial sync may take a few minutes to complete depending on the number of organizations.
    </Info>
  </Step>

  <Step title="Review Organization List">
    The mapping table displays all organizations from NinjaOne with:

    * **Company Name**: The name of the organization in NinjaOne
    * **Mapped To**: The MSPortal company (if mapped), with confidence scores shown for pending matches
    * **Status**: Whether the mapping is saved, pending, or unmapped
  </Step>

  <Step title="Use Quick Match (Recommended)">
    Click **Quick Match** to automatically map organizations to companies with similar names. This uses fuzzy matching to find likely matches.

    * Organizations matched with high confidence are automatically mapped
    * Review the results and adjust any incorrect mappings
  </Step>

  <Step title="Manually Map Remaining Organizations">
    For organizations that weren't auto-matched:

    1. Find the organization in the list
    2. Click the company dropdown in the "Mapped To" column
    3. Search for and select the correct MSPortal company
    4. The mapping is saved automatically
  </Step>

  <Step title="Unmap Organizations (Optional)">
    To remove a mapping, click the **X** button next to the mapped company name.
  </Step>

  <Step title="Filter the List">
    Use the filter dropdown to show:

    * **All**: View all organizations
    * **Mapped Only**: View only organizations with company mappings
    * **Unmapped Only**: View organizations that still need mapping
  </Step>
</Steps>

<Warning>
  You must map at least one organization before proceeding to device import. Devices from unmapped organizations will not appear in the import staging area.
</Warning>

***

### Step 3: Map Locations

Map your NinjaOne locations to PSA locations in MSPortal. This step preserves your organizational hierarchy from NinjaOne and ensures devices are assigned to the correct site within each company.

<Info>
  This step is **optional**. If your organization does not use locations in NinjaOne or you do not need location-level tracking, you can skip this step and proceed to device import.
</Info>

<Steps>
  <Step title="Review Location List">
    The mapping table displays all locations from NinjaOne, organized by their parent organization:

    * **NinjaOne Location**: The location name in NinjaOne
    * **Organization**: The parent NinjaOne organization
    * **Mapped To**: The MSPortal PSA location (if mapped)
  </Step>

  <Step title="Map Locations to PSA Locations">
    For each NinjaOne location:

    1. Find the location in the list
    2. Click the location dropdown in the "Mapped To" column
    3. Search for and select the corresponding PSA location in MSPortal
    4. The mapping is saved automatically
  </Step>

  <Step title="Skip if Not Needed">
    If you do not use locations, click **Next** to proceed without mapping any locations. You can always return to this step later to add location mappings.
  </Step>
</Steps>

<Tip>
  Location mapping is most useful when your NinjaOne locations correspond to physical sites that are also tracked in your PSA. This keeps device site assignments consistent across both systems.
</Tip>

***

### Step 4: Import Devices

After mapping organizations (and optionally locations), import devices from NinjaOne into your MSPortal asset inventory.

<Steps>
  <Step title="Open Device Import">
    Click **Open Device Import** to access the full device import interface. This opens a dedicated page for managing device imports.
  </Step>

  <Step title="Complete Setup">
    Click **Complete Setup** to finish the wizard. You can always return to the device import page later.
  </Step>
</Steps>

***

## Part 3: Device Import

The device import page lets you configure device type mappings and selectively import devices.

### Device Type Mappings

Before importing devices, map NinjaOne device types to your MSPortal device types.

<Steps>
  <Step title="Review Discovered Types">
    The Device Type Mappings table shows all device types found in your NinjaOne environment:

    | Column            | Description                                                                                  |
    | ----------------- | -------------------------------------------------------------------------------------------- |
    | **NinjaOne Type** | The device node class (e.g., WINDOWS\_WORKSTATION, WINDOWS\_SERVER, MAC, LINUX\_WORKSTATION) |
    | **Device Count**  | Number of devices of this type                                                               |
    | **Maps To**       | The MSPortal device type to map to                                                           |
    | **Auto-Sync**     | Enable automatic import for this type                                                        |
    | **Ignore**        | Exclude this entire category from pending imports                                            |
    | **Actions**       | Import all devices of this type                                                              |
  </Step>

  <Step title="Use Quick Match or Quick Create">
    Two options to speed up type mapping:

    * **Quick Match**: Automatically maps NinjaOne types to existing MSPortal device types with similar names
    * **Quick Create**: Creates new MSPortal device types for any NinjaOne types that don't have a match

    <Tip>
      Use Quick Match first to map types that already exist, then Quick Create for any remaining unmatched types.
    </Tip>
  </Step>

  <Step title="Map Device Types Manually">
    For each NinjaOne device type:

    1. Click the "Maps To" dropdown
    2. Select the corresponding MSPortal device type
    3. The mapping is saved automatically
  </Step>

  <Step title="Enable Auto-Sync (Optional)">
    Toggle the **Auto-Sync** switch for device types you want automatically imported. New devices of these types will be imported without manual intervention after each sync.

    <Note>
      Auto-sync requires a device type mapping. You must select a "Maps To" value before enabling auto-sync.
    </Note>
  </Step>

  <Step title="Ignore a Category (Optional)">
    Check the **Ignore** checkbox for device types you never want to import (e.g., NAS devices, printers, or network appliances). Ignored categories:

    * Are visually dimmed in the mappings table
    * Have their mapping, auto-sync, and import controls disabled
    * All unimported devices of that type are hidden from the staged devices list and pending import counts
    * New devices synced from NinjaOne of an ignored type are automatically ignored

    Uncheck the Ignore checkbox at any time to restore the category and its devices.
  </Step>

  <Step title="Import by Type">
    Click **Import All** on a row to import all unimported devices of that type at once.
  </Step>
</Steps>

### Staged Devices

The Staged Devices table shows devices ready for import from mapped organizations.

<Steps>
  <Step title="Trigger a Sync">
    Click **Sync Now** in the page header to fetch the latest devices from NinjaOne.

    <Info>
      The initial sync may take a few minutes to complete depending on the size of your environment. Subsequent syncs are faster as they only process changes.
    </Info>
  </Step>

  <Step title="Review Staged Devices">
    The table displays:

    * **Device Name**: Hostname of the device
    * **Type**: NinjaOne device classification (node class)
    * **Organization**: Which NinjaOne organization the device belongs to
    * **Company**: The mapped MSPortal company
    * **Status**: Whether the device has been imported
  </Step>

  <Step title="Search and Filter Devices">
    Use the search bar to find specific devices by name. Toggle **Show only unimported** to hide devices that have already been imported.
  </Step>

  <Step title="Select and Import">
    1. Check the boxes next to devices you want to import
    2. Click **Import Selected** to import the selected devices
    3. Imported devices will be created in your MSPortal asset inventory
  </Step>
</Steps>

<Tip>
  For bulk imports, use the device type mapping's "Import All" button instead of selecting individual devices. This is much faster for large environments.
</Tip>

***

## What Gets Synced

| Data Type           | Sync Direction       | Description                                            |
| ------------------- | -------------------- | ------------------------------------------------------ |
| Organizations       | NinjaOne -> MSPortal | Organization data for mapping to companies             |
| Locations           | NinjaOne -> MSPortal | Location data for mapping to PSA locations             |
| Devices             | NinjaOne -> MSPortal | All managed devices from mapped organizations          |
| Device Details      | NinjaOne -> MSPortal | Name, hostname, OS, manufacturer, model, serial number |
| Network Info        | NinjaOne -> MSPortal | IP address and MAC address                             |
| Device Status       | NinjaOne -> MSPortal | Online/offline status and last contact time            |
| Backup Usage        | NinjaOne -> MSPortal | Backup status data from NinjaOne's backup feature      |
| Last Logged In User | NinjaOne -> MSPortal | Last user who logged into the device                   |
| Assigned Owner      | NinjaOne -> MSPortal | Device's assigned owner in NinjaOne                    |

***

## Sync Schedule

Syncs run automatically on a daily schedule:

| Sync Type         | Schedule                      | Details                                              |
| ----------------- | ----------------------------- | ---------------------------------------------------- |
| Organization Sync | Daily at 2:00 AM UTC          | Refreshes organization and location data             |
| Device Sync       | Daily at 3:15 AM UTC          | Syncs all device data from mapped organizations      |
| Auto-Import       | Immediately after device sync | Imports new devices for types with auto-sync enabled |

<Note>
  Device syncs may take a few minutes depending on the size of your environment. You can also trigger a manual sync at any time using the **Sync Now** button on the device import page.
</Note>

***

## Managing Your Integration

After setup, manage your integration from **Settings > Integrations**:

* **Configure**: Re-open the setup wizard to modify settings, re-map organizations, or update location mappings
* **Import Devices**: Access the device import page directly
* **Sync Now**: Trigger a fresh sync of organizations and devices
* **Delete**: Remove the integration and all associated mappings

### Re-running the Wizard

You can return to any step of the setup wizard at any time:

1. Go to **Settings > Integrations**
2. Click **Configure** on the NinjaOne card
3. Navigate between steps using the step indicators or Back/Next buttons

***

## Troubleshooting

<AccordionGroup>
  <Accordion title="Connection test fails with 'Client app not exist'">
    **Cause:** The API credentials were created under the **Legacy** tab in NinjaOne instead of the **Client App IDs** tab. Legacy credentials use an older authentication flow that MSPortal does not support.

    **Solution:**

    1. Log into NinjaOne and go to **Administration > Apps > API**
    2. Click the **Client App IDs** tab (not Legacy)
    3. Click **Add** and create a new application with:
       * Application Platform: **API Services (Machine-to-Machine)**
       * Grant Type: **Client Credentials**
       * Scopes: **`monitoring`**
    4. Copy the new Client ID and Client Secret into the MSPortal setup wizard
    5. Click **Test Connection** again
  </Accordion>

  <Accordion title="Connection test fails (other errors)">
    **Causes:**

    * Incorrect Client ID or Client Secret
    * Wrong region selected
    * API application not configured as Machine-to-Machine
    * Client Credentials grant type not selected
    * Missing `monitoring` scope

    **Solutions:**

    1. Verify your Client ID and Client Secret are copied exactly (no extra spaces)
    2. Confirm you selected the correct region matching your NinjaOne portal URL
    3. Check that the API application in NinjaOne uses **API Services (Machine-to-Machine)** platform
    4. Ensure the grant type is set to **Client Credentials**
    5. Confirm the `monitoring` scope is enabled on the app
    6. Generate new API credentials in NinjaOne if needed
  </Accordion>

  <Accordion title="No organizations appear in mapping step">
    **Causes:**

    * Initial sync still in progress
    * API credentials lack organization read permissions

    **Solutions:**

    1. Wait a few minutes for the initial sync to complete
    2. Click **Sync Now** to trigger a manual sync
    3. Verify your API application has the necessary permissions in NinjaOne
  </Accordion>

  <Accordion title="No devices in staging area">
    **Causes:**

    * No organizations have been mapped to companies
    * Device sync still in progress
    * Organizations don't have any devices

    **Solutions:**

    1. Map at least one organization to a company in the Map Organizations step
    2. Wait for the device sync to complete (may take a few minutes)
    3. Click **Sync Now** to trigger a fresh sync
  </Accordion>

  <Accordion title="Device sync takes a very long time">
    **Causes:**

    * Large number of devices across many organizations
    * NinjaOne API rate limits

    **Solutions:**

    1. This is expected behavior for large environments -- the sync processes devices in batches to respect rate limits
    2. The daily sync runs overnight so it completes before business hours
    3. No action is needed; the sync will complete automatically
  </Accordion>

  <Accordion title="Import fails for some devices">
    **Causes:**

    * Device type not mapped
    * Organization mapping was removed

    **Solutions:**

    1. Ensure all device types have a "Maps To" value configured
    2. Verify the organization is still mapped to a company
    3. Check for error messages in the import results
  </Accordion>

  <Accordion title="Auto-sync not importing new devices">
    **Causes:**

    * Auto-sync not enabled for the device type
    * Device type not mapped
    * Organization not mapped to a company

    **Solutions:**

    1. Enable the Auto-Sync toggle for the device type
    2. Ensure the device type has a "Maps To" mapping configured
    3. Verify the device's organization is mapped to a company
  </Accordion>

  <Accordion title="Locations not appearing in mapping step">
    **Causes:**

    * NinjaOne organizations don't have locations defined
    * Location sync has not completed yet

    **Solutions:**

    1. Verify that locations are configured in NinjaOne for your organizations
    2. Wait for the sync to complete and check again
    3. Location mapping is optional -- you can skip this step if you don't use locations
  </Accordion>
</AccordionGroup>

***

## Best Practices

<CardGroup cols={2}>
  <Card title="Map Organizations First" icon="sitemap">
    Always map your NinjaOne organizations to companies before trying to import devices. Unmapped organization devices won't appear in staging.
  </Card>

  <Card title="Use Quick Match" icon="wand-magic-sparkles">
    Start with Quick Match for organization mapping, then manually adjust any incorrect matches. It saves significant time for large environments.
  </Card>

  <Card title="Enable Auto-Sync" icon="rotate">
    For device types you always want imported (like workstations and servers), enable Auto-Sync to reduce manual work going forward.
  </Card>

  <Card title="Ignore Unwanted Types" icon="eye-slash">
    Use the Ignore checkbox to permanently hide device types you never manage (NAS, printers, etc.). This keeps your pending import counts clean and accurate.
  </Card>

  <Card title="Quick Match + Quick Create" icon="bolt">
    Use Quick Match to map existing device types, then Quick Create to generate new types for any remaining unmatched NinjaOne categories.
  </Card>

  <Card title="Schedule Around Syncs" icon="clock">
    Device syncs run daily at 3:15 AM UTC, so device data is refreshed before business hours. You can trigger a manual sync at any time if you need fresher data.
  </Card>
</CardGroup>

***

## Security and Privacy

* **Credential Storage**: Your NinjaOne Client ID and Client Secret are encrypted using vault storage and never exposed in logs or responses
* **Data Isolation**: All synced data is tenant-isolated and only visible to your organization
* **Read-Only Access**: MSPortal only reads data from NinjaOne; it does not modify your NinjaOne configuration or device settings

***

## Related Resources

* [Import Companies](/user-guides/integrations/import-companies) - General company import guide
* [Devices Module](/user-guides/devices/index) - Managing devices in MSPortal
* [Clear and Resync Integrations](/user-guides/integrations/clear-and-resync-integrations) - Troubleshooting sync issues
* [Datto RMM Integration](/user-guides/integrations/enable-datto-rmm-integration) - Similar RMM integration guide

## Need Help?

For assistance with the NinjaOne integration, contact [support@msportal.ai](mailto:support@msportal.ai).