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Set up webhooks

How webhooks work in Tallyfy

Section titled “How webhooks work in Tallyfy”

Tallyfy webhooks send automated JSON messages to external systems when specific workflow events happen. They POST data to URLs you define, giving you real-time integration with other apps. This guide covers how to set them up and avoid common pitfalls.

Webhook types

Section titled “Webhook types”

Tallyfy has two webhook levels:

Template-level webhooks

Section titled “Template-level webhooks”

Template-level webhooks fire when any step in a process is completed, when a process is launched, or when a process is completed. They send the full process data - all form fields and step statuses. Think of these as the “firehose” option.

When a step has its own webhook URL set, that takes priority over the template-level webhook for that specific step.

Use cases:

  • Track overall process progress in external systems
  • Update dashboards when any step changes
  • Capture new process launches or completions

Step-level webhooks

Section titled “Step-level webhooks”

Step-level webhooks fire only when a specific step is completed. More surgical - they only trigger when that particular step is done.

Use cases:

  • Send notifications at key process milestones
  • Trigger follow-up actions in other systems
  • Export form field data collected at a particular step

How webhook events flow

Section titled “How webhook events flow”

This diagram shows how Tallyfy sends webhook data to external systems when events occur in your workflows.

Webhook Event Flow

What to notice:

  • Two trigger types - Template-level webhooks fire on any step completion, process launch, or process completion. Step-level webhooks only fire for that specific step.
  • Priority - If a step has its own webhook URL, it’s used instead of the template-level webhook for that step’s completion event.
  • Security - The X-Tallyfy-orgID header is included in every webhook request. Always validate this in your receiving system.

Setting up template-level webhooks

Section titled “Setting up template-level webhooks”
  1. Navigate to the template you want to configure
  2. Click Edit to enter template editing mode
  3. Open the Advanced Settings drawer
  4. Find the Webhooks section
  5. Toggle webhook functionality on
  6. Enter the destination URL in the Template webhook URL field
  7. Note the Template alias - you’ll need it in your integration

Setting up step-level webhooks

Section titled “Setting up step-level webhooks”
  1. Navigate to the template containing your target step
  2. Click Edit to enter template editing mode
  3. Select the specific step that should trigger the webhook
  4. Open the Advanced tab
  5. Toggle webhook functionality on
  6. Enter the destination URL in the webhook URL field
  7. Save your changes

Example: Slack notifications via middleware

Section titled “Example: Slack notifications via middleware”

Here’s how to send Slack notifications when an employee completes an onboarding step in Tallyfy.

What you’ll need

Section titled “What you’ll need”
  • Tallyfy account with Professional or Enterprise plan
  • Middleware account (Make.com, Power Automate, n8n, or Zapier)
  • Slack workspace with admin access

Step 1: Set up the middleware webhook receiver

Section titled “Step 1: Set up the middleware webhook receiver”

  1. Sign in to your middleware platform

  2. Create a new workflow (“Zap” in Zapier, “Flow” in Power Automate, “Scenario” in Make)

  3. Select Webhooks as the trigger app

  4. Choose Catch Hook or When HTTP request is received as the trigger event

    Zapier Catch Hook trigger set to the Webhooks by Zapier app

  5. Copy the webhook URL provided by your middleware platform - you’ll paste it into Tallyfy next

    Zapier Catch Hook custom webhook URL with a Copy button

Step 2: Configure the Slack message action

Section titled “Step 2: Configure the Slack message action”

  1. Add an action step to your workflow.

  2. Select Slack as the action app.

  3. Choose Send Channel Message as the action event.

    Zapier action step set to Send Channel Message in Slack

  4. Connect your Slack account if not already connected.

  5. Select the destination channel (e.g., #general).

  6. Build a message template using the webhook data fields.

    Zapier Slack message template using Tallyfy webhook fields

  7. Include details like process name, step name, and assignee.

Step 3: Configure the Tallyfy webhook

Section titled “Step 3: Configure the Tallyfy webhook”
  1. Navigate to your onboarding template in Tallyfy.
  2. Enter Edit mode.
  3. For template-level notifications, open the Advanced Settings drawer.
  4. Toggle webhooks on.
  5. Paste the middleware webhook URL into the Template webhook URL field.
  6. For step-specific notifications, select the relevant step instead.
  7. Open the Advanced tab for that step.
  8. Toggle webhooks on and paste the middleware webhook URL.
  9. Save your changes.

Step 4: Test the integration

Section titled “Step 4: Test the integration”

  1. Run your onboarding process

  2. Complete the relevant step

  3. Verify the notification appears in your Slack channel

    Slack channel showing a Zapier message posted from a Tallyfy webhook

Security

Section titled “Security”

Tallyfy includes the X-Tallyfy-orgID header in all webhook requests. Validate this header against your organization’s ID to confirm the webhook is legitimate - you don’t want to process random webhook spam.

Request Catcher showing the X-Tallyfy-Orgid header in a webhook POST

Handle duplicate webhook events

Webhooks can fire multiple times for the same event. For example, if a task is completed, then reopened and completed again, you’ll get multiple notifications. Always implement idempotency handling to prevent duplicate actions. It’s much easier to handle this from the start than debug it later.

Troubleshooting

Section titled “Troubleshooting”

Webhooks not firing? Here’s how to diagnose:

  1. Verify the URL is correct - Copy and paste it fresh, don’t type it manually
  2. Check URL accessibility - Test your webhook URL with RequestBin or Postman first
  3. Confirm webhook is enabled - Both the toggle AND the URL field must be set
  4. Test with a simple receiver - Use webhook.site or RequestBin to verify Tallyfy is sending data
  5. Check for HTTPS - Many receivers require HTTPS, not HTTP
  6. Look for auth requirements - Your receiver might be rejecting unauthenticated requests
  7. Verify step completion - Webhooks only fire when steps are actually completed (not just opened)

Best practices

Section titled “Best practices”
  • Use HTTPS URLs for webhook destinations - HTTP is asking for trouble
  • Validate the X-Tallyfy-orgID header in your receiving system
  • Test webhooks before relying on them in production
  • Monitor webhook delivery using your middleware platform’s logs
  • Build retry logic into your receiving system for reliability
  • Use webhook.site or RequestBin for initial testing before connecting production systems
  • Validate the payload structure on your end - don’t assume it won’t change
Section titled “Related articles”

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