The short answer
A Muffin Suite automation gets into your business software or your portal with the credentials the client company decides to give it, not with credentials of its own and not through a hidden technical shortcut, because the system opens the screens the way an operator would, so it needs a login exactly as a person does
Which login, though, can't be settled in the abstract, it's agreed before the work starts and it's written into the project contract
If someone answers you out loud, with a “we'll think about that later”, that's the part to stop on, not because there is necessarily a problem, but because it's the only moment when the question costs nothing to ask
An account dedicated to the automation instead of a person's own
The most useful thing you can ask for is an account dedicated to the automation, separate from the one Maria in the admin office uses
The reason is an obvious one, if the system works under Maria's profile, everything it does shows up as done by Maria, and the day you want to know who touched an entry you find yourself with a log that no longer tells anything apart, with a separate account instead you look at the trail and see straight away what the program did and what a person did
There's a second reason, less obvious, with a dedicated account you can give it only the permissions it really needs, if the automation has to enter the transactions and must not touch the customer records, you take that away from it, while a person's account carries with it everything that person is allowed to do in the company
And then there's the practical case, if Maria moves department or leaves, her login gets closed, and the work stops dead without anyone having worked out why
It isn't always possible, there is business software that charges a license for every extra account, and some web portals allow only one per company, in those cases we weigh up the compromise together, what matters is knowing it beforehand and not finding out once the work is under way
Who can change them, and what happens at the end
Passwords change, because they expire or because that's the habit in the company, and an automation that logs in with an old password stops, so you have to settle who changes it, how they pass that on, and how quickly it gets back on its feet
Those are things that fall under support, which in the way Muffin Suite works sits inside the monthly fee along with development and maintenance, and on how it works you'll find the whole round
The part almost nobody asks about is the end, what happens to the logins when the relationship closes, who revokes them, by when, and how you can be sure they really were taken away
The right answer is that you revoke them, from your side, because they are accounts on your programs and the key stays in your hands, but this too goes down in writing beforehand, it isn't left to common sense
If the neighboring question interests you, where the documents and the data the automation reads end up, the guide on where your company data stays deals with that piece